HORIZONS (Plymuth) Hrizns Children s Sailing Charity Recruitment Prcedures
Hrizns Plymuth Recruitment Prcedures Recruitment Prcedures... 1 1. Trustee Appintment Prcedure... 1 2. New Staff Recruitment Prcedure... 2 3. Plicy Statement n the Recruitment f Ex-Offenders... 3 4. Vlunteer Applicatin Prcedure... 3 5. Inductin Prcess fr all new applicants... 5 6. Disclsure and Barring Service Prcedures... 6 7. Disciplinary Prcedures... 9 Date f Last Review: January 2018 Review Perid: Annually 0 12 January 2018
Hrizns Plymuth 1. Trustee Appintment Prcedure Recruitment Prcedures Guidance n the recruitment and appintment f Trustees Hrizns is frtunate t have many vlunteers. Mst peple give their help n the water and t assist at sailing sessins. Hwever we als have a bard f vlunteer Trustees. Hrizns is a Registered Charity. The Bard f Trustees are respnsible fr the cnduct f the rganisatin, ensuring that it perates in accrdance with its Memrandum and Articles f Assciatin and that all the funds received by Hrizns are used exclusively fr the achievement f its stated bjectives. The Trustees are respnsible fr ensuring the crrect management f a budget f ver 100,000 a year. We emply three staff in the Management Team and must prvide fr the safety and cmfrt f children, yung peple and vlunteers while n the water. The Trustees take these respnsibilities seriusly. Trustees meet as a Bard every 4 t 6 weeks and typically carry ut wrk in between meetings as well. As well as being respnsible fr the mst efficient and effective peratin n the water, the Bard f Trustees will als review its wn fitness fr purpse every 3 years and as and when vacancies arise. This review prcess includes a skills audit and will begin in 2017. In carrying ut a review the bard will cnsider: Hw we culd fill gaps in skills r experience by: Building n the skills f ur existing Trustees Training ur existing Trustees Wrking r sharing expertise with ther charities Recruiting new Trustees t meet specific skills gaps Hw we culd maintain r develp ur diversity by cnsidering factrs such as: Age Race Gender Educatinal backgrund and prfessinal qualificatins The appintment f new Trustees is by fellw Trustees: Frm time t time the Trustees will recgnise the need fr new/additinal skills n the Bard r the need fr a specific requirement. This may be thrugh cnducting a skills audit, thrugh a vacancy arising r thrugh a material change in the business f the charity. When the need t appint a new Trustee t the Bard is identified, it will be the respnsibility f the Bard t fulfil that need. The duties f Trustees are enshrined in law and nt t be taken lightly. The Bard must be cnfident that a ptential candidate can nt nly meet specific requirements but als be able t carry the respnsibilities and maintain the gd reputatin f Hrizns. Ptential candidates will be invited t cnsider a psitin as a Trustee. The recruitment prcess will include the fllwing: An invitatin t discuss the aims f Hrizns and hw they may assist us t meet thse aims A reminder that there is a vetting prcess An invitatin t meet the Management Team and witness the sailing peratin T read the Memrandum and Articles f Assciatin T attend at least 2 Bard meetings Any ther specific requirement that may be identified DBS Check carried ut, and results prcessed Where there is mutual agreement t make an appintment, there is a requirement within the Memrandum f Articles fr the appintment t be vted n by members at the next Annual General Meeting. If anyne is interested in becming a trustee: Please have a lk at the fllwing: Memrandum and Articles f Assciatin fr Hrizns The Essential Trustee: What yu need t knw; What yu need t d. (A gvernment dcument giving general advice n the rle and respnsibility f trustees) Trustee vacancies will be psted n the Hrizns website. Please feel free t discuss yur interest with ne f the trustees. 1 12 January 2018
