This policy is designed to assist our recruitment managers in securing the best candidates to fill available vacancies within a cost-effective framework and a reasonable timescale, in accordance with employment legislation.

All appointments and selections must be made in accordance with this policy and will therefore be subject to approval, advertisement, shortlisting, interview, and employment checks as outlined below. Any exceptions to the policy must be agreed with the Company director in advance.

Policy

AESN Limited will ensure all the employees, temporary or permanent, have been fully vetted and all the necessary Employment Checks are completed before commencing work.

When employing temporary or casual staff, the principles of good practice outlined in this policy should be followed.

Equal opportunities

We are an Equal Opportunity Employer. Our policy aims to ensure that no job applicant or employee receives less favourable treatment on the grounds of race, colour, creed, nationality, ethnic or national origin, religious belief, political opinion or affiliation, sex, marital status, sexual orientation or disability, or is disadvantaged by conditions or requirements which cannot be shown to be justifiable.

Our selection criteria and procedures are frequently reviewed to ensure that individuals are selected, promoted and treated on the basis of their relevant merits and abilities.

All employees are given equal opportunity and are encouraged to progress within the organisation.

We are committed to an ongoing programme of action to make this policy fully effective. Data is collected for all successful and unsuccessful candidates, and information such as ethnicity, age, gender, disability, faith, and sexual orientation is used to allocate the roles, where this is needed.

Data Protection

All Application details should be treated with confidentiality at all times. All recruitment data and information should be collected and saved in compliance with the Data Protection Act 1998.

Roles and Responsibilities

It is the responsibility of the recruitment manager to ensure that this policy is carefully followed, making sure the staff, and in particular those recruiting, are aware of the obligation to familiarise themselves with and follow this policy.

Managers have a specific responsibility to ensure that any new employee has been properly recruited in accordance with this policy, and in particular, all pre-employment checks have been made, such that they are satisfied that the employee is safe to practice.

Advertising

AESN Limited’s job advertising aims to attract the right pool of suitably qualified candidates for selection. When compiling and advertising, Managers will include core information about the vacancy. The advert will be posted as soon as possible once the vacancy has been approved. Additionally, where possible, A Job description and a Candidate Specification should be attached to the advert.

It should contain a summary of the main tasks and responsibilities from the job description and qualifications, and the minimum skill requirements from the person specification.

Selection

The Recruitment Administrator will review all application forms and select those applicants they wish to shortlist for interview.

Once the administrator has shortlisted, they will invite the shortlisted applicants to interview and inform those applicants who were not shortlisted.

Administrators must use objective selection criteria and will therefore use the person specification and any additional relevant criteria, e.g., a reasoned and completed application form, in their

shortlisting decisions. This will have the added benefit that feedback may also be given to unsuccessful applicants.

Data will be collected on all applicants and used for audit purposes.

Interviews

When applicants are invited to interview, they may also be given details of the selection process. Interview panels should, wherever possible, consist of at least 2 members of staff. The composition of the panel should be designed to ensure that the suitability of the applicants is thoroughly assessed.

The recruitment administrator will compile an interview pack consisting of either hard copies or electronic forms, and interview times. All applicants will report to the reception on arrival and before the interview.

The HR /Recruitment administrator will ensure that copies of documents are taken to meet employment checks and meet identification requirements. Only DBS signatory agents are allowed to verify identification. Once identification has been verified, the candidate will be asked to provide 2 photographs (digital photographs can be accepted). Only the successful candidate’s picture will be kept. The picture will be used for the new employee’s ID card and will be attached to the personnel file.

During the interview, HR administrators will:

          Check the applicants’ ability to match the person specification

          Cover any unexplained gaps in employment

Confirm the applicant understands the reasons for the required declaration around any previous criminal records

Confirmed any other legal requirements for the post, including a valid driving license if this is a requirement. Interview Panel members should meet before the interview to prepare suitable questions.

Interviewers should work to a structure of questions to assess the applicants against the criteria listed in the person specification, and in the case of panel interviews, each interviewer should identify the questions that they will ask the applicants. Panel members should also consider any reasonable adjustments for any of the applicants who may have a disability.

The interview panel must not ask any questions relating to the applicant’s personal circumstances. However, if an applicant refers to their personal circumstances, then the panel may respond, but they should be aware that the emphasis is on the candidate’s capability to perform the duties of the job. The panel must also be aware that, from the 1st October 2010, the Equality Act 2010 came into force. This makes asking questions about the health status of an individual applying for a post illegal until after they have been made a conditional offer letter. Structured interviews ensure that the same areas are covered for all applicants and the interview is jobrelated.

The panel should probe responses as necessary so that they are satisfied with the information given. Applicants’ answers should be recorded and scored so that an objective decision can be made regarding the most suitable applicant. The opportunity should always be given to applicants to ask questions about the job for which they are applying, the terms and conditions that would apply, and the organization as a whole.  As such, Line Managers should ensure they have information to hand where possible. This will facilitate all parties having all the information they need from the interview to either decide to offer or accept an offer of a post. Applicants should always be informed of the timescales involved in the recruitment process, how they will be notified of the outcome, and, in particular, the need for any conditions to an offer of a post, e.g., Occupational Health Report, Disclosure and Barring service reports, and references if these have not been obtained.

