When any vacancy exists within the organisation of MAEL, a job description and person specification will be drawn up by the company secretary in conjunction with the MD if a suitable document does not already exist.  These details will be distributed to existing staff, and the post will be advertised (by the office staff under the secretary’s direction) either in local/national papers or in a specialist Montessori magazine or its internet site or with an agency and also notified to Teaching Centres.  Short-listed individuals will normally be asked to visit the company in action prior to interviews, and if possible, to spend a working day at the company.  All appointments will be subject to a satisfactory interview which will be conducted with a minimum of 2 people present – at least one of whom will normally be a director unless for a junior post when the line manager will be present.  The decision as to who will get the post will be made on the basis of the person who most clearly meets the person specification and is most able to fulfil the demands of the post.

Recruitment of senior officers

It is MAEL’s policy to recruit the most suitable person for each senior position, regardless of sex, colour, race, nationality, national or ethnic origins, religion or beliefs, age, sexual orientation or disability.  However, it is essential that any appointment should not pose any threat to either any vulnerable persons with whom they might come into contact in the course of their duties, or to the integrity of the company.  To that end, these considerations take priority over issues of equality.

Prior to any senior post being advertised, a needs analysis will have been carried out under the direction of the MD and the person specification and the job description checked for any necessary amendment in the light of the analysis.  A copy of these will be provided to all applicants. Flexible working is a key feature of MAEL’s workforce and every attempt is made to meet employee’s needs in this respect.  MAEL is an equal opportunity employer.  Vacant posts will be advertised in the press but this does not preclude officers of MAEL making a direct approach to potential employees.

Interested persons will be asked to supply:

• A completed declaration of qualification for the role of senior officer
• A c.v.
• Contact details  for two referees
• A personal statement responding to the job description.

If necessary, a long list of suitable applicants will be produced by the MD and from that a panel of at least two directors will derive a short list of those who most nearly meet the requirements, normally not more than 6 candidates.  Short-listed candidates will be offered a structured interview, with all candidates being treated equally.  Prior to the interview the company secretary will check references (referring any issues to the MD for a decision) and candidates will be asked to provide evidence (if available) of health, satisfactory references, qualifications and/or current professional registration, and the right (for non-EU citizens) to work in the UK as per the Immigration, Asylum and Nationality Act 2006 and DBS clearance if the post involves any contact with children.  If any of these checks were not completed within the last 2 years, they must be completed before a successful candidate is given a firm job offer of a permanent position.

The overall interview procedure will follow that outlined below for other staff.  The Board of Directors will appoint an appointments panel, including not less than two of their number, and a list of questions (based on the circulated information) will be compiled.  All interviewees will be asked the same basic questions, with individual follow-up questions as necessary. Unsuccessful interviewees will be offered confidential feedback and the successful candidate will be furnished with detailed terms and conditions of employment before commencing work.

Recruitment of directors

Directorate positions may be advertised (at the discretion of the directors) or individuals approached directly.  In any case, the suitability of the proposed director must be checked via a search of disqualified persons, the declaration of qualification and checking of cv/references (including personal recommendations from existing directors if appropriate.)  The checking will be done by the company secretary, reporting to the MD.

Recruitment of staff

It is the organisation’s policy to recruit the most suitable person for each vacancy, regardless of sex, colour, race, nationality, national or ethnic origins, religion or beliefs, age, sexual orientation or disability.  However, it is essential that any appointment should not pose any threat to either any vulnerable persons with whom they might come into contact in the course of their duties, or to the integrity of the company.  To that end, these considerations take priority over issues of equality.

Prior to any post being advertised, a needs analysis will have been carried out under the direction of the MD and a person specification and job description produced based on the analysis.  A copy of these will be provided to all applicants. Flexible working is a key feature of MAEL’s workforce and every attempt is made to meet employee’s needs in this respect.  MAEL is an equal opportunity employer.  Vacant posts will be advertised in the press but this does not preclude officers of MAEL making a direct approach to potential employees.

