{{org_field_logo}}

{{org_field_name}}

Registration Number: {{org_field_registration_no}}

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Recruitment, Selection and Retention Policy

{{org_field_name}}

Company Registration Number: {{org_field_registration_no}}

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1. Introduction

Purpose of the Policy

This policy outlines {{org_field_name}}’s commitment to ensuring that recruitment, selection, and retention processes are fair, inclusive, and legally compliant. It is designed to meet the Care Quality Commission (CQC) registration requirements for the regulated activity of personal care provided within a supported living setting. {{org_field_name}} recognises that a robust and transparent recruitment process is essential for attracting and retaining high-quality staff who are dedicated to delivering excellent supported living services and providing personal care to adults aged 18 and over with mental health needs. The purpose of this policy is to:

• Establish clear guidelines for recruiting staff in a consistent, objective, and non-discriminatory manner.
• Ensure that all candidates are treated fairly and with respect throughout the recruitment process.
• Promote equality, diversity, and inclusion by preventing any form of discrimination.
• Safeguard residents by ensuring that all recruited individuals are competent, qualified, and suitable for the role, thereby protecting vulnerable adults with mental health needs from potential harm.
• Comply with legal and regulatory requirements, ensuring safe and lawful employment practices.

Scope

This policy applies to all recruitment and selection processes within {{org_field_name}}, including those for staff providing personal care in our supported living services, covering:

• Permanent Roles – Full-time and part-time positions for care and administrative staff.
• Temporary Roles – Short-term contracts, agency workers, and relief staff.
• Voluntary Positions – Individuals offering their time and skills without financial compensation.
• Apprenticeships and Work Placements – Individuals gaining experience as part of an educational or vocational programme.

All staff involved in the recruitment and selection process must adhere to this policy, ensuring that every stage of hiring is carried out professionally, ethically, and in line with best practices.

Legal Compliance

{{org_field_name}} is committed to conducting recruitment in accordance with UK employment laws, safeguarding regulations, and best practices set out by the Care Quality Commission (CQC). The following key legislation and regulatory frameworks must be adhered to:

• Equality Act 2010 – Ensures protection against discrimination based on protected characteristics (including age, gender, disability, race, religion, and sexual orientation).
• Employment Rights Act 1996 – Establishes the legal rights of employees, including fair recruitment processes and employment terms.
• Rehabilitation of Offenders Act 1974 – Governs how spent and unspent convictions are considered during recruitment (supporting the fair treatment of ex-offenders).
• The Care Act 2014 – Sets out responsibilities for safeguarding adults in social care, including safe recruitment practices to protect vulnerable peoplecvminder.co.uk.
• Disclosure and Barring Service (DBS) Regulations – Requires appropriate criminal record checks (DBS checks) for all employees working with vulnerable people.
• Health and Social Care Act 2008 – Requires providers of regulated activities (such as personal care) to register with CQC and comply with fundamental standards of quality and safety gov.uk.
• Health and Social Care Act 2008 (Regulated Activities) Regulations 2014 – Contains the fundamental standards that providers must meet; Regulation 19 (Fit and Proper Persons Employed) requires robust recruitment procedures (ensuring staff are of good character, have necessary qualifications/skills, and are fit for their role) and mandates keeping specific information for each staff member as per Schedule 3 research.kent.ac.ukcqc.org.uk.

All hiring managers and staff responsible for recruitment must be familiar with these requirements and apply them consistently throughout the hiring process. {{org_field_name}} will regularly review and update recruitment practices to ensure compliance with any changes in legislation. CQC will refuse registration if a provider cannot demonstrate that it will meet these recruitment regulations cqc.org.uk.

Failure to adhere to this policy may result in disciplinary action and, where necessary, legal consequences.

2. Organisation Details

Name of Organisation: {{org_field_name}}

Registered Manager: {{org_field_registered_manager_first_name}} {{org_field_registered_manager_last_name}}

Website: {{org_field_website}}

Email: {{org_field_email}}

Regulated Activity: Personal Care

Service Type: Supported Living

3. Fair and Legal Recruitment Process

{{org_field_name}} is committed to a fair, transparent, and legally compliant recruitment process that upholds equality, diversity, and inclusion at every stage. All staff involved in recruitment must ensure that hiring decisions are based on merit, skills, and suitability for the role, without discrimination, and that safeguarding is a primary consideration when selecting candidates to work with vulnerable adults, particularly those with mental health needs.

