Recruiting in LUU
Preparing the documents for Recruitment
The Job Description should be reviewed to ensure all the information is accurate and up to date.
You can edit Job Descriptions without them needing to be Job Evaluated. An example of a significant change that would need to be Job Evaluated would be if you were to give the role management responsibilities they previously didn’t have. An insignificant change you would not need Job Evaluated would be if you were to add a minor new skill such as ‘Must be proficient in the use of Google workplace applications.’
The Person Specification is an important document that clearly outlines the knowledge, skills and behaviours you are looking for in this role.
Your candidate will use this to see if they meet the required criteria and you will use this to shortlist against and set your interview questions.
We will make sure that all the necessary details such as dates and salaries are on the advert and we always put some generic sentences about LUU but we need you to sell the role.
Create some eye catching wording that will interest applicants and make them want to download the JD and PS for more information.
We want you to write a letter to all your potential candidates telling them more about the role. You can tell them about your team structure or outlet, describe projects or work they will be doing and give them an idea of what the role entails.
In the welcome letter you can really help them visualise the role and get excited about joining your team. If your role includes weekend working or late nights then the welcome letter is a great place to tell them these details.
All your interview documents will be checked over by one of our team which is why we need them to be submitted with your other recruitment documents. The People team can help to ensure you are asking the right questions to get the best candidate but we are also checking to ensure our process is inclusive and fair.
All our interviews in LUU include a panel interview with set questions you ask the candidate. This interview should be between 5 and 11 questions long and your questions should be designed to check all the essential areas of the person spec and some of the desirable areas. You should use our Question bank for your questions only slightly adapting them to suit individual scenarios in your area.
Tip 💡 If you are replacing like for like then it is likely that the People team will have copies of previously used documents. You can request these from the People team but they will need reviewing by you to ensure they are as accurate as possible.
As the recruiting manager you have the responsibility to share your document and obtain the following signature sign off
1. Get your SLT member to sign off the form.
2. Get the Director of People and Quality to sign off the form.
If your the role you are recruiting is not in your budget or if you are wanting to increase the salary above the budgeted range then you will also need to get the Director of Finance and Risk to sign off the form.
Digital Signs off
Get your forms digitally signed off to reduce emails.
Share your RAV as a google doc
Ask them to write their name and the date in the sign off section at the bottom of the form.
Ask them to leave a comment over their signature saying approved. This will then confirm for us that the person who authorised the RAV was indeed the Director as it leaves the comment from their Google account.
Getting your role live
The Director of People and Quality will let you know that your role is signed off and will share the RAV with the People team who will get your role live.
Because all the information is included in the RAV we should be able to get it live without needing to contact you but we will be in touch if we have any questions.
Shortlisting is completed on Staff Savvy. For guidance on how to use this system, please complete the online courses on Love to Learn 'Managing Staff in LUU'
It is good practice to shortlist 'as you go' so you don't have large pile of shortlisting to complete on the day the job advert closes. Once you have completed the shortlisting, inform the People Team on email@example.com. They will then invite candidates to the interview stage.
It is important that a minimum of two people shortlist for a particular role.
You will be provided with a shortlisting matrix to use alongside Staff Savvy. What you need to do with this is is read the application form and tick off on the matrix when you see criteria with matches the essential and desirable criteria as stated in the person specification on the matrix. This is important so that feedback can be given to candidates on their applications if they request it and to ensure a fair recruitment.
On the Day
As the recruiting manager you run the recruitment activities on the day:
You will need to ensure you have a room booked.
Ensure it is set up appropriately.
Supply water and glasses are provided for candidates.
Send over the Google Meet links to online interview candidates.
The People Team will ensure that you have access to the Interview Schedule which includes contact details for any candidates who are completing online interviews.
Please note that the physical copies of application forms are no longer available. Should you wish to have these available to you on the day, please ensure you have a digital device through which Staff Savvy, and the applications, can be accessed.
If you are involved in an interview and you happen to know any of the candidates on the day, please do make the Chair of the interview panel aware of this. When the candidate arrives, the Help and Support Team will contact the person you identified on your RAV. They will collect your candidates from the Foyer. If your candidate needs somewhere to wait they can take a seat on the chairs on the purple chairs outside of the Finance Office.
When making your selection decision think about what diversity you were looking for in your team. When you are happy with your selected candidate inform a member of the People Team. They will then provide you with their phone number so you can conditionally offer them the job. When offering to the successful candidate please remember to confirm the following:
The offer is conditional on the receipt of two satisfactory references and subject to us seeing their proof of right to work in the UK.
Their start date
Their agreed salary
Please confirm that they are happy for us to contact their referees
To ensure an accurate audit trail the People Team will then require an email from the recruiting manager that outlines the above.
The People Team will inform any unsuccessful candidates of the outcome of the interview process via email.
Once your candidate has confirmed they want to accept the role, the People Team will carry out the following actions
1. Send out formal offer letters and contracts
2. Send out reference requests (it is a condition of our offer that we have to obtain two satisfactory references before the candidate is able to start).