Understanding the Recruitment Process

Every business that engages individuals, whether employed or self-employed, is required by law to follow ‘Good HR Practices’ in order to demonstrate a fair hiring process and that employment/engagement guidelines are followed.

We have outlined the 10 core processes which cover the general recruitment cycle. If your business follows these processes then you are on the way to having a ‘Good HR Practice’. If your business does not have the tools to follow these 10 processes, then ComTracker can assist you in overcoming these issues and help your company stay compliant.

1. Invitation

The Equality Act of 2010 states that all applicants for a job must be treated equally. To ensure your business complies with this act, your systems should offer all applicants full transparency of their application process. ComTracker facilitates this process by allowing each applicant to sign into an account created on your HR portal where they’ll also be able to instantly provide supporting information such as CV’s, Right to Work documentation, d complete online interviews and track the applicant's progress.

2. CV Registration

The key document in any recruitment process is the applicant's CV. To gather and collate CV information can be onerous to any business and streamlining this process benefits all parties involved. Registering a CV through the ComTracker portal has been specifically designed to consolidate key CV criteria so your selection process can be both accelerated and simplified. ComTracker also allows for supporting documentation, such as qualifications, to be uploaded instantaneously, further streamlining this process.

3. Right to Work

Before proceeding with any applicant, it is best practice to first check they meet the UK Right to Live and Work criteria. ComTracker provides all applicants with an online compliance questionnaire which collates, tracks and reports on each applicant's progress, and once complete, confirms the applicant's UK compliance status. The types of compliance checks covered in this process include passports, visas, National Insurance (NINo), Unique Taxpayer Reference (UTR), Disclosure Barring Service (DBS), accreditations, insurance policies and other mandatory licences. In addition to tracking the data, the applicant can upload supporting documentation which you can view and verify before allowing them to proceed to the next step.

4. Interviewing

When assessing applicants for a new position it is imperative that all applicants follow the same procedure to ensure your recruiting compliance is met. ComTracker offers it’s clients the facility to create standardised interview templates which can be bespoked by department and genre. These online templates can then be easily assigned to applicants, completed online and their responses marked for comparison, making the process of shortlisting the applicant list effortless.

5. Shortlisting

Shortlisting is the process of eliminating certain applicants from the interviewing process. Once you have shortlisted your applicants it is important for you to inform all parties of your decision and keep records of these communications. These records will become essential in the event of any future legal proceedings brought upon you should applicants feel unfairly treated. ComTracker allows you to simply upload standard letters to these parties informing them of their status, and acts as a permanent record of this action.

It is also advised that shortlisted applicants coming to your offices for face to face interviews bring their compliance documentation for verification.

6. Verification

Collating an individual's Right to Live and Work in the UK information is one of the three responsibilities you have to adhere to to fulfil UK Compliance regulations. The other two responsibilities are Verification and Tracking thereof.

Once you’ve collected the data, you are responsible for verifying that this information is genuine. This process can sometimes be laborious and doing it manually can lead to human error. ComTracker offers it’s clients a simple verification tool which is directly linked to the questionnaire completed by the applicant. Using this method significantly reduces human error, is highly auditable and offers accountability and transparency to all parties.

7. Assignments

Once you have chosen the right applicant for the job, you are now required to issue said applicant with an assignment and terms of the engagement outlining their roles and responsibilities, remuneration package and general terms of the assignment. Many companies use different assignment content for different roles and/or different departments. These templates may also go through a number of iterations as your business moves forward. It is imperative that your team is issuing the right content to the right applicant to avoid any future discrepancies.

The ComTracker ‘Documentation Management’ tool provides our clients with the ability to set company wide standardised document content which contain dynamic fields which can be instantly bespoked in a “mail merge” fashion to any applicants data.

8. Documentation

Throughout this compliance section you will have noticed many references to documentation. Keeping confidential and secure records of your recruitment and HR processes is vital should you ever have to face an audit, tribunal or other legal proceeding. These documents should be kept as a permanent record and, where appropriate, should be made available to approved parties.

ComTracker helps keep documentation secure and is accessible 24/7 from any web enabled device.

9. Tracking

It is a legal requirement to track applicants data to ensure they remain compliant and prevent your business from potentially being issued with a civil penalty of up to £20,000 per illegal worker should an investigation take place. ComTracker helps prevent these penalties by alerting you at 90, 30 and 7 days prior to when a compliance status is due to change, giving you and each applicant plenty of notice to update the relevant information to ensure your business remains compliant.

10. Termination

When an assignment of employment is terminated you are required to record all of the relevant details. ComTracker allows you to record the necessary information including reasons why employment was terminated, notice period, final pay, any deductions, termination of any vehicles, business equipment/property etc.

Termination of Tier 2 or Student migrant workers
If the employee being terminated applies for their settlement visa, part of their settlement visa process is that they are required to provide original evidence of their income and tax deductions. If the Home Office caseworkers inspects their P60s and payslips and they are not in line with the visa pay guidelines, your organisation could be investigated and legal action taken against the organisation.

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