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{{org_field_name}}

Registration Number: {{org_field_registration_no}}

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Recruitment and Selection Policy

1. Purpose

The purpose of this policy is to ensure that {{org_field_name}} recruits and selects the most suitable candidates in a fair, consistent, and transparent manner. This policy is designed to ensure compliance with employment law, equal opportunities legislation, and best recruitment practices. It aims to attract high-quality healthcare professionals who uphold our organisation’s values and commitment to excellent patient care. Additionally, this policy ensures that recruitment is aligned with the organisation’s strategic objectives, workforce planning, and service user needs.

2. Scope

This policy applies to all permanent, temporary, and agency staff recruited by {{org_field_name}}, including those on zero-hours contracts. It covers the entire recruitment process, including job advertising, application screening, interviewing, selection, employment checks, and induction. The policy extends to all individuals involved in the hiring process, including hiring managers, HR personnel, and recruitment agencies working on behalf of {{org_field_name}}.

3. Related Policies

• Equal Opportunities and Diversity Policy
• Data Protection Policy
• Safeguarding Policy
• Health and Safety Policy
• Induction and Training Policy
• Whistleblowing Policy

4. Legal and regulatory framework

Where {{org_field_name}} operates as an employment agency and/or employment business (including supplying temporary workers), we will comply with the Employment Agencies Act 1973 and the Conduct of Employment Agencies and Employment Businesses Regulations 2003 (as amended). This includes (as applicable):

a) agreeing and issuing clear terms with work-seekers and hirers before services are provided;

b) obtaining and confirming information needed to assess suitability for each role (including experience, training, qualifications, and any legal/professional registration requirements);

c) providing required information about assignments and pay, and maintaining required records; and

d) where required, providing a Key Information Document to work-seekers before agreeing terms, setting out key pay-related information in the prescribed format.

5. Principles of Recruitment

Recruitment at {{org_field_name}} is guided by the following principles:

• Fairness and Transparency – All candidates will be assessed based on their skills, qualifications, and experience relevant to the role. Unconscious bias will be minimised through structured selection criteria and standardised interview processes.
• Equality and Diversity – The process will comply with the Equality Act 2010, ensuring no discrimination based on age, disability, gender, race, religion, sexual orientation, or any other protected characteristic. Reasonable adjustments will be made for candidates requiring additional support.
• Prevention of sexual harassment: {{org_field_name}} will take reasonable steps to prevent sexual harassment connected to work, including during recruitment (advertising, selection, interviews, assessments, and work trials) and while on assignment. This includes appropriate training for those involved in recruitment, clear reporting routes, prompt investigation of concerns, and proportionate action where concerns arise, including where conduct involves third parties (for example, clients, service users, visitors, or other external contacts).
• Compliance with Legislation – Recruitment and selection will be carried out in accordance with all applicable UK legislation and statutory guidance, including (as relevant): the Equality Act 2010 and associated codes of practice; the Worker Protection (Amendment of Equality Act 2010) Act 2023 (including the employer duty to take reasonable steps to prevent sexual harassment, effective 26 October 2024); the Employment Rights Act 1996; the Working Time Regulations 1998 (including the holiday entitlement and holiday pay reforms for irregular-hours and part-year workers applying to leave years beginning on or after 1 April 2024); the National Minimum Wage Act 1998 and National Minimum Wage Regulations 2015; the Immigration, Asylum and Nationality Act 2006 (right-to-work checks and illegal working prevention); and where we engage/operate as an employment business, the Employment Agencies Act 1973 and the Conduct of Employment Agencies and Employment Businesses Regulations 2003 (as amended), including requirements on work-seeker information, suitability checks, records, and (where applicable) the provision of a Key Information Document before agreeing terms.
• Safeguarding – All candidates working with vulnerable individuals must undergo enhanced DBS (Disclosure and Barring Service) checks, reference verification, and appropriate safeguarding training prior to commencing employment.
• Confidentiality – All personal and sensitive candidate information will be handled in accordance with GDPR and the Data Protection Act 2018.

6. Recruitment Process

6.1 Identifying a Vacancy

• Line managers must identify staffing needs and obtain approval to recruit from senior management.
• A job description and person specification must be reviewed and updated before advertising, ensuring alignment with organisational goals and regulatory requirements.
• Consideration will be given to workforce planning, internal talent development, and the possibility of redeployment before proceeding with external recruitment.

6.2 Job Advertising

• Vacancies will be advertised internally and externally through appropriate channels, ensuring a diverse pool of applicants.
• Job advertisements will be clear, accurate, and non-discriminatory, detailing essential job functions, qualifications, and expectations.
• Where appropriate, vacancies will be advertised on platforms targeted towards underrepresented groups to promote diversity in recruitment.

6.3 Application and Shortlisting

• Applicants will be required to submit a CV and complete an application form detailing their experience, qualifications, and suitability for the role.
• Shortlisting will be conducted by at least two individuals using objective criteria based on the job description and person specification.
• Candidates who do not meet the minimum criteria will be informed promptly, and feedback will be provided upon request.

