NA90-Recruitment Advertising and Vacancy Management Policy

Registration Number: {{org_field_registration_no}}

Recruitment Advertising and Vacancy Management Policy

1. Purpose

The purpose of this policy is to provide clear, structured, and legally compliant guidance for the advertising of vacancies and the management of recruitment within {{org_field_name}}. Effective vacancy management is essential to attracting and retaining high-quality registered nurses, healthcare assistants (HCAs), and support staff who meet the needs of client organisations. This policy ensures that all recruitment advertising is fair, inclusive, professional, and representative of the values of {{org_field_name}}. It is designed to ensure full compliance with The Equality Act 2010, The Employment Rights Act 1996, The Health and Social Care Act 2008 (Regulated Activities) Regulations 2014, The Conduct of Employment Agencies and Employment Businesses Regulations 2003, The Data Protection Act 2018, and the UK General Data Protection Regulation (UK GDPR). The policy sets out how directors will oversee and manage vacancy approval, advertising, candidate attraction, and the fair and consistent handling of applicants.

2. Scope

This policy applies to:

All permanent, temporary, and contract vacancies managed by {{org_field_name}}
All roles advertised by the agency, including registered nurses, healthcare assistants, senior carers, and administrative positions
The Director, administrative staff, and any other employees involved in vacancy management, recruitment advertising, or candidate communications
All internal and external communication platforms, including job boards, recruitment platforms, social media, printed media, and the agency’s website

3. Related Policies

Equal and Fair Recruitment Policy
Equality, Diversity and Inclusion Policy
Candidate Confidentiality and Data Handling Policy
Safeguarding Adults and Children Policy
Complaints Policy
Record Retention, Archiving and Disposal Policy

4. Policy Statement

{{org_field_name}} is committed to transparent, inclusive, and non-discriminatory recruitment advertising and vacancy management. Vacancies will be advertised fairly, reach the widest suitable audience, and promote equal opportunities in line with legal and regulatory requirements. All job advertisements will accurately reflect the role, including duties, responsibilities, qualifications, experience, and essential skills required. The Director will ensure that vacancy management is monitored and reviewed regularly to ensure compliance, quality, and fairness.

5. Responsibilities

Director
The Director is responsible for:

Approving all recruitment plans and vacancy advertisements
Ensuring compliance with all relevant employment and equality legislation
Reviewing and signing off recruitment advertising content before publication
Monitoring advertising performance and effectiveness
Investigating and addressing any complaints or concerns about recruitment advertising
Promoting equality, diversity, and fairness throughout the recruitment process
Ensuring that all staff involved in recruitment are trained in advertising standards, vacancy management, and equality and diversity

Recruitment and Administration Staff
Staff involved in vacancy management are responsible for:

Drafting clear, accurate, and non-discriminatory job advertisements
Publishing vacancies following the Director’s approval
Managing vacancy listings on job boards, social media, and other platforms
Responding promptly and professionally to candidate enquiries
Recording and maintaining accurate records of vacancies, applications, and candidate communication
Complying with the agency’s data protection, equality, and safeguarding responsibilities

6. Vacancy Authorisation

Before advertising any role, the following steps must be completed:

The Director must approve the need for the vacancy
A job description and person specification must be prepared or reviewed
The role’s essential and desirable criteria must be clearly defined
The vacancy must align with the agency’s workforce planning, client needs, and staffing levels
The recruitment strategy, including the choice of advertising platforms, must be agreed upon

7. Preparing Job Advertisements

Job advertisements must be:

Clear, accurate, and free from jargon
Compliant with The Equality Act 2010 and inclusive in language and imagery
Focused on the essential criteria required for the role
Free from discriminatory language or requirements that could disadvantage specific groups
Honest about the nature of the role, expected duties, working conditions, pay rates, and location
Approved by the Director before being published
Include {{org_field_name}}‘s commitment to equal opportunities and safeguarding

8. Advertising Platforms

Vacancies may be advertised through:

The agency’s official website
Online recruitment platforms and job boards
Social media platforms (e.g., LinkedIn, Facebook, Instagram)
Professional networks or sector-specific publications
Printed media or flyers (where appropriate)
Internal circulation for existing staff or recommendations
The Director will ensure that advertising is targeted appropriately to attract a diverse and qualified pool of applicants.

