Fair Recruitment and Selection Policy

If you would like this an alternative format, please contact us.

Signed: 22nd August 2025
To be reviewed: August 2027

Our approach to recruitment

This procedure will be broken down into the relevant procedures for staff, trustees and volunteers, all of which use the same principles but have different procedures.

All recruitment materials and candidate information will be handled in accordance with BDEF's Data Protection Policy and GDPR requirements.

In order to address the massive inequity Disabled people experience in employment, and in recognition that someone who has a direct living experience of being a Disabled person is the best person to understand the experiences of other Disabled people, BDEF CIO will only employ people who self-identify as Disabled people.

We aim at all times to recruit the Disabled person who is most suited to the job. This is done through a fair, transparent, and inclusive process that considers both skills and lived experience.

Equality, Diversity and Inclusion

We recognise the values of diversity, promote equity and equality and challenge unfair discrimination.

We will welcome applications with intersectional experiences to apply, including but not limited to:

  • Disabled women, non-binary, trans or gender fluid individuals
  • Disabled people from racially minoritised communities
  • Those with mental health challenges or who are learning Disabled
  • Disabled people who identify as LGBTQIA+
  • Disabled people with lived understanding of refugee or asylum experiences and/or systems (although must now have right to work in UK)
  • Disabled people who have lived experience of gendered violence
  • People with a range of impairments or health conditions
  • Any other Disabled individuals with lived experience of multiple marginalisations

We will not discriminate or tolerate discriminatory behaviour on the grounds of age, Disability, educational background, gender, employment status, ethnic origin, marital / partnership or family status, race, religion or belief, sex, sexual orientation, social class, gender identity, working pattern or any other factor in any aspect of employment.

BDEF CIO will only employ people for their staff team or trustee board who identify as a Disabled person according to the Social Model of Disability. We will put an emphasis on trying to recruit Disabled volunteers however voluntary roles will be open.

Positive discrimination for Disabled people is legal for most employers in the UK. This is enshrined in the Equality Act 2010. It is legal for BDEF to positively discriminate in favour of Disabled applicants under the Equality Act 2010. This policy applies this provision in line with our commitment to being a Disabled people led organisation.

Reasonable adjustments will therefore be made to the recruitment procedure to ensure that no-one is disadvantaged, including having interview expenses reimbursed. When a Disabled person is appointed, reasonable adjustments will be made to the workplace, including premises & equipment, duties, practices or policies.

The recruiting manager must ensure that BDEF CIO policies and practices, equalities and confidentiality clauses apply throughout the recruitment process.

The BDEF Recruitment and Selection approach and the Equality, Diversity and Inclusion principles will apply to all recruitment practices BDEF undertakes (staff, trustee and/or volunteers).

BDEF staff

Selection and assessment

The job descriptions and person specifications will have been signed off by both the Director and Trustee Board.

All recruitment will be undertaken by a ‘recruitment and selection panel’ of two or more people including one staff member and one trustee at least (with one person also being named ‘Recruitment Manager’), who will follow safer recruitment practices in that we:

  • Inform candidates of our commitment to safeguarding those in our care
  • Plan our recruitment timeline to ensure we have enough time to vet each candidate
  • Explain that staff, trustees and volunteers have to undergo strict vetting procedures before appointment
  • Ensure staff, trustees and volunteers are appropriately trained for their duties

Applications

Applications will focus on an application form and process that asks candidates to explain their suitability against the essential criteria in the relevant person specification. The essential criteria will be set out in the application form.

Applications will be anonymised by the BDEF admin worker so the name of the applicant is not known to anyone on the recruitment panel.

We will always create alternative formats of our recruitment application materials, using Plain English, versions accessible to screen readers, Easy Read versions amongst others.

It will also be made clear that we will accept applications in the forms of written word, voice recording and/or video. We will not accept applications that appear to be written entirely by generative AI without personal input.

Interviews

We use a range of methods at the interview stage to assess candidates against objective job criteria contained in the relevant ‘Job Description’ and two employee competencies applicable to the role. The purpose is to accurately predict a candidate's ability to perform the job in question.

Recruitment and selection panels will keep written notes on each applicant recording reasons for decisions taken. These are disclosable to the applicant.

If the same job was filled in the twelve months preceding a current recruitment exercise, and there was more than one appointable candidate, then the recruiting manager can offer the job to the next highest ranked applicant from that process i.e. a reserve candidate.

We are committed to improving the diversity of our workforce. Where two candidates are equally scored following interview or assessment, the recruiting manager can take positive action and may appoint a candidate with a protected characteristic (based on the Equality Act 2010) which is underrepresented within the organisation.

BDEF’s interview practices will be:

  • Offers for interview will always be for 5 working days plus from the date the applicant is invited
  • Questions will be sent out to all applicants 24 hours before the interview as standard
  • Access needs request queries will be sent to candidates alongside the offer for interview. This includes the request to do the interview online or in person. As far as is possible, BDEF will aim to accommodate the access requests
  • All candidates will be notified of the outcome within 5 working days of the last interview. If this is not possible for a reasonable reason, action will be taken to keep candidates up to date and informed of when they will be told the result

Recruiting Manager's role

It is the recruiting manager's responsibility to ensure that relevant BDEF CIO policies and procedures are complied with and that there is no bias or discrimination throughout the process.

