Working With Charity Recruitment Agencies – Streamlining the Process
You've decided to work with a charity recruitment agency, but how do you make the process easier? Here's a guide to working with charity recruitment agencies.
As we continue to explore the top trends in charity recruitment we hope you enjoy these pieces of wisdom from our search team! Do get in touch if you’d like to find out more.
50% of charities have job vacancies they are finding hard to fill. Are you in that 50% statistic? If so, consider hiring the expertise of a recruitment agency.
Doing so gives you the best chance of successfully securing talented staff to fill those vacancies and creating a streamlined recruitment process.
In this blog post, we'll discuss how to work with charity recruitment agencies to ensure the process goes smoothly.
We'll walk you through the steps to find the right agency. You'll learn how to use their services and set up a successful recruitment plan. With the right approach, your organisation can save time and money by outsourcing recruitment.
Set Expectations and Objectives
The first step is setting expectations when working directly with a recruitment agency. That starts with writing some clear objectives.
Doing so will ensure the agency clearly understands your recruitment goals. This is the best way to get the best possible outcomes.
For these objectives, start by outlining your ideal outcome - one or two sentences should suffice. Make sure you include specifics like a budget, timescales, and any non-negotiables.
Introduce your charity or non-profit so the agency better understands what you are doing. This helps the agency tailor their services for a more streamlined recruitment experience and find the right candidates who are passionate about your mission.
This information will help the agency to create an efficient and cost-effective hiring approach. It will also prompt the agency to ask pertinent questions if your expectations seem unclear or unachievable.
These objectives should also be practical reference points throughout the process. If personnel change later, everyone is still working towards those same goals.
Establish Clear Communication Channels
A communication plan is a valuable asset in your recruitment process, and you’ll need one in place when working with an agency.
Setting up a communications plan at the outset when hiring has plenty of advantages:
It helps charities to stay organised and strategic with their messages
It helps set expectations and ensures that people from both teams know what's happening and when
It's more efficient, as communication is kept in one place, and emails and important information won't go astray
A good communications plan is straightforward to put together; you just need to incorporate the following:
Contact points and roles
Responsibilities and expectations
Outline how often you need communication from the agency and in what format
Chat with the agency about your proposed communications plan. It's helpful for them to understand what you need and check that both sides are happy with the proposal.
If you want the agency to write job ads, you'll also need separate communication and brand guidelines that you can supply to the recruitment agency to ensure that your job ads align with your brand voice.
Have a Feedback Mechanism in Place
A feedback mechanism sounds daunting, but it’s just a matter of having a system in place to give regular constructive feedback on what's going well and what both parties need to improve.
It’s a way of improving your working relationship with the recruitment agency.
You'll need a feedback mechanism in place when you start working together, but don't overcomplicate it. A few words outlining how and when to give feedback is enough to get things started.
You might also want to include an escalation path so that you know how to resolve an issue quickly if things go wrong.
So, what should this feedback cover? It can be anything related to how you and the agency work together. This might include feedback on the recruitment process, the quality of candidates, or communication channels.
You may find an agency that already has a feedback mechanism in place. In this case, you just need to ensure you understand how that process works - ask questions if anything is unclear.
Agree on Timescales
Using a recruitment agency to find the best candidates for a charity or non-profit is a great way to save time and money.
Setting timelines with a recruitment agency will help you streamline the process while still helping you connect with the best possible candidates.
You may well wish to set intermediary deadlines throughout the recruitment process. For example, you may want to set a deadline for when the agency submits initial candidate profiles for a job opening.
Then, you might lay out specific timescales for the interview process to help fit around your team's busy schedule. If you wish the agency to submit a final list of candidates, set a hard deadline then, too.
These deadlines help ensure that you complete the recruitment process on time, which ultimately benefits your organisation. Recruitment takes time and effort; you want to see the benefits fast and fill those empty vacancies.
When setting deadlines, be realistic about dates. You want to allow the recruitment agency enough time to speak to potential candidates. Generous timescales will make you more likely to find the best person for the job.
Set a Budget
You need to set a budget for your entire recruitment strategy which must include specific costs for any recruitment agency expenses. Doing this will ensure your charity recruitment remains cost-effective and it will help you keep track of expenses.
Beyond the costs of the recruitment agency, the budget should also cover advertising, branding, and other recruitment-related activities. That will ensure you know the overall costs of the entire process.
