SO/1/1/1 - Recruitment

Target Audience: All employees and potential employees

Owner: Human Resources Date reviewed: 07/2014 Next review date: 07/2016 Updated for GDPR: 07/2018

1 Strategy Hampshire Fire and Rescue Service (HFRS) recognises that its employees

are its greatest assets and the right recruitment process is vital in ensuring that new employees become effective in the shortest time. The success of the Service depends on having the right number of employees, with the right skills and abilities at the right time.

Recruiting people who are right for the Service can lead to increased labour retention, reduced recruitment and training costs, increased performance and positively effect the morale of existing staff.

Recruitment systems should be simple, with stages that can be followed as a routine whenever there is a vacancy to be filled and which can be monitored

and adapted in the light of experience.

Systems should be:

Efficient – cost effective in methods and sources.

Effective – producing enough suitable candidates without excess and

ensuring the identification of the best fitted for the job and the Service.

Fair – ensuring that right through the process decisions are made on

merit alone.

Legal – to avoid discrimination and produce a diversity of candidates.

The Establishment Management Board (EMB) provides the direction for future

recruitment policies and publicises a regular action plan that outlines current priorities. 1.2 Background legislation

The Equality Act 2010 covers the same groups of people that were protected by existing equality legislation – age, disability, gender reassignment, race, religion or belief, sex, sexual orientation, marriage and civil partnership and pregnancy and maternity. These are protected characteristics.

HFRS does not have a policy for automatically treating job applicants who share a protected characteristic more favourably than any other applicants for recruitment or promotion. To do so, remains unlawful or discriminatory.

The Public Sector Equality Duty came into force in April 2011. It replaced previous duties in relation to race, disability and gender bringing them altogether into a single duty and it extends to cover age, sexual orientation, religion or belief, pregnancy and maternity and gender reassignment.

Consequently HFRS aims to consider the needs of the individual in relation to their day to day work, in developing future policies, in delivering our services and in relation to our own employees, so that we are able to tackle discrimination and inequality, have an inclusive workforce and contribute to

making society fairer. There are specific duties, set out in these regulations:-

*Eliminate unlawful discrimination and any other conduct prohibited by the Act.

Advance equality of opportunity between people who share a protected characteristic and those that do not.

Foster good relations between people who share a protected characteristic and those that do not.

For further information please refer to SO/1/6/3 Equal Opportunities Statement.

2 Recruitment Policy To support the legislation outlined above HFRS recruitment and selection

policies will:

Ensure that all members of the community have equal opportunities to apply for any vacancies (Operational or Support) by using a variety of

promotional methods to reach target audiences.

Encourage and support positive action initiatives where appropriate.

Remove or minimise disadvantages suffered by people due to their protected characteristics.

Ensure that reasonable adjustments to the recruitment and selection

process are made to enable applications from members of the community with protected characteristics to apply for positions.

Ensure that no unlawful discrimination on the basis of the protected characteristics of age, disability, gender reassignment, race, religion or belief, sex, sexual orientation, marriage and civil partnership, pregnancy and maternity occurs in the recruitment and selection

process.

Encourage existing staff to apply for development/promotion opportunities.

Encourage our employees to work in a variety of posts at different

stages of their career so that they gain a broad range of knowledge, skills, experience and understanding of the Service.

Plan for regular recruitment and promotion activities ensuring that

appropriate resources are available.

Monitor and review the success of recruitment and promotion activity to assist with future planning of activities and assist the Service in its

efforts to attract a pool of potential candidates that represents the community it serves.

Ensure costs associated with recruitment or promotion activity are monitored and the Service receives ‘best value’ for any expenditure.

Use staff that are suitably trained in the application and use of recruitment/selection techniques.

Ensure that new applicants complete a data monitoring sheet so that

we may fulfil our duties under the Equality Act.

Complete Impact assessments on the success of large scale recruitment activities.

Monitor the diversity of candidate pools for all other recruitment activities.

Periodically analyse the effectiveness of current marketing/advertising arrangements for posts externally advertised.

It is the responsibility of all line mangers to ensure that they hold up to date job descriptions/Person specifications or Rolemaps for each position within

their team.

It is the responsibility of all line managers to ensure that, working in conjunction with the IBC, the organisational structures of the teams they line

manage are maintained and kept up to date correctly.. Subject to an approved Variation of Establishment (VOE), line managers are

authorised to initiate recruitment activities for the new or vacant posts. For wholetime uniformed recruitment the Chair of the EMB will be the line

manager and initiate such recruitment activity.

