Hiring Manager Guide to Recruitment for: Housing
Property & Assets Support Services
Hiring Manager Guide to Recruitment
Contents Welcome to your Anchor recruitment guide I have a vacancy, what do I do? Right to Work in the UK The external recruitment process Advertising and attracting candidates Using Recruitment Agencies Managing candidates through the interview process Interview preparation Candidate email templates Interview pack contents
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Hiring Manager Guide to Recruitment
25 26 28 29 31 33 37 41
The Interview Being fair to candidates and your unconscious bias After the interview Making an offer Pre-employment compliance checks What proof of ID do candidates need to provide How do I check and verify the documents References
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Hiring Manager Guide to Recruitment
Welcome to your Anchor recruitment guide This guide will support you through the recruitment journey. It will highlight the process you need to follow, the forms you need to complete, what you need to do and when. As a hiring manager, you’ll be responsible for recruiting and onboarding new colleagues using our applicant tracking system (ATS) known as MyRecruit . This guide offers advice, hints and tips on how to manage your vacancy and your candidates; how to keep them engaged and interested in both your vacancy and working at Anchor. It’s so important to deliver a consistent and exceptional candidate experience to every single person that applies for a vacancy. When you interview a candidate, it is very much a two-way process! It’s not just about whether the candidate is right for your role, they will also be assessing you and Anchor to see if it is the right opportunity and fit for them. In a candidate driven market, they can be very selective in who they work for. Remember, you are the first impression and most of the time, the only impression a candidate has of Anchor. You represent us, so make it count and give them a great experience! During the interview, it is really important that you demonstrate the culture and the values of Anchor. Be open and honest, engaging and friendly, informative and knowledgeable. Don’t make them feel awkward and don’t make them feel like it’s a test or try to catch them out. As a company it is vital that we grow, strengthen and promote our Employee Value Proposition (EVP) in a positive, engaging and consistent way. It’s important we go to market with the same message to support our EVP and help our candidates understand who we are and why they should work for us. The interview is aligned to our values and gives you the opportunity to select specific questions for your vacancy. It will allow you to understand a candidate’s experience and also assess their skills, knowledge, behaviours and values in a fair way. Accessing MyRecruit To access MyRecruit click the Windows Start button and access via the MyRecruit app, this should open in Chrome. You will need to use Chrome for it to work correctly. INSERT LINK
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Hiring Manager Guide to Recruitment
I’ve not got access to MyRecruit If you don’t have access to MyRecruit you will not be able to raise a vacancy. If you need access, please make a request on the Ask IT Portal . AskIT portal> Make a request > Access > HR > MyRecruit Access Request Using MyRecruit for the first time The first step is to look through the step-by-step user guide on the Bridge. INSERT LINK I haven’t interviewed before If you’re new to recruitment and selection you should book onto the training course on My Learning : Recruitment and Selection | MyLearning mylearninganchorhanover.org.uk
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Hiring Manager Guide to Recruitment
I have a vacancy, what do I do? Replacement role (like for like) If it is a replacement role, consider if you need an exact like for like or does the role need to change? To backfill a role and create a vacancy follow the process below: 1. Raising the Vacancy You will need to complete the new role vacancy request in MyRecruit (vacancy request tab) INSERT LINK 2. Role Advertised/Published The Recruitment team will publish the role via the Anchors Career page and place on the Indeed job site for 2 weeks (other options are available, please see “Advertising & attracting talent”). Make changes to an existing role 1. Amend the role profile Amendments should be on the role profile template. If the changes you have made require it benchmarking, send it to Reward@ anchor.org.uk copying in your People Partner. 2. Approval Liaise with your People Partner and Finance Business Partners before progressing. 3. Post Approval Your People Partner will initiate the role being amended in MSS and My Recruit. 4. Raising the Vacancy You will need to complete the new role vacancy request in MyRecruit (vacancy request tab) 5. Role Advertised/Published The recruitment team will publish the role via the Anchor Career page and place on the Indeed job site for 2 weeks (other options are available, see “Advertising & attracting talent”).
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Hiring Manager Guide to Recruitment
Bulk Roles/Restructures To amend bulk roles or restructure, please liaise with your People Partner. New role/Additional headcount When you have a vacancy, please speak with your People Partner to discuss the requirements of the role, particularly if it is a new role or will require additional headcount. • Before starting the recruitment process, you will need to have authorisation to recruit from your line manager, Head of function and Business Steering Group (BSG). You will need to ensure you have the funds in your budget before recruitment commences. • Complete a new role profile using the job profile template INSERT LINK for it to be benchmarked against salary and benefit data. On completion, send it to Reward@ anchor.org.uk copying in your People Partner. • When you have this, the next step is to complete a Headcount request paper for BSG. This can be found on The Bridge under ‘Recruitment & Onboarding’. • Once you have approval create the New Role Creation and send it to the System Admin team. You will also need to attach the email containing the authorisation and an up-to- date job description. • Please make sure the job description is on the correct template (see example). You can find the job description template on The Bridge under ‘Recruitment & Onboarding’. If you need some support writing your job description, please contact your People Partner.
