FOI request detail

Recruitment

Request ID: FOI-1108-2122
Date published: 22 September 2021

You asked

Follow-up to: 0855-2122. Dear FOI, Thank you for providing some of the information requested. I am contacting you via your kind offer: "If this is not the information you are looking for, or if you are unable to access it for any reason, please do not hesitate to contact me." Please could you give the information you state that TFL holds that was asked in question 2a: "2a - In the 032238 Area Manager campaign: to which underground lines were the 18 AM appointments placed? (Underground Line and number of AM appointments for all lines, please - e.g. Northern = x, Jubilee = x etc for all lines)" You have provided the above requested format in a previous reply relating to 10 Area Managers that were appointed here: https://www.whatdotheyknow.com/request/752270/response/1799579/attach/html/3/0244%202121%20Data.pdf.html The request I asked in 2a is asking for you to kindly relay the information you hold in the guise of the above format, for the total numbers of the 18 Area Managers appointed in the 032238 Area Manager campaign via the corresponding total per Line/Business Area to which they were appointed to and the corresponding BAME profiles if available (listed as 5:4 : White:BAME, by you) for each Line. Please could you provide this information? Yours sincerely

We answered

TfL Refs: 1108/1109/1110-2122

Thank you for your requests received by us on 25 August 2021 asking for information about Area Manager recruitment, following your previous requests for information (references: 0855-2122).
 
Your request has been considered in accordance with the requirements of the Freedom of Information Act and our information access policy.  I can confirm that we hold some of the information you require. You asked for the following in three emails; two of which were duplicated:

Reference: 1108-2122

the information you state that TFL  holds that was asked in question 2a:

"2a - In the 032238 Area Manager campaign:  to which underground lines were the 18 AM appointments placed?  (Underground Line and number of AM appointments for all lines, please -

e.g.        Northern =  x,

                           Jubilee     =  x     

                           etc for all lines)"

You have provided the above requested format in a previous reply relating to 10  Area Managers that were appointed here:

https://www.whatdotheyknow.com/request/752270/response/1799579/attach/html/3/0244%202121%20Data.pdf.html  

The request I asked in 2a is  asking for you to kindly relay the information you hold in the guise of the above format, for the total numbers of the 18  Area Managers appointed in the 032238 Area Manager campaign via the corresponding total per Line/Business Area to which they were appointed to and the corresponding BAME profiles if available (listed as 5:4  :  White:BAME, by you) for each Line.

Please see the following table for the requested information:
 
Permanent Offer Metropolitan Line
6 month secondment Victoria and Bakerloo Line
6 month secondment Northern Line
6 month secondment Central Line
12 month secondment Victoria and Bakerloo Line
Permanent Offer Hammersmith & City and District Line
6 month secondment Piccadilly Line
Permanent Offer Piccadilly Line
Permanent Offer Circle Hammersmith & City and District Line
Permanent Offer Central Line
Permanent Offer Piccadilly Line
12 month secondment Northern Line
6 month secondment Circle and District
12 month secondment Northern Line
Permanent Offer Piccadilly Line
6 month secondment Central Line
Permanent Offer Central Line
Permanent Offer Victoria and Bakerloo Line


1109/1110-2122

In answering the most recent question "1", you have kindly stated:

"The following recruitment methods were used:

Online application form, Situational Judgement Test, Numerical Reasoning,

Classroom Based Assessment and Scenario Based Interview.

Competency based and technical questions.

Graduate roll offs.

By direct appointment."

//

Following this revelation, could you kindly clarify:

5a) For the 10 Area Manager Positions that you have stated as having been processed via the methods you have listed, could you please break down these exact methods in the format  you did previously here:

https://www.whatdotheyknow.com/request/area_manager_032238_recruitment#incoming-1739467

5b) Precisely which of these 4 methods was used for which of the 10 Area Manager positions? If more than 1 method related to an Area Manager appointment, please state this, again via the format highlighted and linked above please.

5c) Which methods were used for which Area Manager Appointment for which particular period/timeframe of appointment? (You have stated that 10 Area Managers were appointed in May, September and November 2019, October 2020 and April 2021)

We would like to advise that our data is provided in the format that it is recorded in, hence the recruitment methods used for the ten Area Manager positions are listed accordingly below and as quoted above in response to FOI Request 0855-2122:

Online application form, Situational Judgement Test, Numerical Reasoning, Classroom Based Assessment and Scenario Based Interview.

Competency based and technical questions.

Graduate roll offs.

By direct appointment.

