Recruitment and Selection of Workers and Volunteers to Work with Children

Procedure for the Safe Recruitment and Selection of Workers and Volunteers to Work with Children

Last Revised on 21-May-2025

Introduction

Best Practice in recruitment and selection is important in safeguarding the interests of children, staff and management of childcare services. Cork Unitarian Church has developed safe recruitment and selection policies and procedures to ensure clear processes and safe practices are in place to enable Cork Unitarian Church to take all reasonable steps to ensure that only suitable people are recruited to work within Cork Unitarian Church.

Purpose of Policy

The purpose of this policy is to provide a sound framework to ensure an effective and unbiased recruitment and selection process where the principles of probity, merit, best practice, fairness and transparency are applied in decision making regarding the appointment of candidates to positions in Cork Unitarian Church, while meeting the requirement of all relevant legislation.

Aim of this Policy

The aim of this policy is to outline Cork Unitarian Church recruitment and selection policy, process and procedures and to ensure that all those who are involved at any stage of the process are aware of their roles and responsibilities.

Scope of this Policy

This policy relates to the recruitment of all employees to Cork Unitarian Church.

The processes cover the period from when a request to recruit (Job Order) is created to the commencement of a new employee with Cork Unitarian Church.

Policy Statements – Recruitment

Staff will be recruited based on the requirements of the role, without bias on the grounds of the candidate’s Sex, Marital or Family status, Age, Disability, Sexual Orientation, Race or Membership of the Travelling Community.
Cork Unitarian Church will commence the recruitment and selection process to recruit candidates to identified vacant positions as soon as possible following the approval to fill the position.
A Recruitment Plan will be set out for each campaign in consultation with the Cork Unitarian Church Board of Directors during which the job description will be reviewed/developed for the position and this will define the functions of the role and the specific agreed terms and conditions pertaining to the role.
The closing date for receipt of applications will be set out in the advertisement and all applicants are required to submit applications within the timelines set.
All applications for a position will be assessed against the agreed eligibility criteria and essential criteria for the position advertised by using the information provided in the application documentation. Based on this assessment candidates will deemed eligible or not eligible for the campaign. Candidates may also be shortlisted for interview based on the criteria set down for the position. Applicants not shortlisted for interview will be notified in writing or verbally where appropriate.

Selection

The selection process will involve the relevant Hiring Manager/s from the are where the vacancy exists and other suitably qualified managers will assist. An independent Chairperson will be appointed by Cork Unitarian Church’s Board of Directors to oversee the interview process
No staff member, board member, service user or external person shall be involved in any aspect of the selection process where an immediate family/household member or anybody with whom they have a close relationship/friendship is an applicant.
The selection process will always involve an interview but may also include other suitable assessment or selection methods deemed appropriate.
Candidates will be notified of interviews at least seven working days in advance. Where possible, interview dates will be arranged prior to advertising and the dates included in the advertisement.
Prior to offering an external candidate a position within Cork Unitarian Church the required pre-employment documentation must be in place and appointment approved. This will include satisfactory references from their current and most recent employers.
All decisions made as to the suitability of a candidate as a result of any disclosures received will be done with a commitment to fairness. The decision making process will consider if the disclosure has a potential bearing on the suitability of the candidate for the position for which they have applied.
The successful candidate will be issued with a contract of employment which complies with the Terms of Employment (Information) Acts 1994 and 2001, and the Unfair Dismissals Acts 1997-2007. The contract will be signed by the appointee and a representative of Cork Unitarian Church.
Unsuccessful candidates will be notified in writing.
Candidates may request feedback from their interview. Such feedback will be given in consultation with Cork Unitarian Church using the interview assessment form as a basis for the discussion, a record of the session will be retained.
Review and complaints will be addressed through the processes outlined in the Cork Unitarian Church governance documents.
Cork Unitarian Church will ensure that all documentation relating to the recruitment process is filed in a manner that complies with the relevant Freedom of Information and Data Protection legislation.

Garda Vetting

All applicants will be informed as part of the selection process that it is the Cork Unitarian Church’s policy to carry out Garda Vetting on all successful candidates prior to final offer of employment.

A copy of a Garda vetting form from a potential employee/volunteer is not acceptable as the vetting is required to be carried out in the name of Cork Unitarian Church. Employees will be re-vetted during their employment in line with best practice and legislative requirements.

In the event of a disclosure on the candidate from the Garda Vetting Unit a designated representative from Cork Unitarian Church will carry out a risk assessment and make a decision on the suitability of the candidate for the position.