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Hiring Manager Guide to Recruitment
Recruitment Authorisation for new role/additional headcount
• Instigates a change and obtains the data • Prepares ‘ Headcount Request ’ paper for BSG (with input from Finance Partner and People Partner) • Paper goes to BSG for approval (sign off from People Director and Finance Director) • Once approved, contacts People Partner and Finance Partner to proceed
Manager
Manager and People Partner
• Completes ‘ New Role Creations ’ and sends to People Admin and System Admin team
• Checks new role creations are accurate • Completes ‘ Job Appointment Spreadsheet ’ and sends to People Admin Team • Builds the new structure (Unit) • Creates new posts – creates/builds positions • Deletes old posts and positions • Shares information to ensure other systems are updated eg Agresso, Northgate, Anchor Apps • Shares information with BI team to amend any scheduled BO reports (where applicable) and LMS team for any training required
System Admin Team
People Partner
• Raises any vacancies (24 hours notice from this point) • Contacts the designated recruiter (if required)
Manager
• Move people into the roles • Issue contracts (where applicable)
People Admin Team
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Hiring Manager Guide to Recruitment
Right to Work in the UK It is a legal requirement for all new colleagues to provide proof of their Right to Work (RTW) in the UK in accordance with the Immigration, Asylum and Nationality Act 2006. As an employer, we have a duty to prevent illegal working within Anchor. All candidates that are invited to interview must be asked to bring with them their proof of Right to Work in the UK. An offer should not be made to a candidate unless you have seen and verified their RTW. Offer letters and contracts will not be processed if RTW documents have not been verified by you. When you are inviting candidates to interview, please ask them to bring their RTW documentation. It is essential that you check this, take a copy and sign it to confirm you have seen the original. See section on Right to Work in the UK within this guide.
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Hiring Manager Guide to Recruitment
The external recruitment process To ensure our external candidates receive the same fair and consistent experience when applying for an opportunity with Anchor, it is important that as a hiring manager you follow the recruitment process and manage your candidates throughout their recruitment journey, communicating with them at every stage. Below is a brief overview of the external recruitment process:
First you will need access to the MyRecruit ATS system. If you don’t have this you will need to make a request access: AskIT portal> Make a request > Access > HR > MyRecruit Access Request
Raise the vacancy in MyRecruit (Vacancy Request tab). Recruitment team will publish the vacancy.
Make sure you have an accurate and up-to-date job description on the correct template.
Candidate applications will be in MyRecruit.
Screen all applications, decline unsuccessful and invite successful candidates to interview, ask them to bring RTW/DBS documentation.
Interview candidates using the interview toolkit script. Check candidates RTW documents and DBS if required.
Offer successful candidates and decline unsuccessful candidates providing constructive feedback.
Log into MyRecruit to manage and contact all of your candidates.
In the Onboarding Portal the applicant completes: Colleague Information, HMRC, Privacy Notice, Health questionnaire, Employment History and accepts Contract
Upload interview toolkit and RTW documents in MyRecruit.
ID number issued - order IT equipment via Cherwell. Applicant starts
Check references (and DBS) are acceptable
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Hiring Manager Guide to Recruitment
Applying for an internal vacancy To apply for a vacancy internally, a colleague will apply on MyRecruit via the jobs tab on the Bridge. As with external candidates, it is important that our internal candidates also receive a fair and consistent experience and that you communicate with them throughout their recruitment journey, letting them know the outcome of their application/interview and sharing constructive feedback with them. If you decide to offer the role to a colleague, you should liaise with the current line manager and agree a suitable date for the colleague to start their new role. As a guide, one month’s notice is generally acceptable for them to leave their current team and join yours.
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Hiring Manager Guide to Recruitment
Advertising and attracting candidates Finding the right candidate for your vacancy can sometimes be challenging. Where do you advertise? What should your advert say? What do candidates want to know? How do we attract them? When requesting the vacancy on MyRecruit you will be asked to write the advert for the role you are advertising based on the role profile you have. The recruiter will check this for you prior to publishing the role. The benefits we offer are standardised and will pull through automatically. You can choose to advertise your vacancy either internally only, or both internally and externally. In the majority of cases, roles that are advertised externally will appear on our Anchor Careers site and on Indeed. If you would like your vacancy advertised elsewhere, mention this in the notes when you request the vacancy and one of the recruitment team will contact you to chat through the different advertising options and ensure our Employee Value Proposition (EVP) is delivered consistently. Most senior/specialist roles are advertised on LinkedIn. Technical roles can be advertised on other job sites. If you would like to use these or any other specific or niche job boards, we will do this for you, simple! All recruitment costs currently sit within the People Services budget. Recruitment team structure There are 3 Resourcing Specialists who manage the recruitment for Property & Assets, Support Services, Housing and Care (key management) roles across Anchor.
