Out of School Club Recruitment

Recruitment and Selection Procedure May 2011

Exit Questionnaire - This purpose of this document is to establish reasons for employees deciding to leave your club.  It can also identify what you do well as an employer as well as any areas you need to improve on. 

Vacancy Notification Form - This form allows you to alert us to a vacancy at your club.  We then use this information to place an advert on the yor-ok website.  Please ensure you complete this form fully and provide as much detail as possible, you want your organisation to stand out alongside others!

Application Form - To be sent to all prospective employees, this gives you a clear, transparent process for recruiting staff.  Its worth adding in here that if they wish to visit the provision they can contact you to make an appointment.

Application Letter - A covering letter that is sent to all prospective employees to accompany the application form, thanking the employee for their interest in the post.  You may also want to  include details of the closing date for applications. 

Club Coordinator Job Description - A draft job description for a club coordinator, if you want to use this then please ensure it is tailored to meet the needs of your club.  A job description should be sent to prospective employees along with an application form and letter.

Club Coordinator Person Specification - Details what qualifications/experience and skills you are looking for in relation to the job role.  Again this should be sent to prospective employees along with an application form and letter.

Playworker Job Despription - A draft job description for a playworker, if you want to use this then please ensure it is tailored to meet the needs of your club.  A job description should be sent to prospective employees along with an application form and letter.

Playworker Person Specification - Details what qualifications/experience and skills you are looking for in relation to the job role.  Again this should be sent to prospective employees as part of your application pack.

Interview Criteria Form - Score sheet that can determine who will be invited to interview based on their ability to meet the essential criteria in the job Description/person specification. 

Invite to Interview Letter - Letter inviting candidate to interview; confirming time, date and who will be on the interview panel.  It is useful to have at least three people on the panel. 

Request For Reference - A letter that accompanies the reference form.  It is useful to enclose the job description so the referee can comment on the candidates suitability to undertake the role. 

Request For Reference Form - Alongside the letter use this form that asks referees to comment on specific skills/knowledge so you can get the information that you need. 

Sample Interview Questions - A selection of questions that you may wish to use during interview.  Please remember to make sure your interview questions are reflective of the job description.  Up to ten questions is usually acceptable, with an opportunity for the candidate to put any questions to the panel. It is important to review the questions each time you interview to ensure that they are specific to the current needs of the setting and the qualities required. For example on this occasion you may need to recruit someone with a particular strength, then questions will need to be added around this.

Shortlisting Criteria Form - Criteria form which the interview panel can use to score the interviews. This  ensures that the person who best demonstrated that they could fulfil the role and meets the job description and person specification is appointed to the post. 

Conditional Offer Letter - A letter to the successful candidate outlining the job offer, confirming their job title and salary.  It should also include what conditions are attached to the offer such as obtaining an Enhanced CRB check.

Personal File Contents List - A useful checklist of contents for a staff file to ensure you have the required information for all your staff. This is useful for Ofsted inspections as its enables you to easily evidence that you have stringent recruitment processes in place for checking staffs suitability.  

Regret Letter - An example letter outlining the response that could be given to an unsuccessful candidate.  This also gives the candidate the option to contact your organisation for constructive feedback that may help them with future interviews. 

Unconditional Offer Letter - Once all references have been taken up and checks completed, it is good practice to write to the employee to confirm their start date and forward them a copy of their terms and conditions of employment. 

Statement of Main Terms and Conditions of Employment - A statement of Main Terms and Conditions must be issued to an employee within eight weeks of their start date. This document must be amended so that it is specific to your setting.

If you are interested in becoming part of an Out of School Club voluntary management committee, the committee toolkit will help you understand the role of a chairperson, treasurer, secretary and committee member.

Please contact Kerry Revill on 01904 554391 for further support.

 New EYPS Pathways for early year’s practitioners and new entrants to the sector.

CWDC has confirmed that from January 2012, funding for EYPS will be available for staff working across all types of settings in the Early Years workforce, including maintained settings.

To be eligible for an EYPS practitioner pathway, it is necessary to have current or recent experience of leading and supporting practitioners who work with babies, toddlers and young children.

This means that staff working in nursery schools and maintained schools with nursery/reception classes can be funded as well as those settings previously eligible (PVI &CC).

Priority places and funding will be available to candidates from under represented groups and those working in settings in disadvantaged areas.

Pathways from Jan 2012

Will be 4 pathways:

Graduate Practitioner Pathway (GPP): 6 mths (supply cover £800)

Typical candidate will be experience graduate currently working in the early years sector who requires a small amount of learning before they can demonstrate EYP standards.

Undergraduate Practitioner Pathway (UPP): 12 -18 mths (supply cover £3,200)

Typical candidate a current employee working in the sector with a level 5 qualification (F/D) in early years or a graduate that needs further training/experience in leading and supporting other practitioners or personal practice in one or more of the age groups.

Graduate Entry Pathway (GEP): 12-24 mths (Bursary £3,500)

Typical candidate will be  people with a degree and limited experience of working with children from birth to five but who are looking to pursue a career in early years.

Undergraduate Entry Pathway (UEP): 12-24 mths (Bursary £3,500)

Typical candidate will be candidate will be undergraduate undertaking a degree in Early Childhood Studies.

The two ‘practitioner pathways are part-time and designed for current practitioners.  The two ‘entry’ pathways are full-time and designed for new entrants to the workforce.

If you would like to know more please contact:

Ann Spetch, Early Years Workforce Development on 01904 554592 or email ann.spetch@york.gov.uk

Best Practice Network 0117 9209 424 or visit www.bestpracticenet.co.uk/earlyyears