L49 Selection Process: Police Staff

1. Security protective marking

1.1. Not protectively marked.

2. Summary of changes

2.1. The following changes have been made to this policy on 13 December 2010:

• the policy has been revised to reflect the introduction of the Equality Act 2010; and 
• a new paragraph has been included at 5.9.8 to make clear educational certificate requirements.

2.2. This policy is scheduled for full review in December 2012.

3. Application

3.1. This policy applies to all police staff. 

4. Purpose 

4.1. Kent Police seeks to make the strongest appointments to optimise the skills and abilities of its staff.

4.2. The selection procedures of Kent Police must be fair, complying with legislation and force policy.

4.3. Head of Recruitment and Talent Management is responsible for fair practice in the selection procedures used throughout the organisation.

5. Police staff selection procedures

5.1. Kent Police advertising policy is to advertise roles within the force in the first instance. Vacancies will be advertised internally on eRecruitment, which will be accessible to all staff via the force intranet.

5.2 In most cases individuals will be required to submit applications online via eRecruitment. However, where an individual does not have access to the system or if adjustments are required (for example a manual application form) the individual should contact the Kent Police Business Centre (ext. 830) for advice.

5.3. When completing job applications individuals are advised to discuss applying for positions with their manager to determine the most appropriate time to do this, which with agreement, may include before and after scheduled working time or during breaks. 

 

5.4. Where internal candidates have been assessed and found to be unsuitable, or where the pool of potentially suitable candidates is known to be too limited, the Head of Recruitment and Talent Management will authorise external advertising for the vacancy and should be consulted for advice on advertising options.

 

5.5. In certain circumstances, e.g. where it is anticipated that there is a particular skills shortage in the existing work force, it may be appropriate to advertise simultaneously inside and outside of the force. In such circumstances, specific authorisation must be gained from the Head of Recruitment and Talent Management before placing the advertisements.

 

5.6. In exceptional circumstances, for example, where there is an overriding organisational need, the Head of Talent and Recruitment Management can approve the appointment of a candidate into a post without advertising. On such occasions the circumstances of the appointment should be documented on the individual’s personal file.

 

5.7. Short-listing criteria should be written at the same time as the advertisement for the vacancy. Short-listing for the interview or assessment centre process will be by assessment of the application against the predetermined criteria. For internal applications, the individual’s line management recommendations and most recent Performance Development Review (PDR) may be taken into consideration as part of any short-listing process. Any concerns regarding the accuracy, integrity or honesty of information contained within an application or supporting documents should be referred to the Head of Recruitment and Talent Management in the first instance.

 

5.8.  Re-applications

5.8.1. Where it is considered necessary to advertise a position for a second time, or a similar post due to a poor quality response, namely where:

• no applicant met the minimum criteria to be offered an interview; or
• no applicant met the required standard at interview then previous applicants will not be considered if the second advertisement occurs no more than six months from the first advertisement.

5.8.2. In the event that previous applicants do make an application then the individual will be advised that their application will not be considered and their attention drawn to our re-application policy.

 

5.8.3. Where the second advertisement occurs more than six months from the first advertisement previous applicants will be considered as applicants may have improved in their relevant skills and experience.

 

5.8.4. The force re-application policy is available to individuals via the policy section of the force internet/intranet site.

5.9.  Interviews or assessment processes

5.9.1. Assessment of short listed candidates will either be by interview, or other assessment process. The type of assessment process used should be in proportion, and appropriate to the role.

 

5.9.2. Where there is only one eligible candidate who satisfies the selection criteria, formal interviewing procedures are not obligatory, however it is in the interest of fair practice to undertake a rigorous assessment of the candidate against the requirements of the job before confirming the selection. The decision to select and the reason/s behind the decision should be recorded by the appointing manager.

 

5.9.3. Policy L01A: Disability should be consulted for advice on making adjustments during the recruitment and selection process of individuals with disabilities, and the implications of the equality act 2010 should be fully considered.  Where recruiting managers are unclear of their requirements under this legislation they must contact the Recruitment and Talent Management team for advice before progressing.

 

5.9.4. All appointments are subject to satisfactory reference and security checks. Please refer to policy I11c: Recruitment Vetting.

 

5.9.5. Medical forms (where appropriate) are not required to be completed by an applicant until a conditional offer of appointment has been made.

 

5.9.6.  Applicants may be required to complete an online financial information questionnaire on eRecruitment and where required this will be assessed as part of the vetting process I11c: Recruitment Vetting.

 

5.9.7. Membership of the British National Party (BNP) disqualifies any candidate for appointment to a position with Kent Police.

 

5.9.8. Where a candidate applies for a position and the job advertisement outlines a specific educational qualification they must provide proof of the qualification before a conditional offer of employment can be confirmed.  A copy of the educational certificate must be obtained and retained on the individuals personal file.

5.10.  Staff declared a redeployee

5.10.1. It is the responsibility of the individual to identify themselves as being a redeployee during the online application process.

 

5.10.2. Employees who have been declared a redeployee will always be considered first for any vacant police staff posts. Only in the event that redeployees are found to be unsuitable for objectively justifiable reasons can other applicants be considered in the recruitment process.

5.11. Serving police officers are eligible to apply for police staff vacancies and applications will be assessed on their own merits. In most cases, the officer will be expected to assume police staff employment status on appointment, although there may be exceptions e.g. where the officer will commence the appointment as a serving officer and will assume civilian status on their retirement, or where an officer is redeployed on restricted duties. Where a police officer applies for a police staff role they will be subject to full vetting inline with policy I11c: Recruitment Vetting. 

 

5.12. All recruitment/selection documentation is disclosable. Individuals may make a subject access application for data about themselves, via the Data Protection Office. Serving officers or police staff should make a request via their Human Resources Team.

 

6. Secondments and attachments within Kent Police: police staff

 
6.1. Secondment and attachment opportunities are provided in the force for reasons including:

• temporary placement of police staff who are designated as a redeployee;
• career or professional development; and
• organisational need e.g. when an individual has unique, rare, or specialist skills or expertise which are required for a project or investigation.

6.2. Secondments: are often used to give a person the opportunity of working in a different position to develop skills and expertise through work experience. A secondment should not extend beyond 12 to 18 months other than in exceptional circumstances and where this is agreed with the individual and both the seconding and receiving manager. Any decision to extend beyond 12-18 months should be referred to the Head of Recruitment and Talent Management for approval.

 

6.2.1. Attachments: are usually shorter in duration than secondments. They are often arranged as a result of a specific need identified in an individual’s career or development plan. Attachments are not advertised for this reason. When a person is placed on attachment they are usually ‘supernumerary’ and not placed in an established post.

6.3. A selection process will not take place for a secondment which has been identified to meet the professional development needs of a particular member of staff or where the secondment post requires a particular skills and expertise profile which can be uniquely matched to an individual.

 

6.4. If a secondment arises for which there may be several people with the appropriate skills and expertise to do the job then it will be advertised, advertisements will be placed on eRecruitment. Provision of cover for a period of maternity leave is an example of the type of secondment opportunity.

 

6.5. The selection process for a secondment will be similar to that for other job appointments.

 

6.6. Police staff can be posted only with their consent as the secondment or attachment will necessitate a (temporary) change of contract of employment.

7. Retention and disposal of records

7.1. Documents mentioned in the above policy will be retained for the period specified in the supporting disposal schedule.

8. Equality impact assessment

8.1. This policy has been assessed with regard to its relevance to race and diversity equality. As a result of this assessment the policy has been graded as having a high potential impact.

 

8.2. Attached is the latest equality impact assessment that forms part of the policy review process.