Group Recruitment & Compliance Manager
Resourcing Specialist x1 (Property & Assets, Support Services)
Resourcing Specialist x1 (Housing)
Resourcing Specialist x1 (Care) Key Management
Due to the volume of recruitment which takes place there are two types of support available from the team:
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Hiring Manager Guide to Recruitment
Self Service If you have interviewed previously and you are happy to manage the vacancy and the candidates yourself.
Self Service You (Hiring Manager)
Resourcing Specialist
• Create roles/adverts in My Recruit • Like and share roles advertised on social media eg LinkedIn • Ensure you (and other interviewees) have attended the interview training • Interview all applicants within 3-5 days of applying • Book interviews through myRecruit to ensure candidates receive the “follow up” link to complete pre-employment checks • Upload relevant documents for employment checks into My Recruit after the interview • Complete all fields in My Recruit on the candidate profile and request Conditional Contract Review (CCR) eg: • Right to Work checks • Employment History / CV • DBS checks (where required) • References • Qualifications • Check MyRecruit daily on progress and chase outstanding items eg references • If references are not received within 5 days, contact the candidate to chase • Once references and DBS are complete, enter start date in My Recruit • Storing and destroying interview paperwork in line with GDPR guidelines • Order marketing materials required to advertise the role elsewhere eg social media, community etc
• Check adverts and publicise roles • Assist with organising hiring events/ career days • Sponsoring roles on the Indeed job site to ensure the role remains at the top • Offering advice and guidance • Facilitating a one hour weekly drop in session to answer questions or training needs
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Hiring Manager Guide to Recruitment
Managed Service If you have not interviewed previously and you need the recruitment team to help advertise your vacancy and manage it end to end. With the limited resource available, it may not always be possible to offer a full managed service at all times. Priority for this level of service will be given to a) new hiring managers, b) new and/or difficult to fill roles c) level of role. Managed Service Hiring Manager Resourcing Specialist • Create roles/adverts in MyRecruit • Like and share roles advertised on social media eg LinkedIn • Check roles/adverts in My Recruit and publish on relevant job sites/social media pages • Review applicants within 3-5 working days and book interviews with dates provided by hiring managers • Arrange assessment days/recruitment events etc
• Provide interview slots in advance for the recruiter to book candidates in for interviews • Ensure you (and other interviewees) have attended the interview training • Order marketing materials suggested by the Resourcing Specialist
• Seek opportunities to identify/find the right candidates eg CV searching/headhunting • Check & upload relevant documents sent by the hiring manager following the interview • Ensuring all documents are returned/completed in a timely manner by the candidates • Provide support and guidance on the recruitment and selection process • Keep hiring managers up to date on progress on a weekly basis
Where to advertise There are many different routes to market for you to advertise your role and attract candidates to compliment your external online advertising. Advertising on your doorstep and in your local community Depending on the role you are advertising there are many different options if you wanted to advertise your vacancy locally. Get out into your local community; let them know you have opportunities, find out if there are local websites you can advertise your job on. Below are examples of the types of places that you could target in the community for you to put up a leaflet and surrounding areas. The list is not exhaustive, use your imagination!
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Hiring Manager Guide to Recruitment
Local shops near to the train station
Local authority county council
Grocery stores
Post Offices
Community groups
Library
Leisure centres
Schools
Parent and toddlers’ groups
GP
Dentist
It’s important to note that the above are suggestions and are open to other places in your local area that aren’t listed above. It’s also worth thinking about other towns/villages within a 10 - 20 minute drive from your location. Remember - the more posters that are displayed, the better. It’s also a good idea to consider apprenticeship opportunities. If you wish to find out more about this, please contact the Talent team via talentteam@anchor.org.uk about the range of roles available. Marketing materials You can find recruitment marketing materials on the Marketing Hub and The Bridge INSERT LINK, but if you’re unsure what’s available, speak to the recruitment team. What marketing materials are available for me to use? We have a range of resources available for you to promote job vacancies. Some of the marketing materials available include: Refer a Friend Posters Refer a Friend posters are a great way to communicate this benefit to current colleagues. Colleagues can earn up to £250 per successful referral and in return, we gain a new colleague who comes recommended. If you are struggling with vacancies having utilised the above, please reach out to your recruiter for further support. • ‘We’re Hiring’ Posters • Refer A Friend Poster • Recruitment banners • Social Media Post Images
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Hiring Manager Guide to Recruitment
How can I use these to recruit? Banner
A banner can be placed outside the location (if applicable) saying “Recruiting now” with our career’s website to direct potential candidates to apply online. Check if you need permission beforehand. Poster distribution An effective and inexpensive way of promoting local jobs in the community is through poster distribution. Adding a QR code to the poster allows anyone passing can click on the code and apply instantly! Pull-up Banner Pull-up banners can be used at physical events such as careers fairs. The banner lists great benefits of working at Anchor.
