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Recruiting a new colleague

Volume recruitment process

Choose this option if the role you need to recruit is in food (Store Managers and Team Leaders), logistics (warehouse ops and driver roles) or Funeralcare (all client facing roles).

Non-volume recruitment process

Choose this option if the role you need to recruit is in the support centre (including Retail Support Centre), Legal Services, logistics (all roles other than warehouse ops and drivers) or is an operational leadership position (grades C and D).

If you need to recruit Customer Team Members or Customer Team Leaders visit How Do I.

If you need to recruit a senior leadership role (grades A and B), a contractor or an agency temp, visit the resourcing intranet page.

If you need to recruit Member Pioneers or Member Pioneer Co-ordinators visit the Member Pioneer hub.

Volume recruitment process

Raise your requisition and start recruiting

To recruit a new colleague you’ll need to raise a requisition on the MyRecruit system. You can access MyRecruit through MyHR.

Watch the video guide to raising a requisition - below.

To make sure you select the right approvers for your vacancy and avoid delays to the recruitment process, follow the guidelines for recruitment approvals - below.

Entering the correct business unit and department for your vacancy will help to ensure your vacancy is processed as quickly as possible. Use the position hierarchy lookup tool to find this information for your vacancy.

If you’re looking to make a fixed term colleague permanent you should speak to your People Partner. Once you have authorisation to make the colleague permanent you can issue them with a confirmation of fixed term to permanent contract letter - below. HR Services won’t issue a new contract as the colleague’s terms and conditions will remain the same.

Once your vacancy has been approved it will be sent to the resourcing team who will contact you to request more information (see ‘vacancy briefing’ section) so they can advertise your vacancy. It is important to remember:

  • approval of your requisition could be delayed if the specified approvers are on holiday – check your approvers are in the business before raising a requisition
  • the resourcing team will cancel requisitions when they don’t receive a response to a request for more information within 72 hours
  • if your vacancy is a new role, or additional headcount in your current structure, you’ll need to speak to your People Partner before raising the requisition as there will be additional approval steps required before the position can be advertised

Vacancy briefing

Once your requisition has been approved the resourcing team will contact you by email to obtain the details they need to advertise the job.

In order for the resourcing team to deliver your recruitment as quickly as possible it’s very important they have all the relevant information about the vacancy at the beginning of the process.

Follow the vacancy briefing guidelines to give the resourcing team the information they need to deliver your recruitment successfully.

Advertising your vacancy

Once the resourcing team has the necessary information they will advertise your vacancy. All Co-op jobs must be advertised internally for at least one week to comply with the internal mobility policy.

Internal advertising can happen at the same time as external advertising. The resourcing team will advertise the vacancy and source qualified candidates through a range of channels – see the candidate marketing guide below for more information.

As a hiring manager you can help the resourcing team to source high quality candidates in the quickest time possible by promoting the vacancy to your own network.

The LinkedIn guide for hiring managers below provides information about how to create a profile, share jobs, search for candidates and create content.

Interviews and assessments

Once the closing date for your vacancy has passed the resourcing team will share a shortlist of candidates for interview, and contact you to arrange face to face assessments.

Once interviews have been arranged, the resourcing team will share the relevant assessment documents with you so you can prepare for the interview.

Before you conduct your assessments make sure you read the interview tips for hiring managers below – taking a best practice approach will help to ensure you select the best candidate for your vacancy.

Diversity and inclusiveness are central to our Co-op identity, and we know that teams with diverse backgrounds and ways of thinking are more successful. Before you assess candidates read the diversity and inclusion guide for hiring managers below to make sure you’re recruiting in the fairest way possible.

It’s really important that you take copies of documents that prove candidates’ eligibility to work (ETW) in the UK when they attend their face to face assessment. Without these documents we’ll be unable to make an offer of employment, and if you forget to copy these documents on the day it will probably delay the successful candidate’s start date.

Follow the ETW guidelines below to make sure there is no delay to your successful candidate’s start date.

Follow the GDPR document retention guidelines below to make sure you don’t keep data or information for longer than the appropriate retention period.

Offers and feedback

As a hiring manager it’s your responsibility to make a verbal offer to the successful candidate, and provide feedback to candidates who were unsuccessful in face to face assessments (when they request feedback).

Before you make an offer of employment you should contact the resourcing team to share ETW documents and confirm the salary you want to offer the successful candidate. You should also review the offering a candidate guidelines below to ensure the offer is processed quickly once you’ve spoken to the candidate.

Candidates often have multiple offers of employment on the table, so think about why you chose this person and tell them why you want them to be part of your team. You should also review the Co-op benefits package so you can talk to the successful candidate about our benefits.

The resourcing team will let you know when unsuccessful candidates request feedback. Before you contact them you should review the giving feedback guidelines below to make sure you can manage the conversation appropriately.

Providing feedback to unsuccessful candidates is important because people often share their experiences of corporate recruitment processes on websites like Glassdoor.com. We want all candidates to take some value from our process, even if they are unsuccessful in their application.

Feedback should come from the hiring manager because, as the lead assessor, you’re best placed to deliver meaningful feedback and answer any questions candidates might ask.

Pre-employment screening

The resourcing team will manage the pre-employment screening process.

Once the pre-employment screening process is complete the resourcing team will contact you to confirm the start date for your new colleague.

Non-volume recruitment process

Raise your requisition and start recruiting

To recruit a new colleague you’ll need to raise a requisition on the MyRecruit system. You can access MyRecruit through My HR.

