Recruitment Policy

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This policy was by the Board on 9 February 2013  under Article 28. (approved revision, subsequent changes)
Changes to this policy are subject to board approval, and should be proposed either on the talk page or the Engine room

Approval history:

9 February 2013 - Initial adoption (approved revision)

Recruitment practice

We have established good practice in our employment procedures to ensure that the best possible staff are recruited on the basis of their merits, abilities and suitability for the position. We are committed to open, transparent and fair employment procedures. The employment of staff is done to the highest standards possible. Staff applications are through a common application form, except in the case of Chief Executive recruitment which will usually be undertaken in partnership with an external agency or consultancy. A separate Equal Opportunities monitoring form is attached to ensure we are attracting a wide and representative field of candidates. The latter of these forms are not included in any shortlisting processes. A declaration of interests statement is insisted upon to identify any links to staff or trustees of Wikimedia UK.

The Chair of the Appointment Panel will identify the most appropriate advertising methods for the role. All positions will be posted on the Wikimedia UK website. Generally, for permanent staff positions, some or all of the following will also be considered: Job Centre +, external free websites, Wikimedia UK mailing list, Wikimedia UK newsletters (depending on timing), and Geonotices. Recruitment agencies will also be considered, but generally only for senior management positions. External paid websites will also generally only be used for senior positions, unless it is felt that these will give a better field of candidates than the other methods.

Application process

All applicants for employment, including interns, will be required to complete an application form containing questions about their academic and employment history and their suitability for the role. Incomplete application forms will be returned to the applicant providing that the deadline for completed application forms has not passed. A curriculum vitae will not be accepted in place of the completed application form, except in exceptional circumstances, for example Chief Executive recruitment.

Applicants will receive a job description and person specification for the role applied for. These will be posted on the website of Wikimedia UK.

All applications will be acknowledged, and will be given a date by which we will contact them if they have been shortlisted for interview. Candidates who don't hear from us by the give date can assume they have not been shortlisted for interview.

Shortlisted applicants will be invited to attend a formal interview at which his/her relevant skills and experience will be discussed in more detail.

Short-listing and recruitment process

All appointment panels will have a Chair, who will usually be the line manager of the post, or the Chief Executive. The appointment panel will generally have the same members for all stages - shortlisting, interviews, selection - and will normally be made up as follows:

  • The line manager of the post
  • The Chief Executive (if different from above), a trustee or an experienced volunteer
  • One or more other people with particular expertise or insight to provide independent advice to the panel, including external stakeholders, community members, trustees or other staff (this would generally be restricted to members of the Senior Management Team)

The post’s subordinates should not be involved in the selection process.

The application forms of those shortlisted will be shared in strict confidence - and at the discretion of the Chair of the Appointment Panel - with trustees or experienced volunteers who can offer comments on applications and suggestions for questions to the panel.

Panel duties

Panel members must disclose all prior knowledge of and links with any of the candidates. Employees, trustees and volunteers involved in the recruitment and selection of staff are responsible for familiarising themselves with and complying with the provisions of this policy.


Expenses for interviewees and interviewers will be payable as per WMUK's Finance Policy.

Appeal process

Any unsuccessful applicant may submit a complaint about the recruitment process. This complaint must be received within 5 working days after the applicant has been notified about the outcome of the interview, or within 5 days of the date by which candidates would have been advised of being invited to interview. An appeal committee will be appointed to investigate and respond to the complaint within 14 days of receipt of the appeal. This committee will nominally consist of the line manager for the position, the CE and the Chair. Where the CE is also the line manager for the position, then this committee will comprise the CE, the Chair and an uninvolved volunteer (who may be a Trustee). Where the Chair is unavailable, another member of the board of trustees will stand in their place. Should the first level of appeal not be accepted, then a second appeal will be heard by a panel of three Trustees that have not been formally involved in the hiring decision. The decision of this second appeal panel will be final.

Verification of identity etc

All applicants who are invited to an interview will be required to bring the following evidence of identity:

  • