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Staff Recruitment Policy

This Staff Recruitment Policy has been produced in line with the DfE guidance ‘Keeping Children Safe in Education (September 2018)’. This policy aims to ensure both safe and fair recruitment and selection is conducted at all times. Safeguarding and promoting the welfare of children and young people is an integral factor in recruitment and selection and is an essential part of creating safe environments for children and young people.

Recruitment and selection policy statement 

  • The School is committed to safeguarding and promoting the welfare of children and young people and expects all staff and volunteers to share in this commitment.
  • The School is committed to attracting, selecting and retaining employees who will successfully and positively contribute to providing a valuable service.
  • A motivated and committed workforce with appropriate knowledge, skills, experience and ability to do the job is critical to the school’s performance and fundamental to the delivery of a high quality service.
  • This policy applies to all the school employees and governors responsible for and involved in recruitment and selection of all staff. The ultimate responsibility for recruitment and selection lies with the Governing Body.

Purpose 

  • To ensure the recruitment of all staff is conducted in a fair, effective and economic manner.
  • To achieve this purpose, those that are responsible for each stage of the recruitment process will demonstrate a professional approach by dealing honestly, efficiently and fairly with all internal and external applicants.

Aims and Objectives

  • To ensure that the safeguarding and welfare of children and young people takes place at each stage of the process
  • To ensure a consistent and equitable approach to the appointment of all school staff.
  • To ensure all relevant equal opportunities legislation is adhered to and that appointees are not discriminated against.
  • To ensure the most cost effective use is made of resources in the recruitment and selection process.

Principles 

  • All applicants will receive fair treatment
  • All applicant packs will include the job description
  • Employees will be recruited on the knowledge, experience and skills needed for the job
  • Selection will be carried out by a panel with at least two members. At least one panel member will have received appropriate training on the recruitment and selection process as recommended by the DfE.
  • Selection will be based on a minimum of completed application form, short listing and interview, but in the case of teaching staff will, whenever possible, involve the teaching of a class.
  • Posts will normally be advertised.
  • The Equality Act makes it a requirement to make reasonable adjustment to the recruitment process if an applicant makes the employer aware that they have a disability. This applies to the entire recruitment process, from advertisement to appointment. 

Equal Opportunities

The School is committed to providing equality of opportunity for all and ensuring that all stages of recruitment and selection are fair. Recruitment and selection procedures will be reviewed on a regular basis to ensure that applicants are not discriminated against.

An equal opportunities anonymous questionnaire is issued with the application form so we can report on the range of applicants within society that we receive. This questionnaire is not mandatory.

The Recruitment Procedure

  1. Staff recruitment request 

The Head or the Senior Management team (SLT) will approach the Governors to request additional or replacement staff.

The Governors will be required to carry out the following:

  • Seek to understand the reason behind the request, for example a member of staff is to retire, or otherwise leave
  • Ascertain that the post is actually required for Trinity Christian School to continue to deliver the educational and student care services required by the Trust Deed and other policies
  • Be confident that the post cannot be filled by rearranging existing staff, where such a rearrangement does not cause undue strain to any student or member of staff
  • Identify whether the potential post already has
  • A suitable salary
  • Whether new funding is required in its entirety or
  • An existing salary may need enhancing

 

  1. Job description, Person Specification and advertisement 

The Governors having satisfied themselves that a post is required, a suitable job description, person specification and advert needs to be drawn up by the Head or SLT and agreed by the Governors.

The job description, person specification and advert are compiled and sent out to suitable publications and/or through other channels.

The advert includes an explanation that the post is exempt from the Rehabilitation of Offenders Act 1974, further details in CCPAS guidance.  The information enclosed includes a statement about Trinity’s commitment to safeguarding children and that a full enhanced DBS is required from all applicants.

The description should also ensure that all applicants are aware of:

  • The Christian nature of the school and charity
  • The responsibilities/requirements of the role
  • Indication of hours/days required
  • Indication of salary and other benefits
  1. Application Form 

A standard application form will be used to obtain a common set of core data from all applicants.  The pack also contains additional information necessary to check perspective candidates:  self disclosure declaration and a health declaration.  These are sent on request from any potential candidate.

  1. Shortlising 

Responses are sifted, using specific criteria, appropriate to the post being advertised.  Short-listed candidates will be invited for interview. In the case of teaching staff, applicants will, whenever possible, be observed teaching a class. References for interviewees will normally be requested at this stage.

  1. Interviews 

The interview will assess the merits of each candidate for the post and explore their suitability to work with children and young people.  The selection process for people who will work with children and young people will always include a face-to-face interview even if there is only one candidate.  Where appropriate a question on safeguarding will be asked during the interview.

A minimum of two interviewers will form the interviewing panel and one of these will be a Governor.

Where a candidate is known personally to a member of the selection panel this will be declared before short listing takes place.  It may then be necessary to change the selection panel to ensure that there is no conflict of interest and that equal opportunities principles are adhered to. 

In addition to assessing and evaluating the applicant’s suitability for the particular post, the interview panel will also explore:

  • The candidate’s attitude toward children and young people;
  • His/her ability to support the school’s agenda for safeguarding and promoting the welfare of children;
  • Gaps in the candidate’s employment history using the proforma;
  • Concerns or discrepancies arising from the information provided by the candidate and/or a referee.
  • Ask the candidate if they wish to declare anything in light of the requirement for a DBS check.
  • Bring ID – passport, NI number and proof of qualifications if applicable.