It is the recruiting manager's responsibility to:

  • Ensure there is a job advert, up-to-date job description and clearly defined person specification which support the organisation’s needs
  • Ensure the Person Specification and Job Description include references to ICT and Equalities requirements
  • Shortlist applications against pre-determined selection criteria (with at least one other panel member)
  • Design interview questions and appropriate tests against the employee specification and two employee competencies applicable to the role, taking into consideration any access needs
  • Verify pre-employment checks for the successful candidate: references, qualification certificates, evidence to work in UK and appropriate 'standard' or 'enhanced' criminal records disclosure forms
  • Provide feedback to candidates who are unsuccessful after interview upon request. This would be to highlight areas for development that will help them to progress in their career
  • Notify successful candidates of the outcome of their interview. The recruiting manager should only to notify non-successful candidates after an accepted confirmation from an offer
  • Send offer letters and contracts to successful candidates

References

References will be requested for shortlisted candidates prior to interview due to work in BDEF being with ‘vulnerable adults’.

Two references will be sought for the successful external candidate. References for reserve candidates will be sought if appropriate. Accepted references can be from employment, voluntary work and/or from studies. They will need to cover the points raised in the person specification.

Job offers will always be subject to both references and the outcome of DBS checks. The recruiting manager has discretion to accept one reference, provided this is from the applicant’s current or most recent employer.

When writing references, managers should ensure that all information is accurate, factual and not misleading, as candidates have the right to see them.

Probationary period and induction

The probationary period and induction are a continuation of the selection process. The line manager needs to effectively structure induction to ensure that new recruits are properly integrated into their job.

All new entrants to BDEF must complete BDEF’s Induction Programme.

There is a probationary procedure for each role, the length of which is determined by post and will be covered in the role’s contract of employment.

Reasonable adjustments should be made within six weeks to allow a timely Access to Work application, as cost sharing is involved after this period. The start of the Probation period should be delayed until such time as reasonable adjustments have been put into place.

BDEF Trustees

All recruitment will be undertaken by a ‘recruitment and selection panel’ of two or more people including one staff member and one trustee at least who will follow safer recruitment practices in that we:

  • Inform candidates of our commitment to safeguarding those in our care
  • Plan our recruitment timeline to ensure we have enough time to vet each candidate
  • Ensure trustees are appropriately trained for their duties

Applications

Applicants will need to fill in BDEF’s ‘Trustee Application Form’. This can be sent via email or post or can be filled in via Microsoft Forms.

Anonymisation of applications, accessible formats and acceptable forms of applications will follow the same process as outlined for BDEF staff, including anonymisation and accessibility options.

Interviews

The interviews will be run by the recruitment and selection panel. Recruitment and selection panels will keep written notes on each applicant recording reasons for decisions taken. These are disclosable to the applicant.

Trustee interviews will follow the same process as outlined for BDEF staff, including anonymisation and accessibility options.

BDEF Volunteers

Recruitment

There are mandatory requirements for people wanting to become a BDEF volunteer:

  • A commitment to our work
  • A desire to help and be kind to others
  • Sufficient time/flexibility to be able to carry out their role
  • Where a role specifically requires professional qualifications, experience or accreditation, or other requirement, such as a licence to practice
  • Put adjustments in place as soon as possible

There are also desirable requirements for the role:

  • Knowledge of, or experience of working in a charity, or role relating to your volunteering role
  • Relevant professional qualifications or experience
  • Ability to work independently and as part of a team
  • Strong interpersonal and people management skills
  • Good verbal communicator, able to get on well with people and to ask questions positively

Applications

Applications to become a BDEF volunteer should come via either the BDEF website or by completing a ‘BDEF Volunteer Form’.

This should include listing relevant experiences and a references request. References will be sought prior to any onboarding as a volunteer. This may include informal or character references where appropriate.

Vetting Conversation (Informal Interview)

All potential volunteers will have a vetting conversation which should be considered as an informal interview (i.e. no specific questions to ask other than a safeguarding question).

Any worries or concerns around safeguarding that arise as part of this conversation should be escalated to the Director for review.

Induction

If successful, induction as a volunteer will include:

  • Checks and administration, including policies and procedures
  • Induction into BDEF’s safeguarding procedures and:
  • If applicable, relevant DBS checks and any safeguarding training required.
  • Relevant identity and right to work checks
  • Welcome and induction into our work, by a team member
  • Welcome and induction and/or on-the-job training for their role, by a team member from that area, including health & safety at work, such as fire procedures
  • Ongoing support and mentoring, and refresher training, as required

Promotion of roles

Ways in which people can be made aware include promotion:

  • Via websites, such as funders, local community groups and foundations
  • Social media – either groups relevant to our activity, local community groups and BDEF specific accounts
  • Posters
  • Through networks of those who come into contact with potential applicants, such as relevant statutory services and other charities
  • Through community champions
  • Through BDEF networks such as the staff team, membership and trustee board

Complaints

A candidate wishing to make a complaint should send this to [email protected] or [email protected].

See BDEF Complaints Procedure for more information.

Versions

There is an Easy Read version of this document in development. When it is finalised and signed off, it will be linked to here.

Review

This statement shall be reviewed every 2 years upon its adoption. An earlier review may take place if:

  • We approve a proposal that changes the policy
  • There’s a change to the organisation that will change the policy
  • There’s a change in the law that affects the policy
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