When a vacancy occurs a line manager should determine whether there is an

on-going need to fill the post in its current form.

Under normal circumstances all vacant support positions will be advertised both internally and externally. However, this policy may be varied to link in with the Redeployment policy to enable existing staff members to secure

alternative roles within HFRS and avoid a redundancy situation.

Under normal circumstances regular recruitment for trainee Firefighters will be advertised both internally and externally. However, in exceptional circumstances when the EMB has determined a requirement to reduce the number of positions then a recruitment freeze will be imposed and the service will aim to reduce the numbers via natural turnover of its employees.

2.1 Internal Promotion Policy It is HFRS’s aim to provide its employees with career development opportunities.

The Internal Recruitment Policy, which is managed EMB seeks to offer

this opportunity to staff by giving them fair and equal access to relevant vacancies, whilst at the same time balancing the need to get the best

candidate for all HFRS vacancies. EMB will determine when Assessment Centres are to be run for

Supervisory Manager, Middle Manager and Strategic Manager candidates. Supervisory Manager Assessment Centres will be

available to existing internal candidates only. Middle and Strategic Manager Assessment and Development Centre arrangements may be opened to external candidates at the Service’s discretion.

The internal procedure is designed to: reduce recruitment costs; give fair opportunity to HFRS staff for career progression;

ensure there is a mechanism that will interface with the Redeployment Process, Talent Management and Succession Planning processes;

improve the efficiency and effectiveness of the Workforce Planning

processes. the procedure will apply to all those on permanent, fixed term and

temporary contracts as well as casual workers within HFRS.

The procedure also covers temporary staff supplied through recruitment agencies (to ensure we capitalise on the opportunity to convert temporary agency staff to permanent employment where appropriate. However, there

may be circumstances, such as redeployment or restructuring of teams where the internal job market is restricted to existing permanent employees only.

Where this situation exists positions will be advertised to redeployees or internal website. The procedure is intended to be used for opportunities at all grades and levels

within the organisation and apply to staff on both Grey and Green book Terms and Conditions of employment.

Line managers will be responsible for ensuring employees who do not have

regular access to Hantsfirenet are provided with access to job opportunities via a printable list which is available in the weekly routine notice. Otherwise, staff will be able to look at the internal for updates on vacancies.

The procedure will be applied in a fair and consistent manner. 2.2 Diverse workforce

HFRS recognises the benefits to be gained from employing a workforce that is wholly representative of the community it serves. Selection decisions in

recruitment and promotion will be made on ability using objective, job-related criteria.

All potential employees should be treated in accordance with the HFRS’s Equal Opportunities Policy (SO/1/6/3).

2.3 Equality Act considerations

Candidates who have declared themselves as having a disability under the Equality Act provisions will be highlighted on the Short listing Grid by the IBC representative. These candidates will be offered an opportunity to attend the next stage of the selection process and an interview if they meet the essential

criteria for the role.

The Equality Act imposes a duty on all employers to make reasonable

adjustments to any policy, practice or procedure that places a disabled person at a substantial disadvantage to a non-disabled person. It is essential when considering any reasonable adjustment that full consultation with the individual concerned takes place.

It is the responsibility of each candidate to advise the Service of any disabilities and support that they may require.

For candidates that have declared Dyslexia as a disability please refer to Service Order SO1/25 for further guidance.

We work within the principles of the 2 Ticks scheme and use the symbol on

our external advertisements and website to indicate this to potential job applicants.

2.4 Temporary secondment opportunities

It is HFRS’s aim to provide its employees with career development opportunities. Temporary secondment opportunities will initially be offered to existing employees, including employees on fixed term contracts or engaged via a recruitment agency and will be advertised in Routine Notice (an Internal

publication). If the position cannot be filled via this arrangement then the Service may advertise externally.

2.5 Post regradings (Green Book)

A post that is regraded more than one grade above its original grade will be treated as an entirely new position and the full selection procedures for

(internal and external applicants) should be followed.

Posts that are regraded at a lower grade, would result in a pay protection situation for the individual postholder, in accordance with Service policy.

2.6 Transfers into HFRS (Grey Book)

HFRS does not normally advertise for transfers at Firefighter level or Firefighter Control Level, but it may chose to do so periodically

Requests made by applicants employed with other Fire and Rescue Services will be logged by the Recruitment team and may be considered when a Service need for such employees is identified via EMB.

