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Sample application form, short-listing and letters 2015 version 1
Recruitment and Retention
Guidance
Sample application form, short-listing grid
and letters
Page 1
Sample application form, short-listing and letters 2015 version 1
Sample letter
Response to request for job application form
Ref: [Job vacancy]
Dear [Name]
Thank you for your interest in the above post.
Please find enclosed the following:





Setting prospectus/newsletter
Job Description
Person Specification
Application Form
Safeguarding Policy
The closing date for applications is [date].
Please complete and return your application to:
[Setting address]
Please note that incomplete application forms will be returned.
We look forward to receiving your application.
As stated in the advert the job is subject to an enhanced DBS check.
Please feel free to contact me if you would like more information about the job on
[phone number/email address]
Yours sincerely
[Name]
[Position/Job title]
Page 2
Sample application form, short-listing and letters 2015 version 1
Insert return address
here:
1.
APPLICATION FORM
All sections, where applicable, must be completed
Job Title:
Name of setting
Closing Date
Interview Date
2.
PERSONAL DETAILS
Title
Family Name
Given Name(s)
Date of birth
Address
Post Code
e-mail
Please print
(Please ensure you include an e-mail address that we may use to contact you)
Mobile Phone
Home Telephone
Work Telephone
Do you have a current driving licence?
Do you have the use of a car?
3. ASYLUM AND IMMIGRATION ACT 1996
YES / NO
YES / NO
Are you eligible to work in the U.K.?
Do you have any restrictions on taking up employment in the U.K.?
If yes, please supply details:
YES / NO
YES / NO
Page 3
Sample application form, short-listing and letters 2015 version 1
4. EDUCATION AND QUALIFICATIONS
Please give details of Secondary and Further Education including any ‘A' Levels or equivalent
vocational courses
Dates (mm/yyyy)
College/other
Qualification obtained and Grade/Level
institution
From
To
Please give details of any Higher Education and equivalent courses
Dates (mm/yyyy)
College/other
Qualifications
obtained date
institution
achieved,
From
To
Grade/Level,
Name of awarding body
Please give details of any other professional or vocational qualifications you hold that are
relevant to your application
Name of Awarding Body
Dates obtained
Qualifications obtained
And Grade/Level
Page 4
Sample application form, short-listing and letters 2015 version 1
5.
Post Title
Notice Required
PRESENT OR MOST RECENT EMPLOYMENT
Start Date
End Date
Reason for
Leaving
Employers Name
Address
e-mail
Post Code
6.
Telephone Number
Please give a brief description of your current or last post and responsibilities.
PREVIOUS EMPLOYMENT
Please give details of all previous employments, full and part time, paid or unpaid, including those
in a voluntary capacity. Please list in order, starting with the most recent first.
Name and
Job Title
Duties
Date
Address of
Reason for Leaving
Employer
From
To
School/College
Page 5
Sample application form, short-listing and letters 2015 version 1
REFERENCES
8.
7.
EXPERIENCE AND ACHIEVEMENTS
Please
provide
the
names
and
addresses
of two
referees
commentPlease
on yourmake
suitability
forof
You are invited to provide further information
in support
of who
yourcan
application.
full use
this
position.
(Note:
If
you
are
not
currently
working
with
children
but
have
done
so
in
the
past,
the
this section, and continue on additional sheets if necessary. Please include:
second
referee
should
be the employer
whom you
recently employed/volunteering in
Example
of what
information
you maybyrequire
fromwere
the most
candidate
work
with
children).
References
will
not
be
accepted
from
relatives,
orYears/Playwork
persons who only know you
 Any information about your past experience in Childcare/Early
as a friend.
Details of any relevant experience gained at work, in a voluntary capacity, or at home
 Details of relevant training or positions of responsibility
Additionally
please
note:
contact these
referees
if yourof
application
 How you
meet
the We
job will
description/
person
specification
the role is short listed for the
position and where possible and seek reference before interview, please tick box if you would prefer
for the reference to be taken up after interview. Also in relation to work with children we will seek
information about any past disciplinary issues relating to children and/or child protection concerns
you may have been subject to. If you have any concerns about this please contact: Insert contact
details
Name
Name
Address
Address
Job Title
Job Title
Relationship
Relationship
Telephone No.