Procedures

All recruitment/employment actions that impact on WTE numbers and/or budget require Cork Unitarian Church Board of Directors approval.

Recruitment Plan and Campaign TimelinesRecruitment Plan and Campaign Timelines

A carefully structured recruitment plan maps out the strategy for attracting and hiring the best qualified candidate and helps to ensure a wide applicant pool.

While formulating the recruitment plan, all aspects of the campaign should be discussed and key dates planned early on in the process that will allow for easy scheduling and assignment of recruiting resources.

A well laid down Recruitment Plan will assist with scheduling and processing the campaign and will have impact on the decisions in hiring the right person for the job and reduce the cost of poor recruitment decision making.

Process for Preparing Job Specification

The Job Specification gives focus to the purpose of the post and the principal responsibilities. As many posts are recruited nationally there may be some stipulations in the Job Specification relevant to the role nationally. Reference should be made to most current Job Specifications saved to the Job Specification Folder on the shared file.

It is important that sufficient time is given to drafting the job specification in the recruitment planning stage. It is an important document and plays an important role in the recruitment, selection, induction and training of candidates. The Job Specification provides the employee with a detailed insight to the position and it provides the employer with an opportunity to list their expectations. Before the recruitment and selection process begins, time is required to create a Job Specification and all activities will emanate from this.

The Job Specification:

Provides the relevant criteria against which candidates may be measured throughout the selection process and which can be justified in accordance with relevant legislation.
Provides valuable information to ensure the selection techniques and tools are customised to reflect the requirements of the job.
Generates good quality information which will help assessors make better decisions.
The Job Specification is a means of identifying what the position needs to achieve but not the exact method by which the work is done.

The Job Specification will outline at a minimum:

Position information such as title, grade code and reporting relationship
A position summary, or statement, summarising the nature and purpose of the role
A list of the principal duties and responsibilities
Selection criteria (this is always essential and not desirable);
Links to other supporting information relevant to prospective candidates

Terms and conditions of employment are also included in the job description. This should include:

hours and days of work
salary range and method and frequency of pay
Whether job is temporary/permanent, job share etc
Annual leave
Length of service or probation period
Is transport a requirement for the role
Pension scheme
and any other relevant information with regard to the grade/organisation policy.

Using the Job Description for Recruitment and Selection

Applicants details are crosschecked with the criteria set down in the Job Specification.

Competency Interviews are based on the competencies set down in the Job Specification. They should be appropriate to the post.

Process for Advertising Positions for Recruitment

With regard to the potential vacancy to be filled, a decision should be made on the most appropriate method of advertising which will result in sufficient levels of interest from suitable candidates. This might include advertising the vacancy internally using the careers portal or externally using national press, appropriate websites, recruitment agencies, etc.

A decision may be made during the recruitment planning stage to advertise the position in the National Papers or relevant professional journals or websites.

Care should be taken to ensure that the wording of the advertisement does not deter any potential applicants or leave the organisation open to a claim of discrimination.

Care is taken to ensure the wording does not discriminate on any of the nine ground set down in equality legislation in a direct or indirect way.

Direct discrimination occurs if an employer treats a person less favourably in relation to employment on any of the nine grounds listed in the legislation. It is also illegal to direct someone to discriminate.

Indirect discrimination occurs where a practice or policy that is not essential for the job, or a requirement is hard to satisfy, has a disproportionate impact on a person or people by any of the nine grounds covered.

The medium used for advertising is set out in the Recruitment Plan and are appropriate to the requirements of the position.

In line with best practice generally internal positions are advertised and open for 2 weeks, positions advertised externally are open for 3 weeks. These timelines may be adjusted and left open for a longer period if advert is during the summer or Christmas season or if the applicant pool is considered small.

Process for Eligibility Sift/Short listing

The eligibility sift is the process whereby the applicants are assessed jointly by the Hiring Manager/Representative and a member of the Cork Unitarian Church Board of Directors against the agreed criteria set out in the Job Specification and relevant to the requirements of the position.

The decision is made on the basis of the information supplied by the applicant in their application form. The sift will eliminate applicants not eligible for the position who do not have the requirements set down for the position.