Hrizns Plymuth 2. New Staff Recruitment Prcedure Ntes Recruitment Prcedures 1. Trustees agree requirement fr new member f staff, in cnsultatin with Hrizns Management Team (HMT) 2. Draft Jb Descriptin and Persn Specificatin prepared by HMT 3. Jb Descriptin and Persn Specificatin apprved by Trustees 4. Trustees apprve budget/timescale and appint Recruitment Task Grup. (RTG = member f staff + Trustee) 5. Pst advertised, requesting CV and Cvering Letter 6. RTG review applicatins and send Jb Descriptin and Persn Specificatin t applicants wh appear t meet requirements 7. RTG shrtlist applicants and arrange interviews in Plymuth 8. Interview cnsists f: a) Intrductin t Hrizns b) Time n the water, preferably integrated with a scheduled activity with a typical target grup c) Frmal Interview t assess fit t Persn Specificatin 9. Take up references n preferred candidate 10. DBS Check carried ut, and results prcessed 11. RTG recmmend suitable candidate t Trustees 12. If Trustees agree, candidate ffered pst and draft cntract issued 13. If candidate declines, cnsider ther candidates r re-advertise pst Reimbursement fr travelling expenses t Plymuth will be standard class return rail fare and vernight stay if necessary It is imprtant t be able t mve quickly and make decisins t avid risk f lsing a suitable candidate. Hence cnsultatin between RTG and Trustees will be by email / phne call i.e. it is nt required t hld frmal meetings f either HMT r Trustees t cmplete the recruitment prcess This dcument is a wrking dcument and is therefre reviewed and updated n a regular basis. Updates will reflect changes in: industry Best Practice, Hrizns Risk Assessments, legislatin r guidance frm regulatry bdies. This dcument will be reviewed annually as a minimum 2 12 January 2018
Hrizns Plymuth 3. Plicy Statement n the Recruitment f Ex-Offenders Recruitment Prcedures As an rganisatin using criminal recrd checks prcessed thrugh the Disclsure and Barring Service (DBS) t assess applicants suitability fr psitins which are included in the Rehabilitatin f Offenders Act 1974 (Exceptins) Order, Hrizns (Plymuth) cmplies fully with the DBS Cde f Practice and undertakes t treat all applicants fairly. Hrizns (Plymuth) makes this plicy n the recruitment f ex-ffenders available t all DBS applicants at the utset f the recruitment prcess. Every subject f a criminal recrd check submitted t the DBS is made aware f the existence f the Cde f Practice and a cpy is made available n request. An applicatin fr a criminal recrd check is nly submitted t the DBS after a thrugh risk assessment has indicated that it is bth prprtinate and relevant t the psitin cncerned. Fr thse psitins where a criminal recrd check is identified as necessary, all applicatin frms, jb adverts and recruitment briefs will cntain a statement that an applicatin fr a DBS certificate will be submitted in the event f the individual being ffered the psitin. Hrizns (Plymuth) aims t ensure that all present and ptential participants, members, vlunteers and staff are treated fairly and n an equal basis, irrespective f their sex, age, disability, race, religin r belief, sexual rientatin, pregnancy and maternity, marriage and civil partnership, gender reassignment, scial status r ffending backgrund. Hrizns (Plymuth) actively prmtes equality f pprtunity fr all with the right mix f talent, skills and ptential, welcmes applicatins frm a wide range f candidates and selects all candidates based n their skills, qualificatins and experience. Hrizns (Plymuth) undertake nt t discriminate unfairly against any subject f a criminal recrd check n the basis f a cnvictin r ther infrmatin revealed. Hrizns (Plymuth) can nly ask an individual t prvide details f cnvictins and cautins that Hrizns (Plymuth) is legally entitled t knw abut. Where a DBS certificate at either Standard r Enhanced level can legally be requested (where the psitin is ne that is included in the Rehabilitatin f Offenders Act 1974 (Exceptins) Order 1975 as amended, and where apprpriate Plice Act Regulatins as amended), (Hrizns (Plymuth) can nly ask an individual abut cnvictins and cautins that are nt prtected and will be disclsed n the DBS certificate. Hrizns (Plymuth) ensures that all thse wh are invlved in the recruitment prcess have received apprpriate guidance and training n the relevant legislatin relating t the emplyment f ex-ffenders, e.g. the Rehabilitatin f Offenders Act 1974, and are aware that they can seek guidance frm the RYA if required. Hrizns (Plymuth) ensures that an pen and measured discussin takes place with the individual seeking the psitin n the subject f any ffences r ther matter that might be relevant, including any matter revealed n a DBS certificate, befre withdrawing a cnditinal ffer f emplyment. Failure t reveal infrmatin that is directly relevant t the psitin sught culd lead t withdrawal f an ffer f emplyment. 