Recruitment process flow

Recruitment in detail

The steps to successful recruitment

1. Define the role
2. Authorisation to recruit
3. Advertise the role
4. Filter the candidates
5. Telephone interview the candidates
6. Interview the candidates
7. Job offer
8. The first day

1. Define the role

• Prepare/update the job description for the role

2. Authorisation to recruit

• Secure authorisation to recruit

3. Advertise the role

Internal applicants

• If a mechanism exists advertise the role internally
• In addition to getting a copy of the applicants CV, speak to the current line manager for a reference and review the most recent appraisal and personal file

External applicants

• Decide whether to use an agency, or to advertise in newspaper/journal (ask agencies for their best five candidates)
• Request CVs for external candidates

4. Filter the candidates

Even if you don't get many applicants, only interview those that you feel are suitable for the role

• Provide appropriate feedback to those that you reject, keep it concise and specific

5. Telephone interview the candidates

As a next level of filtering consider using short telephone interviews of around 30 minutes

• Test the key experience and skills to make sure that they might be suitable for the role
• Explain the role to the candidate and make sure it is one that they are interested in

6. Interview the candidates

Conduct face-to-face interviews

• Sometimes it will be appropriate to run an assessment centre to assess a number of candidates in one session, see the assessment centre section for further details on how to run one of these
• See the interview section for further details on questions to ask during an interview
• Carry out two interviews with two different colleagues who can give you differing perspectives on the candidates
• Consider using an aptitude test where a suitable one for testing the key skills is available
• Consider using a psychometric test to give a psychological assessment
• Make sure salary expectations are discussed
• If there are any travel requirements involved with the role, make sure that these are made clear
• If there are any unsocial hours involved with the role, e.g. overnight on-call, weekend implementations, make sure that these are made clear
• Give feedback to unsuccessful candidates

7. Job offer

Send job offer to successful candidate (subject to satisfactory references) including job offer pack consisting of:

• Acceptance form
• Staff handbook
• Details of staff pension scheme if applicable

8. The first day

• On first morning the candidate should arrive at 9am for induction
• Check that they have:
  • Staff handbook
  • Been shown fire exits and evacuation procedure
  • Been introduced to team
  • Had an explanation of the purpose and structure of the team
  • Had an explanation of their role in the team
• Ground rules - outline acceptable standards of behaviour, dress and work
• Complete any employment documentation that is outstanding
• Assign a mentor
• Outline objectives (for further refining later)
• For contractors make sure it is clear the frequency of timesheets and the level of detail required

Try these steps and hopefully your recruitment will go more smoothly.