At least two persons are required to assess the applications to identify if applicants meet the eligibly criteria set down. Those who meet the eligibility criteria set down may be called to the next stage of the process. For large candidate pools a shortlisting exercise may be applied. Once the application deadline date closes, all members of the eligibility sift/shortlisting process will be given a full and complete set of the following:

Job specification
Eligibility Sift/Shortlisting Form setting out eligibility requirements
a complete application form for each applicant

The eligibility criteria will be based on the specific requirements of the job as outlined in the job specification. The criteria and short listing criteria or rating system is agreed on in advance of the meeting and applied consistently in respect of all applicants.

Those involved in this process will be fully briefed and equipped to properly discharge the duties of this role, having due regard to the requirements of Cork Unitarian Church under the Freedom of Information legislation. Once this exercise has been completed those involved should:

Agree on and record a final short list of candidates that have been assessed as being competitive on the ‘Eligibility Criteria/Shortlisting Form’ provided.
Note the candidates not shortlisted, along with provision of a short note on the short listing template provided.
Include in the shortlist those applicants about whom there is dispute if unanimity cannot be achieved for further discussion with the recruitment team.

When short-listing, board members should never:

Recommend for interview any applicant, whether internal or external, who does not meet the essential criteria. Make negative assumptions or decisions on the basis of perceived overqualification
Exclude candidates from further consideration for reasons that are not related to the selection criteria such as personal bias, age, disability, gender, race or any of the grounds listed in the Employment Equality Act, 1998 and 2004. Note the religion might be a valid exception for certain job roles.

Cork Unitarian Church as part of this process will:

Prepare the eligibility/shortlisting criteria form in line with set criteria
Attend eligibility/shortlisting meeting with the hiring manager/delegate
Write out to successful candidates and invite them to interview as per schedule
Write out to unsuccessful candidates and inform them of decision as to why they were not deemed eligible/not to shortlist and reason

All documentation required for this process is saved to the campaign folder. All documentation generated in this process is filed on the competition file for reference

Process for Interview and Selection

The Interview Board will be appointed by the Cork Unitarian Church Board of Directors.

An interview schedule will be set out and saved to the campaign folder. Successful candidates will be contacted by email and invited to attend for an interview on the notified date/time. Candidates will normally be given at least 7 days’ notice of interview. The timescale may be reduced in exceptional circumstances. Ideally the interview date will be set out on the Campaign Timelines Form and notified to the candidate at application stage (noted on Job Specification).

Candidates for interview will be notified that they are required to produce a form of recent photographic identification e.g. driver licence, passport or student ID. On invitation to interview the interview board is disclosed to the candidate.

Interview schedule will be drafted when all candidates are confirmed and a copy will be provided to the Interview Board in the Interview Pack prepared for the campaign.

The Interview Pack will contain a letter to each board member with names and contact details of the interview dates and times along with the following items:

Job Specification
Application Form for each candidate
Interview Schedule
Interview Board Member Guidelines
Interview Board Members Declaration Form
Note taking sheets
Candidate Interview Marking Sheets
Recommendation Sheet/ Do not qualify sheet
Competency/Key Performance Indicators
and any other relevant documentation that additional assessments may generate

The member of the recruitment team will:

Book an appropriate meeting room for interviews
Organise catering and set up the board room for interviews providing water and glasses for board members and candidates throughout the process
Contact/meet with the interview board members in advance of the interviews and go through the Interview Board Meeting Checklist.
Check in with the Board throughout the day to assist with any requests or requirements they may have.
Meet with the board/chairperson at the end of the campaign to check over paperwork and signatures and note any comments/issues or enquiries the board may raise.
Notes should be made on any issues that arise and discussed with the Recruitment Officer.

Results of Interview

All Candidates will be notified of the result of their interview at the earliest possible date after the interview. The recommendation of the interview board does not constitute a job offer as it is only one stage of the selection process. This selection process continues after the interview and includes clearance checks such as references, Garda/police clearance, and occupational health, validation of qualifications and experience and provision of any other relevant documentation required for appointment.

The interview board’s decision on which candidates are the most suitable for the position does not constitute a job offer. Final offer is made following pre-employment screening.

Competency Based Applications and Interviews

Competency Based Application

A Competency Based Application requires the candidate to describe some of their personal achievements to date that demonstrate certain competencies (necessary skills and qualities) required for the position they are applying for (e.g. Communication Skills,

Planning and Managing Resources etc). It is a requirement of application that all question areas are completed within the word count set down and candidates will be questioned on all areas at interview.

For each competency, the candidate is given a description of a skill or quality. They are then asked to describe a situation, from their own experience, which you think is the best example of what they have done which demonstrates this skill or quality.

