Dealing with applications
Upon making an initial enquiry, applicants need further information about our setting and the role in order to make a decision about whether or not they should apply. By sending out an application pack to those who are interested in working within Griffin Care will:
- give managers a chance to make a professional first impression on potential applicants
- ensure that only fully committed individuals make an application
- provide the applicants with a method of self-selection, meaning that the candidates who do apply are of good quality
The application pack will include:
- covering letter – giving information on closing dates, interview dates (if known) and when short listed applicants can expect to hear from us.
- application form
- post/job description
- person specification
- a copy of our policy on equal opportunities
The pack also includes further information on our organisation; for example, where we are located, website address, number of staff/associates etc.
Exemption from the Rehabilitation of Offenders Act and suitable person checks
The application pack contains an explanation that the post is exempt from the Rehabilitation of Offenders Act 1974 and therefore all convictions, cautions and bind-overs, including those regarded as ‘spent’, must be declared. There is a section on the application form that requires a signed statement that the person is not on List 99, disqualified from work with children/adults or subject to sanctions imposed by a regulatory body and has no convictions, cautions or bind-overs.
The pack explains that:
- the successful applicant will be required to provide or apply for a Disclosure from the CRB
- we will seek references on short-listed candidates and may approach previous employers for information to verify particular experience or qualifications before the interview.
- do not use the application form to extract too much information.
Following receipt of a letter and application form the respective managers will be responsible for undertaking short listing and arranging interviews.
Shortlisting is a very important part of the recruitment process and is done with care and consideration using an agreed scoring matrix. .
Even if Griffin Care receive a small number of applications for a job, but the same process should take place regardless of the number of applications received/
Selection interviews and presentations are used to assess shortlisted candidates.
What is involved?
The interview and formal presentation will give the manager and the candidate a chance to meet face to face and exchange information. The aims of an interview and presentation are:
- To get information to assess the candidate’s suitability for the role
- To give information to candidates, so that they can decide if the role is for them
- To ensure all candidates feel they that the selection process fairly
- To leave all candidates with a good first impression
- To assess the candidates delivery style and ability to motivate their audience whilst keeping a focus upon the topic
Why is it important to do it well?
The interview will be more effective if it is properly prepared, has a clear focus and is carried out by skilled people. A poorly conducted interview may leave the candidates with an unfavourable impression of Griffin Care.
Griffin Care will check the suitability of all persons we wish to appoint. Some of these checks will have been initiated during the interview stage, but all will be completed before the individual starts their role:
- DBS check
- health/medical fitness
- Insurance cover (for associate trainers)
It is important to be sure that the person is who he/she claims to be. Managers MUST ask to see proof of ID, such as birth certificate, driving licence or passport combined with evidence of address, before any appointment is made. Some form of photographic identity should be seen. Proof of ID is needed in connection with an application for a CRB Disclosure. Ideally you should ask the applicants to bring proof of ID with them to the interview and take copies. Proof should include:
- date of birth
- photographic identity.
Before offering anyone employment, Griffin Care is legally required to make sure they have the right to work in the UK. Managers must make the basic checks at interview, by asking to see one of the following documents. To avoid unfair discrimination Managers should ask ALL those candidates invited to interview to bring one of the following along with them:
- P45 or P60 from a former employer.
- A document showing their national insurance number, such as a payslip.
- A passport confirming they are a British citizen.
- A passport or ID card confirming they are a citizen of the European Economic Area (= EU countries plus Iceland, Norway and Liechtenstein).
- A birth certificate issued in the UK or Republic of Ireland.
- Evidence from the Home Office confirming their right to live in the UK and take up employment.
Those individuals who are nationals of certain countries within the EEA who wish to work for more than a month for an employer in the UK need to register under the Worker Registration Scheme. These countries are: Cyprus, Czech Republic, Estonia, Hungary, Latvia, Lithuania, Malta, Poland, Slovakia and Slovenia.
References should have been requested from the applicant’s previous employers (and current, if appropriate) prior to interview. However, requesting references at interview stage can cause difficulties for the applicant when their current employer is unaware that they are looking to leave. One way around this is to contact the candidate’s previous employers first and only approach the current employer after a provisional job offer is made. For associate trainers one reference will be requested as evidence of their ability to deliver training and another to demonstrate their service specific knowledge.
For all staff and associates evidence of a current enhanced DBS check is required.
Dealing with persons who are disqualified from working with children/vulnerable adults
It is an offence to employ someone whom you know be to disqualified from working with children/vulnerable adults.
Some of the things that disqualify people :
- convictions or charges of an offence against a child
- convictions or charges of certain offences against an adult (e.g. murder, rape, kidnapping, indecent assault, assault occasioning actual bodily harm)
- being on the Protection of Children/Adults Act (POC/VA) list of persons considered unsuitable to work children/vulnerable adults
- being made the subject of a disqualifying order
- being made the subject of an order where a child has been removed from his/her care or been prevented from living with him/her.
If managers think that someone they are considering employing has a conviction that may disqualify them from working with children/vulnerable adutls, then you or the person concerned can talk confidentially about this with Ofsted / CQC by calling the relevant helpline..
At interview stage, managers should ask to see the ORIGINAL certificates for any qualifications the candidate lists on the application form. You can then photocopy these and keep copies in their personnel records.
It is important that managers keep evidence that these checks have been carried out for all employees as part of their personnel record.
The induction process
Griffin Care is committed to ensuring that a structured induction is given to all new staff and associates. A checklist is provided for both parties to follow. It is good practice to ask staff to sign and date a form stating that they have received and read all of the documentation that needs to be in place, including the checklist.
Griffin Care will identify a mentor or ‘buddy’ who can be used to support, advise, motivate and encourage the new member, particularly in the first few weeks. The mentor can also help with the socialisation of the employee within the organisation and can often forge a relationship of trust where the starter feels more comfortable asking what they may deem to be ‘obvious’ questions.
The induction timetable
The induction checklist will vary between service areas but should include:
- first day information
- health and safety
- policies and procedures
- administrative and personnel processes
- terms and conditions
- training and development.
- policies and procedures in relation to safeguarding and promoting welfare (e.g. child /adult protection, anti-bullying, whistle-blowing, anti-racism, physical intervention or restraint, intimate care, internet safety and any local safeguarding procedures);
- safe practice and the standards of conduct and behaviour expected from staff in the establishment;
- how and with whom any concerns about those issues should be raised; and
- other relevant personnel procedures (eg. disciplinary, capability and whistle blowing).
Maintaining a safer culture
It is important that all staff have appropriate training and induction so that they understand their roles and responsibilities and are confident in carrying them out. Staff need to feel confident that they can raise issues or concerns about the safety and welfare of children and adults, and that they will be listened to and taken seriously. This can be achieved by maintaining an ethos of safeguarding and promoting the welfare of children/adults and protecting staff. This ethos can be introduced at induction stage, supported by:
- a clear written statement of the standards of behaviour and the boundaries of appropriate behaviour expected of staff that is understood and endorsed by all;
- appropriate training and induction;
- regular briefing and discussion of relevant issues; and
- a clear reporting system if a member of staff or other person has concerns about the safety of children/vulnerable adults.