Transfers, at roles other than Firefighter may be invited, but for specific roles only. These will be considered and managed via the EMB. All transfers from other FRS’s will be subject to suitable skills, knowledge and experience matching processes e.g. – Approved Prior Learning (APL) will be

assessed by members of the HFRS training team, and a successful interview.

Retained Duty System (RDS) to Wholetime Duty System (WDS) transfers will

be managed in a similar vein and EMB will determine when this option is to be offered and the process to be used for selection arrangements. This may include a combination of assessments. Full details will be outlined in Routine Notice ( an internal communication) at the time of this option becoming available.

For further information please refer to the Transfers Service Order SO/1/28.

2.7 Volunteers

HFRS is currently establishing arrangements to work in partnership with a

range of voluntary groups.

Separate selection arrangements are in place for this category.

HFRS reserves the right to undertake Disclosure and Barring Checks for individuals engaged in activities that require regular contact with children or

vulnerable adults. 3 Procedures

3.1 Recruitment procedures general overview

The process of attracting suitable candidates to fill a particular vacancy may take a number of forms. The Service has established standard procedures for

the recruitment of wholetime duty system (WDS) firefighters, retained duty system (RDS) firefighters, control room staff and non-uniformed/support employees (Green Book), which are detailed in the attached appendices.

These procedures have been developed around the essential personal skills required for the roles.

3.2 In the first instance the line manager should use the IBC Portal to commence the recruitment process and obtain advice from the IBC on best

recruitment procedures for any potential vacancy. Please note that only the Establishment Management Board can authorise and initiate WDS recruitment

activity.

This policy provides information on the procedures to be adopted for the recruitment of all HFRS employees. Each applicants skills, or potential to develop these skills, should be objectively matched against the essential competencies identified in the role maps or person specification for the post.

3.3 Workforce Planning In order to operate effectively the Service needs to plan for its labour force requirements and match its current supply against its forecast demands

allowing for staff retirements, re-engagements, promotions, leavers, transfers to other Fire and Rescue Services and unforeseen departures.

A straightforward plan can help to:

Assess future recruitment needs.

Formulate training programmes.

Offer flexible working opportunities.

Develop promotion and career development policy including succession planning.

Develop a flexible workforce to meet changing requirements.

Control staff costs.

Assess future requirements for capital expenditure e.g. equipment,

technology, premises.

Workforce Planning is responsible for producing a monthly forecast of vacancies, which are discussed as part of the EMB meetings. This board will

be responsible for managing the changes that result from any future Review projects and any other staff reduction initiatives.

To enable the management of the Service establishment it is a requirement for line managers to complete a VOE form (FM 1/2/3) whenever:

A new post is to be created

A post is to be re-graded

Temporary posts are created

Posts are to be withdrawn

Team structures are redesigned

New allowances are to be paid

Honoraria is to be paid

Working hours are amended

In the first instance the line manager should contact the IBC to discuss the appropriate recruitment procedures for any potential vacancy. 4 Conditions of service

Nothing in this Service Order should be interpreted as contradicting the provisions made in all employment legislation and good practice guidelines, or:

The National Joint Council for Local Authority Fire and Rescue Services, Scheme of Conditions of Service (The Grey Book)

The National Joint Council for Local Government National Agreement on Pay and Conditions of Service (The Green Book) and any other relevant legislation.

5 Appendices

Appendix A Recruitment of Wholetime Duty System (WDS) Firefighters Appendix B Recruitment of Retained Duty System (RDS) Firefighters Appendix C Recruitment of Control employees

Appendix D Recruitment of Non-uniformed employees (Support/ Green Book) Appendix E Criteria for selection (RDS) Appendix F Employment policy for Ex-offenders

- End -

SO/1/1/1 Appendix A - Recruitment of Wholetime Duty System (WDS) Firefighters

1 Procedure The following procedure is currently in operation. Please contact the Establishment Management Board (EMB) or the IBC Recruitment team to confirm the current arrangements.

