COMMERCIALISM INTEGRITY STEWARDSHIP

Policy and procedure on recruitment and selection

COMMERCIALISM INTEGRITY STEWARDSHIP

COMMERCIALISM COMMERCIALISM INTEGRITY INTEGRITY STEWARDSHIP STEWARDSHIP

Recruitment and selection

1.

Introduction

1

2.

General principles

2

3.

Definitions

2

4.

Legislation and good practice

2

5.

Equality

3

6.

Recruitment process

3

7.

Recruitment advertising

3

8.

Selection process

4

9.

Retention of recruiting records

5

10.

General

5

1. Introduction The decision to recruit and select individuals for appointment to, or promotion within The Crown Estate, is an important decision. By following the arrangements set out in this document we aim to ensure that all decisions relating to recruitment and selection are taken fairly and consistently, and that appointments are made on the basis of merit demonstrated at interview and free from any form of bias or discrimination.

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2. General principles 2.1 Our recruitment policy is based on the following principles: • To ensure that we adhere to good practice in the recruitment and selection of employees; • To be transparent about the skills, experience, knowledge and personal attributes we require from candidates; • To ensure that applications are treated confidentially and circulated to only those individuals involved in the recruitment process; • To ensure that appointments are advertised internally and in most cases externally simultaneously. Current employees have access to and opportunity to apply for appropriate roles across the business.; • To ensure we recruit the right person for the role; • To use the recruitment and selection activity to promote our reputation as a good employer and communicate its corporate values.

3. Definitions For the purposes of this policy the following definitions apply:• Recruiting Manager – for the purpose of this policy the “Recruiting Manager “is primarily accountable for managing the recruitment of vacant post; • Human Resources Team - is responsible for ensuring the consistent implementation of this policy and the development of good practice in recruitment and selection; • Job Train - Is a candidate management solution systems which enables recruiting managers to access candidate applications and complete short-listing from the start to closing of the advert; • Know-How Guide- is guidance for established and new managers on the recruitment process; • Job Profile - is used in the recruitment and selection policy to assist in the preparation of a job advertisement, to re-evaluate the salary level and to set interview questions; • Candidate Specification – is used to describe the specific knowledge, experience, personal style and behaviours which is required for the role and the post holder must be able to demonstrate. • We/our/us – The Crown Estate

4. Legistation and good practice 4.1 The arrangements set out in this document meet the Chartered Institute of Personnel Code of Practice for Recruitment and Selection, Civil Service Commissioners’ recruitment code, and The Crown Estate’s legal obligations under the: Disability Discrimination Act 1995, Data Protection Act 1998 , The Rehabilitation of Offenders Act 1974 and the Equalities Act 2010.

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5. Equality 5.1 We are an equal opportunities employer and ensure that at all stages during the recruitment and selection process we are compliant with relevant legislations. We are committed to promoting and maintaining a work environment, where all people have equality in opportunity for employment on the basis of their ability, experience, professional qualification and employment history.

6. Recruiting temporary and agency staff 6.1 An overview of the recruitment process will be discussed with recruiting managers, which clearly identifies their role, the service they can expect from HR and the various steps involved. To ensure, that a seamless and coordinated approach to recruitment is taken which complies with legislation and is based on best practice. Refer to Know-How-Guide No.28 • Before any recruitment activity commences, the recruiting manager must obtain authorisation from the Director of Finance & IS, by submitting a business plan explaining the reasons for the need to fill the vacancy. This process is required for new and established posts. • To ensure that we maintain a consistent image, the job profiles must be prepared using the electronic job profile template. The HR Department will review the job profile for consistency and liaise with the recruiting manager about any changes which may need to be made 6.2 Recruiting to an established post. • When a post becomes vacant, line managers should review the job profile for the position to ensure that the job is appropriately designed to meet the business needs of the department. A vacancy offers the opportunity to redesign a role and improve the way in which the work of the department is organised. 6.3 Recruiting to a new post. • When we recruitment to a new position the recruiting manager, should consider what changes may be necessary within their department for the new position to be fully integrated. These changes should be discussed with Head of the Department and the HR Team and any changes agreed prior to recruitment. • The recruiting manager is responsible for preparing a draft job profile for the post they wish to recruit. An outline of the process can be found in Know-How Guide No. 28. 6.4 Recruiting temporary and agency staff • We may choose to use agencies to recruit temporary employees to provide additional resources and to allow for flexibility on a short term basis from time to time to assist with work. Guidance on recruitment for temporary/interim/contract /fixed term can be found in the procedure for temporary worker through recruitment agency. Visit the intranet or speak to HR for more information.

