{{org_field_logo}}

{{org_field_name}}

Registration Number: {{org_field_registration_no}}

---

Recruitment and Selection Policy

1. Purpose

The purpose of this policy is to set out a detailed, transparent, and robust recruitment and selection process that ensures {{org_field_name}} recruits staff who are safe, competent, compassionate, and appropriately qualified to provide high-quality care and support to people we support.

This policy reflects and fully incorporates the principles of:

• The Health and Social Care Standards: My Support, My Life (2017), which set out what people should expect when receiving care.
• The Health and Care (Staffing) (Scotland) Act 2019, which establishes legal duties on staffing levels, skill mix, and safe, effective care delivery.
• The SSSC Codes of Practice for Social Service Workers and Employers (2024) which outline standards of conduct and employer responsibilities.
• The legal safeguarding requirements of Disclosure Scotland and the PVG (Protecting Vulnerable Groups) Scheme.
• The Home Office Code of Practice for International Recruitment of Health and Social Care Personnel where overseas recruitment applies.

We are committed to upholding our duty of care to protect vulnerable people and to ensure our workforce is recruited using the highest standards of safety, fairness, and equality. This policy supports {{org_field_name}}’s overall commitment to continuous improvement, ethical practice, and delivery of person-centred care.

2. Scope

This policy applies to all recruitment and selection activities for:

• Permanent employees (full-time and part-time)
• Temporary, casual, and bank staff
• Agency and contract workers
• Volunteers, students, and placement staff
• Internally promoted staff and staff moving to alternative roles within the organisation
• Members of the management team, including the Nominated Individual and Registered Manager
• Overseas staff recruited via international recruitment channels

3. Related Policies

• Safeguarding and Protection of Adults Policy
• Equality, Diversity and Inclusion Policy
• Induction and Probation Policy
• Supervision and Appraisal Policy
• Staff Training and Development Policy
• Staff Conduct and Disciplinary Policy
• Data Protection and Confidentiality Policy
• Safer Staffing and Workforce Planning Policy
• Complaints Policy

4. Legal and Regulatory Framework

This policy is designed to ensure compliance with the following legal, regulatory, and professional frameworks:

• Health and Care (Staffing) (Scotland) Act 2019
• Health and Social Care Standards: My Support, My Life (2017)
  • Standard 3: Your Personal Plan
  • Standard 4: Management and Staffing
  • Standard 5: Health and Wellbeing
• SSSC Codes of Practice (2024) for Social Service Workers and Employers
• The Protection of Vulnerable Groups (Scotland) Act 2007
• Disclosure Scotland (PVG Scheme Membership)
• Rehabilitation of Offenders Act 1974 (Exclusions and Exceptions) (Scotland) Order 2013
• The Equality Act 2010
• UK General Data Protection Regulation (UK GDPR) / Data Protection Act 2018
• Home Office Immigration Rules and Code of Practice for Ethical International Recruitment
• Social Care and Social Work Improvement Scotland (Requirements for Care Services) Regulations 2011, SSI 2011/210

This policy fully aligns with the Care Inspectorate’s quality frameworks and inspection expectations.

5. Statement of Principles

At {{org_field_name}}, we commit to:

• Only appointing individuals who are safe, competent, and fit to practice.
• Conducting thorough pre-employment checks for all prospective staff.
• Promoting fairness, transparency, and consistency across all recruitment stages.
• Safeguarding people we support by adopting rigorous safer recruitment practices.
• Supporting equality, diversity, and inclusion at every stage of employment.
• Supporting recruitment processes that protect the public, promote confidence in care services, and meet legal obligations.
• Recruiting staff who are committed to delivering care that reflects the principles of dignity, privacy, choice, safety, realising potential, and equality and diversity.

6. Workforce Planning

Effective recruitment begins with strategic workforce planning. The management team will regularly assess:

• Current and future service demands
• Staffing levels and turnover
• The skills, qualifications, and competencies required to meet people’s assessed needs
• Workforce gaps related to expansion, changing demographics or new care packages
• Compliance with the Health and Care (Staffing) (Scotland) Act 2019

Workforce planning ensures that our staffing arrangements are sufficient, suitable, and sustainable.

7. Advertising Vacancies

Vacancies are advertised openly and fairly through multiple channels, including:

• {{org_field_name}} website
• Recognised job boards
• Social media platforms
• Recruitment agencies
• Local job centres and community networks
• Internal job boards for promotion opportunities

Each advertisement will include:

• Job title and summary of duties
• Essential and desirable qualifications, skills, and experience
• Requirement for PVG Scheme membership and SSSC registration (where applicable)
• Right to work in the UK eligibility criteria
• Statement of {{org_field_name}}’s commitment to equality and diversity
• Information on our safer recruitment practices

Efforts will be made to ensure vacancies are accessible to people with disabilities or those requiring adjustments.

8. Application and Shortlisting

Applicants are required to complete a standardised application form and submit a CV. Shortlisting will be undertaken by a minimum of two trained staff members using a structured shortlisting matrix.