Hampshire Fire and Rescue service commissioned the completion of a piece of work to review this process and link the arrangements to a Strengths Based

Approach in 2013. Following extension analysis of the key activities of a WDS firefighter a revised set of tools were developed for two elements of the selection process. The order of selection testing is as follows:

a) Simplified application form – no assessment elements

b) Strengths Situational Judgement Test – On line assessment

c) SHL Psychometric tests – on line assessments

d) Practical/Physical tests – as per NFST arrangements to be completed at SHQ training centre.

e) Strengths Based Interview – to be conducted at SHQ.(

HR and Uniformed panel)

f) Pre-employment checks including fitness assessment, full medical and drugs test, basic DBS check

1.1 At a time prescribed by HFRS a suitably worded advertising/marketing campaign will be instigated by EMB recruiting line manager with support from

the IBC uniformed recruitment team. This may include using social media, via the Internet, in the local press and radio, or any other publications that are deemed suitable, inviting applicants for the post of a WDS firefighter.

In these circumstances the chair person of the Establishment Management Board will act as the ‘recruiting line manager’ and initiate the recruit to

vacancy process in manager’s self-service. Additional support will be provided by the HR Operations (Workforce planning) team.

1.2 Each applicant will be asked to complete the HFRS Firefighter Application Form on line via the portal. Applications will be restricted to a maximum

number (currently set at 1000) but this will be determined by EMB based on the number of positions to be filled. No paper copies of the application form will be supplied or accepted.

1.3 The IBC will acknowledge receipt of the application form, via e-mail.

1.3 After the closing date, the IBC will send a link to all candidates requesting that they complete on line the Strengths Situational Judgement test (SSJ). The supplier of this tool CAPP will score the test

for each candidate and provide the IBC with recommendations of the candidates that have been successful based on a particular pass mark. The pass mark may be varied by the EMB prior to the commencement of the campaign.

1.4 The IBC will notify candidates by e-mail of whether they have been

successful or unsuccessful – a basic feedback report can be provided to candidates that outlines the highest scoring strengths.

1.5 Successful candidates will be invited to undertake the next stage of the process – SHL Psychometric tests. The IBC will send a link to complete these assessments on line.

1.6 The IBC will notify candidates by e-mail of whether they have been successful or unsuccessful. Successful candidates will be invited to attend SHQ for a day to complete both the Physical/Practical tests and a strengths based interview. The Training Centre team will facilitate all of the practical

tests as per the agreed National Firefighter Selection Tests ( NFST) arrangements and agreed pass marks. Unsuccessful candidates will be advised at the session. Successful candidates will be invited to attend the

interview aspect as well. Unsuccessful candidates from the interview will be informed by e-mail contact

from the IBC throughout the process..

N.B Unsuccessful candidates must wait a minimum of 3 months from the time of being informed they were unsuccessful, before reapplying. In exceptional circumstances, the Service may extend this.

1.9 Interviews will be carried out using a member of uniformed staff – usually

a Station Manager, and a member of the Recruitment team, both of which will have been specifically trained to assess candidates at interview within the strengths based approach/technique.

The EMB in conjunction with the HR Operations Workforce Planning team will ‘top slice’ candidates with the highest pass marks to fill the vacancies. Some

successful candidates may be placed on ‘hold’ for a future trainee course. Unsuccessful candidates will be informed by an e-mail from the IBC.

Successful candidates who are undertaking an immediate trainee course will be invited to attend an Occupational Health Medical Assessment including drups and alcohol test and Fitness Check. Additional pre-employment checks

will be completed at the same time e.g. references, basic DBS check, etc. Two references will be required from your current and/or previous employer

Occasionally candidates may not be able to suitably demonstrate all of the requirements of the Occupational Health Screening Assessment. HFRS may

offer a functional test to assess whether the candidate may fulfil the requirements of a Firefighter’s role. This will be managed and facilitated by

Workforce Planning in conjunction with Occupational Health and Wellbeing.

.

1.11 Once all aspects have been successful completed a formal offer letter and contract of employment will be issued to the candidate via the IBC. Arrangements will be made for the provision of kit prior to the start of the

training course. - End -

SO/1/1/1 Appendix B - Recruitment of Retained Duty System (RDS) Firefighters NB This process is currently being reviewed.

1 Procedure The following procedure is currently in operation within HFRS. Please contact EMB or Workforce Planning team if you have any queries.

The National Firefighter Selection Tests are applied to this category of employees at the time of this review, but may be amended in line with WDS

arrangements once the outcomes have been verified. However, there are differences in the initial application and appointment process. The application enables the recruiting manager to determine whether the applicant can: * provide the level of cover required by the station

* respond from their home or work base to the RDS station within the required 4 minute timeframe.

