RECRUITMENT AND SELECTION MANUAL
SECTION 1 – INTRODUCTION
1. The purpose of this manual is to provide guidance to all employees
involved in the recruitment and selection of employees within the Transport
Executive.
2. Section Two of the manual provides details of the specific responsibilities
of employees directly involved in the recruitment process, including
responsibilities to individual posts within the Human Resources Team.
3. Section Three outlines the Recruitment and Selection Policy Statement
together with the associated procedures to be followed in all cases.
However, alternative arrangements may be required in exceptional
circumstances and these should be agreed with the Head of
Organisational Development.
4. Section Four is a flowchart outlining the recruitment and selection process.
5. Section Five outlines the procedure for dealing with permanent recruitment
sourced through agencies.
6. Section Six outlines the procedure for dealing with the recruitment of posts
requiring police checks this should be used in conjunction with Section
Three.
7. Section Seven contains the relevant copies of the coded recruitment forms
and documentation as indicated in bold throughout the manual. Copies of
all forms are available from the Human Resources Team.
SECTION 2 – SUMMARY OF RESPONSIBILITIES
1. The following areas of responsibility have been identified and should be
taken into account in the recruitment procedures that follow.
For the purpose of this procedure the Line Manager is the person who has
direct responsibility, i.e. carries out the ‘VALUED’ appraisal process.
In the event that the Line Manager is unavailable, the responsibility would
then rest with their Line Manager, i.e. the Senior Manager.
Line Manager
2. The Line Manager is responsible for the following aspects of the
recruitment and selection process:
2.1
The initial request to recruit
2.2
a)
b)
c)
d)
e)
Job Description (R1);
Employee specification (R2);
Approved draft advertisement (R3);
Provision of additional information to be included in the
application packs;
Human Resources and Standards Committee Report (if
applicable);
2.3
Proposed dates for shortlisting and assessment.
2.4
Selection of an assessment panel (to include a Human
Resources Team representative).
2.5
Shortlisting of candidates, and signing off of the shortlisting form.
(R10)
2.6
Preparation of presentation/selection exercises and interview
questions. (R11)
2.7
Selection of a candidate and signing off of the assessment
forms. (R13)
2.8
Feedback to candidates.
2.9
Departmental Induction Programme.
2.10
The setting of objectives and the monitoring of performance
during the six month probationary period.
2.11
The Human Resources Team will provide advice on any of the
above areas, if required.
AGREEMENT REFERENCE: P22 (APR 2007)
Team Leader – Human Resources
3.
The Team Leader – Human Resources is responsible for the following
aspects of the recruitment and selection process:
3.1
Overall responsibility for the implementation of the recruitment
procedures.
3.2
The provision of advice to the assessment panel and the Human
Resources Team.
3.3
Responsibility for deciding on the inclusion of any member of the
assessment panel who has declared a potential conflict of
interest.
3.4
Participation in the assessment process, particularly for Senior
Management posts, as required.
3.5
Assistance in the consideration of criminal convictions and their
relevance to the post.
3.6
Advice and assistance in providing feedback to candidates.
3.7
Consultation with the Trade Unions.
Human Resources Officers
4.
The Human Resources Officer is responsible for ensuring that the
following aspects of the recruitment and selection process are
undertaken:
4.1
Discussion with managers regarding the need to appoint.
4.2
Provision of advice to Line Managers and relevant staff as
required. This area will include the decision as to whether new
posts require a police check, advice on the format for Job
Descriptions, the drafting of advertisements in liaison with
managers, preparation of interview questions and assessment
exercises including the collation of the Employee Specification.
4.3
Administration of the shortlisting packs to the assessment panel
members, to include: a)
b)
c)
d)
Shortlisting Form; (R10)
Copies of completed application form; (R5)
Job Description; (R1)
Employee Specification. (R2)
AGREEMENT REFERENCE: P22 (APR 2007)
4.4
Creation of an interview file to include the following documentation:
a)
b)
c)
d)
e)
f)
g)
Interview schedule, detailing times and rooms booked;
(R12)
Application forms of the short-listed applicants (R5);
Job Description (R1);
Short-listing Assessment Form; (R10)
Employee Specification (R2);
Collation of any information and documentation required
for assessment presentations/exercises/interview
questions. (R11)
Interview summary Form (R14)
4.5
Participation on interview panels as requested.
4.6
Assistance in the feedback to candidates, as requested.
4.7
Obtaining references for the successful candidate(s).
4.8
Processing medical questionnaires for the successful candidate(s).
4.9
Processing the Application Form for obtaining disclosure from Criminal
Record Bureau if required for the post.
4.10
Careful consideration of any criminal convictions and their relevance to
the post.
4.11
The generation of recruitment letters as required.
4.12
Preparation of the Contract of Employment for new starters.
4.13
Closure of the recruitment file and storage.
4.14
