Recruitment
1. Introduction
1.1. This policy applies to the GBWR group, as the group composition may vary from time to time; the GBWR group currently comprises Great Britain Wheelchair Rugby Limited and its subsidiary GBWR Trading Limited. All references to ‘GBWR’ apply to the GBWR group.
1.2. The purpose of this recruitment policy (‘Policy’) is to facilitate the recruitment of individuals who match the specifications of GBWR vacancies, in a way which is fair, cost-effective, and reflects GBWR’s commitment to equality, diversity, and inclusion (‘EDI’). It takes account of good practice and relevant legislation relating to EDI and human rights.
1.3. This Policy applies to the recruitment of employees, contractors, trustees/directors, committee members, and other such roles as GBWR may recruit for from time to time (collectively ‘Workers’).
2. Principles
2.1. Vacancies should normally be filled via a competitive selection process, using fair and robust job-related criteria. Exceptions to this competitive selection process are defined in section 15.
2.2. Recruitment should be in line with GBWR’s commitment to EDI and objective recruitment practices. Further detail is provided throughout relevant sections of this policy.
2.3. Recruitment will be carried out in accordance with this Policy and all other relevant GBWR policies and process, including, but not limited to, those concerned with safeguarding practices.
3. Recruitment pack
3.1. The recruitment pack should include a summary of the key particulars of the role, including, but not limited to, the following:
• Job title
• Days/hours required
• Remuneration (a range may be stated, however a negotiable rate of pay should not offered in lieu of a given figure/range; any range should be narrow to the degree that individuals who submit an application (‘Applicants’) can make an informed decision on the appropriateness of the role to their personal circumstances)
• Benefits
• Location of the role
• Permanence/duration (eg permanent or fixed term) and type (eg employment or contact for services) of the contract
• Main purpose of the job
• Any special working conditions (eg working patterns or DBS requirements; where flexibility of hours and/or working location can be permitted, this may make the role accessible to a more diverse group of potential Applicants with particular needs, eg disabled individuals, or those with caring responsibilities)
3.2. Also included in the recruitment packs should be the following:
• Introduction to GB Wheelchair Rugby
• Summary of the role
• Duties and responsibilities
• Skills and qualifications (also referred to as a person specification)
• Overview of the recruitment process
• Application requirements
• Request for any conflicts to be declared
• Statement on GBWR’s commitment to EDI in recruitment
• Statement on GBWR’s commitment to safeguarding
3.3. Further detail on the headline areas noted at 3.2. is included in sections 4. to 10.
4. Introduction to GB Wheelchair Rugby, summary of the role, and duties and responsibilities
4.1. These sections provide an outline of GBWR and the role, which will in most cases be a list of the core duties of the role and is not expected to be an exhaustive list.
4.2. These sections should be specific, related to the job, and comprehensive, without requiring granular detail.
4.3. These sections enable potential Applicants to make an informed decision about whether to apply and, for those who do apply, to demonstrate sufficient relevant detail of their skills and experience in their application.
4.4. These sections also inform the shortlisting and selection decisions.
5. Person specification
5.1. The person specification details the skills, experience, abilities, and expertise that are required to do the job.
5.2. The person specification should be specific, related to the job, and not unnecessarily restrictive.
5.3. The person specification enables potential Applicants to make an informed decision about whether to apply and, for those who do apply, to demonstrate sufficient relevant detail of their skills and experience in their application.
5.4. The person specification also informs the shortlisting and selection decisions, and, dependant on the role, may include the following:
• Required skills and abilities
• Required experience
• Required competencies
• Minimum required qualifications
5.5. The person specification should use language to reduce bias and encourage diversity in applications:
5.6. Use behaviour-based language, which is better evidenced than character traits; for example, a criterion should specify an individual who ‘has held management responsibilities, rather than a ‘natural leader’
5.7. Avoid biased language, which is associated with stereotypes (eg masculine/feminine or older/younger age); online decoder tools can support with identifying such language
5.8. Avoid asking for a ‘cultural fit’ or person-organisation fit’; whilst this can be intended as an indicator of performance and shared values, it can discourage diversity through preference for those with similar traits already held
6. Overview of the recruitment process
6.1. The overview must include the closing date for applications; the closing date should be considered to allow sufficient time for potential Applicants to find the role and complete an application – this will vary depending on role and the availability of Applicants who are identified as being viable for the role (‘Candidates’).
6.2. If assessing applications on a rolling basis and reserving the right to bring forward the closing date, this should be stated in the recruitment pack; the closing date should only otherwise be brought forward in exceptional cases.
6.3. Extensions to the closing date may be permitted in exceptional circumstances, for example where an Applicant identifies the advert close to the closing date and expresses a strong desire to be considered, in addition to displaying the skills and/or experiences relevant to the role, identifying them as a Candidate.
6.4. Where known in advance, interview dates and location/format should also be included.
6.5. Applicants should also be given the opportunity to contact a relevant individual at GBWR to discuss the role further; in most cases this will be the line manager for the role (‘Hiring Manager’) or chair of the interview panel (‘Panel Chair’) – ordinarily, the Hiring Manager will also serve as Panel Chair.
