Recruitment Policy Dated 16 May 2022 RECRUITMENT POLICY for core staff, self-employed and employed performers/creatives/technicians and board members TEATRO VIVO LIMITED A registered charity in England & Wales (number 1151584) EQUALITY AND DIVERSITY Teatro Vivo believes in diversity, promotes equality and seeks to challenge discrimination. We aim at all times to recruit the person who is most suited to the job and welcome applications from people of all backgrounds, without discrimination based on protected characteristic (as set out in the Equality Act 2010) or otherwise. In relation to performers, this may include recruiting someone because they have a particular protected characteristic, where this is a proportionate occupational requirement. Selection will be fair and equitable, based solely on the applicant’s abilities and individual merit assessed against the criteria for the job. Teatro Vivo will not discriminate or tolerate discriminatory behaviour. The following points apply across all forms or recruitment: Applicants should not be asked questions which might suggest an intention to discriminate on grounds of a Protected Characteristic. For example, applicants should not be asked whether they are pregnant or planning to have children. Applicants should not be asked about health or disability before a job offer is made, except in the very limited circumstances allowed by law: for example, to check that the applicant could perform an intrinsic part of the job (taking account of any reasonable adjustments), or to see if any adjustments might be needed at interview because of a disability. If you are disabled or become disabled, we encourage you to tell us about your condition so that we can consider what reasonable adjustments or support may be appropriate. Monitoring recruitment and selection procedures is one way of helping us to ensure that we are not being discriminatory in the way that we recruit. To do this we have an Equal Opportunities Monitoring form, which is anonymised and will not be seen by any person involved in making selection decisions until the recruitment process is over. There is no requirement to complete all or any part of this form. RECRUITMENT PROCESS: CORE STAFF The Artistic Directors are responsible for recruitment of core staff in conjunction with the Chair and the Board. However, no person shall be involved in any recruitment process where a spouse, civil partner, cohabitee or child is an applicant. The vacancy When the need to recruit arises, the Artistic Directors will write a job description and person specification which will be reviewed by the Board. Any formal qualifications stated to be required in the job description can be satisfied by equivalent qualifications gained overseas or through work experience at a level equivalent to the formal qualification. Advertising In order to attract applications from all sections of the community, Teatro Vivo will endeavour to ensure that advertisements are not restricted to areas or publications which would exclude or disproportionately reduce applications from any person with a protected characteristic. All job advertisements placed on behalf of Teatro Vivo will state Teatro Vivo’s commitment to equal opportunities. Potential applicants will be provided with the following: General information on the appointment process; Information on Teatro Vivo’s background, culture, values and policies; The job description; The person specification; Application form; Equal Opportunities monitoring form; Any further information relevant for the post to be appointed. Short-listing Application forms will be opened by a person not involved in the selection process and, where an independent person is available to do it, anonymised by removing the front sheet containing the applicant’s personal details. The equal opportunities monitoring form will also be removed and numbered. The person specification will be used to create selection criteria. At least one Artistic Director and one Board member will assess and score the applications against the selection criteria, fairly and consistently. They will then discuss which of the candidates best meet the selection criteria, based on those scores. Those candidates will be invited to interview. Those candidates who will not be invited to interview will be informed in writing. Selection The selection panel will be made up of at least one Artistic Director one Board member. The panel will decide on the best methods of selecting a successful candidate which will include, but may not be limited to, conducting an interview. Before the interviews, the panel will draw up a list of questions for the candidates, based on the selection criteria. The function of these questions will be to assess whether the candidates meet the selection criteria. At least one panel member will make a verbatim note of the interview. Each member of the panel will score the candidates against the selection criteria, based on the interview, application form and any other form of assessment used, with the marking being carried out directly after the interview/assessment. If there is more than one candidate, the panel will then discuss and agree the ranked order in which the candidates best meet the selection criteria. The candidate at the top of that ranking will be offered the appointment, in writing. If they refuse the offer, the next best candidate will be offered the role. If no candidates meet the selection criteria, no appointment will be made. Any offer made will be conditional on satisfactory pre-appointment checks being completed, including taking references and candidates providing evidence of their entitlement to work in the UK (in accordance with the Asylum and Immigration Act 1996). If the checks are satisfactorily completed, a contract of employment will be provided to the successful candidate. Those candidates who will not be offered the appointment will be informed in writing. Before finalising any appointment, Teatro Vivo will carry out any necessary legal checks. If a post falls vacant within a short period of time of undertaking a full recruitment process for that or an identical post, Teatro Vivo will re-consider the short-listed candidates from the last recruitment process. Feedback We will provide feedback to those applicants who request it. RECRUITMENT PROCESS: SELF-EMPLOYED AND EMPLOYED PERFORMERS, CREATIVES AND TECHNICIANS Having the right person in the right place at the right time is crucial to Teatro Vivo performance and recruitment of performers, creatives and technicians often has to take place in a very short period of time. For that reason, it is recognised that following a set procedure will, at times, present practical problems in the recruitment of performers, creatives and technicians (such as actors, writers, producers, designers or lighting engineers). However, we are committed to ensuring that all stages of the recruitment process (whether they are in accordance with the procedure set out below or not) are conducted fairly and effectively. The principles of fair recruitment and equality and diversity will be observed at all times. The Artistic Directors are responsible for recruitment of performers, creatives and technicians, whether self-employed or employed. However, no person shall be involved in any recruitment process where a spouse, civil partner, cohabitee or child is an applicant. The vacancy When the need to recruit arises, if the time is very limited, the Artistic Directors may call on one of the diverse pool of performers, creatives or technicians with whom they have worked before and who understand Teatro Vivo’s unusual working methods. However, where time permits, if the vacancy to be filled is that of performer, write a breakdown and, if the vacancy to be filled is that of a creative or technician, write a job description and person specification. Advertising Where the vacancy to be filled is that of performer, the vacancy will be advertised on Spotlight (which Teatro Vivo have assessed as being of sufficiently wide use that it does not exclude or disproportionately reduce applications from any person with a protected characteristic), asking the performer to submit their CV. Where the vacancy to be filled is that of a creative or technician, the vacancy will be advertised on Arts Jobs and any other publications that may be relevant to the specific case, asking the creative or technicians to submit their CV and a covering letter. In either instance, the advertisement will set out the following information: Production description. Role description. Company description. If known, the key creative team. The application deadline. It should be noted that, where performers are concerned, the role description may include a requirement for characteristics that would otherwise be protected under the Equality Act 2010, such as a requirement that applicants be a specific sex. Short-listing The production description and role description will be used to create selection criteria. The Artistic Directors and any external producer or director who has already been appointed will assess and score the applications against the selection criteria, fairly and consistently. They will then discuss which of the candidates best meet the selection criteria, based on those scores. Where the role to be filled is that of performer, the short-listed candidates will be invited to an audition. Where the role to be filled is that of another creative or technician, to interview. Those candidates who will not be invited to audition or interview will be informed in writing. Selection Auditions for performers will be conducted by way of workshop, which will be run and assessed by one or both of the Artistic Directors and/or an Executive director if one has already been appointed. If a workshop lasts longer than two hours, the candidates will be paid a stipend for their time. There will be a maximum of two rounds of auditions. Prior to the auditions, the assessing panel will draw up a short list of selection criteria which may include criterion such as: skill in the relevant areas of performance; and/or ability to work using Teatro Vivo’s methods (which methods will be explained to the candidates) . Interviews for creatives or technicians will be conducted by one or both of the Artistic Directors and/or an external director. Before the interviews, the panel will draw up a list of questions for the candidates, based on the selection criteria. The function of these questions will be to assess whether the candidates meet the selection criteria. A verbatim note will be made of the interview. The panel will score the candidates against the selection criteria, based on the interview, application form and any other form of assessment used, with the marking being carried out directly after the interview/assessment. If there is more than one candidate, and more than one panel member, the panel will then discuss and agree the ranked order in which the candidates best meet the selection criteria. The candidate at the top of that ranking will be offered the appointment, in writing. If they refuse the offer, the next best candidate will be offered the role. If no candidates meet the selection criteria, no appointment will be made. Before finalising any appointment, Teatro Vivo will carry out any necessary legal checks. Those candidates who will not be offered the appointment will be informed in writing. Feedback We will provide feedback to those applicants who request it. RECRUITMENT PROCESS: BOARD MEMBERS The Artistic Directors are responsible for recruitment of Board members in conjunction with the Chair and the Board. However, no person shall be involved in any recruitment process where a spouse, civil partner, cohabitee or child is an applicant. The vacancy When the need to recruit arises, the