During this period, both the Government and the Department for Education are encouraging essential recruitment to still take place but for all processes to be held remotely.
Where do you start and how should you approach this new way of doing things? Read our top tips for changing to an online recruitment approach.
Preparation – What can I do to ensure a smooth recruitment process?
- Ensure your documentation is refreshed and appropriate for an online process. This includes all advertising packs, job descriptions and specifications, terms and conditions, conditional offers and employment contracts. If needed review them, it may have been a while since you evaluated them without having the benefit of face-to-face explanation.
- Decide on probation periods. You may want to consider extending probation periods, so you have more time to get to know the person. This may alleviate fears of not doing face-to-face recruitment. You could also delay start dates if necessary.
- Allow yourself plenty of time. Things may take longer than normal so make sure you start the recruitment process early.
- If you are working in an industry that requires safer recruitment such as schools, healthcare and social services, make sure that at least one panel member is safer recruitment trained. We will be offering online safer recruitment training which will be delivered online. If you are interested in this, please get in touch
- It would be wise to document where you are up to as you move through the process, then if you are away, unavailable or ill someone else can pick the process up.
The application process – What should I think about ahead of advertising a position?
- Clearly state the skills needed for the role and the values you are looking for.
- Decide on interview assessments well in advance and ensure all those carrying out the interview process are aware of them. Consider whether you need to send these in advance and review before the interview or if these will be carried out online. If you need to observe something practical such as a lessons observation for a teaching post for example, consider asking for a short mock presentation or lesson plan relating to a complex topic. You can then ask questions about how they would deliver the lesson and what they would do in specific scenarios such as adjusting for ability levels or specific needs.
- Consider an extra interview by phone or video with an alternative colleague to provide a second opinion. You may want to organise this with a group of colleagues, governors, trustees or even pupils, if you want to get extra feedback. If you do organise a session with pupils always ensure your safer recruitment trained person is hosting the session, that pupils are monitored in school, and that they have been briefed in advance.
- Write the stages of the process down, not only for the interviewers but also for the candidates benefit. Be consistent in your approach to the process to avoid discrimination claims.
- Ensure your interviewers have the capacity for secure video conferencing and then check with each candidate whether this is possible. Where it is not possible, the interview will need to be carried out by phone. As with any video conferencing or online training, provide a test link so the candidate can ensure they can access it. Where possible, use a personal meeting ID and password for joining the video conference.
- Where a video interview takes place, ask anyone who is not speaking to mute their microphone to ensure audio clarity. Nominate a chairperson and clearly explain how the process will work at the start, so do you raise your hand when you want to contribute?
- Don’t forget you will still need full reference and employment checks including DBS and police checks if required. Bear in mind that whilst there have been changes to this process during the pandemic to speed up the processing of checks, there may still be a longer turnaround than normal.
- You can accept proof of identification supplied online. The DBS have said that they will accept documents via video link or scanned images of original documents. The candidate must then provide them in person on the first day of work, where this is possible. If not documents may need to be posted or dropped at a secure location. You can find out more on our blog.
- You may also wish to increase the number of referees you ask for and increase the information that you wish to be supplied to cover any gaps that you can’t assess during an online process.
Induction – How do I carry out an induction during the pandemic?
- A lot of the induction process will need to be carried out online. Depending on the position, if a keyworker, then other activities may be carried out on-site.
- Drafting an effective induction process is key. Have a plan and decide, how you get the information to the new employee. Can you carry out online training? Can you send policies securely for them to read? How are you going to track completion of the induction activities? Can you carry out a meet the team by video? How will you give them access to technology and systems? Do you need to send out IT equipment or mobile phones? Locating and setting these up will take longer during this period and so it is important to think ahead.
- Think about how often you can check on the new recruit? Can you set up a buddy for them? Someone they can go to as well as yourself for support and guidance.
If all this seems a bit daunting, speak to us. We can assist with Headteacher, Deputy Headteacher, key leadership roles and Trust leader recruitment. We have already supported with two Headteacher recruitment campaigns within this lockdown period.
We can also support with template job descriptions for any senior role, application packs, employment contracts, job offer letters, induction planning and internal policies. We are also still processing DBS and employment checks during this period, so call one of the team if you need recruitment help on 01924 827869 or complete our contact form.
