Review of recruitment process for Deputy Clerk

Report: 16
Date: 1 November 2001
By: Clerk

Summary

Following the Deputy Clerk selection process earlier in the year, it was agreed to set up a review, the terms of which were: 

1. To review the recruitment process for Deputy Clerk from advertising through to interview. 
2. To assess if the recruitment process was fair and open. If not, to identify what aspects of the process were unfair. 
3. To identify any lessons for a future recruitment process either specifically for senior roles in the MPA or in the MPA recruitment processes generally. 

That review has now been completed by Kevin Kirby (Employee Relations Manager) and Jan Woodhouse (Equal Opportunities Adviser), Essex Police. The review has been quality assured by Ian Apperley (Head of Human Resources, GLA).

A. Recommendations

That 

1. the recommendations of the review and quality assurance process be noted; and
2. Members agree any necessary action arising out of the review by the GLA

B. Supporting information

1. The MPA carried out a recruitment process for the post of Deputy Clerk. The first interview panel were unable to agree the most suitable candidate and a second interview and selection panel was arranged for three of the candidates. The panel did not make an appointment, but felt that the Commission for Racial Equality (CRE) should carry a review out of the recruitment process.

2. The panel having made its decision, the CRE were contacted and a number of messages left concerning the desire for an independent review of the process. Discussions were held with Georgina English from the CRE on 14 May and this was followed up, at her request, with a letter the same day. Subsequent telephone calls did not elicit an immediate response.

3. At the same time, attempts were also being made to identify an independent person from West Mercia and then Warwickshire police forces to review the process. Because of the delay being experienced in initiating a review by either the CRE or another independent person, Jan Woodhouse (Equalities Adviser, Essex Police) was contacted on 6 June and asked to conduct a review. She agreed to do so.

4. Georgina English (CRE) subsequently contacted the MPA on 11 June and suggested Ian Apperley, Head of HR, Greater London Authority should conduct the review. This was confirmed in a letter dated 19 June. Having spoken to Ian Apperley it was agreed that, as the MPA had already invited Jan Woodhouse to conduct the review, he could quality assure the review. He was happy to do this.

5. Jan Woodhouse visited the MPA on 26 June and the recruitment process was discussed. She was given copies of all the paperwork. The report was received on 25 July and the recommendations, together with the MPA response, are attached at Appendix 1.

6. The report was passed to Ian Apperley, but because of other work commitments he was unable to start work until September 2001. The CRE have also indicated they would be willing to consider any recommendations that are made and provide further comment and guidance as required.

C. Financial implications

There are no direct costs associated with review by Essex Police.

D. Background papers

None.

E. Contact details

The author of this report is Alan Johnson, MPA.

For information contact:

MPA general: 020 7202 0202
Media enquiries: 020 7202 0217/18

Appendix 1: Recommendations and action arising out of the review of the deputy clerk process

Recommendation 1

We recommend that the following extract from the ACAS Employers Advisory Handbook be integrated into the MPA recruitment and selection procedure:

A vacancy represents an opportunity to consider restructuring, or to reassess the requirements of the job. The assessment is valid whether it is to fill an existing job or a new one. Ask questions such as:

• Has the function changed?

• Have work patterns, new technology or new products (service delivery in MPA context) altered the job?

• Are there any changes anticipated which would require different, more flexible skills from the job holder?

This has been integrated into the MPA recruitment procedure.

Recommendation 2

We recommend that particularly for senior roles, because of the dynamic nature of such jobs there is frequent review of person specifications. The opportunity for reviewing this naturally arises when vacancies occur. Checking of person specifications provides clarity of the essential competences required. If specific knowledge is required, this should be a technical competence.

This has been integrated into the MPA recruitment procedure.

Recommendation 3

We recommend the use of the candidate assessment forms and possibly a summary of those individual candidate assessment forms to support the short-listing process.

Selection panels are strongly encouraged to complete the candidate assessment forms on every occasion.

Recommendation 4

We recommend the MPA use a standard application form.

The MPA have introduced a standard application form, rather than ask for CVs.

Recommendation 5

We recommend seeking HR advice concerning appropriate selection techniques to identify essential competences for recruitment and selection.

The MPA has noted this recommendation.

Recommendation 6

We recommend it is inadvisable to include additional stages in a recruitment and selection process.

The MPA will ensure that each stage of the selection procedure is agreed before the start of the process.

Recommendation 7

We recommend revisiting all candidates when additionally including a candidate to the shortlist.

The MPA accepts this recommendation.

Recommendation 8

We recommend briefing panel members before selection.

The MPA accepts this recommendation.

Recommendation 9

We recommend:

• candidate marking guides are completed by all panel members
• competences are weighted where appropriate
• consideration be given to developing a more comprehensive scale to allow differentiation of responses

The MPA encourage 'selection panel members' to complete the candidate marking guides and advise panel members to weight competences and develop more comprehensive scales if this is appropriate.

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