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Page 1: €¦  · Web viewOrchardville is a registered charity under the Charity Commission for Northern ... awarded by the European Social ... to include Microsoft Word, PowerPoint,

Candidate Guidance Notes

Director of Operations(Full-time)

Ref: 19/01/DOO001

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Candidate Guidance NotesV1 2017

Closing Date: Friday 11th May 2018Provisional Interview Date: Wednesday 23rd or Thursday 24th May 2018

Contents

Prior to completing the application form we recommend that applicants familiarize themselves with the contents of this guide which includes:

Section 1 About Orchardville

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Section 2 Our Services

Section 3 Organisational Structure

Section 4 Why Work for Orchardville?

Section 5 The Benefits of Working for Orchardville

Section 6 Job Description & Personnel Specification

Section 7 The Recruitment & Selection Process

Section 8 Terms of Appointment

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SECTION 1 ABOUT ORCHARDVILLEOrchardville is a registered charity under the Charity Commission for Northern Ireland. We have been supporting people with Learning Disabilities and / or Autism in employment in Belfast for over 35 years. Founded in 1982 by a group of parents and carers who sought a more challenging alternative to Day Centres, Orchardville has continued to grow geographically and the services offered have developed and expanded substantially over the years.

Our missionOrchardville is committed to be the leading provider of opportunities to EQUIP people with a Learning Disability or Autism to achieve their individual ambitions.

Our visionTo achieve an inclusive society where equal opportunities are enjoyed by everyone.

Our valuesWe aim to deliver our mission by living and upholding our values of EQUIP:

Empowerment – Orchardville, families, employers and funders work together to enable all Users to achieve goals and aspirations.

Quality – Through creativity and innovation we are committed to providing excellent services to meet the changing needs of all Users.

USER – We place the Service User at the centre of everything we do.

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Integrity – We place high value on the reliable and honest way we conduct our business and will ensure everyone is treated equally and respectfully.

Passion – At the heart of our team we are passionate to energise, engage and inspire everyone.

SECTION 2 OUR SERVICESInitially limited to the Belfast area, Orchardville services have been expanded throughout Lisburn, Bangor / North Down and the North-West areas, thanks to funding awarded by the European Social Fund, local government departments and some Health and Social Care Trusts, in addition to self-generated income. The services that we offer are provided under three main themes – Employability and Skills, Community Inclusion and Social Enterprise.

EMPLOYABILITY & SKILLS

Employment & Skills Service (Ignite)Ignite supports people aged 16 – 65 to prepare for work, live a more independent life and to secure and maintain a job which is right for them. We offer various accredited training programmes and opportunities for work placement in our internal social enterprise hubs, or with employers in the public, private and voluntary sectors.

Workable (NI)Workable (NI) provides ongoing support and guidance to Service Users who work more than 10 hours per week. The support includes advising employers on reasonable adjustments and delivering disabilityawareness training. Employment staff also job coach and mentor employees to ensure they retain their job and progress within the workplace.

COMMUNITY INCLUSION

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Transitions We support school leavers aged 16 – 19 to travel independently, manage their money and job sample with various employers. The service allows young people and their families to make important decisions about what do when they leave school, with options including Further Education, training and employment.

TAP 2TAP2 provides extra support to Service Users aged 18 – 30 who have left full-time education but who need some extra time and support to progress onto the main employment programme. It encourages thedevelopment of independence and employability skills through training and accessing local services.

Community Living and Support Programme (CLASP)The CLASP service encourages Service Users to be more involved in their local community and supports them to create lasting friendships, offering isolated individuals an opportunity to develop social skills and creating fun and exciting opportunities.

SOCIAL ENTERPRISEOrchardville facilitates a number of social enterprise initiatives as a platform for employability skills to be obtained. Such initiatives include:

Orchard CaféOrchard Café celebrates the culture and food of East Belfast and is famous for its Titanic Fry! We offer a selection of local breads and cakes along with daily lunch specials which compliment all other dishes. Within the café environment, Service Users are provided with opportunities to develop social, customer service and catering skills.

Orchardville Business Centres, Belfast & Bangor

Our business centres provide a variety of services including mailshots, digital printing, t-shirt and canvas printing. Around 12 Service Users will be on-site at any one time and will be involved in each live job that

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comes through our doors. Each job is treated as a training opportunity for our Service Users and can be anything from creasing a printed card to assembling magnets.

Orchard CraftsOrchard Crafts is our mini-enterprise project, providing places for approximately 20 Service Users. At Orchard Crafts we make a variety of items including repurposing old frames and other decorative items, as well as making Christmas decorations which are then sold in Starbucks Coffee shops all over Northern Ireland during November and December.

Gifts that Give Retail StoreGifts that Give is our new retail gift shop for social enterprise products. Based at Bloomfield shopping centre in Bangor, our products include chocolates, candles, soaps, jewellery, photo frames, personalised cards, frames, canvas prints and much more! The store provides an excellent opportunity for service users to get an insight into a career in a retail environment.

Orchardville c/o Coca-ColaWe have a contractual arrangement with Coca-Cola to provide a range of services and activities at the Coca-Cola Hellenic site in Lisburn, including pallet sorting, manufacturing unit repairs, cooler filling, warehouse cleaning, external litter picking and general maintenance. Our facility at Coca-Cola provides both paid employment and unpaid work placements to Service Users.

SECTION 3 ORGANISATIONAL STRUCTUREOrchardville employs approximately 70 staff across 6 locations. The Chief Executive leads our Senior Management Team (SMT) who are responsible for services in the areas of Employment, Social Economy and Community Provision. Orchardville is governed by a Board of Directors.

Offices & Training Hubs

Orchardville (Head Office & Business Centre)144 – 152 Ravenhill RoadBelfastBT6 8ED

Orchardville (Bangor)159 Belfast RoadBangorBT20 3PP

Orchardville (Lisburn)TSL HouseUnit 1, 38A Bachelors WalkLisburnBT28 1XN

Social Enterprise Hubs

Orchard Café395 – 405 Newtownards RoadBelfastBT4 1RH

Gifts That Give RetailBloomfield Shopping CentreBangorBT19 7HB

Orchadville c/o Coca ColaCoca-Cola HBC Northern Ireland12 Lissue RoadLisburnBT28 2SZ

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SECTION 4 WHY WORK FOR ORCHARDVILLE?

To make a difference….

Working at Orchardville is so much more than just a job. Our amazing staff and volunteers make a lasting difference to the lives of hundreds of people with Learning Disability and / or Autism every year. We recruit over a wide variety of areas, including:

Employment and work placement support Transitions Services Job Coaching (in a variety of areas which include office, horticulture, retail, catering and crafts

among others!) Community Inclusion Project Co-ordination

Here at Orchardville, our focus is to support and develop our Service Users and therefore the majority of our workforce is made up of people in the areas above. However, if you want to work for Orchardville, but don’t think the above roles are right for you we also provide opportunities to indirectly support what we do through Finance, HR and Admin roles.

To make the most of both your career, and your life outside of work….

At Orchardville, we value Employee well-being and work-life balance. We offer many family friendly policies and employee benefits. We promote well-being and have a positive work-life balance within a supportive working environment.

As we continue to expand both in numbers and geographically, there are regular opportunities for promotion and other internal job moves.

For the perks….

At Orchardville we value our employees and strongly believe that employee contribution should be recognised.

SECTION 5 THE BENEFITS OF WORKING AT ORHCARDVILLEStaff are key to the continued success of Orchardville and we want to make sure they are rewarded accordingly. As part of this commitment we provide a number of enhanced benefits, as detailed below.

Generous Annual Leave Orchardville offers a generous holiday allowance to support staff. The annual leave period for staff runs from 1st April – 31st March. Holiday entitlement will depend on job grade, as detailed below:

Grade Minimum Leave Entitlement in Days*

Entitlement after 5 years*

Entitlement after 10 years*

Non-Management 21 22 23Production Supervisor 23 24 25

Managers & Co-Ordinators 24 25 26Senior Management 27 28 29

CEO / DCEO 28 29 30

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*For part-time workers, holiday entitlement will be pro-rata to hours worked.

Statutory HolidaysIn addition to the annual leave noted above, all staff* are entitled to 12 statutory holidays per year:

New Year’s Day 12th JulyEaster Monday 13th JulyEaster Tuesday Late Summer Bank Holiday MondaySt. Patrick’s Day Christmas DayMay Day Bank Holiday Monday Boxing DaySpring Bank Holiday Monday + 1 extra day at Christmas

Additional LeaveIn addition to annual and statutory holidays, Orchardville also provides a half day holiday for Christmas shopping and 3 paid days leave for employees who are getting married or entering into civil partnerships.