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Hiring Manager Guide to Recruitment
Using Recruitment Agencies Struggling to fill a role through our usual recruitment methods and want to seek support from an agency? We have a dedicated team of expert recruiters to support you, therefore we are keen to try and find a suitable candidate through our usual methods before contacting an agency as this will result in Anchor incurring additional costs which may be avoidable. We do however recognise that there are occasions whereby support may be needed from an agency if you are recruiting for a niche / hard to fill role for example. If, after 2 weeks you have no quality candidates, the recruitment team will liaise with agencies listed on the preferred supplier list (PSL). INSERT LINK If you decide to go direct to an agency outside of the PSL, the agency costs or costs of additional advertising and responsibility for raising the PO will be incurred from within your budget. Please see below the process which should be followed:
If no suitable applicants are identified, contact the Recruitment team to look at other options eg sponsoring the advert/ alternative job boards
The role can be put out to our Preferred Suppliers that we have agreed terms with
The Recruiter publishes the vacancy on Indeed/Careers page
Hiring Manager raises the vacancy on MyRecruit
If you are approached by an agency and interview a candidate without following the above process, the cost of any placement fee will come out of your budget and not the central recruitment budget.
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Hiring Manager Guide to Recruitment
Managing candidates through the interview process If your vacancy has been advertised externally, all applications will be in MyRecruit. If you haven’t managed vacancies on MyRecruit before, there is a user guide INSERT LINK available which takes you through step by step how to use the system. You can find the user guide on The Bridge under Recruitment & Onboarding. You can start screening your candidates as soon as they have applied, you don’t need to wait until your vacancy has closed. It is important to decline unsuccessful candidates (within 3-5 days of applying) and send them a notification from within MyRecruit, so that all candidates have a positive experience. Ensure you keep in contact with your candidates throughout the recruitment process; manage their expectations in terms of how long the process will take – if it is taking longer than expected, send them an email to let them know. Send confirmation of any interviews; always provide an outcome to either their application or their interview, always provide feedback irrespective of the result. Please also remember to ask the candidate to bring the correct form of Right to Work (RTW) to the interview with them.
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Hiring Manager Guide to Recruitment
Interview preparation An interview pack (interview pack, CV, application form) will be sent to you once you have booked the interview in MyRecruit. Read through the interview pack and familiarise yourself with the behavioural values based competency questions.
Have a think about the skills and knowledge involved in the role you are recruiting for that you’d like to see covered during the interview.
Choose one or two questions for each section that you think are most relevant to the role and covers the behaviours that are most important to success. Make sure you use the same questions for each candidate to ensure a fair and consistent process.
Make sure the interview room is set up and that you won’t be disturbed whilst you are interviewing. Have some water ready for the candidate (and yourself)!
Remember to have the candidates CV and job description accessible to you. Read through the candidate’s CV so you are familiar with their experience and mark any areas you’d like to understand further.
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Candidate email templates Decline before interview Hi (name)
Thank you for applying for the (job title) at Anchor. We were really impressed with your skills and experience, but on this occasion, we will not be progressing any further with your application as we do have a number of applicants who more closely meet our criteria. We love that you share our passion of making a difference and supporting communities to live well in later life and encourage you to keep an eye on our career site for other roles available in future. We may also add your details to our talent pool and contact you from time to time regarding other suitable opportunities in your area. If you don’t want to be contacted by us regarding other opportunities in the future, please email jobs@anchor.org.uk with ‘STOP’ in the subject line. We would like to thank you for the interest you have shown in working for Anchor and would like to wish you every success for the future. Kind regards Recruitment team
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Hiring Manager Guide to Recruitment
Invite to Interview Hi (candidate name)
Many thanks for your application for the role of (vacancy name). We think you could be a great fit here at Anchor and are delighted to invite you for an interview. The details are below: Date: (interview date) Time: (interview time) Location: (location address) Interviewers: (insert name and job title of those interviewing) The interview will last approximately one hour and will take the form of a competency based interview. Before your interview, please ensure that you complete the brief application form by clicking on the link below as this information will also be discussed during your interview: (follow up link) Please get in touch using the details below to let us know if you cannot make the interview and need to rearrange. Please also let us know if you need any special arrangements in order to assist you at the interview. Please remember to bring along, your Right to Work documents. For all none UK and Irish Citizens, you will need to provide a share code to check your right to work status. For UK and Irish Citizens, you will need to provide one of the following. 1. A UK or Irish Passport (current or Expired) 2. A UK or Irish Birth Certificate, with proof of National Insurance Number Here is a guide outlining the different types of Right to Work documents for your information. We look forward to meeting you. Kind regards Recruitment team
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Decline following the interview Hi (insert candidate name)
Many thanks for taking the time to meet with us regarding the (vacancy) role. We really enjoyed meeting you and appreciate your interest in Anchor and this opportunity. On this occasion you have not been successful, we are sorry and do appreciate this will be disappointing. Whilst you do have some great experience, we did interview candidates who more closely met the criteria for this role. We would like to wish you success for the future and with your current job search. Thank you again for your time and your interest in Anchor. Regards Recruitment team
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Interview pack contents Assessment and Selection Toolkit
Introduction page This page offers guidance for before the interview and opening questions to put the candidate at ease. Following this template ensures that every candidate experiences the same fair and consistent process. Values based interview questions This section has four different questions based around the Anchor Values. • Accountable • Respectful • Courageous • Honest Competency interview questions This section is for skills and knowledge-based questions that are aligned to the role. Each question will have additional probing questions to enable you to understand their level of experience. Remember, please make sure you use the same questions for each candidate when interviewing for a specific role. At the end of the interview, you will score each answer against the rating scale, giving a score from 5 – 1.
4. Competent and occasionally excels
2. Developing competence
1. Limited evidence
5. Excelling
3. Competent
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Additional Information Use this section to make notes of the points you have covered during and after the interview e.g. what are their salary expectations, their notice period etc. Final Page Enter the results on this summary page, including the candidate’s strengths and areas for development which can be used to provide feedback following the interview.
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The Interview Opening the interview with the candidate is so important and it is when the candidate will start assessing you and Anchor. Show genuine interest in the candidate, have a chat with them, build rapport, be engaging with conversation and body language, don’t sit with your arms folded looking bored or checking your watch. Building rapport in a warm and engaging way is key to help the candidate relax and feel welcome and will go a long way to help you get the best out of your candidate. Think about an interview you have attended that you really enjoyed, why did you enjoy it? What did the interviewer do to make you feel like that? Outline the format of the interview so the candidate knows what to expect. You will need to ask specific questions during the interview, but make sure you also ask some open-ended questions, that start with when, where, who, what, why and how • What were your responsibilities? • Why did you do that? • What led you to that decision? • What would you do differently? Ask the candidate to give you specific examples when answering a question rather than giving a generic answer. Previous successes are a good indicator of future performance. Don’t talk too much! You should only be talking about 30% of the time. Allow your candidate time to describe their experience, skills and evidence during the interview. Give them time to answer the questions, they may need a minute or two to think of the best answer. Don’t rush them and let them know they can take their time. Whether it’s by email or phone, follow up to let candidates know whether they have been successful or not. Always offer to provide feedback to those candidates that have not been successful.
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Being fair to candidates and your unconscious bias All candidates should be treated in a fair and consistent way. From an assessment perspective this means each candidate must be asked the same competency questions. From a personal perspective you need to be aware of your unconscious biases, we all have them, and they can influence your decisions without you realising. We cannot avoid our unconscious biases and it can be difficult to prevent them from impacting on our judgements during an interview process. Your background and experience influence your behaviour and can lead to poor decision making. We are ‘hard-wired’ to prefer people who look like us, sound like us and share our interests. These preferences bypass our normal, rational and logical thinking. Even the most well-intentioned person unwittingly allows unconscious thoughts and feelings to influence apparently objective decisions.
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Common types of bias in the workplace
Affinity Bias The tendency to warm to people like ourselves.
Halo effect The tendency to think everything about a person is good because you like that person.
When assessing candidates, you need to be mindful of and consider whether your unconscious biases are having an impact on your decisions. You must be able to clearly detail reasons as to why you are not progressing with a candidate, for example – they do not have the right level of experience, or they did not demonstrate genuine interest or motivation for the role or Anchor. Your reason cannot simply be because you didn’t like what they were wearing, where they are from, their appearance or their accent. Group think This bias occurs when people try too hard to fit into a particular group by mimicking others or holding back thoughts and opinions. This causes them to lose part of their identities and causes organisations to lose out on creativity and innovation. Perception bias The tendency to form stereotypes and assumptions about certain groups of people that make it impossible to make an objective judgement about members of those groups. Confirmation bias The tendency for people to seek information that confirms pre-existing beliefs or assumptions.