When a recruiting manager determines that an applicant can fulfil this criteria then a formal conversation will be arranged with the applicant to explain the process and determine the nature of cover that the candidate can provide.

A formal discussion will be held with each candidate to discuss their availability, prior to a temporary contract being offered.

1.1 Types of operational cover: Full Cover – more than 120 hours; 75% cover – 70 to 119 hours and 50% - is a job share arrangement.

RDS firefighters are recruited to provide operational fire cover by prompt response to calls in one of the following categories. Some flexibility may be offered at the discretion of principal officers where appropriate.

1.1.1 At any time during the 24 hours of each day (full unit).

1.1.2 During day hours only (approximately 0900 hours to 1800 hours) (½ unit

day).

1.1.3 During night hours only (approximately 1800 hours to 0900 hours) (½

unit night).

1.1.4 Alternate cover, i.e., shift worker (½ unit alternate).

1.1.5 Any ½ unit contracts may include obligations to provide cover at

weekends or other regular period of availability.

1.2 The qualifications for appointment as a retained firefighter are listed in Appendix E.

1.3 RDS personnel serving at more than one station. 1.3.1 Subject to approval by the Head of Service of Service Delivery, RDS personnel may serve at two fire stations. These personnel must attend a drill

night at their second station one night per month in order to familiarise themselves with the operational equipment, etc. 1.3.2 RDS members at a station other than their parent station must be able to demonstrate that their work is permanent and does not require their

frequent attendance outside the area.

An officer in charge of a station is not eligible to serve at two fire stations

unless he already did so prior to April 1984, in which case the arrangements may continue on an individual basis.

A local agreement is currently in place to enable Police Officers to undertake an RDS firefighter role, subject to the approval of their primary employer.

HFRS is unable to employ any individual whose primary employment means they are subject to driving Tachograph rules and rest breaks.

1.4 Obligations of RDS Firefighters

1.4.1 The obligation of RDS firefighters are set out in the Scheme of

Conditions of Service. In addition the following shall apply: Each RDS firefighter shall:

1.5. Undertake a period of basic training on station and upon successful

completion of the selection tests and initial module attend an RDS Module A recruits course at Training Centre shortly after enrolment or training provision required as detailed upon permanent appointment.

1.6 Attend other courses, such as breathing apparatus, driving and continuation training, as directed by the Training Centre team.

1.7 The administrative procedures for selection and appointment of RDS

firefighters appears below. 2 Administrative procedures for appointment of RDS firefighter

2.1 At a time determined by the recruiting manager local recruitment activity will be instigated for a particular RDS station that has vacancies. Support will be provided by the Media and Communications team for recruitment literature and promotion material.

2.2 Each applicant will be asked to complete the RDS application form on the

IBC portal. If access to the internet is unavailable a copy can be requested from the recruitment team.

2.3 Each applicant should complete the application form, which includes a selection of checklists and personal details. This should be forwarded to Recruitment team.

2.4 The IBC will issue an e-mail to acknowledge receipt of the application form. . The Group Manager for the station in question will then be consulted to ascertain:

1 Is there a vacancy for the applicant with the proposed cover available?

2 Does the applicant live within the desired distance of four minutes? 2.6 The Group Manager will inform the IBC whether or not he wishes to progress the application, place it on hold for a future vacancy or reject If a vacancy exists then the candidate will be invited to a meeting to discuss

the selection process and the commitments of the role.

If accepted then a temporary fixed term contract of 6 months will be offered.

Candidates will be paid to attend the drill night each week. They will be attending the drill night to complete preparation work for their selection testing session and familiarise of kit and equipment. Candidates will not attend

operational incidents.

Candidates will be invited to attend a selection day to complete both the NFST Psychometric tests and the practical/physical tests at Service Headquarters.

Candidates will have a maximum of three attempts to pass these selection

tests. If unsuccessful on the third attempt, then the fixed term contract will be ended early. The fixed term contract may be extended if the candidate has not completed three attempts and there is a legitimate reason for this situation. The group manager should request this extension for a period no

greater than a further six months. Candidates will not be able to reapply for 12 months.

2.7 Test dates will be held within HFRS at suitable periods (usually monthly).

Psychometric and Practical tests, set to national standards will also be run within HFRS and facilitated by HFRS Training school. Unsuccessful candidates will be informed by the IBC. Successful candidates will be invited

to attend an Interview. 2.8 Interviews will be carried out using a member of uniformed staff – usually the Group Manager or RDS Support Officer for the station, and a member of Human Resources, both of which will have been specifically trained to assess

candidates at interview within the NFST.