Ensuring Equality, Diversity, and Inclusion in Recruitment

Recruitment must be conducted in a way that promotes fairness and ensures equal opportunities for all candidates. This includes:

• Treating all applicants with dignity and respect, regardless of their age, gender, ethnicity, religion, disability, sexual orientation, or any other protected characteristic under the Equality Act 2010.
• Making reasonable adjustments for applicants with disabilities to ensure they have equal access to job opportunities. This may include providing alternative application formats, adjusting interview processes, or offering additional support.
• Ensuring job descriptions and advertisements use inclusive, non-discriminatory language that encourages applications from diverse candidates.
• Providing training for all hiring managers on unconscious bias, diversity, and inclusive hiring practices to ensure recruitment decisions are objective and fair.
• Monitoring recruitment data to identify and address any potential biases or barriers to fair hiring.

Compliance with Employment Law and Regulatory Requirements

All recruitment activities must comply with UK employment law and CQC regulatory requirements. Key areas include:

• Right to Work Checks:
  Every applicant must provide proof of their right to work in the UK before employment is confirmed. Acceptable documents include a UK passport, biometric residence permit, or Home Office confirmation of immigration status.
  Any issues regarding work eligibility must be referred to the Registered Manager for further verification before proceeding with the recruitment process.
• Disclosure and Barring Service (DBS) Checks:
  All roles involving contact with residents require an Enhanced DBS Check, which must be obtained before the employee starts work.
  Applicants must disclose any previous convictions, cautions, or legal restrictions relevant to their role. Failure to do so may result in immediate termination of employment.
• Employment References and Verification:
  At least two references must be obtained before confirming employment.
  If the applicant has worked in health or social care, a reference from their previous employer confirming their conduct and reason for leaving is mandatory.
• Equal Pay and Fair Terms:
  All employees must be offered contracts in line with employment law, ensuring fair pay, working conditions, and legal entitlements such as holiday leave and pensions.

Steps Taken to Avoid Discrimination and Unconscious Bias in Selection

To ensure a recruitment process that is free from discrimination and bias, all hiring managers must adhere to the following best practices:

• Standardised Recruitment Process:
  Follow a structured recruitment process that includes clear selection criteria, competency-based interviews, and objective scoring.
  Avoid informal hiring practices that could lead to favouritism or discrimination.
• Blind Recruitment Where Possible:
  Personal details such as name, gender, and ethnicity should be removed from application forms during the initial shortlisting phase to reduce unconscious bias.
• Diverse Interview Panels:
  Where possible, recruitment panels should include individuals from different backgrounds to provide a balanced perspective on candidate selection.
• Consistent Questioning and Evaluation:
  All applicants must be assessed against the same job-related criteria to ensure fairness.
  Interview questions must be structured and relevant to the job role, avoiding any personal or discriminatory topics.
• Clear Documentation and Record-Keeping:
  All recruitment decisions must be properly documented, including reasons for shortlisting or rejecting candidates.
  Records must be retained for the minimum period required by employment law in case of future challenges or audits.

By following these guidelines, {{org_field_name}} ensures that recruitment is carried out ethically and fairly, in compliance with legal obligations, providing equal opportunities for all applicants while safeguarding the welfare of residents.

4. Stages of Recruitment

The recruitment process must be structured, consistent, and legally compliant to ensure the selection of the most suitable candidates. Each stage must be followed systematically to promote fairness, inclusion, regulatory compliance, and with safeguarding of service users at the forefront.

Job Advertisement

Clear Job Descriptions with Essential and Desirable Criteria
Every job advertisement must contain a detailed job description outlining the key duties, responsibilities, and expectations of the role. The job description must include:

• Essential Criteria: The qualifications, experience, and skills that candidates must possess to be considered for the role.
• Desirable Criteria: Additional experience, training, or competencies that are beneficial but not mandatory.

The role’s working hours, salary, location, and type of contract (permanent, temporary, full-time, or part-time) must be clearly stated. If the role requires specific professional qualifications (e.g. NVQ in Health and Social Care), this must be clearly mentioned.

Commitment to Equal Opportunities Included in All Job Adverts
Every job advert must include a statement reinforcing {{org_field_name}}’s commitment to equality, diversity, and inclusion, such as:
“We are an equal opportunities employer and welcome applications from all backgrounds, regardless of age, disability, gender, race, religion, or any other protected characteristic.”

Job adverts must be written in inclusive, neutral language and avoid gendered terms or phrases that could discourage applicants from diverse backgrounds. Reasonable adjustments must be offered for applicants with disabilities, including alternative formats for job descriptions and flexible application processes.