5d) What are the exact definitions and explanations of the 4 methods you have outlined? What do they mean in terms of processes that were then defined and applied for each subsequent Area Manager Appointment arising from a particular method?

For Example:

You state: "Graduate Roll off"

What does this mean exactly?

What  process was used  and who/what does this involve?

How was this applied for the Area Manager appointment that corresponds to this selection method and when?

A ‘graduate roll off’ means that the role was closed listed to graduates and advertised solely on the Careers Launch website. The role was advertised from 16 September to 20 September 2020.

We can confirm that two graduates applied. Both candidates were interviewed on 8 October 2020 and were subsequently offered the positions by the Hiring Manager.

The application process in the advertisement for the Area Manager role states:

We strongly recommend that you apply using your CV to speed up the application process. Please think carefully about the skills, knowledge and experience outlined in the job description and ensure your CV reflects the requirements of the role you are applying for. You may also use the ‘additional documents’ section in your online application to attach a more detailed profile that is specifically relevant to the role you are applying for. Short listing may be carried out on the basis of your answers to job-specific questions and other information that you submit

You state: "Direct appointment" 

What does this mean exactly?

What process was used and who/what does this involve?

How was this applied for the Area Manager appointment that corresponds to this selection method and when?

A direct appointment is when the Directorate puts forward rationale as to why a particular individual is offered a vacancy directly without putting the opportunity out to advert.

The request for this is put forward to our Headcount Controls department as a Direct Appointment, which then needs further approvals and signatures, via the Direct Approvals Form.  

Please note that Direct Appointments are not TfL’s standard selection method. We state as part of the process that it is imperative that this approach is taken only in exceptional circumstances with the advice of the relevant HR Business Partner.

Consideration must be given to any possible impact on Equality & Inclusion within the department and/or organisation and should be discussed in advance with the HR Business Partner.  The relevant recruitment authorisation needs to be obtained before pursuing this method, in addition to referring to TfL Resourcing Policy for further information. Once the Direct Approvals Form is completed and signed off, the Hiring Manager must raise a vacancy request through the recruitment eform and attach the Direct Approvals Form, plus any supplements prior to making an offer.

Direct Appointments will only be made if approval has been sought by all individuals outlined in this Form inclusive of the Reporting Line Manager, HR Business Partner, Managing Director and HR Director - and are also subject to Suitable Alternative Employment (SAE) searches. Furthermore, no offer discussions should take place until after the SAE search is completed by Recruitment.

As previously mentioned, Direct Appointments are not TfL’s normal method of Resourcing. A Direct Appointment can be made where there is a clear justification. Some examples may include:
 
  1. A scarce skill role which TfL has had difficulty recruiting to previously or it can be demonstrated that there are very few individuals with that skill set available.

2)   Critical roles that needed to be recruited where it can clearly be demonstrated that not appointing a particular individual would cause a scalable detriment to TfL and its business objectives

3)   Non-Permanent Labour conversation where it can be clearly demonstrated that losing the domain knowledge and skills of the individual would cause a scalable detriment to TfL and its business objectives.

The important consideration to take into account is whether other individuals believe they would be able to do the job. If there are a number of candidates, a recruitment campaign should be run unless it can be justified otherwise.

Before any decisions can be made however, the appropriate HR Business Partner will need to endorse the approach before being submitted to the relevant Director for approval, followed by the HR Director.

To make it clear what supporting information is needed when considering a Direct Appointment, a business justification template is produced for this purpose. This form asks all of the relevant questions in relation to the Direct Appointment but mainly the rationale for choosing this method of Resourcing.

Before a Direct Appointment can be made, we state that it is imperative that this approach is discussed with the HR Business Partner.

Again, Direct Appointments should be made on an exception only basis where a clear justification can be given. However, if the HR Business Partner deems this approach suitable, a Hiring Manager will need to obtain sign-off from the Director of the relevant area and also the HR Director.

Guidelines also state that it is imperative that the individual is not approached before this authorisation is obtained.

Additionally, recruitment authorisation is required prior to submitting a request to make a Direct Appointment. As per the usual process to recruit to a vacancy, authorisation must be sought using current processes. If planning to make an external Direct Appointment, authorisation must be obtained to recruit externally as per the business areas process.

TfL acknowledges that where possible, employees should have an opportunity to apply for roles. Therefore, clear guidance has been released to make sure it is clear as we have stated before that Direct Appointments are on an exception only basis. Furthermore, HR Business Partners have been briefed to ensure they are aware and consider all other options before endorsing the Direct Appointment approach. As a form will have to be completed and signed off by the Director and HR Director, this should enable push back on applications that are not deemed suitable to follow this process. It should also be noted that TfL are working on the creation of a Direct Appointment eform to enable accurate tracking of numbers by business area to identify trends and patterns which can be addressed.