Candidates will be assessed using the Interview Report Form (IRF) against the relevant PQA required by a firefighter. The Recruitment team will apply the

minimum pass mark. Unsuccessful candidates will be informed via e-mail by the IBC. Successful candidates will be invited to attend an Occupational Health Screening Assessment and Fitness Check.

2.9 The Workforce Planning will advise all candidates whether they have been successful or unsuccessful after each stage of the selection tests. Successful candidates will be asked to attend a medical. The medical will include completion of the Fitness test and may include a drug and alcohol

test.

Occasionally candidates may not be able to suitably demonstrate all of the

requirements of the occupational Health Screening Assessment. HFRS may offer a functional test to assess whether the candidate may fulfil the requirements of a Firefighter’s role. This will be managed and facilitated by the Workforce Planning team in conjunction with Occupational Health and Wellbeing.

2.10 Upon successful completion of the medical, references checks and the basic DBS check will be completed by the Recruitment team. Two references will be required from the current and/or previous employer.

Once all aspects have been successfully completed a formal offer letter and

permanent contract of employment will be issued to the candidate.

Arrangements will be made for the provision of full kit.

The Training team will determine when candidates are able to ride to an

operational incident as an ‘observer’ prior to the completion of their full training course.

- End -

SO/1/1/1 Appendix C - Recruitment of Control employees 1 Procedure

The following procedure is currently in operation within HFRS, but may be subject to change. Please contact the EMB or the Recruitment team for current arrangements.

The Group Manager (Fire Control) will initiate the following process to recruit personnel. This process will currently only be held when vacancies arise.

In these circumstances, Workforce Planning will act as the ‘recruiting manager’ and initiate the recruit to vacancy process in manager’s self service. 1.1 Advertisements will be placed internally in Routine Notice and externally utilising advertisements in the local Hampshire press or other

media.

Enquiries will be sent a Job description and a Person Specification for the

position applied for.

1.2 Each applicant will be asked to complete a copy of the HFRS Application

Form on line. If access to the internet is unavailable a copy can be requested

from the IBC. Applications received will be short listed by a member of Fire Control. HFRS

guidelines for short-listing, against the requirements of the person specification, will be utilised.

1.2 Applicants successful at the short-listing stage will be invited into HFRS, to

undertake testing. 1.3 As part of the revised control room project – negotiations are currently

underway for the ‘partner FRS’s’ to use the same selection arrangements for future control room operators. This needs to be confirmed (current as

at end of July 2014). In the meantime the current arrangements are in place:

Testing will consist of four tests:

Audio typing tests (Previsor) SHL Psychometric tests for verbal reasoning; clerical checking and the audio test. Workforce Planning in conjunction with the Group Manager will decide the cut

off level for test scores.

1.4 Successful candidates will be invited to the interview stage of the recruitment process.

The first stage of the interview is a Short Presentation. Candidates will be asked to present to a panel, the attributes and the relevance of these to the position advertised. Preparation time will be given prior to the presentation.

A formal interview will be conducted by a panel consisting of, one Control Manager and one Recruitment team representative. The interview will be in the form of a competency based PQA interview. 1.5 The Recruitment team will advise all candidates in writing whether they

have been successful or unsuccessful after each stage has been completed. Successful candidates will be asked to attend a medical. The medical will

include an eyesight test.

Occasionally candidates may not be able to suitably demonstrate all of the requirements of the Occupational Health Screening Assessment. HFRS may offer reasonable adjustments to the workplace. This will be managed and

facilitated by Recruitment in conjunction with Occupational Health and Wellbeing.

1.6 Upon successful completion of the medical, references checks will be completed by the

Two References will be required from a current and/or previous employer.

Once all aspects have been successful completed a formal offer letter and contract of employment will be issued to the candidate. Arrangements will be

made for the provision of kit prior to their start date.

- End -

SO/1/1/1 Appendix D - Recruitment of non-uniformed staff 1 Procedure

1.1 Line Manager to advise Recruitment via manager’s self service that vacancy exists/will exist. The line manager should take this opportunity to assess the future requirements of their department/vacancy.