Application Process

Standardised Application Forms or CV Submissions
Candidates must apply using {{org_field_name}}’s standard application form or by submitting a CV with a supporting statement. The application form must capture all relevant information, including:

• Personal details and contact information.
• Employment history, including dates and job roles.
• Qualifications and training.
• References and right-to-work status.

Alternative Formats Available Upon Request for Accessibility
To ensure accessibility, application forms must be available in alternative formats such as large print or electronic versions upon request. Assistance must be provided to applicants who require additional support in completing their applications.

Shortlisting Process

Selection Based on Skills, Experience, and Qualifications
Shortlisting must be conducted strictly based on the essential and desirable criteria outlined in the job description. The selection panel must evaluate each application objectively, ensuring that only those who meet the requirements are considered for interview.

Fair and Unbiased Scoring Criteria
A structured scoring system must be used to assess each applicant consistently. Scores should be assigned based on how well the candidate’s qualifications, experience, and competencies match the job requirements. Personal biases must be avoided; hiring managers should receive training on unconscious bias and fair recruitment practices. All reasons for shortlisting or rejecting a candidate must be documented for transparency and future reference.

Interview Stage

Structured Interviews with Competency-Based Questions
Interviews must be conducted using a structured format with pre-determined competency-based questions that assess a candidate’s skills, knowledge, and experience. All candidates must be asked the same set of questions to ensure fairness. Hypothetical and situational questions should be used to assess problem-solving abilities, decision-making, and suitability for the role.

Reasonable Adjustments Made Where Necessary
If a candidate has a disability, reasonable adjustments must be made to support them during the interview process, such as:

• Providing extra time for assessments.
• Conducting interviews via alternative formats (e.g. virtual interviews).
• Offering assistive technology or sign language interpretation if required.

Pre-Employment Checks

Identity Verification
All shortlisted candidates must provide official identification before employment is confirmed. Acceptable forms of ID include a passport, UK driving licence, or birth certificate (with supporting documentation).

Employment History
A minimum of five years’ employment history must be verified for roles where this is relevant. Any gaps in employment must be explained by the candidate and documented.

References
At least two professional references must be obtained before offering a role. If the applicant has previously worked in health or social care, or with children or vulnerable adults, references must confirm the candidate’s conduct during employment and the reason for leaving the role. References must be verified to ensure authenticity. (Personal references from friends or family members are not acceptable.)

DBS (Disclosure and Barring Service) Check
An Enhanced DBS Check must be conducted for all roles involving direct care of vulnerable individuals. The check must be completed before the employee starts work, and any disclosures must be reviewed to assess suitability for the role.

All of these pre-employment checks must be completed before a new employee begins providing personal care. This process ensures {{org_field_name}} complies with the requirements of Regulation 19 and Schedule 3 of the 2014 Regulations, by only employing individuals who are fit and proper to carry on the personal care servicecqc.org.uk. Through this rigorous vetting, the organisation upholds its safeguarding duty to protect service users from unsuitable staff.

Job Offer & Induction

Conditional Job Offer Subject to Satisfactory Checks
A job offer must be issued in writing, stating that employment is subject to satisfactory completion of pre-employment checks, including:

• References
• Identity verification
• DBS clearance (where required)
• Right-to-work checks

The offer letter must outline the terms and conditions of employment, including salary, working hours, probation period, and start date.

Comprehensive Induction Including Training and Company Policies
All new employees must complete a structured induction programme before commencing work. This must include:

• An introduction to {{org_field_name}}, its values, and its policies.
• Mandatory training sessions on safeguarding, health and safety, infection control, and confidentiality.
• Role-specific training tailored to the employee’s duties.
• Shadowing experienced staff members to familiarise themselves with working practices.

The induction process must be documented, and new employees must sign to confirm they have understood key policies and procedures.

By following these structured stages of recruitment, {{org_field_name}} ensures a legally compliant, fair, and effective hiring process that selects the most suitable candidates while safeguarding the well-being of residentscvminder.co.uk.

5. Checking Previous Employment

A thorough review of a candidate’s employment history is essential to ensure their suitability for a role within {{org_field_name}}. All staff involved in recruitment must follow the procedures below to verify employment history accurately and address any discrepancies or gaps.

Verification of All Employment History Provided
All candidates must provide a complete employment history covering at least the last five years (where relevant). The employment history should include:

• The name of each previous employer.
• Job titles and roles held.
• Start and end dates of employment.
• Reason for leaving each role.

Hiring managers must verify the employment history by:

• Contacting previous employers to confirm dates of employment and roles performed.
• Ensuring the references provided match the employment details on the application form or CV.
• Requesting further clarification from the candidate if there are any discrepancies.