4. Vlunteer Applicatin Prcedure Stage 1 1. Make an initial enquiry Telephne: 01752 605800 Email:hrizns.plymuth@netel.net 2. Arrange a date fr an infrmal intrductin t Hrizns t take part in an n water sessin 3. On water sessin Jin us fr a sessin t get a feel fr the rganisatin 4. Make a decisin a) Yu want t jin as a vlunteer: Cntinue t Stage 2 b) Decide it s nt fr yu: Suggest ther rles within Hrizns that might be mre apprpriate i.e. a shre based rle Referral t the lcal Vlunteer Centre If yu wish t cntinue yur applicatin cntinue t Stage 2 3 12 January 2018
Hrizns Plymuth Stage 2 Stage 3 Recruitment Prcedures 1. Frmal interview Invited t a frmal interview Yu will be given any necessary infrmatin Cpies f relevant qualificatins will need t be presented If applying fr an n water rle details f relevant tidal experience will be discussed 2. Outcme f frmal interview a) Successful interview Hrizns will aim t cntact yur tw references within a mnth If references are apprpriate the applicatin will be prgressed t Stage 3 b) Unsuccessful applicatin Referral t the lcal Vlunteer Centre 1. Inductin Prcess See Sectin 4 4 12 January 2018
Hrizns Plymuth 5. Inductin Prcess fr all new applicants Recruitment Prcedures This Inductin prcess takes yu frm a successful applicatin t actively taking part in Hrizns activities. There is n set time frame fr this prcess. It culd take lnger with vlunteers than it culd with a new member f staff. The experience f the candidate culd dictate the inductin prcess t sme extent; hwever these are the generic steps fr all candidates. The steps are laid ut in a lgical rder, which shuld be fllwed. Intrductin Intrductin t Hrizns persnnel Site tur Check all necessary frms have been cmpleted Applicatin and Self-Disclsure Equal Opprtunities DBS Check results checked as per Flw Chart in Sectin 6 Vlunteer Agreement Familiarisatin with Operatinal Prcedures and Plicies On water rles Sign the Master Cpy Intrductin t craft and perating areas Shre based rles Familiarisatin training with a suitably experienced persn Agree a training / develpment prgramme if required (e.g. tidal endrsements) Familiarisatin with shre based rle during club sessins Including maintenance r fundraising etc.: Mini-bus Drivers Results f DBS Check Agree rle with Business Manager / Operatins Manager Agree apprpriate supervisin plan Discuss relevant prcedures Check qualificatins Familiarisatin / bservatin trip Outline respnsibilities assciated t the Sectin 19 Minibus permit At sme pint during the inductin prcess yur DBS results will need t be reviewed The results f the DBS check will be sent directly t yu Yu must bring yur DBS Certificate int the ffice Hrizns will review the DBS check: a) If all clear yu can then wrk in an unsupervised capacity if relevant (i.e 1 t 1 in a Pic) b) Issue date and number taken c) If an issue is highlighted Hrizns will carry ut a Risk Assessment Yu will be invited t a Risk Assessment interview Yu will then be infrmed f the utcme f the interview: Psitive utcme: cmplete the applicatin prcess Negative utcme: referral the lcal Vlunteer Centre 5 12 January 2018