Creation of a personal file for the successful applicants.
4.15
Ensuring that the recruitment procedures are adhered to.
4.16
Ensuring the induction of staff, in line with the organisational induction
process, inclusive of probationary milestones.
4.17
Collation of the organisations induction pack in line with the induction
checklist. (R16)
AGREEMENT REFERENCE: P22 (APR 2007)
Human Resources Administrator
5.
The Human Resources Administrator is responsible for the following
aspects of the recruitment and selection process:
5.1
Assisting the Team Leader – Human Resources and Human
Resources Officers.
5.2
Creating the vacancy file to include the following documentation:
a)
b)
c)
d)
e)
Application Record (R9)
Job Description (R1)
Employee specification (R2)
Copy of advert (R3)
Copy of information pack sent to applicants;
5.3
Receipt of requests for information from potential applicants and
collation of the records on the application record. (R9)
5.4
Ensuring that the vacancy monitoring sheet (R15) is completed
and the equal opportunities monitoring spreadsheet is kept up to
date.
5.5
Collation and despatch of information packs, as required. Packs
to include the following:
a)
b)
c)
d)
e)
f)
g)
h)
Application Letter (R4)
Application Form (R5)
Job Description (R1)
Vision Statement (R7)
Role of the Transport Executive (R8)
Terms & Conditions sheet (R6)
Employee Specification (R2)
Other documents as determined by the Line Manager.
AGREEMENT REFERENCE: P22 (APR 2007)
SECTION 3 – RECRUITMENT AND SELECTION POLICY AND
PROCEDURE
POLICY STATEMENT
“Recruitment and selection allows organisational needs to be met by ensuring
appropriate candidates are identified to match required job roles, in line with
equality and diversity standards”
PROCEDURE
1
The Line Manager firstly identifies that a vacancy exists. If the vacancy
is an addition to the establishment, the Line Manager will prepare a
report and Job Description to submit to the Human Resources and
Standards Committee to obtain authorisation. If the post is an existing
post it must be examined to establish whether it:
a)
b)
c)
d)
e)
is still necessary;
could be combined with other posts;
could be automated;
the hours allocated to the post are still relevant;
are the allowances allocated still relevant.
If any changes are proposed to an existing post’s function, allowances
or grade, the Line Manager will submit a report and Job Description to
the Human Resources and Standards Committee for authorisation.
The Line Manager will discuss any additional posts or changes to an
existing post with a Representative of the Human Resources Team in
order that full consultation with the Trade Union takes place.
2.
Once a vacancy has been authorised and the Job Description and
Employee Specification agreed as appropriate, the Line Manager and a
Human Resources Team Representative will agree a draft advert and
where it will be placed in order to target the most appropriate pool of
candidates.
The following information will be provided within the advertisement:
a)
b)
c)
d)
e)
f)
g)
h)
A description of the work;
The grade and remuneration;
The essential qualities of the person required;
A contact number for application forms;
Hours of work;
Whether the post is permanent or temporary;
Whether the post requires disclosure from the Criminal Records
Bureau or if the post is exempt from the Rehabilitation of
Offenders Act.
Closing date.
AGREEMENT REFERENCE: P22 (APR 2007)
3.
The closing date for the vacancy is usually ten working days from the
date that the advert is released.
4.
Most vacancies will be filled using internal/external advertisements.
5.
Once the closing date is agreed a timetable for shortlisting and
assessment will be agreed including the compilation of the assessment
panel. The assessment panel should consist of at least the Line or
Senior Manager of the department and also a Representative of the
Human Resources Team. This is to ensure consistency in approach
throughout the Transport Executive and to brief/train interviewers on
the selection process.
6.
All applications will be initially submitted to the Human Resources
Team to allow effective monitoring to be carried out.
7.
The Application Form is designed so that personal details are
separated from skills, knowledge and experience in order that the
assessment of Application Forms is based only on job related factors.
Therefore, the assessment panel will receive Application Forms in this
format.
8.
In the event that a member of the chosen assessment panel becomes
aware that there is a potential conflict of interest, they must declare this
to a Human Resources Representative immediately. The Team Leader
– Human Resources will then assess the conflict and decide whether or
not it is appropriate for the member to remain on the assessment
panel.
9.
The Application Forms are assessed in a consistent manner to ensure
equal treatment of all applicants. A Shortlisting Monitoring Form and
Employee Specification is used which sets down key duties, necessary
skills, knowledge and experience identified from the Job Description
against which each application is assessed. The shortlisting of
candidates is carried out and agreed at a shortlisting meeting, at which
all members of the assessment panel are present. All members of the
assessment panel sign the completed Shortlisting Monitoring Form.
10.
Internal applicants that do not meet the criteria will be informed via
telephone, and feedback given.
11.
Late applications are generally not considered. However in exceptional