Pension and Death-in-Service BenefitNew employees will automatically be enrolled into the Orchardville pension scheme. This is a non-contributory scheme, however employees who wish to contribute may arrange this with the pension provider directly. Contributions made by us will depend on job grade, as detailed below:

Grade Employer Pension ContributionNon-Management 7%

Supervisory 7%Unit Management 7%

Senior Management 9%CEO / DCEO 12%

Family Friendly Policies Enhanced maternity, paternity and adoption pay Flexible Working Policy Childcare Vouchers Time Off in Lieu (TOIL) Policy Work-life balance

Employee Discount & Perks Employee discount at Orchardville Cafes and Business Centres Employer contribution towards Christmas Dinner Free meal at Annual Awards Ceremony ‘Thank-you’ culture

SECTION 6 JOB DESCRIPTION & PERSONNEL SPECIFICATION 

Job title: Director of Operations

Accountable to: Chief Executive

Reporting to: Chief Executive

Hours:37.5 hours per week (Monday – Friday 8.30am – 4.30pm)Additional hours and travel (including internationally) will be necessary to meet the demands of the post

Salary: £43,827 + non-contributory pension scheme staring at 7% (after qualifying period).

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Location: Orchardville, 144 – 152 Ravenhill Road, Belfast, BT6 8EDRegular travel to all other Orchardville sites will be required.

Holidays: 29 days + 12 statutory days

Duration: Permanent

Main Purpose:The Director of Operations will be responsible for overseeing the overall operational running of the organisation, to include the provision of effective and inspiring leadership to Heads of Service across our Employment and Community Inclusion Programmes and supporting the Quality & Compliance Co-ordinator to drive standards and ensure best practice and compliance.

Through networking and the development of stakeholder relationships, the post-holder will lobby for Orchardville and secure opportunities for the organisation to develop and deliver high-performing, inclusive services.

Main Responsibilities

1. Operational Management / Management of Service Oversee the day to day management of Orchardville’s portfolio of services and projects, ensuring

that all targets are achieved, and a safe, high quality service is maintained at all times. Lead on all aspects of operational management providing performance reports and other

information as required. Provide operational contribution to Orchardville’s strategic plan and to the achievement of strategic

objectives. Promote a culture of collaboration with colleagues and develop innovative and credible approaches

to service development, delivery and user involvement. Deputise on the absence of the CEO and prepare operational reports for presentation to Board of

Directors as required. Ensure that performance is regularly monitored, and that remedial action is taken, as necessary, to

ensure that plans are achieved.

2. Customers & Stakeholders

Proactively develop positive relationships with internal and external stakeholders. Develop practical and strategic partnerships with other agencies to ensure that customers (over 500

people with learning difficulties and autism per annum) have choice and opportunities to achieve personalised support and life goals.

Work with our Heads of Service to develop and sustain excellent customer relationships across their regions.

Keep pace with developments in the sector and to assist Orchardville in assuring we are leaders in our field.

Responsible for developing and monitoring the organisation’s media policy and internal / external communication plans.

3. Influencing &Lobbying

Increase turnover and deliver operating surpluses that ensure the ability to invest in services that have a clear social purpose or strategic value.

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Lead on high-level engagement with NI Assembly, Councils and other partners / stakeholders to further Orchardville’s mission & vision.

Develop and deliver effective advocacy and influencing strategies through networking, lobbying and development of external relationships.

Maximise Orchardville’s programme impact in line with strategy.

4. Financial Management

Work with Head of Corporate Services to manage a turnover in excess £2 million under a number of budgets and deliver a strong financial performance that enables us to deliver our commercial and social objectives on a local and potentially national scale.

In consultation with the Head of Corporate Services develop financial strategies for the Charity to support its development in accordance with charity and company legislation.

Ensure all operational and financial targets are met. Ensure all financial controls and procedures are complied with. Manage resources effectively to achieve or exceed budgeted surpluses in all business areas. Develop and maintain excellent working relationships with external financial support organisation

and manage a blend of funding while ensuring Orchardville achieves all overall targets. Continuously improve operational efficiency to maintain competitive market position for services. Ensure that any risk within Orchardville is identified and appropriate actions are put into place. Advise the CEO and the Board on operational issues which arise and are outside the remit of

management authority. Ensure adherence to allocated financial budgets and procedures. Ensure receipts and records are maintained for all expenses. Ensure that any services are commissioned in line with procurement practices and best value.

