DPD Ireland – Recruitment and Selection Policy
Overview
The purpose of this policy is to describe how DPD recruit employees of the highest calibre in accordance with employment legislation, best practice and within available resources. DPD prides themselves on the high quality of staff in its employment and to maintain this high standard it is essential that the organisation has an effective recruitment and selection process in place.
Good selection procedures result in the attraction and appointment of the person best qualified and suited to the job. DPD provides equality of opportunity to all candidates in an effort to select from the widest choice of candidates and minimise any skill shortages in the organisation.
This policy applies to all those who are applying for jobs within DPD and all persons involved in the recruitment and selection process. The organisation implements a number of stages in the recruitment and selection process to achieve the aim of recruiting the most suitable candidate for the role.
Job description and person specification
The organisation will draft a job description and person specification for each role, which will be used during the selection process. The job description will describe the overall responsibilities of the role and the key tasks involved in doing the job. Each job description will state that the organisation reserves the right to request an employee to be flexible in his or her duties when the business need requires it.
The person specification will identify the personal attributes that the job holder must possess in order to be capable of performing the job to a high standard. The person specification will include the qualifications necessary for the job, skills, personal attributes and experience. The organisation aims to measure experience through the quality of the experience gained and not the quantity of experience in years. Each person specification will outline the criteria that are essential for the role and any criteria that may be desirable.
Advertising
DPD retains the right to advertise all positions both internally and externally. Advertisements and the selection process will not discriminate on any of the nine grounds protected by the Employment Equality Acts. These are gender, civil status, family status, sexual orientation, religion, age, disability, race, and membership of the traveler community. It is essential that advertisements for all vacancies are impartial and objective.
All staff on protective leave (such as maternity or parental leave) will be informed of each vacancy. All advertisements will use a number of media in order to allow all potential candidates to have an equal opportunity to apply for the vacancy. Advertising refers to advertising in newspapers, on websites, noticeboards, television, radio, and in magazines.
Shortlisting and assessment
During the shortlisting all applicants will be screened to identify the candidates who will be called for the next stage of the process. When selecting candidates to be shortlisted, the criteria set out in the person specification will be used. The organisation aims to ensure that all selection for shortlisting will be free from any discrimination and that each application will be dealt with on its merits. For certain roles, the organisation may use psychometric testing to support the shortlisting process.
Interview
Not all applicants will be called for interview. DPD aims to ensure an interview process that is free from discrimination. The interview panel will usually comprise a member of the HR team, a member of the management team, and other relevant persons as necessary. A gender-balanced interview panel will be provided where possible, but this may not always be feasible.
The selection of persons who sit on the interview panel is at the discretion of the organisation. All questions posed to the candidates will be consistent and will relate directly to the person’s ability to do the job. At the end of the interview each member of the interview board will compare the attributes of the candidates against specific criteria laid down in the job description and personal specification.
Candidates will be scored according to a recruitment matrix that has been designed to reflect the essential and desired criteria in the person specification. Fair and proper procedures will be followed. The reasons for non-selection will be identified.
Pre-employment
Candidates will be requested to provide details of two previous employers for reference-checking.
The organisation will also validate any necessary documentation relating to visas and work permits, where applicable.
Those prospective employees who will be working in the warehouse operation will be required to complete a medical examination. The medical doctor conducting the examination will be aware of the tasks involved in the job and any special features or environmental conditions of the job that are relevant. The doctor will be the individual who determines whether the individual is suitable for employment.
If a medical condition is identified, this will not automatically mean that the Company will choose not to employ the individual. The Company will discuss any findings with the candidate before a decision is made on whether employment may be offered. Every case will be dealt with on its own merits by HR in conjunction with the health professional. Reasonable accommodation will be considered for prospective employees with a disability unless the disability will result in a health and safety risk.
Once all the pre-employment assessments have been completed, a written offer of employment will be extended to the successful candidate, with full details of his or her conditions of employment. It is company policy that all such offers will include a probationary period, even when the successful candidate has been previously employed within the organisation.
Record-keeping
Records of all applications, screening criteria and interview notes will be kept for a minimum period of 12 months in the HR department, before being discarded. Feedback will be given to unsuccessful internal candidates to support them in their future development.
P.O Doc 14
Issue Date 01st June 2022
Rev Date: 01 August 2023
Next Rev Date: 15th January 2025
Documented by: Jess Lumey
Approved by: Mary Gaffey