It is vital that the references are obtained and scrutinised before a person’s appointment is confirmed and before s/he starts work.

  1. Conditional Offer of Appointment 

A conditional offer of employment is made to the successful candidate and a start date is confirmed.  Unsuccessful candidates are informed of the outcome of their application. 

  1. Pre Appointment Checks 

An offer of appointment to the successful candidate will be conditional upon:

  • Verification of the candidate’s identity using photographic ID and proof of address
  • Verification of eligibility to work in the UK
  • Overseas check, EAA and other areas checks (where appropriate)
  • Verification of the candidate’s mental and physical fitness to carry out their role
  • The receipt of at least two satisfactory references
  • Verification of qualifications where applicable
  • Verification of professional status where required e.g. QTS status (unless properly exempted), NPQH;
  • A check of the DfE Barred List (if contact with children).  This is checked as part of the DBS process.  In any case where the person needs to start before the DBS check is cleared, a separate barred check will be obtained.
  • Obtaining a DBS Enhanced Disclosure as applicable under the Keeping Children Safe guidance.
  • A check using the Employer Access Online Service to see if a prohibition from teaching or/and from management exists against the individual or not
  • Verification of successful completion of statutory induction period for teachers (applies to those who obtained QTS after 7 May 1999)
  • Where a DBS check is brought from previous employment, it must be relevant and current (less than 3 months), without a gap of service of three months or longer and to the level needed for the role.
  • Where a DBS is taken, but candidate is needed to start as soon as, or it is not likely to be cleared a day before the agreed start date, then, a barred list check must be carried out before the applicant can take up their post and a risk assessment completed while the DBS is still being processed.

All checks will be:

  • Documented (dated and initialled) and retained on the personnel file
  • Recorded on the school’s central record database (SCR)
  • Followed up by the Head where they are unsatisfactory or there are discrepancies in the information provided.
  • Followed up where the DBS has still not cleared within a week of the applicant starting.  A new risk assessment will be needed if this is the case.
  1. Post Appointment Induction 

There will be an induction programme for all staff which includes Safeguarding training.

An induction pack will be issued containing our Safeguarding policy, Code of conduct, Staff handbook and Equality & diversity policy.

There is a probationary period where the Head will observe and then arrange a review meeting with the new staff member to discuss the role and any concerns.  The relevant proforma will be completed and kept on file.

The probationary period also allows an employer to come to a formal decision as to whether or not to continue their employment as well as for the employee to withdraw from the role should they wish to do so.

  1. Single Central Register

All Staff who work for the school or at the school for more than 4 occasions per month must have their details entered on the School Central Register.  The Single Central Register is to record what safeguarding checks have been taken for the various Staff or persons working with children at the school.  There is a list below of what is required for employed staff – other persons, such as Governors or Outside Agencies, will have variations of what is needed to be checked.

This excludes immunisation nurses, one of visiting speakers or group sessions, contractors doing a one-off on site job etc.  Verification of ID should be requested for these persons and a DBS is only necessary if they are to be left unsupervised.

On appointment of staff the following details will maintained on our single central record:

  • name
  • employment details
  • employment history
  • ID checks
  • DBS plus barred check where applicable
  • prohibition checks
  • childcare disqualifications where applicable
  • professional qualifications
  • right to work
  • EEA & Overseas checks if applicable
  • References
  • Medical fitness

NB: Single Central Register will be adjusted with new guidance as and when required. 

Other types of employment and what is required 

Volunteers:

Volunteers will need to complete pre-employment checks as above (see point 7) but will also include:

  • a volunteer agreement
  • a contact record form
  • job outline prior to starting
  • risk assessment prior to starting

Volunteers who are in regulated activity (in that they will have regular unsupervised contact with children or doing any personal care) will need to obtain an enhanced DBS with child barring check.

If the volunteer is to be supervised at all times (helping in a class), then the school can only legally obtain an Enhanced DBS check minus the barred check.

*refer to the definition of regulated in the footer 

Volunteers should be treated the same as an employed staff and receive the same policies and procedures.

Students/Work Experience:

On agreement with the Headteacher, the college or organisation must send the School an official letter headed letter or email with details of:

* Pupil name

* DOB

* Purpose of placement (inc. aims/objectives)

* Plan of activities agreed (including what year group)

* From and to (how long for and what days/hours)

* declaration from college/organisation of all safeguarding checks taken using Trinity Schools checklist

* Any special arrangements needed for student / health care issues etc

It is the organisation or colleges responsibility to have carried the necessary safer recruitment checks such as DBS and ID checks.  If the person does not have the relevant checks, the school can obtain what they need – following the usual recruitment guidelines.

We have public or employer’s liability insurance to cover persons whilst under our care and will issue information on health and safety, confidentiality, staff handbook and other relevant information they need.

Staff and safeguarding

DBS and Reporting concerns:

The facts must be reported to the police and/or the DfE Children’s Safeguarding Operations Unit (formerly the Teachers Misconduct Team), if:

  • the candidate is found to be on Barred list, or the DBS Disclosure shows s/he has been disqualified from working with children by a Court; or,
  • an applicant has provided false information in, or in support of, his/her application; or,
  • there are serious concerns about an applicant’s suitability to work with children

If an individual’s DBS certificate is not available, the person would only be able to start work if:

  • they are appropriately supervised
  • other recruitment checks (references etc) have come through
  • A separate barring check has been completed where applicable
  • The person in question has been informed of these safeguards
  • A risk assessment has been completed by the Headteacher

 

Review date: Spring 2021