Chair will write a description of the role and person specification which will be reviewed by the Board and the Artistic Directors, taking into account and reflecting any skills gaps on the Board which have been identified. Only those who are not disqualified from acting as trustees or directors and who can be appointed in accordance with Teatro Vivo Limited’s Articles of Association and in accordance with the law will be permitted to become a member of the Board. Advertising Recruitment may take place by way of word of mouth, personal recommendation, local advertising, appropriate web advertising, advertisements in relevant arts publications or through trustee brokerage services. Where possible, Teatro Vivo will endeavour to advertise all vacancies. Potential applicants will be provided with the following: General information on the appointment process; Information on Teatro Vivo’s background, culture, values and policies; The Terms of Reference for Teatro Vivo’s Board; The role description; The person specification; Charity Commission guidance on Automatic Disqualification; Application form; Equal Opportunities monitoring form; Any further information relevant for the post to be appointed. Short-listing Application forms will be opened by a Board member who is not involved in the initial stages of the selection process and anonymised by removing all the personal details and the applicant’s declaration of eligibility to be a trustee. The equal opportunities monitoring form will also be removed and numbered. The person specification will be used to create selection criteria. At least one Artistic Director and the Chair (or if the Chair is not available, another member of the Board) will assess and score the applications against the short-listing criteria, fairly and consistently. They will then discuss which of the candidates best meet the selection criteria, based on those scores. Those candidates will be invited to interview. Those candidates who will not be invited to interview will be informed in writing. Selection The selection panel will be made up of at least one Artistic Director and the Chair (or if the Chair is not available, another member of the Board). Before the interviews, the panel will draw up a list of questions for the candidates, based on the selection criteria. The function of these questions will be to assess whether the candidates meet the selection criteria. At least one panel member will make a verbatim note of the interview. Each member of the panel will score the candidates against the selection criteria, based on the interview and application form, with the marking being carried out directly after the interview/assessment. If there is more than one candidate, the panel will then discuss and agree the ranked order in which the candidates best meet the selection criteria. The candidate at the top of that ranking will be invited to the next Board meeting to meet the rest of the Board and any Artistic Directors they have not met. Prior to the meeting, those who have not met the candidate will be provided with a copy of their application form and the marks from the selection panel. The Board will then discuss (without the candidate present) whether they wish to appoint the candidate to the Board, based on the selection criteria, taking into account the application form, the interview marks and meeting the candidate at the Board meeting. If no candidates meet the selection criteria, no appointment will be made. Any offer made will be conditional on satisfactory provision of references and on the candidate completing the necessary formalities to become a director of Teatro Vivo Limited and a charitable trustee. The Artistic Directors will be responsible for providing the necessary documents for the new Trustee to sign, lodging the relevant information at Companies House and with the Charity Commission. Those candidates who will not be offered the appointment will be informed in writing. Feedback As we have a small team, we are unable to offer feedback to all those who apply for a post. However, we will give feedback on request to the candidates we interview. COMPLAINTS Complaints should be made in writing to [email protected] and should set out the problem which has arisen, the effect of the problem and provide contact details so that Teatro Vivo can respond. The complaint will be passed to the Chair of Teatro Vivo’s Board (or if the Chair is not available, another member of the Board) who will: Acknowledge the complaint within five working days and, if possible, provide a full reply; If it is not possible to do so because further investigation is required, this will be explained, as will any interim steps which have been taken. If necessary, further information will be sought from the complainant. A full reply state whether the complaint has been upheld. If it has been upheld, the steps that will be taken to resolve the problem will be explained. If it has not been upheld, reasons will be given. Appeal If the complainant is dissatisfied with a response, an appeal can be made in writing to Teatro Vivo’s Board by sending an email to [email protected], marked “For the attention of the Board”, setting out the reasons why the response to the complaint is said to be unsatisfactory. The complaint will be reviewed by all members of the Board, excluding the person who dealt with the original complaint. As well as the appeal request, those considering the appeal will also be sent the original complaint, the full reply and any additional correspondence that took place between the Chair/Board member who responded to the original complaint. The Board will consider and respond to the appeal within 28 days. Their response will state whether the appeal has been upheld. If it has been upheld, the steps that will be taken to resolve the problem will be explained. If it has not been upheld, reasons will be given. Manage Cookie Preferences