Hrizns Plymuth 6. Disclsure and Barring Service Prcedures The Disclsure and Barring Service (DBS) is an agency f the Hme Office. Recruitment Prcedures The DBS is respnsible fr maintaining the lists f peple barred frm wrking either with children r with adults (the Barred Lists ), making barring decisins and issuing Criminal Recrds Disclsures. A ne ff visitr (e.g. a Supprt Wrker wh attends with a yung persn) will be asked t fill in a Self- Declaratin, but may then be asked t cmplete a Disclsure if they becme a regular visitr/attendee. Hrizns will ask all staff, trustees and vlunteers t apply fr Disclsures. Althugh it is nt currently a statutry requirement, it has becme accepted gd practice. In the event f an incident invlving a child r vulnerable persn, a failure t check that thse in relevant rles are suitable t wrk with the vulnerable grup may strengthen a claim against the rganisatin. It is a criminal ffence under the Safeguarding Vulnerable Grups Act 2006: fr a Barred individual t wrk in Regulated Activity (see belw) fr an rganisatin t knwingly allw smene wh has been Barred t wrk in Regulated Activity fr an rganisatin t fail t make a referral t the DBS if they have dismissed smene frm Regulated Activity fr harming r psing a risk f harm t a vulnerable persn. Only applicants fr psts cvered by the Rehabilitatin f Offenders Act (Exceptins) Order, such as thse in psitins f trust invlving clse and regular cntact with vulnerable grups, can be asked t apply fr a Disclsure. A criminal recrd will nly be taken int accunt when it is relevant and will nt necessarily be a bar t emplyment r vlunteering. The Disclsure is nly ne part f ur recruitment prcess. Hrizns will als ask applicants t prvide infrmatin abut their previus experience, check their qualificatins where relevant, take up references and explre their attitudes t children and yung peple r vulnerable adults. Levels f Disclsure: (Hrizns will request an Enhanced DBS check with Barred List check). Standard DBS check checks the Plice Natinal Cmputer fr spent and unspent cnvictins, cautins, reprimands and warnings. Nrmally used fr psitins f trust in the financial sectr etc. Des nt disclse the full range f infrmatin that may be relevant fr wrk with vulnerable grups. Enhanced DBS check checks the PNC as abve, and prvides ther relevant infrmatin disclsed at the discretin f the Chief Plice Officer(s). Can be requested where the individual s rle invlves clse and regular cntact with a vulnerable grup but des nt fall within the definitin f Regulated Activity, fr example because it is supervised. Enhanced DBS check with Barred List check as fr Enhanced, and additinally checks that the individual has nt been Barred frm wrking with the relevant grup(s) children, adults r bth. A Barred List check can nly be requested if the persn s rle invlves Regulated Activity. Definitins (there are ther definitins but they d nt apply t the sprt and recreatin sectr): Regulated Activity with children and yung peple aged under 18, is defined as: Unsupervised activities: teach, train, instruct, care fr r supervise children, r prvide advice/guidance n well-being if dne frequently r intensively this means at least nce a week, r fur times in a 30 day perid, r vernight. Day-t-day management r supervisin f individuals carrying ut wrk which wuld be Regulated Activity if unsupervised. Definitin f Supervised : there must be supervisin by a persn wh is in Regulated Activity and has been checked; the supervisin must be regular and day t day; and the supervisin must be reasnable in all the circumstances t ensure the prtectin f children. Relevant factrs will include the number f wrkers being supervised, the physical envirnment, the ages f the children, the rati f adults t children, any additinal vulnerabilities the children may have. The nly definitins f Regulated Activity with adults that apply t sailing and bating activities are: Prviding persnal care t adults (des nt have t be frequent r regular, can be supervised r unsupervised) Day-t-day management r supervisin f individuals carrying ut Regulated Activity. 6 12 January 2018