If necessary, a long list of suitable applicants will be produced and from that a panel of at least two individuals, who would be eligible to serve on the interview panel, will derive a short list of those who most nearly meet the requirements, normally not more than 6 candidates.  Short-listed candidates will be offered a structured interview, with all candidates being treated equally.  Prior to the interview (which will be conducted by not less than 2 of the directors with additional independent members), candidates will be asked to provide evidence (if available) of health, satisfactory references, qualifications and/or current professional registration, the right (for non-EU citizens) to work in the UK as per the Immigration, Asylum and Nationality Act 2006 and DBS clearance if the post involves any contact with children.  If any of these checks were not completed within the last 2 years, they must be completed before a successful candidate is given a firm job offer of a permanent position.

Unsuccessful interviewees will be offered confidential feedback and the successful candidate will be furnished with detailed terms and conditions of employment before commencing work.

Procedure:

1. Vacancies may only be filled after a job description and a note detailing the reason for the vacancy plus a person specification has been notified to the MD and approval has been received. Where the job is to be advertised, the proposed advertisement must also be submitted to the MD for approval.
2. Copies of all advertisements/new job descriptions will be placed on internal notice board(s), (this includes the Intranet if available), together with a note informing existing staff that they are welcome to apply.
3. Staff concerned with staff recruitment must ensure that they comply fully with the organisation’s equal opportunities policy at every stage of the recruitment process. In accordance with the equal opportunities policy, reasonable adjustments will be made to accommodate the particular needs of any person who has notified the organisation that he or she has a disability within the meaning of the Equality Act 2010 at all stages of the recruitment process.
4. Unless otherwise justified (and with the specific approval of the board of directors), a decision to shortlist, interview, employ or engage the services of any person will be taken without regard to the applicant’s gender, marital status, race, colour, nationality, national or ethnic origins, religion or belief, sexual orientation, age, trade union membership or (unless justified) disability or because his or her name appears on a prohibited list (i.e. a list of known trade union activists).
5. All job applications will be acknowledged within two weeks of receipt.
6. External applicants who are invited to an interview will be sent an outline of the form of the interview (and other selection methods if used), and appropriate personnel (receptionist and all those who will be attending the interview) must be informed that they are expected to attend.  This information will also be available to internal candidates.
7. Where appropriate, skills tests may form part of the interview.
8. Applicants who are not shortlisted will be informed of this fact as soon as possible. The originals of documents provided by unsuccessful candidates (e.g. in support of their right to work in the UK) will be returned to them by secure means. This will be done by the line manager.
9. When a suitable candidate has been identified, a job offer will be made subject to satisfactory references, proof of qualifications and/or current professional registration, sight of relevant documentation confirming the individual’s right to work in the UK, provision of a Disclosure and Barring Service (DBS) disclosure (with a Barred List check) and a completed medical questionnaire.
10. Each offer letter must be accompanied by a statement of the terms and conditions of employment relating to that position and a form for the applicant to sign denoting acceptance of the job on those conditions.  This must include the Declaration of Qualification in the case of directors or senior officers.
11. In the case of internal promotions or transfers, the employee must be sent a letter confirming the variation to his or her terms and conditions eg salary and benefits. Details of the planned induction should also be sent with this letter, eg outlining any training and development, coaching or work shadowing.
12. Appointments will not be confirmed, nor starting dates set, until satisfactory replies have been received from referees, proof of qualifications submitted by the employee, the required DBS disclosures (with Barred List checks) applied for (if the post involves any contact with children), the medical questionnaire reviewed and documentation confirming the individual’s right to work in the UK seen and copied.
13. Once the starting date has been agreed, the line manager must be informed in order that the induction programme can be arranged and appropriate departments notified.
14. All appointments will be made subject to a satisfactory probationary period. New employees’ progress will be monitored closely by their supervisor during this period and they will be interviewed mid-probation at three months and then have a probation interview after six months’ employment. A recommendation should be discussed and agreed at the probation interview as to whether the employment should be confirmed, extended or terminated.

Document reviewed 12.03.2016