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After the interview Following the interview, score the candidate using the rating scale provided in the toolkit. Make sure you focus on the key behaviours to help you make an accurate rating using the scale. Fill in the details including your recommendation on suitability and the interview outcome. Remember to summarise candidate feedback for each competency question. Candidates have the right to ask for access to their records (interview scripts) and are able to challenge our decision within six months of the interview, so we need to keep their records to demonstrate the fairness of our process. So that we have access to these interview documents, please scan them and upload them into MyRecruit. Interview notes for successful candidates should be uploaded to MyRecruit, this will help you to make sure any development needs are addressed.
4. Competent and occasionally excels
2. Developing competence
1. Limited evidence
5. Excelling
3. Competent
1. Limited Evidence of key behaviours Not able to tick key behaviours and/or lacking key behaviours that are important to success in the role. May also be displaying behaviours that are contrary to key behaviours. 2. Development Needed - Some evidence of key behaviours Although they may display one or two behaviours they are likely to need to develop their performance across more behaviour in order to deliver an acceptable level of performance. 3. Competent - Half of key behaviours Displays at least half of the key behaviours (that can be assessed) and although there must be gaps in key behaviours, they are unlikely to prevent an acceptable level of performance. 4. Competent and occasionally excels – evidence of most key behaviours Able to display most or all of the key behaviours (that can be assessed) and are able to demonstrate that they are likely to deliver strong performance in this competency. 5. Exceeds – evidence of all key behaviours Able to display all of the key behaviours (that can be assessed) and are able to demonstrate that they are likely to exceed strong performance in this competency.
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Making an offer Great news! You have a candidate to offer.
Before contacting them, make sure you have the salary agreed and approved and you know when you need them to start. You should have discussed their salary expectations and notice period (including any pre-booked holidays) during the interview, so there shouldn’t be any surprises for anyone. When making an offer, make sure you offer the successful candidate first. If they turn down your offer, you’ll still have your second choice available! All new colleagues should be appointed between 80% to 100% of the salary range depending on relevant skills, qualifications and experience required for the role. If you want to offer more than 100% this will require an email confirmation from a senior leadership member (Band 8). ( Housing roles also require approval from the People Partner ). Once your candidate has accepted the offer you will need to request a conditional contract (CCR) within MyRecruit. The Conditional Contract Request (CCR) must include the following information in the notes section: • Starting salary (full time equivalent and pro rata rate) • The 100% rate will automatically pull through if you are offering more or less than 100% it is essential that you remember the following: • If the salary is above 100% you will need to include sign-off • If the salary is below 100% you will need to ensure the correct salary is showing in the notes on the Conditional Contract Request (CCR) Housing Roles only • If you are appointing to a residential role you must include sign-off • Advise that a SOLA must be issued if the post is residential and reference when and to whom you sent the authorisation form • If communal equipment is paid for from the residential property utility supply (amount to be reimbursed should be obtained from the housing People Business Partner) Complete the relevant forms for systems access – located on the IT portal – askIT>make a request>housing services forms
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During the interview you will have checked, copied and verified the candidate’s Right to Work documents. Please upload these along with the interview toolkit in MyRecruit. PLEASE NOTE: We will not be able to send a new starter their offer letter/contract until we have received the correct, verified Right to Work documents. Once the contract has been sent to the candidate, you will receive an email advising you of this. When they have signed their final contract you will be issued with an ID number. You can order any IT equipment through the AskIT portal before the candidate starts with you. If you wanted to order a chair/desk etc these can be ordered through Agresso. Please note, if they do not start with you and their equipment has already been sent you will need to ensure this is returned via the Ask Office Facilities portal, Courier. If their equipment has not been issued you will need to contact the relevant function eg IT, Procurement to cancel the request. Make sure you keep in regular contact with your new colleague before they join you. Ask them if you would like to come in and meet the team before they start. Invite them in for any important meetings or social events. Start to include them before they join. It is still important to maintain the exceptional candidate experience you have given them during the recruitment process, after all they are now part of your team!
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Pre-employment compliance checks It is a legal requirement for all new colleagues to provide proof of their Right to Work in the UK in accordance with the Immigration, Asylum and Nationality Act 2006. As an employer, we have a duty to prevent illegal working. You should conduct document checks to make it harder for people with no Right to Work in the UK to unlawfully obtain or stay in employment, and to make it easier for you to ensure that you only employ people who have permission to perform the role. Certain roles are also subject to the receipt of a criminal record check (also known as a Disclosure and Barring Service (DBS) check). If needed, the advert and job description should state this. This guide will give you an overview of the documents a candidate is required to bring to their interview as proof of their Right to Work in the UK and also the process you need to follow. There are many different acceptable forms of ID, and the guide will go into greater detail to cover these. Please see the full guide provided by the government on Right to Work in the UK.