circumstances, applications received after the closing date may be
considered at the discretion of the assessment panel.
12.
Selection techniques are consistent between candidates and are
designed to gather the information necessary from the candidate to
assess against the job requirements, which includes those identified on
the Employee Specification.
AGREEMENT REFERENCE: P22 (APR 2007)
13.
Assessment Tests are used, where appropriate, to assist in assessing
a candidate’s suitability for the post, these can include:
a)
b)
c)
d)
e)
Informal pre-interview sessions on a group / individual basis, e.g
departmental visit;
Skills testing, e.g shorthand and typing tests;
Occupational/ / Psychometric testing;
Excercises to be completed by candidates in advance of the
interview, e.g a prepared presentation or report;
Group test e.g discussions, problem solving.
14.
Each candidate is assessed in a consistent and objective manner
during the selection process. A Selection Assessment Form is used
which sets down key duties, necessary skills, knowledge and
experience identified from the Job Description against which each
application is assessed. The most appropriate candidate is then
selected on an objective basis. All the assessment panel members
sign the Selection Assessment Form once completed.
15.
Following the selection procedure a Summary of Interview Form (R14)
should be completed stating the scores given to each candidate,
reasons for selecting the successful candidate(s) and why any
shortlisted candidates did not attend their interview
16.
All candidates will be offered the opportunity to obtain feedback from
both the line manager and a Human Resources Team representative.
17.
Two professional referees, encompassing at least the last two years of
employment, will be contacted to provide information on specific job
related questions for external candidates. For internal candidates a
reference will be obtained from the employee’s existing Line Manager,
where an individual is appointed to a role within a different team or
section. In addition external candidates will be required to complete a
medical assessment (via a medical questionnaire) prior to confirmation
of the appointment.
18.
If a requirement of the post, disclosure should be obtained from the
Criminal Records Bureau. Once disclosure has been received careful
consideration should be given to any convictions using checklist, 2
section 6. Criminal convictions will only be taken into account if
relevant to the post.
All employees will receive an organisational induction, delivered by a
representative of the Human Resources Team in conjunction with a
departmental induction, which is delivered by the line manager.
19.
All appointments will be subject to a six-month probationary period
during which time the line manager will monitor performance against
agreed objectives.
AGREEMENT REFERENCE: P22 (APR 2007)
20.
The Transport Executive will monitor on an ongoing basis the
effectiveness of the application of this procedure.
For and on behalf of UNISON
---------------------------------------------------------Chair, Branch Committee
----------------------------------Date
For and on behalf of South Yorkshire Passenger Transport Executive
---------------------------------------------------------Passenger Services Director
AGREEMENT REFERENCE: P22 (APR 2007)
----------------------------------Date
SECTION 4 - RECRUITMENT AND SELECTION
PROCESS
Vacancy arises - Line Manager
contacts Human Resources Team
with initial request to recruit
Position approved – Human
Resources Team consults with
union re: new position or amended
job description
Advertising stage – Human
Resources Team issue internal job
vacancy advert and/or liaise with
advertising agency for placing
external adverts or liaise with
Recruitment Agency as per Section
five
Human Resources Team prepares
job description, and drafts
advertisement - liaise with Line
Manager for confirmation
If a new post, the Line Manager
prepares Human Resources and
Standards Committee Report to be
approved. If not new then approval to
recruit is sought from the Head of
Organisational Development
Human Resources Team prepares
and sends recruitment packs up to
closing date
At closing date Human Resources
Team collate and copy all application
forms and send to assessment panel
for short-listing
Line Manager selects interview date
and assessment panel inclusive of a
Human Resources representative to
ensure no bias. Interview questions,
occupational tests, presentations, etc.
are agreed.
Assessment panel agrees on shortlisting and Human Resources Team
send out interview invites letters
Assessment date – candidates
interviewed & assessment panel make
selection
Human Resources Team send
rejection letters to unsuccessful
interview candidates (internal and
external) – any feedback required is
to be given by the Line Manager
Human Resources Team ring
successful candidate to make job offer,
issue appointment letter send preemployment medical questionnaire and
contact referees and process the
application for disclosure if required
see Section six.
Recruitment file closed down by
Human Resources Team Equal
Opportunities monitoring completed
and file archived
Line Manager monitors performance
during six month probationary period
AGREEMENT REFERENCE: P22 (APR 2007)
Human Resources Team prepare
induction pack and a personal file for
commencement date.
Line Manager conducts departmental
induction. Human Resources Team
conducts organisational induction
