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INSTRUMENTAL 
Recruitment & Selection Policy 

1. Purpose 

The purpose of this recruitment and selection policy is to ensure: 

  • A professional and consistent approach to recruitment and selection;

  • That members of staff are recruited on the basis of their ability; and

  • managers are able to attract and recruit high calibre staff.

2. Scope
This policy applies to all internal and external applicants for Monitor jobs.

3. Policy Statement

3.1 We want to constantly improve our performance as an organisation. In order to make this a reality, we need to recruit from the widest possible pool of talent. 

3.2  Monitor aims to attract and recruit people with diverse backgrounds, skills and abilities, who will enhance the quality of service and contribute to Monitor’s success.

3.3  Monitor is committed to providing opportunities for development and career progression to current employees. This means that Monitor will normally advertise vacancies both internally and externally. However, in exceptional circumstances and on rare occasions, there may be a strong business case for making appointments without advertising the opportunity.

3.4 In order to achieve these objectives Monitor will: 

  • ensure that every director regularly reviews the organisation of their directorate and the job responsibilities and roles of individuals within it. This will be completed through the individual performance review process, when a vacancy arises, and at regular resource planning meetings;

  • ensure that managers consider the extent to which vacant posts could lend themselves to flexible working (e.g. job sharing) to attract a wider range of candidates;

  • endeavour to reach traditionally under-represented groups and ensure that discrimination does not take place at either the attraction or selection stage;

 

  • ensure that, where a vacancy exists, posts are normally advertised externally, unless exceptional circumstances exist;

  • ensure that recruitment procedures are regularly updated in line with changes in legislation and best practice;

  • ensure that the administration of the selection process is user friendly and carried out to the highest professional standard. 


4. Responsibilities
The Director of Instrumental is responsible for the recruitment process.
5. Identification of a Recruitment Need
5.1 If an established post becomes vacant or a new position of any nature is proposed, approval for recruitment will be sought from the Director and, if applicable, other governance controls will be observed before recruitment commences.
5.2 When approval has been granted, consideration should be given to whether the main accountabilities of the role could be satisfactorily met on a part-time or job-sharing basis. 


6. Job Description and Person Specification
6.1 A job description is a key document in the recruitment process and must be finalised prior to taking any further steps in the process. In instances of a new role or material changes to an existing role, the manager of that area will assist in drafting this document.
6.2 Within the job description, there will be a section dedicated to the person specification, which outlines the essential and desirable criteria (including qualifications, experience, knowledge, skills and expertise required to perform the job). The detail set out in the person specification will provide the criteria against which a candidate can be assessed throughout the recruitment process.

7. Advertising the Vacancy 

7.1 Internal methods 

Instrumental may use a number of internal advertising methods. Where exceptional circumstances apply, the Director may take a decision not to advertise a role internally. Every effort will be made to explain the reason for the decision to the relevant team as soon as possible after the appointment is confirmed. 

7.2 External methods 

Instrumental may use a number of options to generate interest from individuals outside the organisation, including placing advertisements via recruitment agencies, in newspapers, specialist journals, on online job boards, on Monitor’s careers portal, recruitment microsite: joinmonitor.com and LinkedIn page. 

An incentive may also be offered to existing employees to assist in the recruitment of their personal contacts. This programme will normally be used alongside other attraction channels in order to generate a larger pool of candidates. 

Irrespective of the medium used, all advertisements need to be designed and presented effectively to ensure that the widest ranges of high-calibre candidates are attracted. Advertisements must be non-discriminatory and include Instrumental’s diversity statement. 

In order to provide candidates with sufficient information with which to make their decision about applying for the post, the job description will be made available on the Instrumental website. 

