TORQUAY
LEANDER SWIMMING CLUB
Recruitment Policy For paid employees
1. Introduction
1.1 It is essential that the right people are selected and given
every opportunity to develop. It is vitally important that we are able not only
to attract the most suitable candidates who will contribute to the success of
the club, but that we are also able to deselect those likely to have a negative
impact. This policy is designed to provide assistance and guidance to those
members involved in the recruitment and selection of staff and to provide a
point of reference to other associated information sources.
1.2 This policy therefore seeks to:
· Give appropriate guidance to all members
involved in recruitment and selection;
· Identify responsibilities for ensuring various
stages of the recruitment and
selection
process are carried out in a competent, fair and objective manner;
· Ensure that the ethos of related ASA policies
is upheld throughout the process;
· Ensure that all members involved in recruitment
and selection are aware of and
adhere
to both relevant legislation and the Club's position relating to recruitment
issues.
1.3 It is mandatory that all members participating in the
recruitment of staff work in accordance with this policy.
2. Identifying a vacancy.
2.1 Before recruitment commences the Committee must consider:
· is the vacancy justifiable in content?
· have alternative options such as skill mixing
been considered?
2.2 Thought must be given to drawing up an accurate job description
and person
specification
upon which to base the selection criteria. Care should be exercised to ensure
that all the selection criteria are genuinely necessary for the post and are
not discriminatory.
3. Placing of advertisements.
3.1 All posts shall in the first instance be advertised for a
minimum of two weeks.
3.2 The wording of the advert should be specific and aimed at
attracting suitable applicants. It must also abide by current employment
legislation and ASA/Club policies.
3.3 The advertisements must follow the Club corporate style.
3.4 Application will be verbal or by curriculum vitae in response to
the job description and person specification and two referees, where
appropriate.
4. Short listing
4.1 Shortlisting must be carried out by objectively comparing the
essential and, if necessary, desirable criteria on the person specification
against the information contained in the application form. All applicants
meeting the essential criteria must be offered an interview. If so many
applicants meet the essential criteria that it would be impractical to
interview them all then the ‘desirable' criteria should be applied to further
de-select applicants. Those candidates not meeting the essential criteria
should not be offered an interview unless no other candidate meets the essential
requirements.
4.2 Shortlisting must be carried out as soon after the closing date
as is practicable and should be carried out by the interviewing panel.
4.3 The Club Secretary is responsible for arranging the date of the
interview, the venue, refreshments etc
4.4 Shortlisted candidates must be given a minimum of 7 working days
notice of the interview date
4.5 The Secretary will write to shortlisted candidates inviting them
to interview and enclosing a CRB form and or any other relevant documents. CRB
documents already in possession of applicant should be brought to the interview
together with certificates of achievement and courses attended
4.6 Candidates will be expected to contact the Secretary or their
nominated
representative
to confirm their attendance.
4.7 The Secretary will request one reference for those external
candidates shortlisted who have indicated that their referee may be contacted
and follow-up if these have not been received prior to interview.
5. Interview/Assessment.
5.1 The Club supports the concept that all interviewing members
should have
undertaken guidance
and/or training within ASA policy and guidance procedures and have all accepted
the ASA Code of Ethics
5.2 All interviewers should read the literature sent to them before
interviewing.
Consideration should be given to the size and make up of the panel
and the time/criteria each has to assess.
5.3 The interview panel/team must meet before the interview and
decide upon the role that each will take within it, and what questions to ask.
The Chair should make a note of the questions to be asked for retention with
the documentation should a challenge be made regarding the fairness of the
process at a later date.
5.4 Interview facilities must be selected that are conducive to a
non-confrontational assessment and that are accessible to those attending,
especially if a candidate has a declared special requirement.
5.5 The use of assessment methods such as presentations should be
considered. These should be use d objectively to measure job criteria.
5.6 The interview panel must only ask questions that objectively
test job criteria. Notes should be taken during the interview. These will
subsequently be returned to the Secretary and shredded for unsuccessful
interviewees after a period of six months. They should be as thorough and
accurate as is practicable as unsuccessful applicants have the right to
question decisions. All paperwork relating to the successful candidate will be
transferred to their personal file upon appointment.
5.7 It is the responsibility of the ‘Chair' person to check that
applicants have completed appropriate documents. CRB form must be checked and
signed in the appropriate place by the ‘The Chair' conducting the interview if
the applicant has not been able to bring a current CRB certificate. Passports
must be checked as with a utility bill verifying their name and address.
Failure to do so will result in the recruitment process being delayed.
6. References
6.1 A minimum of two references will be taken up for every applicant
(unless applying internally). Ideally one of these will be taken prior to
interview but applicants' wishes should be taken as paramount in respect of
time of take-up. NO OFFER OF EMPLOYMENT
MAY BE MADE WITHOUT AT LEAST TWO ACCEPTABLE REFERENCES HAVING BEEN RECEIVED.
7. Informing Candidates of Outcomes.
7.1 It is considered good practice for the Chair to verbally inform
candidates of the outcomes of interviews including offering them feedback. The
successful candidate should be informed that their application is being taken
to the next stage of the recruitment process.
7.2 The Chair must inform the Secretary of the successful and
unsuccessful candidates to ensure all the paperwork is in order and complete
the details for the contract before the Secretary sends the ‘conditional' offer
letter to the successful candidate.
