Recruitment Policy

1.1  Happy Hot Tubs is committed to attracting the highest calibre staff by ensuring that its recruitment and selection processes are fair, efficient, and comply with legislation.

1.2  The company is committed to equality of opportunity in recruitment, selection, promotion and all other areas of employment. All appointments will be made on merit.

1.3  It is against the Company’s Equal Opportunities Policy and against the law in many cases to discriminate either directly or indirectly on the grounds of age, disability, gender reassignment, marriage or civil partnership, pregnancy and maternity, race, religion and belief, gender, sexual orientation or association with any of the above.

1.4  The recruitment process must result in the selection of the most suitable person for the job in respect of skills, experience and qualifications.

1.5 It is the responsibility of the Recruiting Manager (defined for this purpose as the person managing the recruitment of the position) to ensure that this policy and procedures are carefully followed for the duration of their recruitment exercise.

JOB DESCRIPTION AND PERSON SPECIFICATION

1.6  A job description and person specification is a key document in the recruitment process and must be finalised prior to taking any further steps in the process.

1.7  The person specification should state both the essential and desirable criteria in terms of skills, aptitudes, knowledge and experience for the job. All new staff will be asked to complete the Criminal Record and Financial Soundness Self-declaration Form.

1.8  The job description will describe the objectives and main duties of the role, and must be a fair and accurate representation of the role.

1.9  Care must be taken when producing job descriptions to ensure that unreasonable requirements are not placed on the job holder which cannot be objectively justified and may unfairly disadvantage certain groups e.g. women, ethnic minorities, elderly or disabled persons.

ADVERTISING VACANCIES

1.10  No vacancy may be advertised without prior approval from a Director.

1.11  The Recruiting Manager is responsible for drafting the advertisement for the vacancy and getting approval from a Director prior to publishing.

1.12  Advertisement must not show any intention to discriminate unlawfully.

1.13  Where appropriate positions should be advertised internally prior to externally.

1.14  External advertising costs must be approved by a Director.

1.15  Use of a recruitment agency and any associated costs must be approved by a Director.

1.16  Job advertisements should always state a vacancy closure date.

1.17  Job advertisements should state the requirement for a satisfactory basic DBS check if applicable to the role.

1.18  Job advertisements should always include our GDPR Candidate Privacy Policy.

SHORTLISTING

1.19  The Recruiting Manager should create a short list by assessing each application against the person specification.

1.20  The Recruiting Manager must treat all application materials as confidential and comply with Data Protection legislation.

1.21  The Recruiting Manager may start shortlisting before the vacancy closure date, but must ensure that all applications are reviewed and that decision making is consistent across all the applicants.

1.22  The number of shortlisted candidates should be reasonable and proportionate to the number of vacancies open.

INTERVIEWS

1.23  Suitable candidates should be invited to an interview. If appropriate a telephone interview may be conducted to access suitability before a face to face interview is arranged.

1.24  The Recruiting Manager should endeavour to make any reasonable adjustments requested by disabled candidates.

1.25  Wherever possible a minimum of two people should be on the interview panel.

1.26  Interview questions must relate to the selection criteria outlined in the person specification and should be prepared before the interview.

1.27  Notes recording the salient points of the interview should be taken so these can be referred to when assessing candidates against the person specification and making decisions.

NON-APPOINTMENT

1.28  The Recruiting Manager should contact unsuccessful interview candidates with their decision as soon as possible.

1.29  In the event that a candidate requests feedback about their performance then the Recruiting Manager should endeavour to give constructive feedback.

OFFERS OF APPOINTMENT

1.30  Offers of employment and salary need to be approved by a Director.

1.31  The Recruiting Manager should make a verbal offer in the first instance, and then arrange for a written offer of employment and contract to be issued.

1.32  All offers of employment will be subject to: eligibility to work in the UK; receipt of satisfactory references; proof of qualifications (where applicable to position); satisfactory credit check (if applicable to position) and satisfactory DBS check; and a three month probationary period.

PRE-EMPLOYMENT AND EMPLOYMENT CHECKS

1.33  The following pre-employment checks should be completed for any individual offered employment with the company:

1. 1. (a)  proof of eligibility to work in the UK;

   2. (b)  reference checks; and

   3. (c)  proof of any essential qualifications (eg. driving license for delivery role).

1.34  A satisfactory credit check and satisfactory basic DBS check should be obtained for any individual offered the following positions (including any internal moves or promotion):

1. (a)  sales position;

2. (b)  any position delivering products or services in customer homes, or visiting customer homes;

3. (c)  positions which fall under the FCA senior managers and certification regime.

Staff in these positions will be required to complete the Criminal Record and Financial Soundness Self-declaration Form on an annual basis.

1.35  A Criminal Record and Financial Soundness Self Declaration form should be completed by any individual offered the following positions (including any internal moves or promotion):

1. 1. (a)  sales position;

   2. (b)  position which falls under the FCA senior managers and certification regime.

1.36  A satisfactory Fitness and Propriety assessment (including regulatory references and credit check) should be completed for any individual offered a position (including any internal moves or promotion) which falls under the FCA senior managers and certification regime.

1.37  Staff in the roles referred to in sections 11.34 to 11.36 will be required to complete the Criminal Record and Financial Soundness Self-declaration Form on an annual basis.

1.38  Our FCA compliance requires us to obtain a new credit check and DBS certificate on an annual basis on a small sample of employees. Staff who are selected will be notified of this.

1.39  The processing of any information relating to an employee’s credit check under this policy will be processed in accordance with the Company’s GDPR Privacy notice for employees, workers and contractors from time to time in force

1.40  The handling of DBS certificates and information will be dealt with in accordance with our Handling of DBS Certificate Information policy.