Recruitment Policy

VERSION: July 2021




  1. Purpose 
  2. Scope
  3. Core Principles
  4. Recruitment and Selection Procedure
    1. Job Description and Person Spec
    2. Advertising
  1. Selection of Candidates
    1. Shortlisting
    2. Selection and Interview
    3. Referees
    4. Making the appointment
    5. Induction 
  1. Appendix


This policy is revised bi-annually and will next be revised in July 2023



The purpose of this policy is to provide a sound framework for the recruitment and selection of staff based upon the principles outlined below, which also meet the requirements of the Equality Act 2010 and all other relevant employment legislation.

  1. SCOPE

This policy and procedure cover all activities that form part of the recruitment and selection process. It is applicable to all staff recruitment except casual staff. In order for the policy and procedure to be effective it is essential that any employee who is involved in any aspect of the recruitment and/or selection of staff is aware of this document and follows it.

  • HMDT Music has a principle of open competition in its approach to recruitment.
  • HMDT Music will seek to recruit the best candidate for the job based on merit. The recruitment and selection process should ensure the identification of the person best suited to the job and the Company.
  • HMDT Music wishes to encourage the recruitment of staff with disabilities and will make reasonable adjustments to all stages of the recruitment process and as required in order for a successful candidate with a disability to undertake the post.
  • HMDT Music will ensure that the recruitment and selection of staff is conducted in a professional, timely and responsive manner and in compliance with current employment legislation.
  • HMDT Music will provide appropriate training, development and support to those involved in recruitment and selection activities in order to meet this core principle. Any member of staff involved in the selection of staff should satisfy him or herself that he/she is appropriately trained and can comply with the requirements of this policy and procedure. As a minimum requirement any member of staff who takes part in any activity under this policy and procedure must first have completed Equality and Diversity training.
  • Recruitment and selection is a key public relations exercise and should enhance the reputation of HMDT Music. The company will treat all candidates fairly, equitably and efficiently, with respect and courtesy, aiming to ensure that the candidate experience is positive, irrespective of the outcome.
  • The recruitment of staff will take into support HMDT Music’s commitment to ensuring a diverse workforce.
  • HMDT Music will promote best practice in recruitment and selection and ensure that its recruitment and selection process is cost effective.
  • If a member of staff involved in the recruitment process has a close personal or familial relationship with an applicant they must declare this as soon as they are aware of the individual’s application and avoid any involvement in the recruitment and selection decision-making process.
  • All documentation relating to applicants will be treated confidentially in accordance with the Data Protection Act (DPA).    Applicants will have the right to access any documentation held on them in accordance with the Data Protection Act (DPA).

There are a number of key stages in recruiting and selecting for a post outlined in Appendix A.

4.1 Job Description & Person Specification

  • job description and person specification must be produced or updated for any vacant post that is to be filled.
  • The job description should accurately reflect the elements of the post.
  • The person specification should state both the essential and desirable criteria in terms of skills, aptitudes, knowledge and experience for the job, all of which should be directly related to the job and applied equally to all applicants. Care should be taken when writing the person specification to ensure that criteria used do not indirectly discriminate against certain groups of applicants.

4.2 Advertising 

  • Roles are advertised across multiple arts job platforms such as Arts Council England, Arts Professional, and Musical Chairs. Teaching roles are also advertised by London Music Conservatoires through newsletters to current students and graduates.
  • Posts are usually advertised for a minimum of 3 weeks.

            5.1 Shortlisting

  • Shortlisting may involve the whole panel but must be carried out by a minimum of 2 people to avoid any possibility of bias.
  • Shortlisting and selection panels and should be constituted with due consideration to the promotion of Equality and Diversity.
  • Notes of the shortlisting decisions for each candidate should be recorded by each member of the panel on the shortlisting decision form which will be stored in Confidential Applicants files on the CRM.
  • Shortlisted candidates should be provided with details of the selection process, including any tests, in writing giving as much prior notice as possible and a minimum of 5 working days before the interview. In accordance with the Equality Act 2010 , they should also be asked to advise if there are any particular arrangements or reasonable adjustments that could be made so that they can participate fully in the selection process.
  • All candidates should be assessed objectively against the selection criteria set out in the Person Specification, and only candidates who meet all the essential criteria should be short-listed.

5.2 Selection & Interview

  • Interview should normally be carried out by a minimum of two people.
  • Selection is a two-way process: candidates are assessing the role and the Company. Those involved in recruitment should consider how best to convey a positive image.
  • It is recommended that a range of selection methods, that are suitable for assessing both the essential and desirable criteria in the person specification are established as this will enhance objective decision making which is difficult through interview alone.
  • Interview questions and the structure of the interview should be consistently applied to all candidates and should be based on the person specification.
  • Notes recording the salient points of the interview should be taken, ideally by the interviewers, so that they can refer back to these when assessing candidates against the person specification and making decisions. Notes of the interview and any other notes on the candidate taken during the recruitment and selection process will be stored in Confidential Applicants files on the CRM for a minimum of 6 months following the selection process.
  • In the event that a candidate requests feedback about their performance in the selection process this should be arranged by the General Director, although he or she may delegate this to another member of the panel where appropriate.
  • Unsuccessful interview candidates should be dealt with courteously and sensitively and will, as a minimum, receive telephone or written notification of the outcome of the selection process.

5.3 Referees 

  • Information sought from referees should be structured around the requirements of the job and the job description should be provided. It should be noted that many organisations have a policy of not providing personal references and therefore references provided may only confirm details of current appointment.
  • Two references will be taken up upon being offered the role one of which should be from the current or most recent employer.
  • Referees should not be contacted without the candidate’s consent and the information provided should be treated as confidential by the panel members.
  • In certain circumstances a school or personal reference is acceptable.

5.4 Making the appointment

  • It is recognised that in many cases it is desirable to make a verbal offer very shortly after the selection process. In such cases the verbal offer will be made by the appropriate member of staff as delegated by the General Director.
  • HMDT Music will appoint new and existing staff to indefinite contracts unless necessary and free-lancers to a fixed-term contract unless otherwise stated.
  • Appointments will usually be made at the grade minimum of the advertised salary scale unless directly relevant experience would justify additional increments.
  • Once a selection decision has been made the General Director will produce a written offer of employment in line with agreed service standards. Offers of employment are normally subject to satisfactory references and any other checks as appropriate such as Criminal Records Bureau checks.

5.5 Induction 

  • Induction is the final stage of the recruitment process. Once the successful candidate has accepted the offer of employment and a start date has been agreed the General Director is responsible for preparing a comprehensive induction programme for the new employee.