Here’s the next in our series of “how to recruit”, and this month its all about inviting candidates to interview. Sounds straightforward enough, but there’s a lot you need to ensure you are doing at this stage to avoid discrimination claims, a GDPR catastrophe or damaging your reputation in the marketplace!

If you missed the previous blog in this series, you can access them here;

1. Recruiting the best person for the role, every time.

Inviting candidates to Interview

When you invite a candidate to an interview ensure that the invitation is informative and clear, communicate professionally and personally, providing a good level of detail about the interview process so that the interviewee can prepare for the interview and feel relaxed on the day.

When writing an interview invitation email, we recommend that you include:

What

• The position candidates will be interviewing for
• The name of your company
• Will be included in the Interview Process such as getting to know the candidate, getting to know more about the role and your company, competency based interview questions, an assessment of skills
• Ask candidates if they require you to make any arrangements that are called ‘reasonable adjustments’ to the recruitment process to support any kind of disability. The Equality Act 2010 protects disabled people during the recruitment process and throughout their employment. You are required to ensure that disabled applicants do not face any disadvantage compared to those who are not disabled during the recruitment process.
• By asking all candidates if there are any reasonable adjustments that need to be made to the interview process to support them, will help candidates to raise these issues with you before their interview. You may need to make ‘reasonable adjustments’ to the recruitment process, and some examples of adjustments that may be offered to applicants include: changing the time, location or format of interviews. Providing interview questions in written format and providing interview questions in advance of the interview.

When

• A specific date and time or;
• Be flexible with times, offer various slots, and consider different time zones for remote candidates.

Where the Interview will be held

• If via Zoom or Teams, make sure you send the details of the online meeting invitation to e.g. Microsoft Teams or Zoom.
• If in person – the location of the interview, the address, including more specific details such as office floor number. Provide directions – What Three Words details or a link to a map.
• Consider the environment. Choose a room that is private, noisy, distracting settings can be uncomfortable for those with sensory processing issues. Choose a quiet location without clutter, harsh lighting, or strong odours.
• Make sure the candidate has received the calendar invitation.
• Ensure the candidate has accepted the invitation.

Who will be involved

• The hiring managers name.
• The names and position of the interviewers.
• The name of the person candidates should ask for on arrival

Privacy Notices

• Tell applicants how you will process their personal data through a ‘Privacy Notice’. You should ensure that all information required under the UK General Data Protection Regulation (GDPR) is contained in the Privacy Notice and must provide the information at the point of collection.
• The information to be provided must include the legal basis on which you are relying on to process the personal data. If you are relying on legitimate interests as a legal basis, you must identify those interests.
• If you intend to keep the details of job applicants for the purpose of future vacancies, the Privacy Notice must set out how long the records will be kept (or the criteria for determining the relevant period).

What to bring to the interview

• Right to work in the UK checks must be completed before work commences. The documents that can be accepted as evidence of right to work, and details of what you should check are set out here Right to work checklist – GOV.UK (www.gov.uk).
• Ask the candidate to bring proof of their right to work in the UK documentation to the interview. They must bring the original version of the documentation; it cannot be a photo copy. You must ensure that you are check the original version.
• If driving is necessary in the role you may ask the candidate to bring a Driving Licence.
• If candidates are required to hold specific qualifications to carry out the role you may ask them to bring professional certificates with them to the interview.

Duration of the Interview

• The expected time that the interview will take

Invite to Interview Example

Hi Ramona,

I hope you are well?

Thank you for applying for the Administrator position at Vegan Bakes Ltd. I am pleased to say that we would like to invite you to an interview.

 The interview will be held on 311^st July 2024 at 10.30am

 The interview format will be:

• 1 hour – competency based questions (based on the Job Description attached and will include us reviewing the key skills and behaviours needed for this role) and a;
• ½ hour – test to demonstrate your accuracy/attention to detail

 The interview will be with Julie Hargreaves, Managing Director and Matt Fraser, Head Chef.

It will be a face to face interview based at the Vegan Bakes office and I have attached a map for you. The address is:

7 Osier Way

Olney Office Park

Olney

Buckinghamshire

MK46 5FP

 If you have any questions before the interview, please don’t hesitate to contact me, or Mark directly on 07967 614316.

Can you please confirm your attendance on 31^st July 2024 at 10.30 and if you require us to make any adjustments to the interview process to support you in any way?

I have attached a copy of our Candidate Privacy Notice which details how we will process your personal data during the recruitment process.

I wish you all the very best with the interview

 Best Wishes,

Donna Chadbone

HR Business Partner – Meraki HR

 How can we help

If you would like to purchase a Data Privacy Policy from us or you have any questions about your recruitment process, then please book a call with us to conduct a free recruitment audit to ensure that you are meeting all of your obligations during the recruitment process and to support you with addressing any gaps!