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A candidate invited to interview will have been asked to bring their Right to Work in the UK documents (and any relevant qualifications required for the role) along to the interview with them.
Attached to the ‘invite to interview’ email, will have been a guide for the candidate informing them what Right to Work documentation they are required provide.
Copy the candidate’s proof of Right to Work and sign the copies to verify that you’ve seen the original. All documents should be verified by the person that has seen the original. You should print your name in capitals and sign the document. The verification wording should say: The date on which this right to work check was made [date] The date on which a likeness check was made [date]
The verified documents should be uploaded into MyRecruit.
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Hiring Manager Guide to Recruitment
What proof of ID do candidates need to provide British or Irish Citizen If your candidate is a British or Irish citizen, they can prove their right to work in the UK with either of the following: • a British passport (can be current or expired) • an Irish passport or passport card (can be current or expired) Note: UK driving licences must not be accepted If they do not have a passport or passport card, they can prove their right to work with one of the following: They must also provide an official letter or document from a previous employer or a government agency. For example, this could be a letter from HM Revenue and Customs (HMRC), the Department for Work and Pensions (DWP) or the Social Security Agency in Northern Ireland. The letter must show their name and National Insurance number. Not a British or Irish Citizen If your candidate is not a British or Irish citizen, they can prove their right to work with: • a share code – they apply for a share code online • their immigration documents If they present a letter from the Home Office confirming an extension to an expired visa/permit is under consideration this is NOT sufficient proof of Right to Work. Their right to work should be checked by the online Employer Checking Service. Cannot prove their right to work If they’re not a British or Irish citizen, you can check if they can work with the employer checking service. The most common mistakes people make are: • Incomplete address / incorrect proof of address / employment history • Incorrect proof of identity (ID) • a UK birth or adoption certificate • an Irish birth or adoption certificate • a certificate of registration or naturalisation as a British citizen
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Hiring Manager Guide to Recruitment
• Change of name (if they have changed their name (e.g. marriage) and present documents in both their old and new names they will need to supply documentation linking the two names (e.g. marriage certificate, deed poll) • When accepting a replacement birth certificate (because original has been misplaced), the registration date will still be held in section 12 of the document – this must be within 3 months of the date of birth (the date of the re-issue will be stated on the document) List A and List B The Home Office has provided guidance which outlines the type and range of acceptable right to work documents (List A and List B) that must be obtained and verified to prove an individual’s right to work in the UK. You must see and verify: • one document or a combination of documents as specified in List A: OR • one document or a combination of documents as specified in List B No other documents can be accepted. All documents provided must be original and show that they are entitled to do the type of work being offered. Those that contain an expiry date should be valid and current. Photocopies and documents downloaded from the internet must not be accepted. There are a small number of exceptions to the valid and current rule, which include an out of-date UK passport. An indefinite leave to remain stamp in an expired passport must not be accepted. Where an individual presents an expired passport with indefinite leave to remain , hiring managers should provide the individual with an opportunity to obtain and provide current documents. Please contact the recruitment team for further information if you are unsure what can be accepted.
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Hiring Manager Guide to Recruitment
As of April 2024 List A 1. A passport (current or expired) showing the holder is a British citizen or a citizen of the UK and Colonies having the right of abode in the UK. 2. A passport or passport card (in either case, whether current or expired) showing that the holder is an Irish citizen. 3. A document issued by the Bailiwick of Jersey, the Bailiwick of Guernsey or the Isle of Man, which has been verified as valid by the Home Office Employer Checking Service, showing that the holder has been granted unlimited leave to enter or remain under Appendix EU(J) to the Jersey Immigration Rules, Appendix EU to the Immigration (Bailiwick of Guernsey) Rules 2008 or Appendix EU to the Isle of Man Immigration Rules. 4. A current passport endorsed to show that the holder is exempt from immigration control, is allowed to stay indefinitely in the UK, has the right of abode in the UK, or has no time limit on their stay in the UK. 5. A current Immigration Status Document issued by the Home Office to the holder with an endorsement indicating that the named person is allowed to stay indefinitely in the UK or has no time limit on their stay in the UK, together with an official document giving the person’s permanent National Insurance number and their name issued by a government agency or a previous employer. 6. A birth or adoption certificate (short or long) issued in the UK, together with an official document giving the person’s permanent National Insurance number and their name issued by a government agency or a previous employer. 7. A birth or adoption certificate issued in the Channel Islands, the Isle of Man or Ireland, together with an official document giving the person’s permanent National Insurance number and their name issued by a government agency or a previous employer. 8. A certificate of registration or naturalisation as a British citizen, together with an official document giving the person’s permanent National Insurance number and their name issued by a government agency or a previous employer. List B group 1 1. A current passport endorsed to show that the holder is allowed to stay in the UK and is currently allowed to do the type of work in question. 2. A document issued by the Bailiwick of Jersey, the Bailiwick of Guernsey or the Isle of Man, which has been verified as valid by the Home Office Employer Checking Service, showing that the holder has been granted limited leave to enter or remain under Appendix EU(J) to the Jersey Immigration Rules, Appendix EU to the Immigration (Bailiwick of Guernsey) Rules 2008 or Appendix EU to the Isle of Man Immigration Rules. 3. A current Immigration Status Document containing a photograph issued by the Home Office to the holder with a valid endorsement indicating that the named person may stay in the UK and is allowed to do the type of work in question, together with an official document giving the person’s permanent National Insurance number and their name issued by a government agency or a previous employer.