Watch the video guide to raising a requisition below.

It’s important you select the correct approvers for your vacancy. For non-volume roles you should select the relevant budget holder (grade C or above), People Partner and Finance Business Partner.

Entering the correct business unit and department for your vacancy will help to ensure your vacancy is processed as quickly as possible. Use the position hierarchy lookup tool to find this information for your vacancy.

If you’re looking to make a fixed term colleague permanent you should speak to your People Partner. Once you have authorisation to make the colleague permanent you can issue them with a confirmation of fixed term to permanent contract letter - below. HR Services won’t issue a new contract as the colleague’s terms and conditions will remain the same.

Once your vacancy has been approved it will be sent to the resourcing team and assigned to a Resourcing Advisor. The Resourcing Advisor will contact you to arrange a vacancy briefing meeting. It is important to remember:

  • approval of your requisition could be delayed if the specified approvers are on holiday – check your approvers are in the business before raising a requisition
  • the resourcing team may cancel the requisition if you don’t respond to their request to arrange a vacancy briefing
  • if your vacancy is a new role, or additional headcount in your current structure, you’ll need to speak to your People Partner before raising the requisition as there will be additional approval steps required before the position can be advertised

Vacancy briefing

Once your requisition has been approved the resourcing team will arrange a vacancy briefing meeting between you (the hiring manager), the Resourcing Advisor who will manage your vacancy, and a Candidate Marketer who will source candidates for the job.

During the vacancy briefing meeting the Resourcing Advisor and Candidate Marketer will ask questions about your vacancy so they can plan a recruitment campaign. You’ll also discuss the assessment approach for your vacancy, decide which Co-op behaviours to ask questions about during interviews, and film a short introduction video for candidates recording Montage video interviews. Read the Montage intro video guidelines (below) for more information about this process. You can also watch an example Montage intro video below.

Follow the vacancy briefing guidelines below to prepare for this meeting so you can give the resourcing team the information they need to deliver your recruitment successfully.

Advertising your vacancy

Following the vacancy briefing meeting, the Candidate Marketer will write an advert for your job and consider the best way to attract the candidates you need. The job advert will be shared for your approval two working days after the vacancy briefing takes place.

Once you have approved the job advert, the resourcing team will advertise your vacancy. All Co-op jobs must be advertised internally for at least one week to comply with the internal mobility policy.

Internal advertising can happen at the same time as external advertising.

The Candidate Marketer will advertise the vacancy and source qualified candidates through a range of channels during the advertising period – see the candidate marketing guide below for more information.

As a hiring manager you can help to source high quality candidates in the quickest time possible by promoting the vacancy to your own network.

The LinkedIn guide for hiring managers below provides information about how to create a profile, share jobs, search for candidates and create content.

Interviews and assessments

Once the closing date for your vacancy has passed the resourcing team will share a shortlist of qualified candidates for interview, along with links to their Montage video interview assessments.

As the hiring manager, you will need to share your availability for interview with candidates using the Montage interview scheduling tool (see the Montage Interview Scheduling Tool tutorial video below). Once you have specified your availability, candidates will be able to select a suitable interview slot.

The Resourcing Advisor will contact you once interviews are booked in to confirm the arrangements, and share the relevant assessment documents so you can prepare for the interview. 

Diversity and inclusiveness are central to our Co-op identity, and we know that teams with diverse backgrounds and ways of thinking are more successful. Before you assess candidates read the diversity and inclusion guide for hiring managers below to make sure you’re recruiting in the fairest way possible.

It’s really important that you take copies of documents that prove candidates’ eligibility to work (ETW) in the UK when they attend their face to face assessment. Without these documents we’ll be unable to make an offer of employment, and if you forget to copy these documents on the day it will probably delay the successful candidate’s start date.

Follow the ETW guidelines below to make sure there is no delay to your successful candidate’s start date.

Follow the GDPR document retention guidelines below to make sure you don’t keep data or information for longer than the appropriate retention period.

Offers and feedback

Once you have completed assessments you should contact the Resourcing Advisor and inform them of the outcomes. At this point you must also share ETW documents for the successful candidate.

The Resourcing Advisor will take some details (salary, start date) and then contact the successful candidate to make a verbal offer of employment (provided we have ETW documents on file). Once the candidate has verbally accepted the offer they will send out an e-contract: this is a formal conditional offer of employment, subject to pre-employment screening.

The Resourcing Advisor will notify unsuccessful candidates of their outcome via email, and offer to provide feedback on the assessment process. As a hiring manager it’s your responsibility to provide feedback to candidates who were unsuccessful in face to face assessments (when they request feedback). The resourcing team will let you know when unsuccessful candidates request feedback. Before you contact them you should review the giving feedback guidelines below to make sure you can manage the conversation appropriately.

Providing feedback to unsuccessful candidates is important because people often share their experiences of corporate recruitment processes on websites like Glassdoor.com. We want all candidates to take some value from our process, even if they are unsuccessful in their application.

Feedback should come from the hiring manager because, as the lead assessor, you’re best placed to deliver meaningful feedback and answer any questions candidates might ask.

Pre-employment screening and on-boarding

The resourcing team will manage the pre-employment screening process.

Once the pre-employment screening process is complete the resourcing team will contact you to confirm the start date for your new colleague.

It is your responsibility as hiring manager to keep in touch with your new colleague in the period leading up to their start date.

Follow the non-volume new starter guidelines below to order IT equipment and logins, and make sure your new team member has everything they need to be productive from day one.