The information presented in this part of the application may form part of the shortlisting process, and may also be used to help structure the interview. Shortlisting may apply based on the information provided in the application form. This means that the eligibility/shortlisting board will rank and shortlist applicants based on information put forward in the supplementary questions section of the application form.

For each example applicants are asked to include the following:

(a) the nature of the task, problem or objective;

(b) what they actually did and how you demonstrated the skill or quality (and, where appropriate, the date you demonstrated it)

Candidates are asked not to use the same example to illustrate their answer to more than two skill areas.

The interview board may seek additional examples of where the applicant demonstrated the skills required for this post.

Candidates are notified of these requirements in the application pack.

Competency Based Interviews

All interviews conducted in the recruitment and selection phase are competency based. Interviewers ask candidates to provide actual work samples on application and at the interview stage which demonstrate their experience and skills in the competency area selected.

Details on competency based interviews are set out in the Interview Board Members Guidelines. The candidate receives a candidate information pack which outlines the process and helps the candidate prepare for the interview.

Pre-employment Screening Procedure

The following pre-employment checks are carried out for all positions within Cork Unitarian Church as part of the screening procedures:

References from current and most recent employer
Relevant documentation including qualifications, validation (where applicable)
Professional Registration (CORU or NMBI for example)
Copy of passport
Marriage certificate (if applicable)
Valid work permit (if applicable)
Occupational Health Clearance
Garda Clearance (which may include foreign police clearance)

The conduct of these checks usually forms the final stage in the assessment of candidates who have been successful at all other stages of the process and will be offered a job in accordance with their order of merit on a panel. It is important that candidates, when offered a position, are informed that these final checks that will be carried out and are made aware that any job offer will be dependent on the agency being fully satisfied with the outcome of additional validation of information that it considers necessary for the performance of the job.

References

As part of the application process candidates are requested to provide three professional referees, including their current employer who, in relation to social work/care posts, must have a professional relationship to the candidate. In addition, candidates are advised that Cork Unitarian Church retains the right to contact all previous employers as part of the pre-employment screening process.

The candidate is advised that “Cork Unitarian Church reserves the right to remove candidates from specific recruitment panels and retract job offers if satisfactory clearances (e.g. past/current employment references, security clearances) cannot be obtained or are unsatisfactory.”

Cork Unitarian Church reserves the right to seek both written and verbal references from current and previous employers, educational institutions or any other organisations with which the candidate has been associated. Cork Unitarian Church also reserves the right to determine the merit, appropriateness and relevance of such references and referees.

A full and comprehensive suite of professional references are obtained to assure Cork Unitarian Church that the applicant’s past performance and behaviours are appropriate to the post.

In line with Children’s First Guidelines candidates who are screened for positions that have direct contact with children and families will have their suitability for the role screened. At least one referee should have firsthand knowledge of the applicant’s previous work or contact with children. Referees will be asked if the candidate is considered suitable by them to work with children on the reference they provide.

The suite of references must include the candidate’s current Line Manager/Supervisor or employer.

A professional reference is understood to be from a person in a direct clinical/professional supervisory role to the candidate.

An ‘Employment Reference Form’ is completed by a member of the recruit team during the telephone conversation with the referee in relation to the candidate including professional ability. The completed form is then emailed to the referee for confirmation before being considered either satisfactory or unsatisfactory. The Form may also be e-mailed or posted out to a referee.

Consideration is given, inter alia, to:

Referee marks one or more skills/competencies as unsatisfactory
Referee indicates he/she would not reemploy the person or recommend the person for employment
Referee does not deem the candidate suitable for working with Cork Unitarian Church
Referee states negative comments about the person
Referee refuses/fails to supply a reference
Candidate does not wish to have a particular referee contacted.

In the event that a reference is not considered satisfactory, an evaluation is carried out by the Recruitment Team with the referee and other relevant persons to establish facts and to document findings and available information. In some instances the Hiring Manager is contacted to discuss any issues about the candidate and the possible consequences for the particular post. A letter also issues to the candidate advising them of the situation that has arisen

in relation to the difficulty in securing a complete suite of references to reflect their employment history. They are requested to provide any additional relevant information to be considered by Cork Unitarian Church prior to a final decision being made as to whether or not their appointment can proceed.