A reputable recruitment agency will always offer transparency with its pricing to make it easier for you to track and manage your budget. So, if you aren't sure about pricing, ask the agency directly.
Recruitment is vital to growing and managing a charity, but it must still offer value for money. A budget is the easiest way to ensure that happens.
Create an Inclusion and Diversity Policy
A written inclusion and diversity policy is valuable when working with a recruitment agency to help you adhere to best practices and hire the most qualified and diverse candidates.
A policy will offer clear guidance on the hiring process. It should start with a summary of the charity, the mission and values, and a statement on how your hiring process is fair, transparent, and objective.
The policy is a commitment to hiring a candidate irrespective of age, sex, disability, ethnicity, or any other protected characteristic.
This policy will help the agency align with your values and priorities, and it will help to set expectations with the recruitment agency.
A diversity strategy is also a great statement to show to prospective employees - it will highlight your positive working culture. Potential candidates will know you are a place that treats people fairly and equally.
You may also want to include other statements in the policy, such as accommodating staff with additional needs (for example, accessibility requirements).
Agree on an Advertising Strategy
When hiring a recruitment agency, we’d recommend agreeing on an advertising strategy as a thoughtful job ad is the best way to help connect you with the most talented candidates.
Creating a winning job ad is an art but a helpful trick to master. It makes sense to tap into the expertise of a recruitment agency and discuss this upfront before you begin your recruitment drive.
At a minimum, the job ad should clearly describe the job's roles and responsibilities. It must talk about your charity, including your mission, values, and goals.
You must get advice from your recruitment agency about advertising the salary. Finding the perfect compensation package is crucial when aiming to attract top candidates.
Don't forget to include all the exciting extras that will make the job more appealing. That might be benefits, bonuses, travel, or some personally rewarding activity they'll do as part of the job.
You'll also need to list the skills and qualifications you want, and here, it pays to be specific. The agency will be able to guide you on that.
When considering the platforms to advertise on, you should consider social media, job boards, and online professional networks.
LinkedIn is an excellent platform for reaching out to experienced professionals, while Twitter and Instagram can effectively target younger candidates.
Furthermore, you might want to speak to your agency about whether any other avenues might be appropriate i.e. local universities or job centres.
Always discuss with your recruitment agency where to advertise on and offline.
As an example, our brilliant team of search specialists at AAW Group know exactly the right platforms for different roles and organisations and would be able to guide you in the right direction.
Agree on Tech Platforms
Using recruitment technology platforms can be a great way to save time and resources. With these platforms, charities can easily find the most suitable candidates for their organisation.
Standard recruitment technology platforms include tracking systems for job postings, job applications, and job postings.
Additionally, recruitment agencies often offer a range of recruitment software solutions, such as automated resume screening, online candidate assessments, and automated background checks.
When considering which technology platform to use, charities should carefully weigh the pros and cons of each option.
You may wish to consider the following:
What’s the cost?
How easy is it to use?
Is the platform secure and compliant with data protection and employment laws?
How well does the platform integrate with your existing systems and processes, i.e. payroll and onboarding?
What’s the user experience for job seekers and recruiters?
Determine Your Priorities for Skills and Experience
Work with the agency to decide what skills and experience to list with the job. When you do that, separate the nice-to-haves from the mandatory requirements and ensure that's clear in the ad.
The agency can advise you about the skills and experience listed in similar jobs - which will help you find the most appropriate candidates.
We’d also recommend getting input from a recruitment agency to help streamline this process by creating a standardised job ad instead of writing each new job spec from scratch.
The agency can also help you write your job specs clearly and concisely. A well-written ad will help boost applicant numbers, plus, a good description will help job seekers understand if they have the right qualities before they apply.
By working together, the charity and the recruitment agency can ensure that the job ad looks fantastic and accurately communicates the skills, experience, and qualifications necessary for the role. This will improve your chances of finding someone for the role quickly and efficiently.
Agree on Selection Criteria
We’d also recommend talking to your recruitment agency about what selection criteria to use.
Selection criteria assess the applicants and decide who is best suited for the job. It is different from the skills and experience listed in a job ad because it includes the personal qualities and attributes of the applicant.
It might include knowledge of the sector, interpersonal skills, and problem-solving skills. It should also have intangible qualities such as attitude and enthusiasm.
