Your business is growing and it's time to get in some extra help. Just finding the right person for your organisation can be challenging enough, but when you also consider you've got to interview and provide them with an employment contract, it can all be a little daunting.
Preparation is key for a smooth hiring process - having an idea of the whole interview procedure and what recruiting documents you'll need should give you the confidence to get out there and find your next star employee.
So, if it's your first time recruiting or your existing HR procedure needs freshening up, we're going to take you through the documents you need to get on with hiring.
Documents needed for a recruitment process
It's critical to give some thought into the role you want to fill and draw up a written job description. It should detail the primary functions of the role, what tasks should be carried out, and the necessary characteristics, skills or qualifications required to fill the position.
The job description will be used throughout the recruitment process starting with creating an advert, vetting applications and building interview questions.
Once the vacancy is advertised you'll need to somehow extract key information from those who wish to apply. Sometimes requesting a CV and a covering letter may be all you need to check that applicants have the right attributes, but don't underestimate requiring candidates to complete a short application form.
A CV will only tell you the details a prospective employee wants you to know, whereas an application form can ask for the information that you are looking for, such as "what experience do you have that is relevant to this role". You can also compare completed application forms side by side to draw up your interview shortlist.
An interview letter is used to invite the shortlisted candidates to a face to face meeting. The letter can be brief but give them plenty of notice of when and where the interview will be, who will be interviewing them and most importantly asking to confirm they can attend.
For the actual interview, go back to your job description and completed application form to come up with some targeted questions.
No candidate wants to receive one, but it's good practice to inform those that are unsuccessful as soon and possible after each stage (e.g. after applying or attending an interview). Don't feel like you must detail the exact reasons why they weren't successful, but do be professional and thank them for their time.
Job Offer and Employment Contract
Congratulations! You've found the ideal employee for your business so it's time to offer them the job. Your letter should cover all the important aspects of the job offer such as the salary, start date and copies of the employment contract for them to sign.
The contract is the main document a candidate must agree to before they become an employee. A robust employment contract will ensure that you both have a clear understanding of what is expected during employment, protecting your business and the employees' rights. Therefore, make sure its comprehensive and get professional advice if you have any questions.
References from previous employers can validate what a candidate has put on their application, in a CV or told you during an interview. Therefore, this step shouldn't be neglected as a part of your recruitment process.
What company policies do you need to employ someone?
While your contract and job offer letter will cover the basics of the role, don't forget to consider any other important company policies that the contract may need to refer to.
Employment contracts often detail other procedures that the employee needs to read, understand and comply with. These are usually documents such as a Health and Safety Policy, Disciplinary Procedure, Data Protection Guidelines, Grievance Policy etc.
So when preparing your recruitment documentation it's also worthwhile double-checking that any supporting business policies are in place and up to date.
"Time spent on hiring, is time well spent"
Having documentation prepared before you start recruiting can save you headaches as you go through a job offer process. Rushing to get letters or contracts produced may mean that the perfect candidate slips through your fingers, so a little preparation will go a long way.
If you find it difficult to draft these documents from scratch there are also options to download recruitment templates and forms and tailor them to suit your organisation's needs.