Hrizns Plymuth DBS Applicatin Prcess Recruitment Prcedures Hrizns will ask individuals t apply fr an Enhanced check with Barred List check, which will be dne free f charge thrugh the RYA which is a DBS Registered Umbrella Bdy: Hrizns will have a designated DBS cntact wh will manage the DBS prcess. This will include signing the agreement with the RYA, wh will act as the Umbrella Bdy. The RYA will prvide a supply f DBS applicatin frms. During the recruitment prcedure Hrizns will make it clear t applicants that if selected they will be required t apply fr a check, and at what level. Hrizns will make sure that any jb ffer r ffer f a vluntary pst is subject t satisfactry references and Disclsure/Barred List check. If the applicant is already registered with the DBS Update Service and their existing Disclsure is fr the same wrkfrce (Children, Adults r bth), future emplyers r vluntary rganisatins can ask t see their Certificate and cnfirm nline whether it is still current. The applicant will nt have t apply fr a further check unless the new rle is fr a different wrkfrce, r the update indicates that new infrmatin has been added since the Certificate was issued. Subscriptin t this service must be renewed annually. It is free fr vlunteers and csts 13 per year fr paid staff. If the applicant has nt jined the DBS Update Service, Hrizns will give them a DBS applicatin frm. Applicants will be asked t read the instructins n the frnt page befre starting t cmplete the frm. Hrizns will make individuals aware f the plicy n the recruitment f ex- ffenders and make the DBS Cde f Practice and the plicy n the secure handling f Disclsure infrmatin available n request. The applicant will cmplete and sign the frm and return it t the designated persn, tgether with their identity dcuments. Acting n the RYA s behalf, the designated persn will check the applicant s identity dcuments and cmpletes Sectins W and X and the bxes marked Registered bdy use nly. A recrd will be kept f the applicant s Frm Reference number this is n the frnt page f the frm in the tp right crner next t the bar cde and their date f birth. The frm is sent t the RYA fr cunter-signature. If the applicatin is fr a paid pst, a payment f 44 is required. The RYA checks, cunter-signs and frwards the frm t the DBS. The DBS carries ut the apprpriate checks and issues a Disclsure Certificate t the applicant. The Designated persn can check nline whether the Certificate has been issued. The RYA des nt receive a cpy f the Certificate. Applicants will be asked t shw the designated persn their Certificate. If they are unwilling t d s, they will be ffered the ptin f sending it t the RYA Safeguarding Manager wh will nly disclse infrmatin the RYA cnsiders t be relevant t the rle. Hrizns will handle DBS Certificates in line the RYA Guidance flw chart belw. Based n all the available infrmatin, and having discussed any cncerns with the applicant, Hrizns will make a final decisin n whether t cnfirm the appintment. The RYA is nt respnsible fr the decisin t appint r fr any cnsequences arising frm that appintment. If the Disclsure reveals that an applicant is barred frm wrking with children, r has relevant cnvictins, the RYA may need t take actin in relatin t any RYA qualificatins that enable the individual t teach, train r supervise children. DBS Infrmatin will be handled in line with Hrizns Data Prtectin Plicy. The Designated DBS Cntact will fllw the RYA Guide t cmpleting and checking the DBS applicatin frm. 7 12 January 2018
Hrizns Plymuth Recruitment Prcedures RYA Guidance n Handling DBS certificates 8 12 January 2018
Hrizns Plymuth 7. Disciplinary Prcedures Recruitment Prcedures The aim f the Disciplinary plicy is t help an individual t imprve their perfrmance, cnduct r attitudes where these are giving cause fr cncern. Emplyees and vlunteers will be given pprtunities t effect the necessary imprvements with the assistance f training and cunselling as deemed necessary. In mst cases, when minr lapses ccur, it is pssible t discuss the matter and vercme any difficulty with help and guidance. In these situatins it is believed that it is mre imprtant t understand what has led t the situatin and reestablish c-peratin and understanding t prevent a recurrence rather than resrting t frmal disciplinary actin. Hwever emplyees and vlunteers will be liable t disciplinary actin fr: Unsatisfactry wrk perfrmance cntinuing unsatisfactry perfrmance f wrk (quality, quantity r accuracy belw accepted standards) Unsatisfactry behaviur Miscnduct r negligence Pr time keeping Unacceptable absence Persistence wilful absenteeism Damage t Hrizns prperty Any intentinal act f racism / discriminatin Wilful nn-cmpliance f H&S rules Time wasting Use f ful r blasphemus language Unacceptable persnal behaviur Failure t fllw Hrizns accunting prcedures Negligence resulting in minr lss r injury Failure t cmply with a specific instructin Irrespnsibility r imprpriety in relatin t the emplyees / vlunteers activities, whether r nt in wrking hurs, which is cnsidered t be detrimental t r cnflicting with the interests f Hrizns r likely t affect an individual s standards f wrk Failure t disclse any persnal interest which cnflicts with any matter in which the emplyee / vlunteer is engaged n behalf f Hrizns, r any breach f cnfidence relating t Hrizns r its affairs Grss miscnduct r grss negligence includes: Prven theft; dishnesty / falsifying expenses claims etc. Fraudulently apprpriating funds by deceptin t btain an unjust r illegal financial advantage r any ther means Intentinal mis-statements in, r missins f amunts r disclsures frm accunting recrds r financial statements Misleading Hrizns abut sickness recrds r payments, DSS benefits, r a claim against a third party Use fr persnal ends f cnfidential infrmatin btained as an emplyee / vlunteer Deliberate disclsure f cnfidential infrmatin Deliberate breach f safety regulatins Causing malicius damage t Hrizns prperty r anther clleague r client Criminal acts which ccur utside Hrizns but which are relevant t cntinuing emplyment with Hrizns 9 12 January 2018
Hrizns Plymuth Recruitment Prcedures Fighting with anyne n Hrizns premises / prperty r threatening actual bdily harm t a clleague r client Grss insubrdinatin Abusive behaviur Cnduct vilating cmmn decency Deliberate disregard f instructins r duties relating t emplyment Smking in prhibited areas Deliberate failure t implement equal pprtunities plicy Sexual / racial harassment Being under the influence f drink / drugs n Hrizns prperty at any time Negligence which results r culd have resulted in serius lsses, damage r injury Disciplinary Prcess Verbal Warning Individuals will be advised f areas f unsatisfactry perfrmance; the cnsequences f cntinued unsatisfactry perfrmance, the right f appeal. A nte will be retained fr 6 mnths tgether with the agreed curse f actin. First Written Warning Will include the specific details f the unsatisfactry perfrmance, details f the imprvement required and timescale, warning that actin under the next stage will be cnsidered if there is n satisfactry imprvement, right f appeal. Final Written Warning Details f unsatisfactry perfrmance, details f imprvement required and when this is t be achieved, that dismissal r whatever penalty is cnsidered apprpriate will result if there is n satisfactry imprvement; the right t appeal. Dismissal A staff member will nly be dismissed after cnsideratin f all ther disciplinary actin including demtin, salary suspensin etc. Appeal If a member f staff/vlunteer is dissatisfied with the utcme f any stage f the disciplinary prcess he r she may appeal either verbally r in writing, within 3 wrking days f the disciplinary decisin t the Chair f Hrizns. The decisin f any appeal hearing is final. Grievances It is the plicy f the Trustees that Hrizns staff and vlunteers shuld: Grievance Handling Prcedure Be given a fair hearing by their immediate supervisr cncerning any grievance that they may wish t raise Have the right t appeal against any decisin made by their immediate supervisr Have the right t be accmpanied by a representative f their chice when raising a grievance r appealing against a decisin The main stages thrugh which a grievance may be raised are as fllws: The emplyee / vlunteer raises the matter with their immediate supervisr and may be accmpanied by a representative f their chice If the emplyee / vlunteer is nt satisfied with the decisin; he/she may appeal t the Bard f Trustees This meeting will take place within 5 wrking days f the request and will be attended by at least tw trustees and the emplyee/vlunteer tgether with a representative f their chice The result f the meeting will be recrded in writing and cpies issued t all cncerned The decisin f the Trustees will be final 10 12 January 2018