Based on all the available information the candidate’s file is then jointly discussed by the Recruitment Team responsible for making a recommendation in relation to proceeding with ‘the appointment to post’ or ‘the withdrawal of the job offer’. Cork Unitarian Church advised that it has encountered situations where a candidate has provided satisfactory employer references in respect of some of their career to date but Cork Unitarian Church has been unable to secure relevant satisfactory references in respect of other stages in their career that are deemed relevant, for example where a referee has refused to provide a reference. While reaching a decision in these situations can be particularly challenging, Cork Unitarian Church policy is that these decisions are arrived at collectively by the relevant Managers, taking account of all available information, and the decision is ultimately informed by the risk associated with placing a potentially unsuitable candidate into the post in question. A record of any discussions and the final decision are documented and signed off by the Managers. The candidate will be made aware of the decision and may be asked to put forward a written account on the findings which will be reviewed within a 7-10 day period following notification. If a decision is made not to proceed with an appointment the candidate is informed by letter that the job offer is being withdrawn as the Agency has been unable to obtain satisfactory references. They are advised that they are now being removed from the panel and therefore will receive no further job offers from this panel.

Qualifications and other Documentation

At the application stage candidates are required to provide details of their qualifications and eligibility criteria for the post being advertised including relevant experience and courses undertaken. Candidates are advised that any credit given at interview, in respect of claims to qualifications, training and experience is provisional and is subject to verification. They are informed that the recommendation of the interview board is liable to revision if the claimed qualification, training or experience is not proven. Following their acceptance of the ‘recommendation to proceed’ to the clearances stage of the process, candidates are requested to submit documentation to Cork Unitarian Church.

Agency including original qualifications, validation (if applicable). The candidate will also be required to submit a copy of passport, marriage certificate (if applicable), and valid work permit (if applicable).

Pre-Employment Health Assessment

Prior to the job offer being made candidates must complete a pre-placement Health Declaration Form with regard to their health status in order to determine their fitness to carry out the duties of the post and to assist Cork Unitarian Church in meeting its obligations under the Safety, Health & Welfare at Work Act 2005. The information provided is reviewed by Cork Unitarian Church. In some instances it may be necessary for the candidate to undergo a medical assessment.

Garda and Police Clearance

It is Cork Unitarian Church’s policy to carry out Garda vetting on all new employees. New employees may not commence employment until the outcome of final Garda/Police Clearance Checks are in place. Candidates are advised on application that Cork Unitarian Church will seek Garda Vetting for all their residences in the Republic of Ireland and Northern Ireland. Providing international security clearances from other countries, where residency was for more than six months, are the responsibility of the candidate. All applicants are required to provide valid identification and complete a Garda Vetting Form disclosing all convictions received which is then sent to the Tusla Central Vetting Bureau for processing.

If a particular issue is raised about a candidate following the Garda vetting, Cork Unitarian Church completes a risk assessment in relation to the possible impact of this issue on the job in question and whether the candidate’s conviction may have any adverse consequences.

This is a matter for discussion among Senior Recruitment Management and may require further consultation with the Hiring Manager before a decision is made on whether to proceed with an appointment.

Creation of Panels

For some competitions a panel of successful candidates may be formed as a result of the interviews. Candidates who obtain a place on the panel and who fulfil the conditions of the selection process may, within the life of the panel, be considered for subsequent approved vacancies. The candidate who obtains first place on the panel will be the first candidate considered for a position, subject to satisfactory clearances, and so on in order of merit. A panel is typically live for one year. The panel may be reviewed at the end of the year and the life of the panel extended to a maximum of three years following consultation with the hiring manager and HR Senior Management.

Internal Applicants

Where applicants move internally within the agency to a new job role it may not be necessary to undertake all of the above employment checks again. The Recruitment Team will request to retrieve the current personal file and will confirm that the right to work and any professional registration is up to date. Where the new role requires additional qualifications, these must be seen and copied by the recruitment team. A reference will be obtained from the current line manager. Sick Leave Record may be checked for a four year period. Occupational Health screening will only be required where the role involves a significant change of duties. If a current Garda Clearance is not on file one may be sought, however, this would not delay the internal appointment process.

The Recruitment Officer will check that all screening is complete and sign off on the checklist before the final offer of employment is made to the candidate. A Contract of Employment is then drafted and issued.

Contract of Employment

A contract of employment is drafted on agreement of a start date. A contract of indefinite duration is issued for all permanent positions and a specified purpose contract is issued for all temporary employment. Other contracts of employment may need exploration if a candidate is appointed alternatively to above.