Key Preparatory Steps and Approval Process
Once recruitment to a lay post has been authorised by the Church Council, Circuit Meeting or District Managing Trustees, the employing body should work with the DLES to prepare and review the documentation required for approval.
The following steps should normally be completed before recruitment proceeds.
Step 1: Develop the Appointment Proposal
Provide:
- Background information about the post, including whether it is a new or existing position.
- The rationale for the appointment and the need it is intended to address.
- Details of the proposed line manager and an outline of their management responsibilities.
- Information about the anticipated funding arrangements and duration of the post.
Step 2: Prepare the Job Description
The job description should clearly set out:
- The purpose of the role.
- Key duties and responsibilities.
- Reporting and accountability arrangements.
- Key relationships within the church, circuit or district.
- Basic terms and conditions of employment.
Step 3: Prepare the Person Specification
The person specification should identify the:
- Qualifications required.
- Relevant experience.
- Knowledge, skills and abilities.
- Personal attributes and behaviours needed to undertake the role effectively.
Step 4: Consider Safeguarding and DBS Requirements
Where safeguarding responsibilities form part of the role, any DBS requirement should be identified and clearly stated within the job description, person specification and recruitment materials, as appropriate.
Step 5: Confirm Funding and Affordability
An income and expenditure estimate should be prepared to demonstrate how the appointment will be funded.
Before the post is advertised, the relevant finance committee or decision-making body should confirm that sufficient budget is available and that the appointment is affordable.
Consideration should be given to the full cost of employment, including:
- Salary.
- Employer National Insurance contributions.
- Pension contributions.
- Recruitment and advertising costs.
- Equipment, technology and workspace requirements.
- Travel and other work-related expenses.
- Training, induction and development costs.
- Any future pay awards or associated employment costs.
Step 6: Prepare Recruitment Materials
The following documentation should be submitted to the DLES for review:
- Advertisement text.
- Job description.
- Person specification.
- Details of proposed advertising methods and recruitment channels.
Recruitment materials should support equality, diversity and inclusion and be designed to attract suitably qualified candidates from the widest appropriate pool.
Step 7: Prepare Employment Documentation (
Before employment is confirmed and documentation is issued, the following documents should be prepared and shared with the DLES for review:
- Conditional Offer Letter.
- Formal Offer Letter.
- Written Statement of Terms and Conditions of Employment.
Documentation should clearly reflect:
- Salary and pay arrangements.
- Hours of work.
- Pension eligibility and contributions.
- Place of work and working arrangements.
- Probationary arrangements.
- Other contractual terms and conditions relevant to the post.