Additional Checks if Gaps in Employment Are Identified
If a candidate has gaps in their employment history, they must provide an explanation for each gap. Acceptable reasons may include further education or training, caring responsibilities, travel or relocation, health-related reasons (medical documentation may be required), or periods of unemployment.

Any unexplained gaps of over one month must be investigated before proceeding with the recruitment process. The hiring manager must:

• Ask the candidate for further clarification and supporting evidence (if applicable) about the gap.
• Cross-check reference details to verify the accuracy of the explanation given.
• Document all findings in the recruitment records.

If concerns arise regarding unexplained or inconsistent employment gaps, {{org_field_name}} reserves the right to:

• Request additional references from past employers or professional contacts.
• Conduct an interview reassessment to further discuss the candidate’s background.
• Withdraw the job offer if satisfactory verification cannot be obtained.

By following these procedures, {{org_field_name}} ensures that all staff members have a verified employment background, reducing risks associated with misinformation, fraud, or unsuitable individuals joining the workforce.

6. Recruitment of Volunteers & Apprentices

{{org_field_name}} values the contribution of volunteers and apprentices in providing high-quality supported living services. All volunteers and apprentices must be recruited through a structured process that ensures they are suitable for their roles and comply with legal and regulatory requirements.

Volunteers and Apprentices Are Subject to the Same Fair Recruitment Principles

The recruitment of volunteers and apprentices must follow the same principles of fairness, equality, and inclusion as the recruitment of paid staff. Volunteers and apprentices must complete an application process, which includes:

• Submission of an application form or expression of interest.
• An informal or formal interview to assess suitability.
• Verification of identity and right to work in the UK (where applicable).

A clear role description must be provided to every volunteer or apprentice, detailing:

• The expectations, responsibilities, and scope of work.
• The duration and terms of their voluntary role or apprenticeship placement.
• Any required qualifications, skills, or prior experience.

Volunteers and apprentices must be treated with the same level of professionalism and respect as paid employees. The recruitment process must ensure that no individual is exploited or assigned inappropriate tasks beyond their role description.

Appropriate Training and Supervision Are Provided

All volunteers and apprentices must complete an induction programme before starting their roles. This must include:

• An introduction to {{org_field_name}}’s mission, values, and expectations.
• Essential training on safeguarding, health and safety, infection control, and confidentiality.
• Role-specific guidance to ensure they understand their responsibilities.

Volunteers and apprentices must be assigned a supervisor or mentor who will:

• Provide ongoing support, guidance, and feedback.
• Ensure that work is conducted safely and in line with policies.
• Address any concerns or difficulties the individual may encounter.

Regular review meetings must be scheduled to assess progress, provide further training, and ensure both parties benefit from the arrangement.

DBS Checks Conducted Where Necessary

If a volunteer or apprentice will have direct contact with residents, they must undergo an Enhanced DBS Check before starting their role. The DBS check process must follow the same procedures as for paid employees, including:

• Verifying identity.
• Checking for any criminal convictions that could make the candidate unsuitable for the role.
• Reviewing disclosures to determine whether the individual can safely work with vulnerable people.

If a volunteer/apprentice role does not involve direct care, a risk assessment must be conducted to determine whether a DBS check is necessary. {{org_field_name}} reserves the right to decline or terminate a volunteer or apprenticeship placement if a DBS check reveals concerns that pose a risk to residents.

By ensuring a structured, fair, and legally compliant recruitment process for volunteers and apprentices, {{org_field_name}} maintains high standards of care while offering valuable opportunities for skill development and contribution to the community.

7. Recruitment Complaints Policy

{{org_field_name}} is committed to ensuring that all applicants are treated fairly, respectfully, and without discrimination throughout the recruitment process. Any applicant who feels they have been treated unfairly or experienced discrimination has the right to raise a complaint. All complaints will be handled professionally, confidentially, and in line with {{org_field_name}}’s grievance procedures.

Procedure for Applicants to Raise Concerns Regarding Discrimination or Unfair Treatment

Any applicant who believes they have been subject to unfair treatment, bias, or discrimination during the recruitment process should follow these steps to raise a complaint:

• Initial Informal Resolution:
  Applicants are encouraged to raise their concerns informally with the hiring manager or recruitment officer within 10 working days of the issue occurring. If the concern can be resolved informally, a discussion will be held and any necessary corrective action will be taken.
• Formal Complaint Submission:
  If the issue is not resolved informally, the applicant can submit a formal complaint by email to: {{org_field_email}}.