7. Recruitment advertising 7.1 Advertising Once the approval to recruit a post has been agreed details of the position will normally be advertised internally and externally simultaneously. When advertising vacant roles externally they will also be placed on the careers website via JobTrain, by the Human Resources team.

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• When a recruitment advertisement has not provided the calibre of candidates from which an appointment can be made, we may source candidates from agencies, which have been carefully selected. A list of approved preferred supplier is available on the intranet. 7.2 Executive search consultants We may choose to use an executive search consultant(s) to recruit employees for specific positions, including: Senior Roles and Board Members.

8. Selection process 8.1 Short-listing applications During the selection process, the recruiting manager will have access to candidate applications to complete shortlisting, along with the HR department via JobTrain. Candidates equality and diversity monitoring forms are hidden from the application forms prior to the short-listing process. • Candidates will be selected for interview if they meet a majority of the essential criteria defined in the candidate specification. In the event that no candidates meet the minimum standard, the recruiting manager should discuss with the HR representative what alternative recruitment opportunities are available. • The recruiting manager with guidance from HR will orally advise any existing employees who have not been short-listed for interview and the reasons for their decision. 8.2 Interviewing • The interviewing panel usually consist of two or more individuals (wherever possible, this should include a representative from the HR Department). • There are two stages to the interviewing process. The initial interview should be held by the recruiting manager. In most recruitment the preferred candidate/s may be invited to attend a second interview, held by a senior member of the department/team. • All candidates will be asked a standard format of questions, which will have been decided by the interview panel prior to the interviews. Guidance on interview questions and conducting interviews can be viewed on the Know–How Guides on i-site. 8.3 Appointment • Prior to any offer of employment being made, a discussion regarding approximate salary and ideal start date should occur; the HR representative will contact the candidate to make a conditional offer of employment and to complete all of the necessary arrangements for the appointment. • Offers of appointment which are to be made to individuals, and who are not currently employed by us, will be conditional on the candidate meeting, to our satisfaction the following requirements. -

Confirmation of entitlement to work in the UK; References; Confirmation of qualifications (if required); Other appropriate checks (if applicable to the post).

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8.4 Notifying unsuccessful candidates • Following an acceptance of the offer made, the HR Department will communicate the outcome of the interview to each candidate as soon as possible. • Should unsuccessful candidates require feedback on their performance, this should be sought from the recruiting manager by the HR representative and verbal fed back to the unsuccessful candidates. 8.5 References The HR Department will seek references for the preferred candidate/candidates selected. Where candidates have requested that references should not be sought prior to their further confirmation, the HR Department will endeavour to obtain them as soon as possible after the conditional offer of employment has been made. Where unsatisfactory references are received the HR Manager will discuss with the recruiting manager whether to withdraw the offer of appointment.

9. Retention of recruitment records 9.1 Recruiting managers should be advised that any notes, informal/formal which are taken at interview forms part of the interview record. Candidates have the right, under the provisions of the Data Protection Act 1998 to request access to their interview notes. 9.2 The HR Department will retain applications and all records pertaining to each recruitment campaign for a period not normally exceeding 6 months. Thereafter, information held in both paper format and electronically, which could identify the applicant, will be confidentially disposed of in accordance with the requirements of the Data Protection Act 1998. 9.3 The HR Department will retain statistical data in respect of each recruitment campaign, which enables The Crown Estate to monitor the effectiveness of its equality and diversity opportunities policy.

10. General 10.1 We offer an induction and a probation assessment for new employees. 10.2 Please be aware that there be a number of existing policies and guidance which relates to this policy such as, equality and diversity, guidance to recruiting Non Executive Board members, relocation policy and agency workers regulations policy. 10.3 This policy supersedes any arrangements previously set out in the Staff Handbook and Working for The Crown Estate - A guide for employees. If you have any queries regarding the application of this policy, please speak to your line manager or a member of the HR team. Date last reviewed: April 2013 Agreed with: GMB and PCS This policy will be reviewed every 2 years, or earlier if legislation or practice changes.