Telephone No.
Fax No.
Fax No.
E-mail
E-mail
Contact before
interview
9.
Yes
No
Contact before
interview
Yes
No
REHABILITATION OF OFFENDERS ACT 1974 (exception) Order 1975
The position for which you are applying involves contact with children and is exempt from the
Rehabilitation of Offenders Act 1974 and all subsequent amendments (England and Wales). For
these positions you are not entitled to withhold information about police cautions, ‘binds-overs’ or
any criminal convictions that include any that would otherwise be considered ‘spent’ under the Act.
The amendments to the Exceptions Order 1975 (2013) provide that certain spent convictions and
cautions are protected and are not subject to disclosure to employers, and cannot be taken into
account. Guidance and criteria on the filtering of these cautions and convictions can be found at the
Disclosure and Barring Service website.
(Insert Name of setting) is committed to safeguarding and promoting the welfare of children, young
people and vulnerable adults and expects all staff and volunteers to share this commitment. Please
be aware that an enhanced DBS check will be required for any position with access to these
individuals or sensitive information.
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Sample application form, short-listing and letters 2015 version 1
Do you have any unspent convictions, cautions, reprimands or warnings?
YES / NO
Has anyone that lives with you been barred from working with children (DBS)?
Has anyone that lives with you been disqualified from working with children
under the Childcare Act 2006?
YES / NO
YES / NO
Have your own children been taken into care?
Have/are your own children the subject of a child protection order?
YES / NO
YES / NO
If yes, please give details on a separate sheet and attach it to this form in a sealed envelope marked
‘Confidential Disclosure’.
I understand that if my application is successful an Enhanced DBS will be obtained.
Declaration – please read carefully
For the purpose of the Data Protection Act 1998, I consent to the information contained on this form,
and any information received by or on behalf of (Insert setting name) relating to the subject matter
on this form, being processed by them in administering the recruitment process.
I declare that the information I have given on this form is complete and accurate and that I am not
banned or disqualified from working with children nor subject to any sanctions or conditions on my
employment imposed by The Independent Safeguarding Authority, The Secretary of State or
regulatory body. I understand that to knowingly give false information, or to omit any relevant
information, could result in the withdrawal of any employment offer and possible criminal
prosecution.
Signature
Date
Print Name
MEDIA
Please complete this section; it will help us to monitor the success of our advertising. Where did you
find out about the (Insert job title ) vacancy?
Local Newspaper
Please specify
Word of mouth
Other
Please specify
Page 7
Sample application form, short-listing and letters 2015 version 1
Short-listing grid
This grid can be used to short list applicants from the application forms you receive in response to
your vacancy advertisements. This grid allows you to check if the applicants meet the person
specification.
Candidate name
Item in person specification
Not met
0 points
Part met
1 point
Fully met
2 points
1 (cross reference to the person specification)
2
3
4
5
6
7
8
9
10
Total of each column (add up each column)
OVERALL SCORE:
Applicants with the higher scores will be invited to interview. You may decide to have a cut off point
and those that score below this are unsuccessful at the short-listing stage. Those scoring above
this are invited to interview. The cut off point will vary according to how many items there are in the
person specification.
Overall comments:
Invite to interview? YES / NO (circle as appropriate)
Page 8
Sample application form, short-listing and letters 2015 version 1
Sample letter
Letter of invitation to interview
Re: Vacancy for [position title]
Dear [Name]
Thank you for your application for the above position.
I would be grateful if you could attend an interview:
At [address]
On [date]
At [time]
The interview will be with [name and job title of interviewer].
As part of the interview process you will be asked [state any assessment tests which the candidate
will be required to complete if any].
The interview is scheduled to last approximately [state duration].
Please contact [name of contact] on [telephone number] to confirm your attendance. If you require
any specific arrangements to assist you at the interview, please let [me/name of contact] know.
Please bring the following:
- original certificates for all qualifications and training stated on your application form
- two forms of identification
- most recent DBS certificate or your update service number
- work permit (if necessary)
I look forward to meeting you.
Yours sincerely
[Name]
[Position / Job Title]
Page 9