SECTION 5 - PROCEDURE FOR DEALING WITH
PERMANENT RECRUITMENT SOURCED THROUGH
EMPLOYMENT AGENCIES
Appropriate agencies sourced by the Line
Manager in conjunction with a Human
Resources Representative. Agencies
provided with a copy of the Job
Description and Employee Specification.
Shortlisting meeting arranged with the
Line Manager and the Human Resources
Representative to ensure only
applicants/CVs which meet the full
Employee Specification are shortlisted.
Shortlisting forms are signed off as a true
record by the Human Resources
Representative and the Line Manager.
Date for interviews agreed with the Line
Manager.
Agencies informed of the candidates
shortlisted for interview.
The Human Resources Representative
writes to the shortlisted applicants to invite
them to interview (all shortlisted applicants
are sent a standard application form to
complete and bring with them to the
interview)
Standard selection procedure followed
from this point forward.
AGREEMENT REFERENCE: P22 (APR 2007)
SECTION 6 - PROCEDURE FOR DEALING WITH THE
RECRUITMENT OF POSTS REQUIRING POLICE
CHECKS
Recruitment
The advert and application pack should confirm the
need for disclosure and state that having unspent
convictions will not necessarily bar you from
employment, criminal records will only be considered
if relevant to the role
Selection
Select the most suitable candidate for the job based
on the job specification – give candidates the
opportunity to disclose their convictions
Offer
The provisional offer should be sent subject to
satisfactory disclosure
Obtaining Disclosure
Human Resources should process the disclosure
application form, once received, careful consideration
should be given to any convictions and their relevance
to the job using checklist Two
No Relevant
Convictions
Relevant
Convictions
EMPLOY
REJECT
AGREEMENT REFERENCE: P22 (APR 2007)
Checklist for Enhanced Disclosure
Yes
No
Disclosure Required?
1
Is the post exempt from the
Rehabilitation of Offenders Act?
If yes
Enhanced
2
Does the post require teaching
children in a school or equivalent
establishment?
Does the post involve close
unsupervised contact with
children?
If yes
Enhanced
4
Does the post involve working in an
establishment for children?
If yes
Enhanced
5
Does the post involve close
unsupervised contact with elderly
or vulnerable people?
If yes
Enhanced
6
Will the post have direct
responsibility for significant
financial transactions?
If yes
Enhanced
7
Will the post allow access to
confidential information on children
of school age/ the elderly or
vulnerable people?
If yes
Enhanced
3
AGREEMENT REFERENCE: P22 (APR 2007)
If yes
Enhanced
Checklist Two for Consideration of Convictions
Employ?
Is the conviction relevant to the job?
If no, employ
Is the conviction Spent?
If yes, employ
unless the post is
exempt from the
Rehabilitation of
Offenders Act.
Is it relevant to the
safety of
employees,
customers, clients
and property?
Was it long
enough to allow
circumstances to
change?
Was this a one
off? Or does the
individual have a
history of
convictions?
If yes are they
likely to re-offend?
If no employ
Is the activity an
offence in the UK?
If no - employ
If yes employ
How serious is the offence?
How long ago did it occur?
What were the circumstances which led
to the offence being committed?
Have the individual’s circumstances
changed?
In which country was the offence
committed?
Has the offence been decriminalised by
government?
AGREEMENT REFERENCE: P22 (APR 2007)
R1
job description
and person specification
Name:
Enter name here
Job Title:
Enter job title here
Reports To:
Enter reports to info here
Department/Location:
Enter department/location here
Date:
Enter date
Job Purpose:
Enter job purpose here
Organisational Chart:
Please insert chart
AGREEMENT REFERENCE: P22 (APR 2007)
Dimensions:
Enter dimensions text here
General Responsibilities:
 The Executive’s aim is to provide the best Public Transport system possible.
The objective is the pursuit of excellence in meeting the needs of all potential
passengers.
 The Executive is fully committed to the active promotion of equal opportunities
in its capacity as an employer. It is the individual responsibility of every
employee to seek to ensure the practical application of this policy.
 Under the Health and Safety at Work Act, all employees are required both to
take care of their own health and safety and that of other employees and to
co-operate with their employers in complying with their statutory duties.
 The Executive and its Managers are fully committed to the learning and
development of employees.
Responsibilities/Key Accountabilities:
Enter responsibilites/key accountabilities here
Planning and Organisation:
Enter planning and organisation text here
Decision Making and Use of Judgement:
Enter Decision Making and Use of Judgement text here
Essential Internal and External Relationships:
Enter Essential Internal and External Relationships text here
AGREEMENT REFERENCE: P22 (APR 2007)
Knowledge, Skills and Experience Required:
Knowledge:
Enter Knowledge, Skills and Experience Required text here
Skills:
Enter skills here
Experience:
Enter Experience text here
Post Holder:
Line Manager:
Agreed by:
Agreed by:
Date:
Date:
ACCEPTED AND REGISTERED IN HUMAN RESOURCES:
Agreed by:
Date:
AGREEMENT REFERENCE: P22 (APR 2007)
R2
SOUTH YORKSHIRE PASSENGER TRANSPORT EXECUTIVE
EMPLOYEE SPECIFICATION
POST TITLE:
DEPARTMENT:
Essential
SKILLS:
EDUCATION/KNOWLEDGE:
EXPERIENCE:
AGREEMENT REFERENCE: P22 (APR 2007)
Desirable
