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{{org_field_name}}

Registration Number: {{org_field_registration_no}}

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Equal and Fair Recruitment Policy

{{org_field_name}}

1. Purpose

The purpose of this policy is to ensure that all recruitment processes carried out by {{org_field_name}} are lawful, transparent, inclusive, and based on merit. This policy is intended to promote equality of opportunity and fair treatment throughout the recruitment and selection of registered nurses, healthcare assistants (HCAs), and other temporary staff. The agency is committed to ensuring that its recruitment practices comply fully with The Equality Act 2010, The Human Rights Act 1998, The Rehabilitation of Offenders Act 1974, The Employment Rights Act 1996, The Data Protection Act 2018, UK General Data Protection Regulation (UK GDPR), and the Care Quality Commission (CQC) Fundamental Standards. Through this policy, {{org_field_name}} aims to ensure that candidates are selected based on skills, qualifications, experience, and suitability for the role, without discrimination, bias, or unfair barriers.

2. Scope

This policy applies to:

• All candidates applying for employment or engagement with {{org_field_name}}, including nurses, healthcare assistants, support workers, and other roles
• All directors, managers, and staff involved in the recruitment, selection, and appointment of candidates
• All stages of the recruitment process, including advertising, shortlisting, interviewing, selection, pre-employment checks, and onboarding

3. Related Policies

• Equality, Diversity and Inclusion Policy
• Recruitment Policy
• Safeguarding Adults and Children Policy
• Candidate Confidentiality and Data Handling Policy
• Training and Development Policy
• Supervision and Appraisal Policy
• Whistleblowing Policy

4. Policy Statement

{{org_field_name}} is committed to fair, open, and non-discriminatory recruitment processes. The agency will treat all candidates with dignity and respect and will ensure that no applicant is treated less favourably on the grounds of any protected characteristic under The Equality Act 2010, including:

• Age
• Disability
• Gender reassignment
• Marriage or civil partnership
• Pregnancy or maternity
• Race (including colour, nationality, ethnic or national origin)
• Religion or belief
• Sex
• Sexual orientation
  {{org_field_name}} is also committed to ensuring that recruitment decisions are made objectively and based solely on the candidate’s ability to meet the essential criteria for the role.

5. Responsibilities

Director
The Director will:

• Lead the implementation and monitoring of this policy
• Ensure recruitment procedures comply with legal and regulatory requirements
• Oversee all recruitment activities carried out by the agency
• Review recruitment practices regularly to identify and address any potential discriminatory practices
• Investigate any complaints relating to discrimination or unfair treatment during recruitment
• Promote equality and diversity as part of the agency’s organisational culture

All Staff Involved in Recruitment
All employees involved in recruitment and selection will:

• Undertake recruitment and equality, diversity and inclusion training
• Follow this policy and all associated procedures during recruitment activities
• Avoid direct or indirect discrimination at every stage of the recruitment process
• Maintain confidentiality throughout the recruitment process
• Support fair and consistent decision-making based on job-related criteria

6. Advertising Vacancies

{{org_field_name}} will ensure that:

• All job advertisements are inclusive, accessible, and non-discriminatory
• Adverts focus on the essential skills, qualifications, and experience required for the role
• Avoid unnecessary criteria which could disadvantage candidates with protected characteristics
• Vacancies are advertised widely to attract diverse applicants
• Positive action is considered where appropriate to address underrepresentation of specific groups, in accordance with the Equality Act 2010

7. Job Descriptions and Person Specifications

Job descriptions and person specifications will:

• Be clearly defined, outlining essential and desirable criteria relevant to the role
• Be reviewed regularly to ensure they are up-to-date, inclusive, and non-discriminatory
• Reflect the core duties, responsibilities, and required skills objectively
• Avoid unnecessary barriers, such as excessive or irrelevant qualifications or experience requirements
• Include reference to the agency’s commitment to equality, diversity, and inclusion

8. Shortlisting

During the shortlisting process:

• Only information contained within the application form will be considered
• Shortlisting will be carried out by trained staff
• Candidates will be assessed objectively against the essential and desirable criteria in the person specification
• Applicants will not be shortlisted or rejected based on personal characteristics unrelated to their ability to perform the role
• Records of shortlisting decisions will be retained securely

9. Interviews and Selection

The interview and selection process will be:

• Fair, structured, and consistent for all candidates
• Conducted by trained interviewers who have received guidance on avoiding bias and discrimination
• Focused on assessing candidates’ ability to meet the requirements of the role
• Designed to make reasonable adjustments for candidates with disabilities or specific needs
• Conducted in a suitable and accessible environment
• Used to explore gaps in employment, criminal history (where applicable), or specific employment history in line with the Rehabilitation of Offenders Act 1974 (Exceptions) Order 1975 and safeguarding requirements

10. Reasonable Adjustments

{{org_field_name}} will:

• Make reasonable adjustments throughout the recruitment process to accommodate candidates with disabilities
• Consult with candidates to identify appropriate adjustments
• Ensure adjustments are implemented without causing a disproportionate disadvantage to the candidate

11. Pre-Employment Checks

All successful candidates will undergo pre-employment checks appropriate to their role. These may include:

• Verification of identity
• Right-to-work checks
• References from previous employers
• Criminal record checks through the Disclosure and Barring Service (DBS)
• Verification of professional qualifications and registrations
• Occupational health clearance
  These checks will be conducted fairly and in line with data protection and equality requirements. No candidate will be treated less favourably due to disclosures unless there is a clear safeguarding or legal reason to do so.

12. Data Protection

Candidate information will be processed in line with The Data Protection Act 2018 and the UK GDPR.

• All candidate information will be stored securely and accessed only by authorised staff
• Data will only be used for legitimate recruitment purposes
• Data will be retained only as long as necessary and disposed of securely
• Candidates will be informed of how their data is used and their rights under the UK GDPR

13. Training

All staff involved in recruitment will receive:

• Equality, diversity, and inclusion training
• Recruitment and selection training
• Updates when legislation or best practice changes
  The Director will ensure that training records are maintained and reviewed regularly.

14. Complaints

Candidates who believe they have been treated unfairly or discriminated against during the recruitment process may:

• Submit a formal complaint following the Complaints Policy
• Have their complaint investigated promptly and fairly by the Director
• Receive a written response and explanation of the outcome
  All complaints will be treated confidentially and used to inform continuous improvement.

15. Monitoring and Review

The Director will:

• Collect and analyse data on recruitment activities, including diversity data where provided voluntarily
• Monitor shortlisting, appointment, and retention rates to identify trends or patterns
• Review complaints and feedback to identify any equality or fairness concerns
• Use monitoring outcomes to improve recruitment practices and promote inclusion
  All data collected for monitoring will be anonymised and used solely for improving recruitment practices.

16. Record Keeping

Records will be maintained securely for:

• Application forms
• Shortlisting notes
• Interview records
• Pre-employment checks
• Correspondence with candidates
  Records will be retained in line with the agency’s Record Retention, Archiving, and Disposal Policy.

17. Director’s Oversight

The Director is responsible for:

• Ensuring this policy is implemented and reviewed
• Supporting staff to understand and apply the policy
• Promoting equality and diversity across the organisation
• Ensuring recruitment decisions are consistent, fair, and compliant
• Addressing any breaches or concerns arising from recruitment processes

18. Policy Review

This policy will be reviewed annually by the Director or sooner if required due to changes in legislation, best practice, or learning from complaints or audits.

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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.