Interview Panel Guidelines

A combination of interview and other selection methods are the most reliable way of selecting the right person for ajob.

Interview questions should be drafted by the panel chair and agreed by all panel members when the panel convene. Model answers should also be agreed. The panel chair must ensure the venue is suitable for conducting interviews and ensure the panel is clear about how the interviews will be managed.

The role of the chair would include greeting the candidates, introducing the other panel members and explaining the format of the interview. The chair will also outline the following:

  • That questions will be asked by all panel members
  • That candidates can ask for questions to be repeated or deferred to a later stage during the interview
  • That candidates will be given the opportunity to ask questions about the post at the end of the interview
  • When the decision will be conveyed to the candidate

The time allotted for interview will depend on the nature of the job, but must be consistent for all candidates being interviewed for the same job. A short time should be allowed between each interview to allow selectors to individually assess each candidate. Interviews should be between 30-45 minutes in duration.

Please note that sexist and culturally-specific language which may discourage candidates or jargon which candidates may not understand should be avoided and questions must not be asked about a candidate’s personal circumstances.

Each candidate will need to be asked the same initial questions, but interviewers will need to be flexible in probing answers where necessary and in referring to application forms and previous answers.

Whilst the same interview questions will be asked of each candidate it is reasonable for panel members to use follow up questions to get clarification needed.

Following the interview process panel members should deliberate.

Only members of the panel who have been involved in all the interviews should play any part in the decision-making process. The chair has the casting vote in the unusual event of a disagreement amongst panel members.

All candidates with disabilities should be considered for appointment even if adjustments to the job or aids and adaptations are required. Premises and equipment can be adapted, in many instances at little or no cost, to suit a person with a disability. For example, a grant can be obtained to provide a person with sight impairment with a personal reader service, and an extensive range of equipment can be loaned for indefinite periods to meet the needs of disabled people. For further advice, contact Human Resources.

The panel chair will record the outcome of the panel decision on the interview decision sheet.

F = fully met; P = part meets; N – does not meet

If other forms of assessment (tests/presentation) have been used at this stage, then the panel chair must ensure the panel take these into account and record their decisions on the interview decision sheet. All panel members should sign this sheet. One copy of notes of interviews only will be retained for 6 months and everything else should be destroyed. The panel must decide if more than one candidate is appointable who the preferred candidate is. Other appointable candidates should be placed in rank order in case the candidate declines the job offer. In the rare cases where candidates’ results can not be separated, the panel may need to consider re-interviewing these two candidates. Unappointable candidates should be recorded as such.

Should the panel be unable to appoint a suitable candidate, the decision should be properly recorded and candidates should not be appointed for the sake of filling a vacant post.

The chair of the panel should inform candidates as soon as possible of the panel decisions.

The offer to the successful candidate at this stage must be stated as provisional and subject to satisfactory references, medical clearance, various checks, etc which HR will undertake. The candidate should be advised not to resign from his/her current job until the offer is confirmed in writing.

Unsuccessful candidates should be informed by the panel of the selection decision as soon as possible and usually after the successful candidate has accepted the offer of the post.

The chair of the interview panel should be responsible for giving any feedback which should only be given verbally and never in writing.

Human Resources

Interview Guidelines

March 2014