Teaching
The Teaching Appointments Scheme sets out the policy and procedures for the recruitment and selection of all teaching staff employed by controlled schools in Northern Ireland.
The Teaching Appointments Scheme was approved by the Board of the Education Authority on 28 January 2016.
The Scheme document is available to download below.
Controlled schools should ensure that all recruitment exercises undertaken to appoint teachers, vice principals or principals to controlled schools, are conducted in line with the scheme.
Any queries regarding the scheme should be addressed in the first instance to the appropriate locality recruitment team.
The Teaching Appointment Scheme should be applied in conjunction with the guidelines and tools provided in this on-line recruitment resource on how each stage of a recruitment and selection process should be delivered.
The Teaching Appointment Scheme should operate in conjunction with the Scheme for the Management of Controlled Schools.
Non-Teaching
This Recruitment Framework for non-teaching posts applies to the recruitment of all non-teaching staff employed by the Education Authority.
This includes staff employed in EA Directorates and Services and those employed in school-based support posts.
The framework sets out the principles which should guide each recruitment process.
It is also intended to support compliance with relevant legislation and professional standards of good practice.
The framework should be applied in conjunction with the guidelines and tools provided in this on-line recruitment resource on how each stage of a recruitment and selection process should be delivered.
Hiring Manager Guidance on the Approval of New and Replacement Posts – Corporate Resourcing
Roles & Responsibilities Frameworks
The roles and responsibilities frameworks for both corporate and school-based recruitment have been developed to provide a step-by-step overview of the roles and responsibilities of the hiring manager and the recruiter throughout the end-to-end recruitment process.
Guidance for Schools Recruitment Process
Stage One - Planning
| Key Tasks | By whom |
|---|---|
|
Identify vacancy requirement against needs of school. |
Hiring Manager |
|
Confirm funding is in place, position is within agreed headcount and position does not replace any post supressed through redundancy and position is approved by SEN, if necessary. |
Hiring Manager |
|
Using the approval paths guide, determine who within your service will be added to the requisition as an approver. If new role, conduct job evaluation to determine grading. |
Hiring Manager |
|
Confirm type and duration of contract. |
Hiring Manager |
| Agree end date if a fixed term post. | Hiring Manager |
Stage Two - Job Application
| Key Tasks | By whom |
|---|---|
|
Confirm shortlisting & interview panel member in accordance with Recruitment Framework. |
Hiring Manager |
|
Draft requisition on recruitment system, updating the job description and person specification accordingly (as per guidance on the HR Hub). Upload SEN approval letter, where necessary. |
Hiring Manager |
|
In circumstances where the hiring manager requests to advertise on additional platforms, approval must be sought via requisition approval path. |
Recruiter |
|
Review vacancy against redeployment or reserve lists. |
Recruiter |
|
Review requisition and criteria. |
Recruiter |
|
If amends are necessary, Recruiter to return to Hiring Manager and place requisition on hold. |
Recruiter |
| Job is advertised and Hiring Manager is notified. | Recruiter |
Stage Three - Shortlisting
| Key Tasks | By whom |
|---|---|
|
Review applications once advertisement closes. |
Hiring Manager |
|
Arrange shortlisting meeting, ensuring that the same panel members will also be available for interviews. |
Hiring Manager |
|
Confirm the interview details/type i.e. interview questions only, interview questions with presentation etc. |
Hiring Manager |
|
Confirm interview times and location, ensuring that all panel members are available, and the required rooms are booked. |
Hiring Manager |
|
Shortlist candidates as per recruitment framework and guidance documents provided on the HR Hub. |
Hiring Manager |
|
Complete and upload shortlisting paperwork on the recruitment system. |
Hiring Manager |
|
Issue letters to candidates regarding shortlisting outcome and interview details via the recruitment system. |
Hiring Manager |
|
Where interviews are via MS teams, issue an online meeting invitation. |
Hiring Manager |
|
Recruiter remains available to schools for guidance & support during the shortlisting process. |
Recruiter |
Stage Four - Interview
| Key Tasks | By whom |
|---|---|
|
Prepare interview paperwork – questions and model answers from job description / specification. |
Hiring Manager |
|
Conduct interviews in line with guidance provided on the HR Hub. |
Hiring Manager |
|
Upload interview score sheet on recruitment system and notify the Recruiter. |
Hiring Manager |
|
Issue letters to candidates regarding interview outcome (i.e. successful / unsuccessful). |
Hiring Manager |
| Move successful candidate to – Step: ‘Pre-employment Checks’, Status: ‘To be checked’. | Hiring Manager |
Stage Five - Pre-Employment Checks
| Key Tasks | By whom |
|---|---|
|
Establish if external or internal candidate. |
Recruiter |
|
Determine Access NI Level required for position and Check if existing Access NI held. |
Recruiter |
|
Determine Essential Qualification information required. |
Recruiter |
|
Request and Verify Qualifications information from candidate, if required. |
Recruiter |
|
Check Qualification equivalence. |
Recruiter |
|
Verify Professional Registration, if required (i.e. GTCNI). |
Recruiter |
|
Check if Right to Work (RTW) information already held. |
Recruiter |
|
Request and Verify RTW information from candidate, if required. |
Recruiter |
|
Obtain Reference details (regulated and non-regulated) and contact referees, where required. |
Recruiter |
|
Follow up on receipt and content of References. |
Recruiter |
|