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Hiring Manager Guide to Recruitment
List B group 2 1. A document issued by the Home Office showing that the holder has made an application for leave to enter or remain under Appendix EU to the immigration rules (known as the EU Settlement Scheme) on or before 30 June 2021 together with a Positive Verification Notice from the Home Office Employer Checking Service. 2. A Certificate of Application (non-digital) issued by the Home Office showing that the holder has made an application for leave to enter or remain under Appendix EU to the immigration rules (known as the EU Settlement Scheme), on or after 1 July 2021, together with a Positive Verification Notice from the Home Office Employer Checking Service. 3. A document issued by the Bailiwick of Jersey, the Bailiwick of Guernsey or the Isle of Man showing that the holder has made an application for leave to enter or remain under Appendix EU(J) to the Jersey Immigration Rules or Appendix EU to the Immigration Rules (Bailiwick of Guernsey) Rules 2008, or Appendix EU to the Isle of Man Immigration Rules together with a Positive Verification Notice from the Home Office Employer Checking Service. 4. An Application Registration Card issued by the Home Office stating that the holder is permitted to take the employment in question, together with a Positive Verification Notice from the Home Office Employer Checking Service. 5. A Positive Verification Notice issued by the Home Office Employer Checking Service to the employer or prospective employer, which indicates that the named person may stay in the UK and is permitted to do the work in question.
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Hiring Manager Guide to Recruitment
How do I check and verify
Key things to consider are the photograph, date of birth, expiry dates, the name (if there has been a change in name, you must request evidence of this)
Step 2 Check that: The document is genuine: and Belongs to the person presenting it; and They are allowed to do the work in question
Step 3 Take a photocopy of the relevant pages of the document and upload these to MyRecruit along with a record of the date the check took place
Step 1 The individual must provide one of the original documents specified in List A or B
You will need to complete the following steps for your successful candidate: Before the interview • All candidates invited for interview must provide ORIGINAL proof of Right to Work in the UK documents. During the interview • Take reasonable steps to make sure that your candidate is the right owner of any of the documents they present to you • Compare any photographs in the documents to the appearance of the candidate and the given date of birth against their apparent age, to make sure there are no discrepancies • You should also check that the expiry dates of their passport or visa have not expired. • Any page containing the holder’s personal details including nationality, photograph, date of birth and signature • Any relevant UK immigration endorsements • For any document other than a passport the entire document should be photocopied. E.g. Identity Card, a copy of both sides of the card is required
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Hiring Manager Guide to Recruitment
After interview The original proof of Right to Work in the UK documents should be copied and verified by the individual that has seen the original documentation, the verification should read: The date on which this right to work check was made [insert date] The date on which a likeness check was made [insert date] Name [block capitals] Signed: [insert signature] Following the interview with the candidate, the verified documents must be uploaded into MyRecruit. You must take a copy of both pages ensuring you have captured the:
• Expiry date • Nationality
• Date of birth • Signature
• Photograph
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Hiring Manager Guide to Recruitment
For non-British/non-Irish nationals , you will need to do an online check Step 1: Ask the individual to visit https://www.gov.uk/prove-right-to- work and follow the steps to obtain a 9-digit share code.
Step 2: Go to https://www.gov.uk/view-right-to-work Enter: • the share code; and • individual’s D.O.B.
Check the immigration status details and that the photo on the online portal is of the individual presenting themselves for work. The photo must be of good quality to be fully compliant. Step 3: Print the profile page and upload this into MyRecruit. Enter the expiry date in MSS to ensure this is diarised for repeat checks.
Step 4: Undertake a repeat check where leave to remain is time limited. It is now possible to use a share code for an online check where an individual has an in-time application pending. This statutory excuse will be valid for 6 months. Some people may not be able to provide you with a share code whilst they have an outstanding, in-time application, in these circumstances you should use the ECS.
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