- The Council is Digital First and recognises that AI is now a common tool for applicants.
- AI tools (like ChatGPT and Copilot) can help applicants with writing and preparing applications but they don’t replace real skills or experience.
- Using AI is not a reason to reject an application.
- Our online guidance explains how applicants should use AI and this is made available to all applicants as part of the job advert.
- LEON training and the Council’s AI Policy give further guidance for both applicants and managers.
Expect that some applicants will use AI
Signs of over‑use may include:
- Generic or impersonal wording
- Lots of buzzwords
- Robotic or overly formal language
- Answers that all sound the same
- Vague achievements with little detail
- Skills described at a level that doesn’t match real experience
Focus on the person, not the writing style
- Don’t try to detect AI use — instead check whether the candidate meets the job requirements.
Be fair to everyone
- Don’t judge someone for using AI, many people do
- Don’t assume who has or hasn’t used it
- Treat all applicants the same
Assess the substance of their experience
Base decisions on:
- Real examples
- Skills shown in tasks or interviews
- Clear, relevant experience
- Use tasks or scenarios to see how they think
- Ask follow‑up questions to dig deeper
- Check interview answers match what they wrote in their application
If the application seems vague, ask for more detail in the interview
The power of probing
Examples:
- What was your role?
- What did you do?
- What were you thinking?
- What was the outcome?
- What would you do differently?
Watch out for exaggerations
AI can make claims sound better than they are.
Reduce this risk by:
- Asking candidates to explain key points in their own words
- Checking that examples are genuine and specific
- Using references to confirm details where necessary
Keep your process consistent
- Use the same questions and assessment methods for every candidate
- Make decisions based on evidence, not writing style
- Don’t reject someone just because their application looks “too polished”
Important: Candidates must not use AI during a live interview to generate answers. Doing so may lead to removal from the recruitment process.
- To support a swift recruitment process, it is helpful to set aside time in your calendar in advance to complete key tasks.
- Before shortlisting starts, the panel should agree how much weight each part of the person specification will have. You can only assess applicants using the criteria in the JDPS. Please see the separate shortlisting guidance for more information.
- All panel members can view applications as they are submitted, which can speed-up the process. However, scoring must always be fair and consistent, so everyone should follow the same approach when reviewing applications.
- The shortlisting process should be completed promptly. The recruitment system allows you to start shortlisting as soon as applications come in and you therefore do not have to wait for the advertised closing date to start this task.
- Shortlisting must be completed by each panel member individually. However, before moving any applicant to the interview stage or rejecting them, the panel must meet to agree the decisions.
The results of the shortlisting must be recorded in iTrent for each applicant, including any notes. Applicants should then be moved to the next stage as appropriate.
If only one or two people are suitable for interview, you can decide whether to go ahead with interviews or re‑advertise the job. This depends on the quality of the applications and your recruitment needs. If you choose to re‑advertise, you must let the existing candidates know.
You can either:
- carry the existing candidates over to the new advert so they can be considered again, or
- reject them and add a note to the advert saying that previous applicants do not need to reapply.
Candidates who are suitable but not yet being interviewed can be put “on hold” and must be informed of this.
Candidates selected for interview should be moved to the Invite to Interview stage in iTrent. Those who are unsuccessful should be moved to the Rejected After Shortlisting stage. The system will then send them an automatic notification.
Unsuccessful applicants can request feedback, and it is the recruiting manager’s responsibility to provide it.