The complaint must include:

• A detailed description of the issue.
• Any supporting evidence (e.g. emails, job descriptions, or interview correspondence).
• The name(s) of any staff involved.
• The outcome the applicant seeks.
• Investigation Process:
  The Nominated Individual, Directors or HR Department (if applicable) will acknowledge receipt of the complaint within five working days. An investigation will be conducted, including:
  • A review of recruitment records and communications.
  • Interviews with relevant staff members.
  • An assessment of compliance with recruitment policies and legal standards.
• Resolution and Response:
  A decision will be communicated in writing within 15 working days of the complaint being received. If a breach of recruitment policy is found, corrective actions will be taken, including potential re-evaluation of the applicant’s candidacy. If the complaint is upheld, {{org_field_name}} will review and amend recruitment processes where necessary.
• Right to Appeal:
  If the applicant is not satisfied with the response, they may submit an appeal in writing within five working days of receiving the decision. The appeal will be reviewed by senior management, and a final response will be provided within 10 working days.

Complaints Handled Confidentially and in Line with Organisational Grievance Procedures
All complaints will be handled confidentially, and information will only be shared with those directly involved in the investigation. Retaliation or victimisation against applicants who raise concerns will not be tolerated; any such actions will result in disciplinary procedures. Records of complaints will be maintained securely and reviewed to improve recruitment practices. Complaints will be processed in accordance with the Equality Act 2010, Employment Rights Act 1996, and other relevant employment legislation.

By implementing a clear and fair recruitment complaints process, {{org_field_name}} demonstrates its commitment to equality, fairness, and continuous improvement in hiring practices.

8. Retention & Workforce Development

{{org_field_name}} is committed to fostering a supportive and engaging work environment where employees feel valued, motivated, and equipped to provide high-quality supported living services. Retaining skilled staff is essential to maintaining continuity of care and ensuring high standards of service delivery. To achieve this, {{org_field_name}} implements structured retention and workforce development strategies.

Ongoing Support and Professional Development

All staff must have access to continuous professional development (CPD) opportunities to enhance their skills and knowledge. New employees must complete a comprehensive induction programme to familiarise them with company policies, procedures, and expectations. Staff are encouraged to undertake training and refresher courses in key areas such as:

• Safeguarding and protection of vulnerable adults.
• Infection prevention and control.
• Manual handling and health and safety.
• Dementia care, medication management, and other role-specific training.

Managers should conduct regular one-to-one meetings with staff to provide feedback, discuss concerns, and identify any training needs.

Regular Performance Reviews and Career Progression Opportunities

Employees must have formal performance reviews at least annually, with additional informal reviews throughout the year. Performance reviews should focus on the employee’s achievements, areas for improvement, and development goals. Staff have the opportunity to discuss their career aspirations and will be supported in accessing relevant training or internal promotion opportunities. Where appropriate, employees are encouraged to take on senior roles, mentoring positions, or specialist care responsibilities as part of their career development. Internal vacancies should be advertised to existing staff before being opened to external candidates, ensuring career progression opportunities within {{org_field_name}}.

Measures to Improve Staff Retention and Well-being

{{org_field_name}} recognises that staff well-being is critical to retention and must implement measures to create a supportive working environment. Well-being initiatives must include:

• Encouraging a work-life balance by ensuring fair shift patterns and avoiding excessive working hours.
• Providing access to mental health and well-being support, such as counselling services or employee assistance programmes.
• Ensuring a positive workplace culture, where staff feel appreciated and listened to.
• Encouraging open communication between staff and management, with clear channels for raising concerns.
• Recognising and rewarding staff contributions through incentives, awards, and appreciation schemes.

{{org_field_name}} will regularly gather staff feedback (e.g. through surveys or meetings) to understand challenges and identify areas for improvement in the work environment. Any concerns about staff satisfaction, burnout, or workplace conflicts must be addressed proactively by management to prevent high turnover rates.

By prioritising workforce development, career progression, and employee well-being, {{org_field_name}} ensures a motivated and skilled team – ultimately improving the quality of care delivered to residents.

9. Policy Review & Updates

The organisation is committed to maintaining up-to-date and legally compliant policies that reflect best practices in recruitment, selection, and retention. This Recruitment, Selection, and Retention Policy will be reviewed regularly to ensure it aligns with current employment laws, Care Quality Commission (CQC) and local authority regulations, and sector best practices.

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Responsible Person: {{org_field_registered_manager_first_name}} {{org_field_registered_manager_last_name}}
Reviewed on: {{last_update_date}}
Next Review Date: {{next_review_date}}
Copyright © {{current_year}} – {{org_field_name}}. All rights reserved.