5. Quality & Compliance

Ensure Orchardville has in place all the necessary quality standards and controls necessary to maintain our reputation for excellence. These include those currently in place i.e. Investors in People and any others deemed appropriate in the future.

Senior management responsibility for ensuring compliance with quality management systems and alignment of QMS with statutory, contractual and funding requirements.

Overall responsibility for driving a culture of continuous improvement throughout the organisation. Promote innovation across the organisation to achieve positive outcomes for people with learning

disability and/or autism Ensure your work and that of others is delivered to quality and other professional standards at all

times, including in line with any relevant legislation ensuring tasks are performed promptly, accurately and within agreed timeframes.

Adhere to existing quality assurance requirements and recommend (where appropriate) potential quality improvements in processes and procedures.

Abide by the organisational clear desk policy. Actively participate in initiatives aimed at continuous improvement to promote service excellence

within your areas of work and across the organisation in line with best practice. Contribute to self-evaluation and quality improvement planning processes in the organisation to

contribute to ensuring the delivery of high quality services and outcomes for Service Users. Participate as a team member to promote cross departmental co-ordination and working. Set and monitor service standards across all areas of operations. Explore viability of a Supported Employment Quality Framework. Work with CEO to develop a Governance improvement plan

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Be an ambassador for the organisation and build effective relationships with customers and stakeholders to further the Vision, Mission and Values of the organisation.

6. Personnel Management

Directly line manage the Heads of Service and Quality & Compliance Co-ordinator ensuring all duties are carried out to a high standard and in a timely manner

Carry out regular performance management meetings and appraisals for the above employees, setting performance standards and ensuring that all objectives are met.

Ensure all personnel matters are conducted with fairness and integrity in accordance with Orchardville’s HR policies and procedures.

7. Health and Safety and Safeguarding

Ensure adherence (others and self) to all Health and Safety responsibilities and procedures in line with the organisation’s Health and Safety Policies.

Highlight potential risks in relation to participant safety, carry out risk assessments as appropriate and ensure risk management procedures are followed.

Oversee the management of action plans to address any H&S potential risks or hazards in relation to Service User safety; ensuring risk management procedures are followed as required.

Ensure adherence to all safeguarding policies and procedures and take action as appropriate in line with our policies, procedures, legislation and good practice.

Ensure personal safety by complying with the Orchardville Lone Worker Policy. Ensure adherence to safeguarding policies and procedures, legislation and good practice. Contribute at all times to the physical cleanliness and general condition of the facilities.

8. Personal and Team Development

Actively promote diversity and Equal Opportunities and Dignity at Work policies within the team, across the organisation and externally and ensure performance in accordance with our policies and procedures.

Ensure your own on-going personal development is maintained and up to date, as well as helping team members to develop.

Take part in quarterly Planning & Development (P&D) meetings and an annual appraisal with the Line Manager.

Identify personal and departmental training needs and provide comprehensive feedback on training undertaken.

Be an ambassador for the organisation and build effective relationships with customers and stakeholders to further the Vision, Mission and Values of the organisation.

Attend conferences, meetings, and industry events. Operate within integrity, ethics and ensure that the values of Orchardville (Empowerment, Quality,

USER, Integrity and Passion) EQUIP are evident and form the basis of your professional conduct.

9. Information Services & Records Management

Ensure all manual and computerised employee record systems are fit for purpose and accurately updated, maintained and processed in line with requirements including GDPR.

Provide accurate and timely information to payroll in relation to attendance, absence etc.

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Provide management information reports as required on the key people metrics. For example; absence management, attrition, holidays, time and attendance, % completion of performance management reviews, accidents per department etc.

Complete and submit the necessary monitoring reports for the Equality Commission and other Government departments, including external audits as required in line with legislation.

Attend internal meetings including Senior Management meetings as appropriate in relation to HR matters.

Ensure that relevant participant records systems (electronic or paper based) and databases are accurate and kept up-to-date.

Ensure the processing and retention of participant information as required by legislation and / or the needs of the organisation including GDPR.