7. Application requirements
7.1. GBWR recruitment will require the Applicant to submit the following:
• Curriculum vitae (CV)
• Cover letter outlining suitability for the role
• Details of two referees
• A diversity monitoring form (which will be and submitted separately and anonymously to the application; GBWR will review these anonymised responses to determine the efficacy of its efforts to encourage applications from a diverse group of Applicants)
7.2. Dependant on the role, additional requirements may be attached to the application process; this may include, for example, providing a portfolio of existing work or completing a task. Any task should be skill based and designed to replicate real-life situations relevant to the skills and abilities required of the vacancy; furthermore, it should be judged to be reasonable and not require disproportionate effort on the part of the Applicant, in consideration of the role advertised.
8. Conflicts of interest
8.1. Conflicts of interest may arise where a Candidate’s personal, professional, or familial interests could potentially conflict with those of GBWR.
8.2. All Applicants will be asked to declare any conflicts they are aware of at the time of application.
9. Equality, diversity, and inclusion
9.1. When advertising posts, GBWR will emphasise its commitment to equal opportunities for all marginalised groups through an EDI recruitment statement.
9.2. As per section 60 of the Equality Act 2010, it is unlawful to ask questions about health and diversity prior to a job offer (except in certain circumstances), however GBWR is committed to recruiting disabled people and GBWR’s EDI recruitment statement will invite Applicants requiring specific provisions or reasonable adjustments to share these as part of the recruitment process.
9.3. All personnel involved in the recruitment and selection process (‘Hiring Staff’) are expected to promote, both in principle and practice, GBWR’s policies and processes with regards EDI.
9.4. In line with its commitment to EDI, GBWR will provide relevant training to its Hiring Staff on EDI and objective recruitment practices. GBWR may, at its sole discretion, accept as equivalent training which has been completed outside of GBWR (for example, with a previous employer) no earlier than two years prior to the start of the recruitment process.
9.5. As EDI is embedded throughout GBWR’s recruitment process, more information on EDI practices is referred to at relevant points of this policy.
10. Safeguarding
10.1. When advertising posts, GBWR will emphasise its commitment to safeguarding and the requirement for all Applicants to share this commitment.
10.2. Regardless of whether a role is a regulated role or not, when advertising posts, GBWR will emphasise the responsibility of all Workers to promote the the welfare of children and adults, to keep them safe, to practice in a way that protects them, and to be familiar with the processes to report safeguarding concerns.
11. Publicising the vacancy
11.1. Vacancies must be advertised on the GBWR website and may be further proliferated though GBWR-owned/operated digital channels.
11.2. Vacancies should also be promoted through the following channels to maximise exposure of the vacancy to sector-specific outlets and channels which maximise the reach to potential Applicants from all sections of the community, supporting GBWR’s EDI initiatives to reach those from underrepresented groups. Note that not all of the following channels will be suitable for all vacancies, as some have certain criteria (eg board positions or voluntary roles).
| Sport-specific | Not-for-profit sector | Board-specific | EDI |
| Activity Alliance | Charity Job | Board Appointments | Pink Jobs |
| UK Sport | TPP | NED on Board | Women on Boards |
| Sport and Recreation Alliance | Getting on Board | Diverse Job Market | |
| Careers in Sport | Mumsnet | ||
| Jump in Sport | BME Jobs | ||
| iSportConnect | Ethnic Jobs | ||
| Evenbreak | |||
| LGBT Jobs | |||
| Restless |
11.3. Vacancies may also be advertised in other specialist publications or websites with the aim of advertising as extensively as possible so as to reach a wide pool of potential Applicants including underrepresented groups. GBWR may also work with other organisations, including universities, to support recruitment of certain roles, such as internships.
11.4. Vacancies may also be recruited for with the assistance of specialist recruitment agencies where pertinent to the specificity of the role.
11.5. GBWR will consider cost-effectiveness with relation to any paid-for promotion, including promotion on GBWR-owned/operated digital channels and use of agencies or other third-party promotion channels.
11.6. Personnel are also encouraged to use word-of-mouth referrals for potentials Candidates, particularly to support efforts to recruit from marginalised groups.
12. Processing applications
12.1. Care must be taken by Hiring Staff when engaging in contact with Applicants, so that all are treated in the same way, for example with regard to invitations to visit, informal meetings/calls to discuss the vacancy, and provision of information.
12.2. The confidentiality of applications will be respected by all Hiring Staff.
13. Shortlisting
13.1. Shortlisting should be conducted by the Panel Chair, ordinarily the Applicants’ prospective line manager (Hiring Manager); this may be supported by a secondary shortlister who will also sit on the interview panel (‘Panel’).
13.2. Where the Panel Chair has not completed relevant EDI training (as per section 9.), shortlisting will be supported by a secondary shortlister; the secondary shortlister must have completed relevant EDI training and will also sit on the Panel.