6.4 Interview and Selection

• Structured interviews will be conducted by a panel of at least two trained interviewers, using competency-based questions.
• Candidates will be assessed on their knowledge, skills, attitude, and values alignment with {{org_field_name}}.
• Additional selection methods, such as skills tests, scenario-based assessments, or role-play exercises, may be used to evaluate suitability for specific roles.
• All interviewers will be trained in fair recruitment practices, including unconscious bias awareness.

6.5 Pre-Employment Checks

Before employment/engagement starts, {{org_field_name}} will complete a right-to-work check in accordance with the Home Office Employer’s guide to right to work checks in force at the time. This will include using the Home Office online right-to-work checking service where the individual has an eVisa / digital immigration status (or where the online service is otherwise required), and retaining clear evidence of the check (including the date it was completed) to establish a statutory excuse. Where a manual (document-based) check is permitted, we will check the original documents (or a permitted certified digital route, where applicable), confirm they appear genuine and belong to the holder, and make and retain copies/records in the required format. Where we use a certified Digital Verification Service (DVS) for British and Irish passport holders, we will do so only in accordance with current Home Office guidance and will retain the required outputs/records.

• DBS checks will be mandatory for roles involving direct contact with service users.
• A minimum of two satisfactory references will be obtained and verified, including the most recent employer, and covering an appropriate period for the role and sector risk (normally at least the last three years, and longer where role requirements or safeguarding risks justify it).
• Verification of academic and professional qualifications, professional registration status (if applicable), and any required certifications will be completed prior to employment confirmation.
• Occupational health assessments will be conducted to ensure candidates are medically fit for their roles where necessary.

6.6 Offer of Employment

• Offers will be made in writing and will be conditional upon successful completion of pre-employment checks.
• The offer letter will outline key employment terms, including salary, working hours, probationary period, and start date.
• Candidates will be given sufficient time to review and sign the contract of employment before commencing work.

6.7 Induction and Onboarding

• New employees will receive a structured induction programme, including training on company policies, safeguarding, health and safety, and regulatory compliance.
• A mentor or buddy system will be implemented to support new employees during their first three months.
• Regular performance reviews and probationary assessments will be conducted to ensure the new employee meets role expectations.
• Employees will be given opportunities to provide feedback on their induction experience to facilitate continuous improvement.

7. Recruitment of Temporary and Agency Workers

• All agency workers must meet the same compliance requirements as permanent staff, including DBS checks, right-to-work verification, and qualifications validation.
• Contracts with recruitment agencies must outline compliance responsibilities, including adherence to safer recruitment practices.

7.1 Agency Workers Regulations (AWR) compliance

Where workers are supplied by an employment business/agency to a hirer, {{org_field_name}} will comply with the Agency Workers Regulations 2010 (AWR), including:

• Day-one rights for agency workers (including access to collective facilities/amenities and information on relevant vacancies); and
• Equal treatment rights after completion of the qualifying period (where applicable) in relation to basic working and employment conditions (for example, pay, annual leave, working time, and rest periods), subject to the scope and rules of AWR.

7.2 Conduct Regulations

Where {{org_field_name}} operates as an employment agency and/or employment business (including supplying temporary workers), we will comply with the Conduct of Employment Agencies and Employment Businesses Regulations 2003 (as amended). This includes, where applicable: agreeing and issuing required terms with work-seekers and hirers before services are provided; obtaining sufficient information to assess suitability for each role; providing required information about assignments; completing checks appropriate to the role (including any legal or professional registration requirements); and maintaining required records.

7.3 Key Information Document (KID)

Where required by the Conduct Regulations, {{org_field_name}} will provide work-seekers with a Key Information Document before agreeing terms. The KID will set out key pay-related information in the required format and will help ensure the individual understands how they will be engaged and paid, including any lawful deductions and the payment arrangements that will apply.

8. Record-Keeping and Data Protection

Recruitment records will be retained only for as long as necessary for the purposes for which they were collected (for example, making recruitment decisions, responding to candidate queries/complaints, and establishing or defending legal claims). This will be done in accordance with the UK GDPR and the Data Protection Act 2018 (as amended). Retention periods will be set out in {{org_field_name}}’s retention schedule and applied consistently. At the end of the retention period, data will be securely deleted, anonymised, or otherwise disposed of in line with our information security procedures.

• Personal data will be stored securely, with access limited to authorised personnel only.
• Candidates will have the right to request access to their data, and data will be disposed of securely once retention periods expire.

9. Monitoring and Review

• The recruitment process will be regularly reviewed to ensure compliance with legal and regulatory requirements.
• Data on diversity, equality, and hiring outcomes will be collected and analysed to identify any disparities and improve recruitment practices.
• Feedback from hiring managers, candidates, and HR personnel will be sought to continuously enhance the recruitment experience.

10. Policy Review

This policy will be reviewed annually or earlier if there are changes in employment law, best practices, or organisational needs.are changes in employment law, best practices, or organisational needs.

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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.