You state: "Online application form, Situational Judgement Test, Numerical Reasoning,

Classroom Based Assessment and Scenario Based Interview."

What does this mean exactly?

What  process and who/what does this involve?

How was this applied for the Area Manager appointment that corresponds to this selection method and when?

You state: "Competency based and technical questions."

What does this mean exactly?

What  process and who/what does this involve?

How was this applied for the Area Manager appointment that corresponds to this selection method and when?

In reference to the online application form, as part of the application process, the candidate is asked several screening questions. Candidates are asked to take care when answering these questions, as submitting an incorrect answer will result in their application being declined.

The second stage involves an Online Situation Judgement Test (SJT), Verbal and Numerical Reasoning. Upon submission of the application form, if successful, the candidate will be sent a link to complete an online Situational Judgement Test (SJT). We strongly advise candidates to read the guidance provided before completing the test. This explains what an SJT is and gives a few tips on how to complete it. As this is not a timed test, candidates are advised that it can be completed at their own pace.  Candidates are informed that the test must be completed alone and that TfL will be investigating any allegations that suggest otherwise, which could result in disqualification.  Candidates would have had five days from submitting their application to complete the SJT.  No extensions are granted.  If a candidate has not received their SJT within 24 hours of submitting their application, they are advised to contact Capita whose contact details are provided at the end of the job advertisement.

Once the application window is closed, and the SJT has been completed, a separate Verbal and Numerical Reasoning Test will be sent and the candidate will have five days to complete this from the time it was sent. These are timed tests, hence if the candidate requires reasonable adjustments, they are asked to contact the recruitment team before starting the test.

If a candidate is successful in the SJT, they will be invited to a classroom-based assessment at Ashfield House.  As part of the application process candidates were advised that they will be able to sit this test from and including Tuesday 14 January up to and including Friday 17 January 2020.  Candidates were asked whether they were available to attend these dates, as no other alternative dates would have been available.  The Classroom Based Assessment consisted of a variety of questions, which as was advised to the candidates, will demonstrate their knowledge and ability on situational and operational issues.  The format is open text, and the assessment timed.

If successful in being shortlisted, the candidate is invited to attend two interviews at one of TfL’s offices.  The candidate will be sent pre-reading materials ahead of their interview which will help them prepare for their interviews. If successful, one scenario-based interview is given followed by an interactive exercise, and then a second scenario based interview followed by a second interactive exercise; both on the same day.  Candidates were advised that the interviews would take place from (and including) Thursday 30 January and Wednesday 12 February 2020.  Candidates were asked to ensure that they are available to attend these dates, as no other alternative dates would have been available and that TfL will not consider their application for this campaign further, if they cannot attend.

5e) When (Calendar Month and Year and Duration) were the Method's you have listed for each of the 10 Area Manager Appointments, applied?

or if you have any further misapprehensions of what is being asked to be clarified, then the below may suffice:

Simplified:

6) Please provide a full break down of advertisement, numbers/BAME profiles of applicants for each stage, process, scores (if applicable) for each stage/selection, selection criteria and benchmarks et al, appointments made (for each method) and periods when each stage took place for each set of appointments, as done in the manner of Melissa Nichols:

https://www.whatdotheyknow.com/request/area_manager_032238_recruitment#incoming-1739467

https://www.whatdotheyknow.com/request/area_manager_032238_recruitment#incoming-1739467

would be most welcome.

Once again, we would like to advise that our data is provided in the format that it is recorded in. Hence in these circumstances, we can confirm that the role was advertised internally only from 14 February 2019 to 4 March 2019.

We received 29 applications; however, no data is held on the ethnicity profile of each candidate.

Four candidates were shortlisted for interview; one candidate declined an interview.

The interviews took place on 12 to 14 April 2019 consisting of three competencies as well as technical questions. The Benchmark rating was ‘Three’.

Please find attached a copy of the interview scores, as recorded during the process. This is inclusive of scores taken for the Competency Framework, Behaviours and Additional exercise.

If this is not the information you are looking for, or if you are unable to access it for any reason, please do not hesitate to contact me.

Please see the attached information sheet for details of your right to appeal as well as information on copyright and what to do if you would like to re-use any of the information we have disclosed.

Yours sincerely


Jasmine Howard
FOI Case Officer
FOI Case Management Team
General Counsel
Transport for London
 
 

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