Form wording:

• Does the vacancy need to be filled?
• If so, are the job description, pay and terms and conditions of employment up to date and relevant?
• Is the person specification up to date? Does it properly reflect the criteria necessary for the person to do the job?
• Does the vacancy provide either a suitable alternative into which to redeploy potentially redundant staff from elsewhere in the organisation or a secondment/career development opportunity for existing employees? If so, subject to procedures and/or union agreements, it may not be appropriate to advertise the vacancy.
• Is the proposed advertising medium the most cost effective and relevant?
• Have steps been taken to ensure that there is nothing discriminatory in the job description, person specification, advertisement and selection process that will be used?
• If an application form is to be used, does it collect the information relevant to the nature of the vacancy?
• Has an information pack containing essential background to the Company and the job been prepared for prospective applicants?
• Has the method of selection been determined (eg interview, psychological tests, assessment centres)?
• Has the recruitment process been properly timetabled and arrangements made to ensure that applicants are kept informed of key dates in that process?
• Where tests are used are they relevant to and have they been validated in the context of the job being filled? Have the test administrators been trained?
• Is the shortlisting process free of bias?
• Have interviewers been trained and have those interviewing planned the format and the questions to be asked?
• Have the 'scoring' systems in the selection process been agreed? Does the weight given to particular facets of the candidates' abilities reflect the requirements of the job in a non-discriminatory way?
• Are any candidates disabled? If so, have enquires been made about reasonable adjustments during the selection process or if they were to be offered the job?
• Has it been decided when references will be taken up, by whom and what information will be sought of referees?
• Have the processes for obtaining medical clearance, where necessary, been established?
• Have the processes for checking candidates' right to work in the UK been established?
• Is the post one that is an exception under the Rehabilitation of Offenders Act 1974?
• Is it clear who has the authority to make an offer of employment to the successful candidate? Is that offer to be made conditionally or unconditionally?
• Are the administrative systems in place to issue contracts of employment? Do those systems ensure that any necessary specific optional contractual requirements are incorporated?
• Have unsuccessful candidates been informed?
• Are there adequate induction processes once the appointee has started work?

When to use this document

Use this checklist to ensure that all the major steps in the recruitment and selection process have been covered.