The line manager should review the current job description and person specification. If it requires amendment the Recruitment team. should be contacted at the earliest opportunity. The Recruitment team will not advertise

a post until the Job Description and Person Specification has been finalised and signed off by the Line Manager. N.B. Significant changes to a post will need to be assessed by a Job Grading Panel, before a post can be advertised. (See Appendix C of Service Order 1.1

Establishment and Service Structure for details of the job grading procedure)

1.2 The Line manager and Recruitment team will agree the appropriate media

for advertising the post, agree dates for short listing, selection methods (testing and interviewing candidates), etc.

In these circumstances, the recruiting line manager will initiate the recruit to

vacancy process in manager’s self service. 1.3 The Recruitment team will appoint a representative as the case handler.

This individual will take responsibility for responding to applicants (issuing application form, job description/person specification), collating all completed

application forms. The line manager is responsible for making all logistical arrangements e.g. booking rooms, , interview panel, , and participating in the selection procedure and final decision making process. Such information will need to be conveyed at the outset to the Recruitment team..

1.4 The line manager should ensure that only suitably trained staff will

participate in the selection processes and that best practice is followed for each candidate. Final decisions will be based on each candidates match

against the essential competencies that have been identified in the person specification.

1.5 Candidates will be advised in writing of the decision at the earliest opportunity, or will be kept updated if a decision has been delayed for a particular reason via Recruitment. Feedback, if requested, may be given to unsuccessful candidates by the line manager on any aspects that they could reasonably develop for future success.

1.6 If an offer is subject to successful completion of a medical, disclosure and

Barring Check or references the candidate will be made aware at the outset of their application. A start date should not be agreed until these requirements have been satisfied.

A formal written offer and contract will be issued as soon as possible after all requirements have been met, to enable the successful candidate to give notice to a current employer. The contracts should be signed by the applicant

and returned to the Recruitment team so that their details can be set up on the Payroll system. The Recruitment team will set up details on the databases of new employee and set up an electronic based Personnel Record file. The line manager will

be issued with an induction pack checklist to follow. 2 ACAS Code of Best Practice

Prepare a person specification. This should briefly describe the ideal

person to fill the post. It is a profile of the personal skills and characteristics to look for in recruitment and selection. By writing a person specification you can help avoid inadvertent discrimination.

Consider whether the work could be done by part-timers, job-sharers.

Attract applicants by using the best recruitment method or methods to reach the target group at the least cost.

An application form can help you to get the information you need and to sift out unsuitable candidates. You can also use it as a basis for the

interview. The form should only ask for information that is relevant to

the job.

Consider using a variety of methods to select the best candidate.

When carrying out interviews you should make sure that you:

- are not interrupted by visitors or telephone calls - put the candidate at ease

- give the candidate information about your organisation and the job

- ask ‘open-ended’ questions that cannot be answered by a ‘yes’ or ‘no’

- tell the candidate when he or she can expect the result of the interview

- do not ask questions which may be considered discriminatory

- list beforehand the points you wish to raise and check that you

cover them.

Keep all notes including any rough jottings made during the interview

Be prepared to give reasons for rejection to unsuccessful candidates who make a request. If you do not respond, an applicant can ask the

Information Commissioner to carry out an assessment of the employer’s information.

If you don’t carry out interviews yourself, ensure interviewers are aware of your recruitment policy and are appropriately trained.

- End -

SO/1/1/1 Appendix E - Criteria for selection 1 Current criteria for appointment as an RDS Firefighter

Cover offered matches the requirements for that RDS station location, as determined by the Group Manager.

The candidate can respond from their home/work location to the RDS fire station within four minutes, allowing for normal traffic conditions and means of transport.

The candidate is able to successfully complete all The National Firefighter Selection Tests. Please note that three attempts will be given to pass all

the psychometric tests at one sitting. Similarly candidates may retake

practical tests for a maximum of three attempts in total. Only one attempt at the interview element is permitted.

A local agreement is currently in place to enable Police Officers to undertake an RDS firefighter role, subject to the approval of their primary

employer.

HFRS is unable to employ any individual whose primary

employment means they are subject to Tachograph rules and rest

breaks.

Subject to approval wholetime firefighters may also serve as firefighters on the Retained Duty System at the same or other station. This will be as 75% cover and cannot be full cover.

- End -

SO/1/1/1 Appendix F - Employment Policy for ex-offenders 1 Policy Statement

HFRS recognises that in order to appoint on merit and to comply with our Equal Opportunities policy it should consider candidates for employment from the broadest range possible, which also includes ex-offenders.

