- When the applicant accepts the job offer and start date agreed, you must inform the HR Service Centre by completing the SCF checklist in iTrent and move the applicant to the preferred candidate stage within the process.
- Once this is completed this will trigger an email with a link to the successful candidate asking them to complete the following: Criminal Convictions form, Medical Questionnaire, HAV’s Tier 1 Questionnaire (applicable to only some posts)
- At this stage the request for reference will also be issued.
- Once satisfactory references have been received, right to work in the UK has been confirmed and any other pre employment check specific to the job e.g. PVG, HAVS questionnaire will the HRSC will then move them to the conditional offer stage.
- Once this is complete it gives the candidate access to the employment checks checklist, where they can review the offer details before the contract is produced. This also lets them flag any errors before payroll sets up the contract.
- You must complete your part of the checklist (such as right‑to‑work checks), and the candidate will complete their sections (personal details etc). Both you and candidate can see how the checklist is progressing.
- When the applicant is moved to the onboarding stage, you will be sent an email to confirm this. As part of the onboarding checklist, where applicable, the candidate will read the Acceptable Use Policy (AUP) and sign to say they have done so. This will generate an email to you confirming that it has been signed and instructing you to forward that email, attaching the completed AUP form to the authorised signatory. This should then be returned to you and forwarded onto IT for actioning as per the form instructions ahead of the employee’s start date.
- Once everything is complete, the contract will then be issued and the candidate can sign it within onboarding.
As part of the interview process, you (Line Manager) should have seen and taken copies of original documents that confirm the candidate is legally permitted to work in the UK in line with the full information set out in the guidance.
All applicants must provide evidence of their right to work in the UK before they can start employment with Argyll and Bute Council. As the Recruiting Manager, you are responsible for ensuring a right to work check is completed before the employee’s start date.
Right to work checks can be completed through:
- Manual checks of original documents
- Online checks using the UK Government’s right to work service
- Special case processes for individuals with outstanding visa applications or those who have not yet created a UKVI Account.
For full guidance on completing a right to work check, including the documents that can be accepted and the steps to follow, please refer to the Right to Work in the UK – Manager’s Checklist
If this step has not taken place, or if you have any concerns, you and HR should discuss the appropriate next steps.
- As part of the interview process, you (Line Manager) should have seen and taken copies of original qualification certificates, including any specific requirements of the post (e.g., driving license, SSSC, etc.).
- If holding the interview digitally then you will have requested the successful candidate provides a copy of qualifications in person or by email. These should then be uploaded into iTrent.
If the successful applicant has indicated that they have continuous service, HR will seek written confirmation of that service from the previous employer as listed in the Redundancy Payments Modification Order. (Standard letter) following receipt of information obtained by the applicant.
Medical questionnaire
If a medical questionnaire returned with an accepted offer indicates any areas that require further input, such as further medical advice required from Occupational Health or GP report, or a review of adjustments requested / required that has not already been anticipated or carried out, HR will liaise with the Line Manager to ensure appropriate action is taken.
If the successful applicant has indicated that they have continuous service, HR will seek written confirmation of their service from the previous employer as listed in the Redundancy Payments Modification Order following receipt of information obtained by the applicant.
- Any job offer depends on the Council receiving satisfactory references, so references should be requested before making an offer whenever possible.
- The recruiting manager is responsible for requesting references for the chosen candidate. Ideally, this should happen after the interview and before the offer, but candidates can ask that their referees are not contacted until after an offer is made. This request must be respected.
- For external candidates, two references are required. One must be from their current or most recent line manager. References are requested via the iTrent system. For Modern Apprentices and Summer Students these will likely be character references.
- If references are not returned on time, the recruiting manager should inform the applicant and ask them either to contact the referee or provide someone else. The manager must not contact any other previous employers without the applicant’s permission.
- For internal candidates, the referee would normally be the applicant’s current supervisor or line manager. If they have not been listed, the recruiting manager should request the managers details following the interview.
- If a reference raises concerns, you must discuss the situation with HR to decide what to do next. A request can be raised through the HROD helpdesk – Contact HR – My Council Works
- References are confidential and should not be shared with anyone else, including the candidate. However, under the Data Protection Act 2018, candidates may request access to references.
- Argyll and Bute council holds a sponsorship licence for eligible skilled workers. Please refer to the managers guide for more information
- Please note that eligibility for sponsorship can differ depending on a specific candidate’s circumstances. You should contact your designated HR Business Partner through the HROD Helpdesk Contact HR – My Council Works if you wish to discuss sponsorship cases in more detail.
- If your successful applicant requires sponsorship, you should complete a certificate of sponsorship request form (insert link)
- There are a number of posts which require checks to be carried out such Protection of Vulnerable Groups (PVG), Enhanced Disclosure or Baseline Personnel Security Standard (BPSS – for those with access to government systems and data).
- For posts which are covered by the Protection of Vulnerable Groups (PVG) (Scotland) Act 2007, the successful applicant will require to gain membership of the PVG Scheme for the specific type of regulated work (Children/Adults or Both).
- When applying for a role where this is relevant, applicants are asked to declare whether they are already a PVG Scheme member, and to bring appropriate documents to the interview. You (Line Manager) will have seen these and made copies of them at the interview. For the process on checking documents at interview (manually and digitally) please refer to the Recruitment ID Checks section document available on My Council Works.
- If the successful candidate does not already hold membership for the appropriate group(s), they will be asked to gain the correct level of membership prior to any unconditional offer of appointment. Candidates will receive an email through the recruitment portal regarding PVG and within a few days will receive another email from Disclosure Scotland which they will then have 7 days to complete their application.
- Most applicants will need to work a notice period before they can start with us. During this time, it’s important that you stay in regular contact with your new team member. This helps build a good working relationship, keeps them engaged, and supports a positive start when they join the team.
- Managers can find guidance on what good onboarding looks like in the onboarding checklist for managers on LEON.