13.3. Shortlisting should be assessed using the Applicants’ applications and the specifications of the recruitment pack.
13.4. Shortlisting may also consider any communications had with the Applicant during the recruitment process, to the extent that the communications are relevant to the shortlisting decision. Where two shortlisters are engaged in the shortlisting process, full disclosure between the shortlisters must be made of any such communications.
14. Interviews
14.1. Interviews should be scheduled as soon after the closing date as reasonably possible.
14.2. Interviews may be held in person or virtually; in deciding whether to opt for virtual or in-person interviews, consideration should be given to the following:
• Travel requirements of Candidates and the Panel
• Notice provided to Candidates
• Value of meeting Candidates in person
• Whether the same format can be offered to all Candidates, to minimise risk of bias, for example through favouring in-person interviewees over virtual
• Reimbursement of travel expenses for remote vacancies or positions which are interviewed for at locations distinct from a provided-for working location
• Any task required at interview and how this is impacted by interview format
• Environmental impact
14.3. Where practicable, Candidates will be offered dates/times so that they can choose the most suitable to attend.
14.4. When invited to interview, Candidates will be asked to share any specific provisions or reasonable adjustments required for their attendance.
14.5. When invited to interview, Candidates will be asked to advise their preferred pronouns so they may be addressed appropriately by the Panel.
14.6. Panels should:
• be suitably constituted for the role in question;
• consist of a minimum of three people and nominate in advance the Panel Chair; where the Panel Chair has not completed relevant EDI training (as per section 9.), a minimum of one other Panel member must have completed relevant EDI training; the Panel may include up to one external member, who holds no personnel position within GBWR (eg as employee, board member, or contractor), but may be a GBWR member;
• declare if they already know a Candidate, in what capacity, and any foreseeable conflicts which may arise;
• declare any prior communications with the Candidate, which may include those which supported their application through shortlisting;
• be willing and able, insofar as reasonably practicable, to attend all interviews for the duration of the recruitment process, to maintain consistency and to ensure fair treatment of all Candidates;
• agree in advance interview structure, areas of questioning (including who is responsible for question areas) to cover all of the elements of the person specification, and scoring method; and
• consider meeting in advance to discuss expectations with regards question areas, so appropriate ad-hoc follow-up questions may be considered during interview; this meeting can also discuss any pre-interview task, if applicable.
14.7. One stage of interviews will normally be sufficient, however in exceptional cases, a second round of interviews may be required. Wherever possible, if a two-stage interview process is to be implemented, this should be stated in the recruitment pack; creating a second stage of interviews after receipt of applications should otherwise be done only in exceptional cases, eg to support the Panel in deciding between evenly matched Candidates. The interview panel should have regards to the points at 13.2 before requiring a second round of interviews with Candidates, and additionally give regard to the proportionality of requiring a second round of interviews for the given role.
15. Appointment
15.1. The interview panel will seek to agree appointment of the successful Candidate within two working days of interviews being completed (although normally sooner), based on individual scoring of interviews and group discussion of interviews and application.
15.2. The Hiring Manager or Panel Chair will formally offer the role to the Candidate, noting any terms requiring agreement or specification, and request the Candidate confirm acceptance within a specified time frame.
15.3. Appointment offers will be subject to:
• receipt of satisfactory references, which will be shared with the Panel Chair and Hiring Manager for review;
• satisfactory result from DBS checks (if a requirement of the role);
• provision of any required documentation relating to the role (including qualification certificates); and
• successful completion of a Right to Work check, confirming the Candidate can legally work the terms of the role.
15.4. Appointments will be confirmed by formal written confirmation in the form of an employment contract, signed by the Candidate and the CEO, or in the case of employment of the CEO, the chair of the board.
16. Appointments without competition
16.1. In certain circumstances, it may be appropriate or practical to fill a vacancy without a competitive selection process; this should be done in extenuating circumstances only, under the conditions at 16.2. – examples of appropriate circumstances may include where the candidate has demonstrated relevant capability in a similar role at GBWR or has undertaken the duties of the role on an interim basis.
16.2. The rationale for doing so should include an assessment of the potential impact by the Hiring Manager, and approval sought in advance from the CEO. In the case of the CEO as the Hiring Manager, approval should be sought from the chair of the board. In the case of the chair of the board as the Hiring Manager, approval should be sought by board majority decision.
17. Feedback
17.1. Feedback will be offered to all unsuccessful Candidates who reach interview stage, and provision of feedback will be led and agreed by the Panel Chair.
17.2. Feedback to Applicants who were not invited to interview will be at the discretion of the Hiring Manager.
18. Confidentiality
18.1. All applications and other materials submitted by Applicants will be treated in strict confidence by all panel members and others to whom the information is disclosed in connection with recruitment and/or selection process.
19. Data protection
19.1. GBWR complies with all relevant data protection legislation, including, but not limited to, the General Data Protection Regulation (GDPR) and the Data Protection Act 2018.
19.2. For further detail on how GBWR processes your data as a Candidate, please see our privacy notice and data retention policy.
Version 010 approved by the GBWR Board of Trustees at the meeting held March 2025.
To be reviewed by the GBWR Board of Trustees by March 2027.
