Overview

  • This policy covers our internal and external recruitment. It is designed to ensure that our recruitment is fair and lawful and that it leads to the right people being appointed to the right roles.
  • We are an inclusive organisation which encourages applications from across society. We’re committed to building a workforce of capable and committed people from all walks of life.
  • Staff who are involved in our recruitment receive training, including in equality and diversity.
  • We do all we can during our recruitment process to make sure that job applicants (people who send us job applications), job candidates (those whose applications we take through to subsequent stages) and general job seekers are not disadvantaged in connection with a protected characteristic such as age, sex, race or disability.
  • Our recruitment decisions, including in respect of ‘on spec’ approaches and internal promotions and transfers, are based on non-discriminatory and, as far as possible, objective criteria.
  • This policy does not form part of your employment contract, and we may update it at any time.

 

 

Defining the role

  • When we need to recruit, we will carefully consider what the role involves. We will review and may update an existing job specification to make sure that it properly reflects the day-to-day duties and responsibilities involved.
  • We will list the qualifications, skills, attributes, knowledge and expertise that we are looking for (‘the person specification’).
  • If we think that the role could work as a part-time, job-share or other type of flexible working arrangement, we will take that into account when we are recruiting.

 

Our job adverts

  • Job adverts are prepared by the relevant manager and a member of HR.
  • Our job adverts comply with equality law. In particular, we don’t use wording that could discourage applications from some groups in society.
  • We may decide to advertise a vacancy internally [and] [or] externally [or both]. [When we advertise internally, we make sure that employees who are absent because of long-term sickness or maternity leave (for example) are told about the vacancy and are given the same opportunity as their colleagues to apply.]
  • We advertise vacancies in places that are accessible to as wide a pool of potentially interested job applicants as possible.

 

Your job application

If you need information such as an application form, job specification or person specification in an accessible format (large print, for example), ask us. As long as your request is reasonable, we will do that.

We will not ask you to disclose details of criminal convictions unless that would be justified based on the role you are applying for. If we do ask for this disclosure, we will be clear about what you need to tell us.

We won’t ask you about your health before making a job offer unless that is necessary and we:

  • need to know about any reasonable adjustments that should be made to the recruitment process (that information is kept separate from the application form);
  • need to establish if you would be able to carry out an intrinsic part of the job;
  • need to check if you have a particular disability where that disability is an occupational requirement of the job;
  • are monitoring diversity (see 4 below);
  • want to take positive action in respect of disabled people; or
  • have to ask health or disability-related questions because of a legal requirement.

 

As part of our equal opportunities monitoring, we may ask you to answer questions about yourself, including about your race, physical or mental health, and sexual orientation. This is for monitoring purposes only and to help us to identify any inequalities in our organisation. It’s personal information, so we handle it very carefully and we store it separately from application forms. It is not taken into consideration when we are deciding whether to take an application forward in the recruitment process. That includes when we are deciding whether to offer you the job, and the terms of any offer.

You do not have to give us all or any of the information we collect for equal opportunities monitoring. Whether an applicant does or does not complete a monitoring form has no bearing whatsoever on our recruitment decisions.

 

Shortlisting

Our processes are fair and must be seen to be fair. If a member of staff involved in the recruitment process has a conflict of interest, they should immediately tell a member of HR OR the department’s director. A conflict of interest could include a relationship or friendship with a job applicant.

Shortlisting will be carried out by the department’s director, manager or supervisor or a member of HR.

We treat all applications confidentially and assess each by applying a pre-agreed scoring system that is based on the job specification and the person specification.

We may use one, or any combination, of the following as part of our shortlisting process, with reasonable adjustments for disabled applicants where appropriate and necessary:

  • Selection tests (psychometric tests, for example)
  • Presentation skills assessment
  • Assessment centres
  • Telephone or video interview

We will contact the successful and unsuccessful applicants as soon as possible after making our decision about who to take forward to interview.

 

Interviewing

  • If we interview you, we will give you as much notice as possible of the date for your interview.
  • We will try to accommodate your needs around the timing and format of interview(s), and will make reasonable adjustments for disabled candidates.
  • Interviews will be carried out by the relevant line manager and/ or a member of HR. If a second round of interviews is needed, we may decide to include a member of senior management on the interview panel.
  • Interview questions will be based on the job specification, person specification. Questions will be as objective as possible and you will be scored objectively based on your answers.
  • If we do not identify a suitable candidate, we may decide to re-advertise the vacancy or a different version of the vacancy.

 

Making a job offer

  • We will write to the successful candidate with an offer. That offer will include details of the terms and conditions of employment. We will explain how to accept our offer, including the timescale for that response.
  • A job offer will usually be made subject to certain conditions. These include two satisfactory employment references, proof of professional qualifications, and confirmation of the right to work in the UK. Job offers can be made conditional on receipt of a satisfactory reference, allowing Kentec Electronics Ltd to withdraw the employment offer,/or terminate the employment, if the references are not deemed satisfactory. We may also decide to make an offer conditional on a satisfactory medical examination and/or the results of any other specific checks that it is reasonable, necessary, and proportionate for us to carry out.
  • When it comes to seeking references, we will decide whom we wish to contact for a reference, although we will only contact them with your consent. We will request, and obtain references after an offer of employment has been made to the individual. The references should be recent (no more than five years old). If the prospective employee cannot provide two employment references, we will accept an educational reference or character reference.
  • When it comes to time to checking/gaining certain qualifications. If the candidate is unable to provide us with the original certificate or we have any concerns that the certificate provided is not the original/genuine Kentec Electronics Ltd can contact the relevant examination board or go through a reputable organisation that manages qualification verification to check this. To do this we will need to obtain permission from the individual.
  • We will give verbal or written feedback to unsuccessful internal and external candidates who ask for it.

 

Starting in the new job

  • We aim to introduce you to your new role as smoothly as possible. Our HR team or the department’s manager/supervisor or director will give you all the necessary information and guidance for that to happen.
  • You will usually have to complete a probationary period. It’s to make sure that you and we are happy for the employment to continue.

 

Data protection

During the recruitment process we will need to collect, handle and store various data about you. This is likely to come from different sources including:

  • your application form and covering letter;
  • your CV;
  • your assessments;
  • notes of your interview;
  • employer references;
  • results of pre-employment checks.

We will only collect data that is relevant to the recruitment decisions we need to make.

We will only take up references on you with your consent, and if that consent is not provided the offer will be withdrawn.

Relevant data will be held confidentially, stored securely and retained for only as long as necessary, in line with our Data Protection and GDPR Policy.

Only information that has a bearing on the employment relationship will be transferred to your personnel file.

External unsuccessful applicants will be asked if they wish us to retain their personal details on file for consideration against future vacancies.

 

Enforcing this policy

 

If you are an employee of ours and believe that you have been discriminated against in breach of this policy, you should speak with your manager or a member of HR. You may want to take the formal step of raising a grievance, in which case you should follow our Grievance Policy.

If you make a complaint under this policy in bad faith (where, for example, you know the allegation you are making is not true), we may regard that as a disciplinary issue. In serious situations, that could lead to dismissal without notice or payment in lieu of notice.

If you are found to have breached this policy by unlawfully discriminating against someone during the recruitment process, we may consider that to be misconduct. We might deal with it by providing (additional) training, issuing a warning, or, in serious cases, considering dismissal.

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