Assessing the candidates and giving feedback

Scoring at interviews

It is good practice to take notes and use a standard form for scoring during an interview to assist with making recruitment decisions. The Interview Scoresheet form provided in the Downloadable Templates section invites panel members to:

• Define the criteria they are assessing
• Make notes
• Record a score against each criterion.

The form should be extended to cover all the areas of principal questioning.

All panel members should be advised to record evidence that leads them to decide on a particular score, that is, information provided by candidates during the interview.

Once all the candidates have been seen, the panel member should use the agreed scoring system to score each candidate independently, assessing the extent to which each one met the selection criteria, based on evidence they gave from the questioning and assessments.

The Chair should ask panel members to rank the candidates’ scores ensuring everyone uses the same order of ranking, that is, 1 high or low. The rankings should be added and a composite ranking compiled. The panel members may be agreed on the best candidate but they may have ranked differently. The panel members should discuss the scores and explore the differences that have emerged referring to the evidence that has been recorded. Panel members may or may not wish to alter their scores but should agree a final decision. It is possible that none of the candidates interviewed is appointable.

The panel should also agree which candidate is ranked second and discuss whether this candidate is appointable. This will ensure a second offer can be made if the preferred candidate does not accept the offer.

The role of the Chair of the panel

All members of the panel involved in recruitment have a duty to conduct selection interviews fairly and without bias for or against any particular candidate. The role of the panel Chair is to:

• Ensure all members of the panel are properly prepared.
• Initiate, control and close the interview.
• Ensure that the selection process is conducted fairly and in accordance with the Methodist Church’s Equality Diversity and Inclusion Policy. The Chair will be responsible for answering any queries or complaints that may arise from candidates.
• Ensure that all questions are relevant and that all selection criteria are covered.
• Ensure all candidates are asked the same set of questions (although follow-up questions may vary if formed in response to the answers).
•  Provide links between panel members.
• Ensure that adequate notes are taken to enable a proper assessment of each candidate against the selection criteria.
• Lead the evaluation of the candidates in relation to the selection criteria; ensure that the evaluation is based on relevant points and supported by evidence; ensure records are made and that any points of disagreement between panel members are noted. 
• Ensure arrangements are in place to inform candidates of the outcome of the interview and offer feedback if requested (notes will be useful to do this).
• Liaise with the successful candidate to ensure all pre-employment checks are completed (i.e. Disclosure, medical, references and rights to work etc.)
• Make arrangements for the commencement of employment (start date will be subject to the satisfactory completion of all pre-employment checks)
• Issue the offer letter and written statement of terms and conditions of employment.
• Ensure compliance with the Data Protection Act 2018 (General Data Protection Regulation – GDPR) Legislation

Candidates with Disability

Candidates with a disability should be asked the same questions and assessed in the same way as other candidates. If a candidate with a disability is assessed as the best candidate after you’ve made a job offer, it is employer's duty to check what adjustments they’ll need to do the job.

You can get advice on reasonable adjustments from the Disability Employment Adviser (DEA) at your local Jobcentre Plus office.

There’s more detail about employers’ obligations and how to meet them on the Equality and Human Rights Commission website.

NB - Candidates who believe they have been the subject of discrimination can pursue a claim with the Employment Tribunal. There is no upper limit for discrimination awards. If there is any such claim, you should contact you District Lay Employment Secretary.

Notifying unsuccessful candidates

Unsuccessful candidates who are non-appointable can be informed in writing of the outcome of their interview as soon as possible.

Once an acceptance is received from the first choice candidate, a final rejection letter is sent to any second choice candidates as required. If the first choice candidate does not accept then the Chair of the panel should make a decision about offering the job to another candidate or re-advertising.

Some unsuccessful candidates may ask for reasons why they were not selected for a post. Well thought out and constructive feedback can be very useful for candidates and gives a good impression of the church/circuit/district.

Tips on Giving Feedback:

• Only give feedback if a candidate wishes to receive it.
• Ask the candidate what they thought went well and what did not go as well.
• Confirm or share positive points.
• Agree with negative points if they coincide with the points you have.
• Only offer one or two negative points; concentrate on the most significant issues.
• Try to concentrate on information that would assist the candidate to prepare for an interview on another occasion.
• Allow reasonable time to contact the candidates following the interview.