How Identified
R3
Advert
No:
Post title
Salary:
The challenge:
The qualities:
If you think you can meet the challenge of the above post, and want to join a
team dedicated to providing an excellent public transport service in South
Yorkshire, please contact the Human Resources Department 24 hour
Recruitment Line on 0114 221 1223 or email recruitment@sypte.co.uk for an
application form and information pack.
Applications should be submitted no later than:
Interviews will take place in the week commencing:
South Yorkshire Passenger Transport Executive is an Investors In People
organisation and actively encourages the development of all employees.
Benefits include a flexible working hours scheme, 26 days holiday per year, a
company final salary based pension scheme, a childcare voucher scheme and a
free countywide travelmaster providing unlimited bus, tram and rail travel
throughout South Yorkshire.
The Transport Executive is striving to become an exemplar Equality and
Diversity Employer
AGREEMENT REFERENCE: P22 (APR 2007)
R4
APPLICATION LETTER
Initials
HRO
(0114) 221 1(ext)
Date as Postmark
Dear Applicant
(JOB TITLE)
Further to your interest in the above post, please find enclosed an application
form and information pack.
The completed application form should be returned to the Human Resources
Department at the address below no later than the (Date).
Please note that Interviews are scheduled to take place in the week
commencing the (Date).
Due to the large amount of applications the Transport Executive receives we
are unable to send acknowledgement letters to each applicant. Therefore, if
you have not received any correspondence by (Date) you should assume that
on this occasion your application has been unsuccessful.
Finally, I would like to take this opportunity of thanking you for showing an
interest in this vacancy and wish you every success.
Yours sincerely
HRO
HUMAN RESOURCES OFFICER
AGREEMENT REFERENCE: P22 (APR 2007)
R5
Strictly Confidential
APPLICATION FOR THE POST OF
No.
TO BE RETURNED TO THE ADDRESS BELOW NO LATER THAN
Please complete this form in black ink and return it to the Human Resources Department at the address below.
Please do not attach your CV.
PERSONAL DETAILS
Mr/Mrs/Miss/Ms/Dr
Surname
First Name(s)
Home Address
Address for Correspondence (if different)
Post code
Email address
Post code
Telephone (home)
Telephone (mobile)
May we contact you at work? YES/NO*
Telephone (office)
National Insurance No.
Do you hold a current full Driving Licence?
Date of birth
YES/NO*
Do you have a vehicle?
YES/NO*
Have you ever been convicted of a criminal offence including any driving offences?
(Convictions considered spent under the Rehabilitation of Offenders Act 1974 need not be disclosed).
YES/NO*
If YES, please state offences
If the position you are applying for is subject to a Criminal Records Bureau (CRB) check (see application pack) you are required to
disclose any criminal convictions you have whether they are “spent” or “unspent”. This information, which should be
provided below, will be treated in the strictest confidence.
Where did you see this vacancy advertised?
Should you be selected for an interview, are there any dates when it would not be possible for you to attend? YES/NO*
if yes, please give details
(Your availability will be taken into account and alternative arrangements made where ever possible).
If appointed, when would you be able to take up the post?
If unsuccessful, would you like to be considered for other vacancies?
YES/NO*
Are you related to any member/employee of the Transport Executive YES/NO* (if yes, please give details)
* Please delete as appropriate
AGREEMENT REFERENCE: P22 (APR 2007)
EQUAL OPPORTUNITIES MONITORING
The Transport Executive requires all employees to operate its Diversity Policy and not to discriminate against any person on the grounds
of sex, age, disability, race, colour, religion and national origin and that subject to the over-riding consideration of protecting children and
vulnerable people we will not discriminate against those with a background of offending.
The information provided in this section will only be used for equal opportunities monitoring purposes and will be detached prior to
shortlisting for interview.
Please tick the appropriate boxes
A)
D)
White
B)
Mixed
C)
Asian or Asian British
British
White and Black Caribbean
Indian
Irish
White and Black African
Pakistan
Any other white
White and Asian
Bangladeshi
background
Any other Mixed
Any other Asian
background
background
Black or Black British
E)
Chinese or other Ethnic Group
Caribbean
Chinese
African
Any other
Any other Black
background
Age Group
Sex
16–25
26–35
Male
Female
36–45
46–55
56–60
61–63
64+
Disability
Do you have a disability or recurring medical condition which might necessitate reasonable adjustments to be made to your workplace to
enable you to perform the duties of this post? YES/NO*
If yes please provide details:
I consent to the Transport Executive and others on its behalf processing by means of a computer database or otherwise, any information
which I provide to them for the purposes of assessing my application for employment.
I certify that to the best of my belief, the information within this application form is accurate.
I understand that to withhold, falsify or omit relevant material fact will result in my immediate de-selection or dismissal. I also
understand that canvassing of members of the Transport Executive directly or indirectly will disqualify me for appointment.