10. Otherv. The post holder is expected to be flexible and undertake other duties and additional tasks that may be

required due to changing priorities or circumstances within reason and competence.

This job description may be subject to change in line with the changing needs and demands of the organisation.

 Personnel Specification

 Essential Criteria

Educated to Degree level (or equivalent) in any subject. Able to demonstrate a strong commitment to continued professional development and learning. 3 years’ experience of managing multi-disciplinary staff at a senior level, to include the development

and management of a goal-orientated team within a commercial or non-profit environment. Experience of setting, implementing and reporting on budgets in excess of £2million. Experience of developing and overseeing income generating activities or increasing income

streams in the non-profit, public or private sector. Able to demonstrate high level customer engagement and relationship management skills both with

individuals, and with non-profit, public and private sector agencies. Demonstrable experience of directing services to high standards and able to evidence excellent

level of customer and quality recognition (i.e. Investors in People)

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Experience in liaison and negotiation at organisational level internally as well as externally, with a range of stakeholders.

Evidence of securing funding by actively networking with other agencies. Strong ICT Skills to include Microsoft Word, PowerPoint, Excel etc. Current full driving license, valid in the UK, and access to a car or other form of transport which will

permit you to carry out the duties of the post in full. N.B: Alternative transport methods will be considered for those who have a disability and cannot obtain a driving license.

Desirable Criteria

An understanding of and commitment to the values of Orchardville. Knowledge and understanding of the needs of people with a learning disability / difficulty and a

commitment to working in their best interest.

Skills & Behaviours

Applicants must be able to demonstrate the following skills and behaviours:

SkillsProblem Solving Ability to analyse problems in a logical and structured way, generating

optional and innovative solutions and adapting approaches to problem-solving to achieve sustainable outcomes.

Influencing & Negotiating

Skilled in negotiating and influencing both internally and externally

Judgement Ability to make informed management judgments balancing risk with safety.Opportunism Able to seek out, recognise and pursue opportunities; proven ability to

operate and think laterally at operational and strategic levels, with good analytical skills; innovative and responsive to change; ability to initiate and create ideas.

Interpersonal Skills Well-developed interpersonal communication and presentational skills; conflict resolution and mediation skills and robust emotional resilience.

Sensitivity Tactful, diplomatic and at ease with all kinds of people.Drive Desire to succeed and achieve results whilst recognising the need to behave

corporately.

Behaviours & ValuesStrong outcome focused approach with the self-motivation and confidence to succeed

Demonstrate good organisational skills, time-management skills and strong attention to detail

Demonstrate flexibility within role demands

Ability to use initiative and make decisions within remit

Ability to demonstrate good communication – including written and verbal communication skills.

Proven track record of working within a team to achieve outcomes

Confidentiality in all aspects of role

Demonstrate evidence of being able and willing to understand our organisational values of Empowerment, Quality, User focused, Integrity, Passion (EQUIP)

Other Requirements

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The post-holder will be required to travel other Orchardville locations and to external stakeholder premises on a regular basis and therefore the successful candidate must have or be prepared to arrange “Business Use” car insurance to fulfil the duties of the role.

The successful candidate will be required to undergo an Enhanced Access NI check, which will be funded by Orchardville.

NB: Criteria may be enhanced to assist short-listing.

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SECTION 7 THE RECRUITMENT PROCESS

Submitting your application

Before completing your application, please ensure that you have read and considered all relevant documentation:

Job DescriptionProvides an overview of the main purpose of the job and a summary of responsibilities and personal duties.

Personnel SpecificationIncludes the essential criteria that you must possess in order to be eligible to apply for the job, including qualifications, experience, knowledge, skills and personal qualities. Desirable criteria may be applied if a large number of applications are received for a particular post. You will only be shortlisted to the next stage of the selection process if the information you have provided in your application from clearly demonstrates that you meet the criteria.

Completed applications should be submitted prior to the closing date and should include:

Application Form- Candidates wishing to apply for these roles must do so by using the designated application

form. CV’s will not be accepted.- Application forms should not be reformatted or amended.- All applications should be completed in typescript or using black ink.- Only information provided on your application form will be used for shortlisting. Candidates

should ensure that they fully demonstrate how they meet the criteria, failure to do so may result in the panel being unable to shortlist your application.