8. Applications and Shortlisting 

8.1 In order to facilitate a time-efficient process and minimise the burden on the majority of Instrumental’s highly skilled candidates who often prefer to meet with recruitment agencies, Instrumental will, where appropriate, accept the submission of a curriculum vitae as an application for a vacancy. In some instances, Instrumental may ask candidates to submit further information to demonstrate their suitability for the role (e.g. how they meet the advertised criteria in a cover letter). 

 

8.2 The panel must treat applications confidentially and ensure they are assessed consistently against the criteria. The panel is also responsible for recording the reasons why candidates are shortlisted or not shortlisted. 

 

9. Interviews and Selection 

9.1 Once the candidate has been successfully assessed (which may include a telephone interview/face-to-face interviews and/or a series of assessment tests), they will be invited to attend an interview with a panel at Instrumental as a minimum requirement, and may be required to complete assessments such as case studies, presentations and/or other job-related exercises. There may also be the requirement for candidates to attend a second interview. 

9.2 In some instances, it may be necessary for an Instrumental representative to meet candidates before a formal interview process. This may be conducted at a candidate’s request in order for the individual to find out further information about Instrumental. Alternatively, the meeting may be called at Instrumental’s request in instances where the availability of Instrumental’s Director is such that further screening needs to be undertaken before formal interview. In the latter instance, the representative will be required to make a record of the reason for or against the further progression of the candidate’s application. 

9.3 The panel will ensure candidates are assessed consistently against the criteria and the reasons for selection and non-selection must be recorded. 

10. Appointing new employees 

10.1 The Director will normally make the offer of appointment to the preferred candidate(s) either directly or via the recruitment agency. Upon acceptance, the Director will liaise with candidates and confirm the appointment once the formalities have been completed (i.e. satisfactory references from last two employers, work health assessment, confirmation of educational and/or qualification, and confirmation of right to work in UK). 

10.2 These requirements should be completed before the new employee takes up post. The Director must approve any exceptions in advance of formal appointment. 

 

11. Equal Opportunities 

11.1 Discrimination 

Throughout the whole recruitment process, it is vital to avoid discrimination as this can give rise to a claim for unlimited damages before an employment tribunal. Under employment law an employer must not discriminate on the protected characteristics of age, gender, gender reassignment, pregnancy, marital status or civil partnership, race, colour, ethnic or national origin, nationality, citizenship, disability, sexual orientation, religion, belief or previous convictions (except for posts exempt under the Rehabilitation of Offenders Act). 

Instrumental will also not discriminate either directly or indirectly, on the grounds of politics, official trade union activity or any grounds that are not justifiable at any stage of the recruitment and selection process or during employment. 

Please refer to the Equality and Diversity Policy for an explanation of the various types of discrimination. 

Those carrying out recruitment on behalf of Instrumental may be held personally liable for any discriminatory acts committed by them. 

11.2 Disability and Two Ticks Symbol 

Instrumental has made a commitment to interview all candidates with a disability who meet the minimum criteria for a job vacancy and consider them on their abilities. Reasonable adjustments to the job description, person specification, selection criteria, and hours of work will be considered where reasonable and practicable. 

11.3 Other policies 

Managers should also be aware of the following policies, which have relevance when recruiting employees: 

  • Equality and Diversity Policy;

 

 

12. Data Protection/Confidentiality 

Instrumental will keep confidential all candidate information gathered through recruitment campaigns and will fulfil the requirements of the relevant legislation, including the Data Protection Act 1998. For further information, please refer to the Data Protection Policy. 

 

13. Complaints 

13.1 The Director will review any complaints made on the grounds of discrimination. 

13.2 Complaints from external candidates and internal candidates will be processed in 14 days. 

13.3 Any acts of discrimination and/or abuse of the recruitment process by Instrumental employees may be treated as a disciplinary offence, which will be considered under the Disciplinary Procedure and could result in dismissal. 

13.4 A candidate complaining of unlawful discrimination in recruitment will have the right to bring an Employment Tribunal claim. 

14. Queries 

Any queries relating to this policy should be addressed to The Director.

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