It is recognised that a significant proportion of the working population will have been convicted of a criminal offence at some time. Obtaining a job is an essential part of successful rehabilitation. HFRS, where justified, will seek

disclosure of records for certain posts, specifically those that have regular contact with children or vulnerable adults. Please refer to the Criminal Disclosure Procedure Service Order SO 1/13 (can be found under the Recruitment tile) for further details.

2 Scope

This relates to the recruitment and employment of all employees and will be brought to the attention of all managers and supervisors.

3 Legislation

Rehabilitation of Offenders Act 1974 makes it unlawful for employers, or prospective employers, to take into account offences in relation to which the

individual concerned is deemed to be rehabilitated. This means an individual who has had a conviction for an offence, may with certain exceptions, be

allowed to treat the conviction as if it never occurred. Under the terms of this Act information on “spent” convictions can only be requested if the post is exempt under the Act and employers can ask for full disclosure of all convictions.

Please Refer to the Criminal Disclosure Procedure Service SO 1/13 (can be

found under the Recruitment tile) for further information.

General Data Protection Regulations (GDPR) 2016 and the Data Protection Act 2018

Protection of Children Act 1999 and the Criminal Justice and Court Services Act 2000 make it an offence to offer employment that involves regular contact with young people to a person who has been convicted of certain types of offences or included on lists of people considered unsuitable for such work.

4 Standards

HFRS will ensure that recruitment is made by objective assessments as follows:

An initial request for the declaration of unspent convictions (only) will be made via the application process.

It will focus on the candidate’s abilities, skills, experience and qualifications.

It will consider the nature of the conviction, if not spent, and its

relevance to the post in question.

It will identify the risks to the Service, customers and employees.

It will recognise that having a criminal record does not always mean a lack of skills, qualifications and experience.

Note that high quality training, leading to qualifications, is available in prisons

Recruitment process

HFRS reserves the right to allow an individual to proceed further within the

recruitment process should an unspent conviction be declared at the application stage. This decision will be made after a thorough review of the nature of the post being applied for.

HFRS will seek disclosure of criminal records from the Disclosure and Barring Bureau for potential employees who will be working with young people or

other vulnerable people. It does not intend to seek disclosure for other

positions, although it reserves the right to do so.

When a post becomes vacant the line manager should evaluate the need for

disclosure and at what level. If a disclosure is required then the advert and the application forms should state:

That the successful applicant will be asked to apply for disclosure

The level of disclosure required

Permission from the candidate is required for the disclosure.

As with all other relevant employment related legislation staff responsible for

recruitment and selection should have an understanding of the Rehabilitation of Offenders Act 1974 and what is meant by a ‘spent’ conviction. Under the terms of the Act, information on ‘spent’ convictions can only be requested if

the post is exempt under the Act.

Assessing the offence

The suitability of a person with a criminal record to do the job will vary depending upon the circumstances and the details of their conviction. The information that is likely to help assess the suitability of a person with a

criminal record for a position is:

the circumstances that led up to the offence

the outcome of the court appearance

the action taken by the individual to demonstrate a change in the circumstances which would make re-offending less likely

Assessing the relevance of convictions cannot be taken in isolation – it should be done in relation to particular tasks within the post. It is important to balance the ‘risk’ of the job against the ‘risk’ of re-offending i.e. would the duties and responsibilities relating to the job create an opportunity for the individual to re-

offend. If not the person would not be at risk. Fair use of Information

Our recruitment information will indicate that a Disclosure will be required for any successful candidate where relevant. This will also state that a past conviction will not necessarily be a bar to obtaining a position.

Any matters arising from a Disclosure that will affect a recruitment decision should be discussed with the candidate prior to the decision being made

All candidates should be made aware of the ex-offenders Code of Practice and a copy made available if requested.

All reasonable steps should be taken to verify the identity of candidates for

whom Disclosures are sought. Records of checks and relevant documents should be kept.

Information gained through a Disclosure should be held confidentially in line with the relevant data protection legislation and the storage and disposal of

this information should be in line with guidance issued by the Criminal Records Bureau.

Summary

The request and handling of criminal records should always be based on

confidentiality and discretion. Applicants should be encouraged to be honest

by stating that candidates will be considered on merit and ability. No Disclosure should be sought for posts that are not exempt under the terms of the ROA. Always ensure that access to criminal record information is on a need-to-know basis.

- End -