During shortlisting, panel members will:

• Objectively assess candidates against job criteria
• Identify and explore any unexplained gaps in employment history
• Avoid any form of unlawful discrimination or bias
• Apply consistent scoring to ensure fairness

All unsuccessful candidates will be notified in writing.

9. Interviews and Assessment

Interviews are conducted in a structured, transparent, and consistent manner.

The interview process will include:

• Values-based interviewing to assess personal alignment with {{org_field_name}}’s person-centred care ethos
• Competency-based questions
• Scenario-based discussions relating to safeguarding, confidentiality, professional boundaries, and risk management
• Assessment of practical skills (where appropriate)
• Exploration of any previous disciplinary or safeguarding concerns

Interview panels will consist of at least two appropriately trained interviewers.

Scoring sheets, interview notes, and outcome decisions are recorded and retained as part of audit requirements.

10. Pre-Employment Checks

No candidate will be permitted to commence employment until all pre-employment checks have been satisfactorily completed.

10.1 PVG Scheme Membership (Disclosure Scotland)

• All staff providing regulated care will be required to hold membership with the Protecting Vulnerable Groups (PVG) Scheme.
• {{org_field_name}} will apply for a new PVG Scheme Record or Scheme Record Update as appropriate.
• Employment is conditional upon a satisfactory PVG outcome.
• Any information disclosed will be subject to risk assessment by the Registered Manager, with advice from the Safeguarding Lead if necessary.

10.2 SSSC Registration

• All eligible staff must register with the Scottish Social Services Council (SSSC) within the legally required timescale after starting employment.
• Failure to obtain or maintain registration may result in termination of employment.
• SSSC registration status will be monitored and updated by management throughout employment.

10.3 Employment References

• Two written references are required, one of which must be from the candidate’s most recent employer.
• References must confirm suitability, reliability, honesty, competence, safeguarding concerns (if any), and reasons for leaving.
• All gaps in employment must be satisfactorily explained and documented.

10.4 Right to Work Checks

• All candidates must provide proof of their eligibility to work in the UK.
• {{org_field_name}} will verify documents in accordance with Home Office guidance.
• Any offers of employment are subject to satisfactory verification of immigration status.

10.5 Overseas Recruitment Compliance

Where overseas recruitment applies:

• {{org_field_name}} will fully comply with the Code of Practice for International Recruitment of Health and Social Care Personnel in Scotland.
• We will not engage in unethical recruitment from countries on the WHO “red list”.
• Overseas candidates will undergo the same recruitment checks and safeguarding processes as UK applicants.
• {{org_field_name}} will fully meet its legal obligations under Home Office sponsorship rules (if applicable).

10.6 Occupational Health Clearance

• Successful applicants must complete an occupational health questionnaire.
• Where necessary, an occupational health assessment may be arranged to ensure the candidate is medically fit for the role.

11. Induction and Probation

All newly appointed staff will:

• Complete a structured induction programme aligned to the Health and Social Care Standards and SSSC Codes of Practice.
• Undertake mandatory training in safeguarding, infection control, moving and handling, confidentiality, person-centred care, and equality.
• Be supervised by experienced staff during initial employment.
• Have clear probationary objectives and regular reviews during the first 3 to 6 months of employment.
• Receive probationary assessments at 1, 3, and 6 months to ensure suitability, competence, and integration.

12. Ongoing Monitoring and Quality Assurance

• The recruitment process will be subject to periodic internal audits.
• Recruitment practices will be reviewed against Care Inspectorate inspection outcomes and regulatory requirements.
• Anonymous equality monitoring data will be collected for monitoring diversity.
• Any areas of concern raised during audits will trigger corrective actions.

13. Equality, Diversity and Inclusion

{{org_field_name}} is committed to fostering a culture where:

• All recruitment decisions are made on merit, skills, and suitability.
• No applicant is discriminated against on the grounds of age, disability, race, religion, sex, gender reassignment, sexual orientation, marriage or civil partnership, or pregnancy.
• Reasonable adjustments are offered throughout recruitment to ensure fairness for candidates with additional needs.

14. Data Protection and Confidentiality

• All candidate data is handled according to UK GDPR and the Data Protection Act 2018.
• Personal data will only be accessed by authorised personnel and used for legitimate recruitment purposes.
• Unsuccessful applications will be securely destroyed after six months, unless consent is provided for retention.

15. Links to Health and Social Care Standards (My Support, My Life)

• Standard 1.15: My personal plan sets out how my needs, wishes and choices will be met.
• Standard 2.8: I am supported to communicate in a way that is right for me.
• Standard 2.17: I am fully involved in developing and reviewing my personal plan.
• Standard 3.14: I have confidence in people because they are trained, competent and skilled.
• Standard 4.3: I experience care and support where all people are respected and valued.
• Standard 4.4: My care and support is provided in a planned and safe way, including if there is an emergency.
• Standard 4.11: I experience high quality care and support based on relevant evidence, guidance and best practice.
• Standard 4.27: I experience high quality care and support because people have the necessary information and resources.

16. Policy Review

This policy will be reviewed annually or earlier if changes to legislation, regulation, inspection guidance, or business needs require it. All staff involved in recruitment must familiarise themselves with this policy and its updates..

---

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.