Specialist charity recruitment agencies like AAW Group have a lot to offer charities with their selection criteria as they understand what makes a successful employee and they can help you identify the candidates with the most potential.
Our team specialises in the charity sector which means we can help you tailor the selection criteria to your specific needs as a charity. It means that we also really understand the role requirements and we can help you to determine successful applicants’ qualities and attributes, as well as their motivations for working for your organisation.
Lastly, the recruitment agency should also be involved in the assessment process. They can help ensure that the criteria are applied consistently and that the best candidates are identified.
Create a Fair and Transparent Process
Above all else, you want to show prospective employees and the wider world that your hiring process is fair and transparent. Involving a recruitment agency's expertise is a helpful way of developing a strategy fit for the modern world.
Most importantly, they will create an organised and objective process. When candidates see consistency in a recruitment process, it goes a long way to demonstrate that it's a fair selection system. This will strengthen your organisation's reputation.
Some specific ways you can make a streamlined process fair and transparent include:
A standardised system for getting references
Having a feedback system for candidates who went through the hiring process
Having a fast and open feedback system for unsuccessful candidates
Creating and publishing a timeline for candidates
Using fair assessment methods such as psychometric testing
Having clear and public policies about your hiring and recruitment methods
This is where a recruitment agency can help. They will ensure all this happens correctly, accurately, and on time. Plus, they will manage records to ensure you have complete details of all candidates, whether successful or not.
This will help if someone applies for another job further down the line. It also helps those candidates looking for feedback.
Creating a fair and equitable hiring process with a balanced assessment has two significant benefits.
First, it makes you more likely to find the right person for the job. This means better staffing and improved retention rates.
And secondly, it gives your business a reputation as a sought-after, forward-thinking employer. Suitable candidates will want to apply for a job when the process is straightforward and transparent.
Create a Post-Recruitment Review Process
You should speak to your recruitment agency about creating a streamlined and effective post-recruitment review process.
This process should include assessing the recruitment agency's performance and the candidate's experience and evaluating the charity's overall recruitment strategy.
The recruitment agency should give the charity a comprehensive report with metrics summarising the effectiveness of the recruitment process.
That should include details such as:
Number of applicants
The time taken to fill the role
Number of interviews conducted
Number of offers made
Success rate of accepted job offers
Your recruitment agency should also be able to help you survey the candidates to find out about their experience. A questionnaire is an easy starting point and should include questions such as:
How they felt about the recruitment process overall
Their interactions with the charity
Their interactions with the agency
Their overall impression of the charity
You can bring all this data together to help improve your recruitment strategy.
First, identify areas for improvement. Next, speak to the agency for ideas and suggestions - they may be able to spot weak areas and suggest some changes.
If the issue concerns the perception of the charity, talk to your recruitment agency as they should be able to advise you on how to better present yourself to potential candidates.
Don't Forget Your Existing Network
Recruiting the right talent is essential for a charity's success, so it's vital to tap into your existing network of contacts during your recruitment drive.
Using your existing contacts can help streamline the recruitment process and save time. Start by speaking to your direct connections, such as board members, volunteers, donors, and other stakeholders.
Ask them if they know of anyone interested in the role or if they can refer you to any potential candidates. You might find that your contacts may be able to give helpful insights and feedback about prospective candidates.
Consider attending events related to your sector, such as conferences and seminars, to meet potential candidates. Networking events are another great way to reach new contacts and spread the word about your recruitment drive.
You can also use social media platforms to find and engage with potential candidates.
When using contacts, always work in tandem with your agency. That means directing potential candidates via the formal recruitment process. You can also see if the agency has relevant contacts as well to ensure you get a wide range of potential candidates.
Finally, don't forget to let your contacts know when the recruitment drive is over. This can help build relationships and foster goodwill for the future by avoiding disappointing any potential candidates.
Creating a Streamlined and Productive Hiring Process
As you can see, working with charity recruitment agencies is an excellent choice for organisations looking to outsource their recruitment process. Hopefully, these tips will help to ensure your hiring is smooth and seamless.
Recruitment agencies can be invaluable partners in the hiring process and none more so than a recruitment agency like AAW Group who are experts in the sector and really understand the type of candidate you need and their motivation for working for your organisation.
Why not head here to learn more about what we do and how we can help you?