9. Ensuring Equality and Diversity

All recruitment advertising must:

Comply with The Equality Act 2010
Avoid specifying age, gender, or other personal characteristics unless justified and lawful (e.g., occupational requirement for gender in specific care settings)
Use inclusive and respectful language
Welcome applications from underrepresented or disadvantaged groups
Offer information about adjustments available for candidates with disabilities during the recruitment process

10. Managing Responses and Applications

All applicants will be treated with dignity and respect. Staff handling applications must:

Respond to candidate enquiries in a timely and professional manner
Process applications consistently using the published job criteria
Maintain confidentiality and comply with The Data Protection Act 2018 and UK GDPR
Only collect information necessary for the recruitment process
Record application details securely and limit access to authorised staff
Inform unsuccessful candidates of the outcome of their application where practicable

11. Recruitment Timeline

Vacancy advertisements will clearly state the application closing date (where applicable). {{org_field_name}} will:

Provide reasonable timeframes for candidates to apply
Where appropriate, consider rolling recruitment for high-demand roles such as registered nurses and HCAs
Communicate selection decisions promptly following shortlisting and interviews

12. Temporary and Zero-Hours Contract Recruitment

Due to the nature of temporary and flexible staffing, {{org_field_name}} may operate ongoing recruitment for HCAs and nurses. In such cases:

Advertising will clearly state the nature of zero-hours contracts
Expectations regarding shift patterns, availability, and placement types will be clarified
Successful candidates will be entered into a bank of available workers
Deployment will be subject to client needs, compliance status, and candidate availability

13. Safeguarding Disclosures

All advertisements will confirm:

The agency’s commitment to safeguarding adults and children
The requirement for Disclosure and Barring Service (DBS) checks where applicable
The need for all applicants to provide satisfactory references, identity, and right-to-work documentation
{{org_field_name}} will comply with the Rehabilitation of Offenders Act 1974 (Exceptions) Order 1975 when asking about criminal convictions.

14. Record Keeping

For each vacancy, the following records must be maintained securely:

Job advertisement copy
List of all platforms where the vacancy was advertised
Applications received
Shortlisting and interview notes
Communication with applicants
Records of decisions made during the recruitment process
Records will be retained following the agency’s Record Retention, Archiving and Disposal Policy.

15. Complaints and Concerns

Any applicant or staff member who believes that recruitment advertising has been unfair, discriminatory, or misleading may:

Submit a complaint following the Complaints Policy
Have the complaint investigated promptly by the Director
Receive an explanation and appropriate action if any issues are identified
Learning from complaints will be used to improve recruitment advertising practices.

16. Continuous Improvement

The Director will:

Review recruitment advertising effectiveness regularly, including application rates and diversity of applicants
Analyse feedback from candidates, clients, and staff regarding recruitment processes
Implement changes to advertising content, platforms, or vacancy management procedures where needed
Promote a culture of continuous improvement and inclusivity within recruitment activities

17. Training

Staff involved in recruitment and vacancy management will receive:

Training on equality, diversity, and inclusion
Training on safe and effective recruitment practices
Ongoing guidance and updates where relevant
Training records will be monitored by the Director to ensure full compliance.

18. Director’s Oversight

The Director is responsible for:

The implementation and governance of this policy
Ensuring recruitment advertising is legally compliant, inclusive, and aligned with the agency’s values
Ensuring that staff involved in recruitment understand their responsibilities
Monitoring advertising performance and candidate diversity
Managing complaints and feedback arising from recruitment advertising

19. Policy Review

This policy will be reviewed annually by the Director or earlier if required due to changes in legislation, recruitment trends, or feedback from candidates, clients, or staff.

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.