After the interview, the Interview Panel will ensure all paperwork is returned to the HR administrator.

Employment Offers

After the interview, the HR administrator will wish to make a verbal conditional offer of employment as quickly as possible and to avoid the chance of applicants accepting alternative offers from other employers. A conditional offer is subject to satisfactory employment checks, and the HR department administrator must take care to ensure the applicant doesn’t resign from their current role until they have received what it considers to be satisfactory employment checks. AESN Limited may subsequently withdraw an offer where satisfactory employment checks have not been received. When an offer of employment is made to one candidate, the other candidates should also be informed that they have been unsuccessful. Where a conditional offer is made to one applicant, the HR administrator may wish to hold another suitable applicant in ‘reserve’. At the point in time when a conditional offer has been made, the HR administrator will create a new personnel file, and this will include copies and or originals of the following

          Completed Interview and appointment checklist

          Application form

          Copies of certificates/qualifications necessary for the post/professional registration details

          Copies of identification/ work permit/ visas

          References

          Health screening questionnaire

          DBS clearance form

          Copy of contract and person-specific job description

Pre-Employment Checks for all Employees

In summary, and as part of AESN Limited’s Employment Checks, the Company will take up written References for all applicants covering the last 2 places of employment.

In the case of someone who has never been employed, a reference can be supplied from the candidate’s school or college or from a responsible person in the community.

All references received will be validated by phone/ Email, or return confirmations to ensure they are true and accurate.

Right to Work in the UK/Identification Check

The Asylum and Immigration Act 1996 requires AESN Limited to ensure that all new employees are eligible to be employed in the UK by seeing an original copy of the relevant documentation. Failure to do this before employing an individual is a criminal offence. All shortlisted applicants are requested to bring their identification documents. Only original documents are acceptable. In addition, the HR administrator will not issue an employment contract until the necessary proof of the employees’ eligibility to work in the UK has been reviewed and confirmed as valid.  

Disclosure and Barring (DBS) Checks 

In accordance with AESN Limited’s DBS policy, all new employees to certain posts and employees moving to those posts within the Company will be required to undergo a DBS check. The HR administrator will accept DBS checks that have been carried out within the last 6 months.  Although having a criminal record is not a bar to employment, AESN Limited will not employ individuals who have been formally disqualified from working with children or vulnerable adults. In all other cases, the company will consider each case on its merits using criteria set out in the Company’s DBS Policy. The HR administrator will be responsible for ensuring the DBS checks are carried out. In addition, the Resource Coordinators are responsible for crosschecking in the personal file for the new starter to ensure that this has occurred and that there is a DBS clearance form in the personal file prior to staff starting work. DBSs are rechecked every 3 years of employment. The company staff will be contacted about this and asked to complete the necessary paperwork.

Professional Registration

Where an applicant has applied for a post that requires professional registration with a professional body, then the status of their membership will be checked directly with the relevant professional body. For health professionals, verifying professional registration negates the need to verify qualifications separately. HR will check successful applicants to ensure they are appropriately registered prior to them commencing work. By using the Nursing and Midwifery Council website or the Health Professions Council website, Managers can check the registration status of applicants and identify if there are any conditions of practice.

Commencing Employment

For all new employees, the HR administrator will take responsibility for producing an ID badge. The card will be produced no later than the employee’s first day; an appointment will be arranged by HR with the candidate before they start. Please note that HR only deals with the new starters. After this point, for all issues regarding ID cards, please contact the reception. The HR administrator must ensure all practical arrangements are considered and plans made to welcome the new employee, including

          Where uniforms are worn, arrangements for the collection of these are made

          Arrangements are in place for the new employee to attend the Company Induction

Completion of the training checklist, confidentiality statement, supervision contracts, new starter bank details, permission to release confidential information form, and a P46 form (for those without a P45)

    To once again confirm that the employee’s professional registration is up to date and note when it should be renewed for ongoing monitoring

          Ensure the pre-employment checks were all satisfactorily completed

AESN Limited considers these issues a very important part of the recruitment process, and it is the HR administrator’s responsibility to ensure a positive first impression is made on the new employee.

Ensuring Safe Employees on an Ongoing Basis

It is a contractual requirement of all employees to alert their Manager of any criminal conviction as an employee, including any driving offences. Any convictions gained by existing employees are to be considered by a company manager to ensure the employment relationship is still appropriate. Employees who do not have permanent entitlement to reside and work in the UK should be monitored by the HR administrator. Where an entitlement is due to expire, the HR administrator will contact the Manager of the employee to ensure the company remains compliant with Immigration law.

Training for Employees

The HR administrator is responsible for checking and monitoring the training compliance of all the workers. Checking the expiry dates of training and arranging the training for all workers.

An annual review will be conducted by senior management. This policy is made on 10th October 2019 after being agreed by our management team. This policy will be reviewed annually.

Approved by Senior Management

Next Review Date: 9th October 2020                                                                       

Next Review Date: 10th October 2021                                                                   

Next Review Date: 10th October 2022                                                                    

Next Review Date: 9th October 2023                                                                       

Next Review Date: 7th October 2024