- Please note on your application if you require any reasonable adjustments to enable you to attend interview. Details of any disability are only used for this purpose and do not form part of the selection process.

Enhanced Disclosure of Criminal Convictions Form- Information about criminal convictions is requested to assist the selection process and will be

considered only when the conviction is considered relevant to the role. - Any disclosure will be seen in the context of the role description, the nature of the offence and

the responsibility for the care of existing clients, volunteers and employees.

Equal Opportunities Monitoring Questionnaire- Orchardville monitors applications for employment in terms of community background and

gender. The use and confidentiality of community background information is protected by the Fair Employment and Treatment (Northern Ireland) Order 1998. It will be only be used for monitoring, investigations or proceedings under the requirements of the above legislation.

- We do not discriminate against job applications or employees on any of the grounds listed above. We aim to select the best person for the job and all recruitment decisions will be made objectively.

Responsibility for ensuring that applications fully completed, legible and received before the closing date rests with the candidate. Incomplete, illegible or late applications will not be considered. Orchardville will take no responsibility for lost or late applications, including those delayed by postal service / technical difficulties etc.

All completed application forms should be emailed to [email protected]. Alternatively, paper copies must be posted or hand-delivered to Orchardville, 144 – 152 Ravenhill Road, Belfast BT6 8ED.

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Shortlisting – Essential CriteriaAfter the closing date, the first stage in the selection process will be to conduct a sift of completed application forms against the eligibility criteria. You must demonstrate on the relevant page of the application form how you meet the criteria stated. If you do not fully demonstrate how you meet each of the eligibility criteria you will not be progressed to the next stage of the process. You will be notified of the outcome of this stage by email or letter (dependant on how your application was submitted).

Shortlisting – Desirable CriteriaIf further shortlisting is required, an additional sift will be conducted against the desirable criteria. In the event of a large volume of applicants, Orchardville reserves the right to enhance the shortlisting criteria.

InterviewFollowing shortlisting, it is intended that the selection process will involve an interview against the key skills for the role. Panels may test any aspect of either the essential or desirable criteria, or both. Additional stages to the selection process (i.e. second interviews, presentations or psychometric assessments) may be required. You will be notified of the outcome of this stage by email or letter (dependant on how your application was submitted).

In the event of a candidate not being able to attend a scheduled interview date, Orchardville will, where possible, attempt to accommodate candidates with an alternative date. However, should no further dates be available, regrettably we may be unable to reschedule.

Feedback to candidatesOrchardville is committed to personal and career development and therefore, where requested, feedback will be given to unsuccessful candidates at each stage of the recruitment cycle. Feedback may be requested verbally or in writing and will be facilitated by HR. Orchardville reserves the right to use reserve lists to fill similar suitable vacancies within 6 months of the competition.

Feedback to CandidatesOrchardville is committed to personal and career development and therefore, where requested, feedback will be given to unsuccessful candidates at each stage of the recruitment cycle. Feedback may be requested verbally or in writing and will be facilitated by HR. Orchardville may use reserve lists to fill similar suitable job posts within 6 months of the

SECTION 8 TERMS OF APPOINTMENT

Information about salary, pension, holiday entitlement, working hours and place of work will be detailed in the job description. Should you be appointed, your offer of employment will be subject to the following:

Probationary PeriodSuccessful candidates will be subject to a 6-month probationary period in the role, during which performance will be regularly reviewed. Candidates who successfully complete their probationary period will have their employment confirmed in writing. Orchardville reserves the right to extend your probationary period for such further period or periods as it considers reasonably necessary to assess your performance further.

Access NISuccessful candidates must complete an Access NI check prior to commencement of employment. This will normally involve obtaining an Enhanced Disclosure Certificate and will be paid for by Orchardville. For roles that require only a Basic Disclosure Certificate, candidates will be required to pay the associated fee (currently £26) however this will be reimbursed by Orchardville. Successful candidates will be given further details on how to do this once appointed.

Reference ChecksAll offers will be subject to the receipt of two references, one of which should be from your current / most recent employer.

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Documented evidence of QualificationsSuccessful candidates will be required to provide copies of certificates for all relevant qualifications or training noted on the application form or discussed throughout the recruitment process.

Pre-Employment Medical QuestionnaireSuccessful candidates will be required to complete a short pre-employment medical questionnaire.

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