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Are you looking to Hire staff for your Business?

HR Team have years of experience in the area of recruitment and selection for staffing. Below is a 6-step guide to finding the right candidate for your vacancy.

Recruitment and Selection

1. Attracting the Applicant

Every vacancy provides an opportunity to reassess your objectives and staffing requirements. When an employee leaves, you should not automatically replace like with like.

By reallocating responsibilities or readjusting workloads, you may find that you need a different type of recruit or that you do not need to recruit at all.
If you do decide to recruit, your starting point is to compile an accurate job specification, based on objective criteria, before selecting an appropriate recruitment method, for example, advertising in the press, via the internet or using an employment agency.

A potential risk with recruitment and selection is discrimination which makes the process of  employment unlawful. It is therefore important that you are familiar with the "protected characteristics" associated with your jurisdiction.

In the UK these are:
Age; disability; gender reassignment; marriage and civil partnership; pregnancy and maternity; race; religion or belief; sex; and sexual orientation;

In Northern Ireland these are:
Age; disability; gender reassignment; family status, marriage and civil partnership; pregnancy and maternity; race; religious belief; political opinion; sex; sexual orientation; and membership of the traveller community.

In the Republic of Ireland, these are:

Gender, civil status, family status, age, disability, race/ethnicity, sexual orientation, religious belief or membership of the traveller community.

Discrimination risks apply to the whole of the recruitment process, including the advertising of job vacancies. Whatever recruitment method you choose, you must avoid any form of unlawful discrimination. You should also be aware of the statutory restrictions that apply to the employment of certain individuals, such as children, foreign nationals and people who are barred from working with vulnerable groups, including children.

For any unsuccessful applicants, you should send them a rejection letter.

2. Offering the Job – Essentials

When offering a job to a prospective employee, it is important to ensure that both you and the individual are clear on the terms being offered and the conditions that apply. Use a detailed offer letter to outline the main terms and offer condition .The terms offered and accepted must be clear enough to give the contract meaning and it is in the interests of both parties to set these out in writing.

Before you deal with offering the job, you must be familiar with the essential legal requirements surrounding recruitment.

It is a legal requirement that employees are given a written statement of their principal terms and conditions within the first two months of their employment. This may be in the form of a written contract of employment, provided all of the required particulars are included in the contract. If an employee brings a successful tribunal claim against an employer, for example, for unfair dismissal, equal pay or discrimination, and the employer has also breached the requirement to provide written particulars, the employer may be ordered to pay the employee two weeks' pay if based in Northern Ireland or the UK, or 4 weeks’ pay in the Republic of Ireland, in addition to any compensation relating to the unfair dismissal.

For more information on the written statement, please contact HR Team.

Certain terms and conditions of employment are underwritten by law:

•    Working hours, rest breaks and holidays
•    The terms offered to part-time workers should be pro rata to comparable full time workers.
•    The terms offered to employees on fixed term contracts should be no less favourable than those offered to comparable permanent employees.
•    Employers may not pay an employee less than the national minimum wage.
•    Employees are legally entitled to a minimum period of notice, based on their length of service. The contract of employment can provide for a longer period of notice, in which case, the more generous provision will prevail.

•    UK and NI ONLY: All employers, regardless of the number of people they employ, are legally required to automatically enrol eligible jobholders, including new starters, into a pension scheme that meets certain minimum statutory requirements and make employer contributions. This process, known as auto-enrolment, is being phased in over a six-year period, from 1st October 2012 to 1st February 2018, with the largest employers being required to comply first. Employers are allocated a staging date by which they must begin auto-enrolment.

•    For guidance on all of the above legal requirements, Please contact HR Team.

3. Selecting the Right Person – Overview

Starting the selection process by sifting through the applications is a process known as shortlisting. Shortlisted candidates may then be invited for interview using an invitation to interview letter so that you can make an objective assessment of the applicant's ability to do the job.

All employers must be aware of the discriminatory factors associated with recruiting new staff. Discrimination risks apply to the whole of the recruitment process, including the selection procedure. You must avoid all forms of unlawful discrimination and ensure that individuals are selected for roles solely on the basis of their merits and abilities.

The key to successful shortlisting and interviewing is to use objective selection criteria, taken from the job specification. Objective interview questions are vital.

4. Employee Handbook – Essentials

You are legally required to provide all employees with a written statement of their terms and conditions of employment within the first two months of their start date.

This may be in the form of a written contract of employment, provided all of the required particulars are included in the contract.

Contracts of employment often include references to policies and procedures which are then set out in full within a employee handbook. Where this is the case, it may be construed that the entire contents of the employee handbook forms part of the contract of employment. This may not always be your intention.

For this reason, when you compile an employee handbook, you must ensure:

•    it does not contain any statements which conflict with the contract of employment; and
•    it is clear which items form part of the contract of employment and which do not.

For guidance on compiling an employee handbook, please contact HR Team.

5. Job Descriptions and Key Performance Indicators

Job Descriptions are an effective method of clearly outlining your employees’ job roles and responsibilities. It is advisable that the job description is provided to new employees on their commencement of employment so that there is no ambiguity of your expectations from the outset. Job descriptions can be accompanied by key performance indicators in order to enhance accountability for your employees. Such documents can be used to objectively measure performance in exercises such as performance appraisals.

For further guidance on job descriptions, key performance indicators and performance appraisals please contact HR Team.

6. Probationary Periods

There is no legislation surrounding probationary periods, however it is highly recommended that there is a probationary period written into the contract of employment. This allows the employer to measure suitability and performance during the initial months of employment, and reserve the right to take appropriate measures if the employment relationship is not working out.

To learn more, visit our probationary period section.


For more information on any of the above, contact our team today on+44(0)28 71 271882.

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