If your application for employment is unsuccessful, the information contained in your application will not be held longer than necessary
and will be destroyed in accordance with the Data Protection Act 1998. If your application for employment is successful, the information
contained in your application for employment will become part of your employee's employment file held by the Human Resources
Department.
Signed:
Date:
Please state if this application has been completed on your behalf. YES/NO*
AGREEMENT REFERENCE: P22 (APR 2007)
STRICTLY CONFIDENTIAL APPLICATION FOR EMPLOYMENT
APPLICATION FOR THE POST OF
APPLICATION No.
EDUCATIONAL, PROFESSIONAL AND TECHNICAL QUALIFICATIONS
It is the policy of the Transport Executive to conduct pre-recruitment checks into the validity of qualifications and educational certificates in
accordance with its anti-fraud and corruption strategy.
Schools/Colleges/Universities attended
Qualifications and grades obtained
PERSONAL DEVELOPMENT AND OCCUPATIONAL TRAINING
(include any courses or voluntary work which you consider to be relevant to your application)
Schools/Colleges/Universities attended
Qualifications and grades obtained
Rev 27.08.06
AGREEMENT REFERENCE: P22 (APR 2007)
EMPLOYMENT EXPERIENCE
Employer
From
To
Responsibilities & Position held
AGREEMENT REFERENCE: P22 (APR 2007)
Salary
Reason for Leaving
EMPLOYMENT EXPERIENCE
Employer
From
To
Responsibilities & Position held
Salary
Reason for Leaving
Please attach additional sheets if necessary
REFERENCES
Please give names and addresses of two professional references, one of which should be your current or most recent employer which will
include the last two years of your employment. An offer of employment will not be made unless satisfactory references have been
received.
Current / Most recent employer
Name
Name
Email address - if applicable
Email address - if applicable
Address
Address
Tel
Tel
Position
Position
May we contact your referee prior to an offer of employment
May we contact your referee prior to an offer of employment
being made?
being made?
YES/NO*
AGREEMENT REFERENCE: P22 (APR 2007)
YES/NO*
ANY OTHER DETAILS IN SUPPORT OF YOUR APPLICATION
Make the most of this opportunity to present your skills, knowledge and experience relevant to this job as outlined in the Employee
Specification. Please focus on:
1) What you have achieved in your career to date.
2) What personal qualities you can bring to the position.
3) Why you want to work for us.
4) If you are unemployed, or are returning to work after a break, please use this space to tell us about your personal skills, experience and
abilities. Attach a further sheet if necessary.
AGREEMENT REFERENCE: P22 (APR 2007)
R6
Terms and Conditions
POSITION
INFORMATION TO CANDIDATES ON EMPLOYMENT TERMS AND
CONDITIONS
The following details outlining some of the main Terms and Conditions of
Employment are for information only. They do not constitute a contractual
agreement. A full Contract of Employment will be issued to the successful
applicant on appointment.
1.
Working Hours
The normal hours of work will be…………………..
2.
Holidays
There are 26 days annual leave from 1 April to 31 March each year,
plus 11 Bank Holidays and other local holidays (pro rata for part-time
staff). Employees appointed part way through a holiday year will
receive a proportionate entitlement.
3.
Salary
The salary is ……………………….. Annual salary increments are
awarded until the maximum of the scale is reached on 1 April subject
to:
-
a minimum service of 6 months
satisfactory progress being made
The commencing salary of appointment will be dependent upon the
levels of experience and qualifications of the successful candidate.
4.
British Asylum and Immigration Act 1996
In accordance with the requirements of the British Asylum and
Immigration Act 1996 any offer of appointment will be subject to the
production of documentary evidence of the legal right to work in this
country. Proof of eligibility will be required at the interview stage.
5.
Qualifications
Proof of qualifications will be required at the interview stage and
inability to prove evidence of qualifications may preclude any offer of
employment.
AGREEMENT REFERENCE: P22 (APR 2007)
6.
VALUED
The Transport Executive monitors targets and objectives set for
personal review and development through the ‘VALUED’ process.
7.
Pension
There is eligibility to join the Local Government Pension Scheme.
Employee contribution to the scheme is currently 6% of basic pay, and
benefits of the scheme include retirement pension, provision for ill
health retirement, death grant and widows pension.
8.
Childcare Voucher Scheme
The Transport Executive operates a childcare voucher scheme. The
scheme is operated on salary sacrifice basis and allows parents with
children under 16 to save up to £1,195 per annum toward their
annual childcare costs.
9.
Probationary Period
All new appointments are subject to a probationary period of 6 months
during which time suitability for the position appointed will be assessed.
10.
Notice Period
The notice period that will operate on both sides to terminate the
Contract will be ? month or, on the employer side, one week for every
year of service (to a maximum of 12 weeks) if this is greater.
11.
Appointment
Appointments made are subject to receipt of satisfactory health
clearance and two references (and CRB checks – include this if
appropriate to the role)
AGREEMENT REFERENCE: P22 (APR 2007)
R7
VISION STATEMENT
Vision:
Public transport should:

meet the Travel needs of people and business in South Yorkshire;

be affordable, accessible, reliable, safe, and well publicised and
easily understood;

become the travel choice for all.
AGREEMENT REFERENCE: P22 (APR 2007)
R8
THE ROLE OF THE TRANSPORT EXECUTIVE
With funding from the Transport Authority, the Transport Executive has
responsibility for securing and promoting the best possible transport
network for the people of South Yorkshire.
Chief amongst its activities:

providing concessionary fares;

promoting County-wide, multi-mode tickets;

subsiding uncommercial bus services which not otherwise run;

expanding the local rail network;

specifying services and fares on local rail;

building interchanges, bus shelters and local stations;

improving passenger information channels;

helping people with limited mobility to use public transport;

developing and supporting innovation in transport systems.
In short, the Transport Executive has the task of maximising the
tremendous potential of public transport, thereby helping the
environment and improving the social and business life of the County.
AGREEMENT REFERENCE: P22 (APR 2007)
R9
APPLICATION RECORD
POSITION:
App. Name
No.
001
002
003
004
005
006
007
008
009
010
011
012
013
014
Post Code
Date
Sent
Date
Returned
Int/Ext
Ethnic
Code
Age
Group
VACANCY NOTICE NO:
Sex
Disabled
Source Of
M/F
Y/N
Application
Age Group Coding: A = 16-25 years, B = 26-35 years, C = 36-45 years, D= 46-55 years, E = 56+ years
TOTAL:
Age Groups:
Internal =
A=
External =
B=
C=
D=
E=
Ethnic Groups:
A=
B=
C=
D=
E=
AGREEMENT REFERENCE: P22 (APR 2007)
R10
SYPTE SHORTLISTING FORM FOR THE POSITION OF (JOB TITLE)
Application
Form No:
Shortlist
Yes/No
Comments
Signature: ……………………………………………
Name In Print: ……………………………..
Date: ………………
Signature: ……………………………………………
Name In Print: ……………………………..
Date: ………………
HR Officer Signature:……………………………….
Name In Print ………………………………
Date: ………………
AGREEMENT REFERENCE: P22 (APR 2007)
R11
QUESTIONS FOR INTERVIEW
(DATE)
(JOB TITLE)
FORMAT:






Introduce Panel Members
Explain Format Of Interview/test
Structure Of Department/Reporting Lines
Interview Questions
Candidate Questions
Terms and Conditions In Brief
Initials
1
Questions
2
3
4
5
6
7
Terms and Conditions
AGREEMENT REFERENCE: P22 (APR 2007)
R12
INTERVIEW SCHEDULE
Interview Timetable
Interview Date:
Interview Venue:
Interview Panel:
9.00 – 10.00
10.00 – 11.00
11.00 – 12.00
LUNCH
1.00 – 2.00
2.00 – 3.00
3.00 – 4.00
AGREEMENT REFERENCE: P22 (APR 2007)
R13
INTERVIEW SCORING FORM
CANDIDATE
RATINGS:
KNOWLEDGE / EXPERIENCE
Score
Weighting




PERSONALITY/SKILLS





SIGNED:………………………………… DATE:…………………….
SIGNED………………………………….. DATE…………………….
SIGNED………………………………….. DATE…………………….
No experience/no understanding
Limited experience/understanding
Average experience/poor understanding
Limited experience/average understanding
Average/experience/understanding
Limited experience but good understanding
Good experience and understanding
Excellent experience/understanding
AGREEMENT REFERENCE: P22 (APR 2007)
0
1
2
2
3
3
4
5
R14
SUMMARY OF INTERVIEW FORM
INTERVIEW FOR THE POST OF
Date of Interviews:
Location:
Interview Panel:
Candidates
Interviewers Scores
Successful Candidates
Reason for Selection
Reasons for interviewees not attending
Name
Total
Reason
AGREEMENT REFERENCE: P22 (APR 2007)
Rank
Comments
R15
VACANCY RECRUITMENT DETAILS
POST
NUMBER
POST TITLE
AGREEMENT REFERENCE: P22 (APR 2007)
HR OFFICER
CLOSING
DATE
SUCCESSFUL
CANDIDATE
COMMENCEMENT
DATE
R16
INDUCTION CHECKLIST
Aim of the Induction
To ensure a structured comprehensive approach.
Name: ………………………………..
Start Date: ………………………
Pre- Induction Actions
Induction process discussed with Line Manager
Department Induction programme attached
Probationary milestones discussed and agreed
Recruitment and Selection Questionnaire returned
(Learning and Development team informed)
Casual/ Essential Car User
Home Telephone User
Internet Access / Email Permissions
Signing Authority/ Standing Orders
Fire Marshall informed of new starter
Admin informed of new starter
Health and Safety Manager Informed
Software Support Officer Informed
Session with UNISON Chair arranged
Session with Finance arranged (30 mins)
Receive copies of professional certificates
PC Induction
Section 1 (45 mins)
Mission
Roy Wicks
David Brown
David Young
Mark McCann
Graham Read
Tim Lewis
Paul Lambert
Tim Rivett
Steve Davenport
(Coffee break)
AGREEMENT REFERENCE: P22 (APR 2007)
Yes / No
Yes / No
Yes / No
Yes / No
Yes / No
Yes / No
Yes / No
Yes / No
Yes / No
Yes / No
Yes / No
Yes / No
Yes / No
Yes / No
Yes / No
Section 2 (1Hr 30 mins)
Health & Safety part 1
Fire Safety Video (Manual)
Health & Safety part 2
Health & Safety test
IT desktop setup (Manual)
Data Protection
Barry’s Bad Day
Investors In People
Coffee break (15 mins)
Section 3 (40 mins)
Policies
Learning & Development
Diversity
HR Officers (1Hr)
New Starter Personal File:

Job Description – Signed

Contract of Employment – Signed

Admin Form – Submitted

Continuous Service Checked

Education Certificates

Professional Certificates

Doctor

Medication

Next of Kin
Date
Sign
Date
Sign
Payroll Information:

Bank Details

P45/P46

Pension Booklet/Form

Pension’s Advisory Service
AGREEMENT REFERENCE: P22 (APR 2007)
Passes/ Forms/ Journey Plan/ Unison:
Date

Travel/ ID Pass

Access Control System/ Procedure

Travelling Abroad Procedure –
Sign
(includes checklist)

Spouse’s Pass Information

Personal Journey Plan

Westfield Health Scheme

15 minute session with UNISON
Chair arranged

Unison Information issued

Over 50’s Medical Information

Telephone Counselling Service

Sports & Social Club Form

Living Well Club
Holiday Entitlement/ Flexi Scheme/ Salary Structure:
Date

Holiday Card

Printed Copy of Bank Holidays

Copy of Flexi Scheme & Flexi
Sign
Sheets

Salary & Grading Structure
Allowances:
Date

Telephone Allowances

Telephone Policy/Mobile Usage
Guide

Car User (Yes / No)

Private Vehicle Insurance
Guidance

Driving Licence*
AGREEMENT REFERENCE: P22 (APR 2007)
Sign

Insurance Documents*

Business Use Required

MOT Certificate*

Insurance Certificate*

Copy of Policy
The Organisation:

Vision/ Mission Statement

Best Value

Business Plan

Travel South Yorkshire (network
Date
Sign
Date
Sign
branding)

The Role & Services of the PTE

(Customer Charter Leaflet
Provided)

The Role of Management Team

(Organigram Provided)

Overview of Departments

(Organigram Provided)

New Starter added to Organigram:

Leaver removed from Organigram:
Communication within the Organisation:

Management Board

Internal Communications Protocol

Director General’s Team Briefing

Departmental Meetings
AGREEMENT REFERENCE: P22 (APR 2007)
Health & Safety:

Date
Sign
Date
Sign
Date
Sign
Date
Sign
Health & Safety within the PTE
including issue of Health and
Safety Policy

Under 18 – H&S Officer Informed

Fire & Bomb Meeting Points

Fire Marshalls

Personal Protective Equipment
Information Technology:

IT Policy

Introduction Profile on Intranet

General System Intro
The Role of the HR Department:

Role of department

(Organigram to support)

Introduced to HRM

Linked HR Officer
Copies Of Existing Policies:

Anti-Fraud & Corruption Fact Sheet

Confidential Reporting

Code of Conduct

Diversity Procedure

Disciplinary Procedure

Grievance Procedure

Harassment & Bullying Procedure
AGREEMENT REFERENCE: P22 (APR 2007)

Adoptive Leave

Maternity

Parental Leave

Paternity Leave

Absence & Welfare Procedure

Flexible Working Procedure

Homeworking Procedure

Flexible Resource Deployment

Career Break Procedure

Retirement Procedure
Line Manager Information:

Line Manager Fact Sheets

Department Structure

Copies of Relevant Job Des.

Grade Profile of Relevant Staff

Standing Orders / Financial Regs

Half hour session arranged with
Date
Sign
Date
Sign
Steve Davenport to go through
Standing Orders

Additional half hour session
arranged with Finance to discuss
budgetary procedures / signing
authority/Risk Management.
Legal/Insurance:




Copy of Data Protection policy/
statement
Signed Consent Form allowing use
of personal data
Freedom of Information and
contact details
Insurance Guide
AGREEMENT REFERENCE: P22 (APR 2007)
Dress Code/ Uniform Allocation:
Date

Copy of Dress Code

Uniform order form completed

Uniform Allocation inc tokens
Sign
Probationary Period / Follow-up Induction:
Probationary period discussed
Follow-up induction (after one month):- Date:…………………………………
Comments:
…………………………………………………………………………………………….
…………………………………………………………………………………………….
……………………………………………………………………………………………..
……………………………………………………………………………………………..
……………………………………………………………………………………………
…………………………………………………………………………………………….
…………………………………………………………………………………………….
Signature…………………………………………………………………………………
Action passed to:-……………………………………………………………………….
Tour of the Building:
Date

Sign
Tour of Exchange Street or Site
tour organised

Copy of Floor Plan

Toilets/ Fire Exits
Notes:
………………………………………………………………………………………
………………………………………………………………………………………
………………………………………………………………………………………
………………………………………………………………………………………
AGREEMENT REFERENCE: P22 (APR 2007)
Induction Declarations:
Signed:……………………………
(New Starter)
Date:…………………………
Signed: …………………………..
(HR Officer)
Date:…………………………
AGREEMENT REFERENCE: P22 (APR 2007)