Request and review Health Questionnaires, where required. |
Recruiter |
|
Refer to BHSF and follow up accordingly, if required. |
Recruiter |
|
Review outcome of Occupational Health Report and recommend any adjustments identified as required. |
Recruiter |
|
Request school meal abatement form, flexible working option form and bank details, where required. |
Recruiter |
| Once PECs checks are complete, progress post to ‘Offer to be made’. | Recruiter |
Stage Six - Offer
| Key Tasks | By whom |
|---|---|
|
Advise Hiring Manager when PECs are complete. |
Recruiter |
|
Contact Hiring Manager for start date. |
Recruiter |
|
Issue offer to the candidate. |
Recruiter |
|
Offer is valid for 4 weeks. Where an offer is not accepted, the Recruiter follows up weekly. |
Recruiter |
Stage Seven - Hire
| Key Tasks | By whom |
|---|---|
|
Once the candidate accepts the offer, progress post to ‘Hired’ Status |
Recruiter |
|
Offer accepted: Non-teaching, School Abatement and Options form (where applicable) are uploaded to Taleo and proforma is emailed to People Services along with bank details to key onto EA One System. |
Recruiter |
|
Offer accepted: Teaching, payroll proforma collated and forwarded to DE to arrange payment. |
Recruiter |
Guidance for Corporate Recruitment Process
Stage One - Planning
| Key Tasks | By whom |
|---|---|
| Identify vacancy requirement against needs of service. | Hiring Manager |
| Confirm funding is in place, position is within agreed headcount and position does not replace any post supressed through redundancy. | Hiring Manager |
| Determine who within your service will be added to the requisition as an approver. If new role, conduct job evaluation to determine grading. | Hiring Manager |
| Confirm type and duration of contract. | Hiring Manager |
| Agree end date if a fixed term post. | Hiring Manager |
Stage Two - Job Application
| Key Tasks | By whom |
|---|---|
|
Confirm shortlisting & interview panel member in accordance with Recruitment Framework. |
Hiring Manager |
|
Draft requisition on recruitment system, updating the job description and person specification accordingly (as per guidance on the HR Hub). |
Hiring Manager |
|
In circumstances where the hiring manager requests to advertise on additional platforms, approval must be sought via requisition approval path. |
Recruiter |
|
Review vacancy against redeployment or reserve lists. |
Recruiter |
|
Review requisition and criteria. |
Recruiter/Hiring Manager |
|
If amends are necessary, Recruiter to return to Hiring Manager and place requisition on hold. |
Recruiter |
| Job is advertised and Hiring Manager is notified | Recruiter |
Stage Three - Shortlisting
| Key Tasks | By whom |
|---|---|
|
Review applications once advertisement closes. |
Hiring Manager |
|
Arrange shortlisting meeting, ensuring that the same panel members will also be available for interviews. |
Hiring Manager |
|
Confirm the interview details/type i.e. interview questions only, interview questions with presentation etc. |
Hiring Manager |
|
Confirm interview times and location, ensuring that all panel members are available and the required rooms are booked. |
Hiring Manager |
|
Shortlist candidates as per recruitment framework and guidance documents provided on the HR Hub.
|
Hiring Manager |
|
Complete and upload shortlisting paperwork on the recruitment system & email Recruiter to advise.
|
Hiring Manager |
|
Issue letters to candidates regarding shortlisting outcome via the recruitment system. |
Recruiter |
| Where interviews are via MS teams, issue an online meeting invitation | Hiring Manager |
Stage Four - Interview
| Key Tasks | By whom |
|---|---|
|
Prepare interview paperwork – questions and model answers. |
Hiring Manager |
|
Conduct interviews in line with guidance provided on the HR Hub. |
Hiring Manager |
|
Upload interview score sheet on recruitment system and notify the Recruiter. |
Hiring Manager |
|
Issue letters to candidates regarding interview outcome (i.e. successful / unsuccessful). |
Recruiter |
|
Move successful candidate to Pre-Employment Checks. |
Recruiter |
Stage Five - Pre-Employment Checks
| Key Tasks | By whom |
|---|---|
|
Establish if external or internal candidate. |
Recruiter |
|
Determine Access NI Level required for position and Check if existing Access NI held. |
Recruiter |
|
Determine Essential Qualification information required. |
Recruiter |
|
Request and Verify Qualifications information from candidate, if required. |
Recruiter |
|
Check Qualification equivalence. |
Recruiter |
|
Verify Professional Registration, if required. |
Recruiter |
|
Check if Right to Work (RTW) information already held. |
Recruiter |
|
Request and Verify RTW information from candidate, if required. |
Recruiter |
|
Obtain Reference details (regulated and non-regulated) and Contact Referees. |
Recruiter |
|
Follow up on receipt and content of References. |
Recruiter |
|
Review Health Questionnaires. |
Recruiter |
|
Refer to BHSF and follow up accordingly, if required. |
Recruiter |
|
Review outcome of Occupational Health Report and recommend any adjustments identified as required. |
Recruiter |
|
Request abatement form, flexible working form, essential car user form and bank details, where required. |
Recruiter |
| Once PECs checks are complete, progress post to ‘Offer to be made’. | Recruiter |
Stage Six - Offer
| Key Tasks | By whom |
|---|---|
|
Advise Hiring Manager when PECs are complete. |
Recruiter |
|
Contact Hiring Manager for start date, base location (if required), timecard and line manager. |
Recruiter |
|
Issue offer to the candidate. |
Recruiter |
|
Offer is valid for 4 weeks. Where an offer is not accepted, the Recruiter follows up weekly. |
Recruiter |
Stage Seven - Hire
| Key Tasks | By whom |
|---|---|
|
Once the candidate accepts the offer, progress post to ‘Hired’ Status |
Recruiter |
|
Offer accepted: Essential car user form, Abatement and flexible working form are uploaded to Taleo, where required and proforma is emailed to People Services along with bank details to key onto EA One System. |
Recruiter |