7.3 Unsuccessful candidates are not contacted by the Secretary
7.4 It is not recommended that feedback be put in writing. Any
feedback given should be highly objective and focus on the applicants
development needs.
7.5 In the case of unsuccessful candidates - whether at shortlisting
or interview stages - care should be taken to explain objectively to the
candidate why they were unsuccessful and how they might improve their level of
knowledge/performance in the future.
8. Equal Opportunities Monitoring.
8.6 The Club is required by law to monitor the fairness of the
recruitment and selection process. Each application contains a monitoring form.
The Secretary will detach this prior to shortlisting.
9. Pre-commencement Administration.
9.1 Appointees have the right to receive a written statement of
their terms and conditions of employment usually prior to, but by law within 8
weeks of, commencement in post.
The Secretary will make the necessary administrative arrangements to
ensure that prior to the appointee's commencement with the Club, the
appropriate formal offer and contract document will be issued.
10. Induction
10.1 Appointees must be properly inducted into the Club and
facilities. This must be done in accordance with the Club's induction process.
NOTE AT THE PRESENT TIME THE CLUB IS “STAFFED” BY
VOLUNTEERS AND THEREFORE THIS POLICY IS SUPERFLUOUS, HOWEVER IF THE CLUB
PROGRESSES TO EMPLOYING STAFF THIS POLICY MUST BE BROUGHT INTO EFFECT BEFORE AN
APPOINTMENT IS MADE
VOLUNTEER AND SWIMMER RECRUITMENT
POLICY
1.
Policy Statement
It
is the aim of Torquay Leander Swimming Club (the club) to actively recruit
volunteers from within the club and the wider community to ensure that the club
provides a safe and friendly environment to assist every swimmer to reach their
full potential.
The
club relies on volunteers to meet these aims and will work tirelessly to ensure
that there are always a sufficient number of volunteers working within the
club.
In
addition the club recruits new swimmers through a number of routes which can
include; referrals from private swimming schools, referrals from local
authority learn to swim schemes, schools swimming programmes and word of mouth.
2.
Responsibilities
It
is the responsibility of all members of the club to approach individuals (e.g.
parents and relatives of swimmers) to discuss opportunities with the club with
potential volunteers.
It
is the responsibility of the Workforce Coordinator to seek volunteers from the
wider community and to liaise with voluntary associations.
It
is the responsibility of the Secretary, Workforce Coordinator and Membership
officer to ensure the safety of all children in the club by requiring that
appropriate checks are carried out on volunteers.
It
is the responsibility of the Workforce Development Officer to liaise with
appropriate organisations who provide formal training,
workshops and seminars and to ensure that these opportunities are brought to
the attention of volunteers.
It
is the responsibility of the Workforce Coordinator to ensure that appropriate
inductions are in place depending on the role being carried out.
3.
Positions within the Club
On
Poolside: Teachers, Coaches, Assistant Teachers, Poolside Helpers, Gala Marshalls,
Lifeguards, Squad Representatives
Officiating:
Timekeepers, Judges, Referees, Starters, Club Galas/Time trials: Meet Manager,
Marshals
Club
Management: Secretary, Chairman, Treasurer ,Welfare
Officer, Competition Secretary, Schools Liaison Officer, Membership/registration
Officer, Social Events Officer, Fund Raising Officer
Swim21: Swim21 Coordinator, Workforce
Development Coordinator
There
are many tasks associated with each of these positions and it may be the case
that volunteers can officer assistance with specific tasks rather than an
entire role. Volunteers in this position are very welcome and will become
members of sub-committees (e.g. Finance Sub-Committee).
4.
How Do We Recruit
The
club with use every method available to it to recruit volunteers but in the
main will use the following:
By
individual approach , Posters , The club Newsletter, Working
with external voluntary organisations
5.
Safer Recruitment
All
volunteers who will be working directly with swimmers will be required to
undergo a Criminal Records Bureau Enhanced Disclosure and will be required to
attend Sports Coach
Volunteers
will not be allowed on poolside, or other areas which involve close contact
with children, until the necessary clearance is received.
6.
Training Provision
The
club will ensure that appropriate training opportunities are given to all
volunteers: Teaching/Coaching – leading
to Amateur Swimming Association (ASA) qualifications for Club Helper, Assistant
Teacher, teacher and Club Coach. Assistance is also available to help
volunteers to attend workshops, seminars and conferences on a wide variety of
swimming related topics.
Officiating
– leading to ASA qualifications for timekeeping, judging, refereeing and
starting.
Club
Management – The club will assist volunteers to attend workshops, seminars and
conferences on a wide variety of swimming related topics.
Other
informal training opportunities can be arranged within the club – shadowing,
mentoring which experienced appropriate officers will carry out.
7.
Resource Implications and Expectations
Volunteering
need not cost you anything but your time. The time required will vary depending
upon the role being carried out. An estimate of the expected time required for
each role is contained with the job description. It must be noted that this is
a general guide only. If any volunteer wishes to take any teaching, coaching or
officiating exams then the club will meet the cost of these. In return the club
will expect the volunteer to sign an agreement to provide their services to the
club for a period of at least 12 months.
8.
Support
All
new volunteers or people interested in volunteering will be given the
opportunity to work alongside or shadow an appropriate more experienced officer
of the club until they feel able to carry out the duties expected of them.
9.
Useful Documents and Further Information
All
club policies can be found on the club website.
Further
information on swimming can be found on the British Swimming website: www.britishswimming.org.uk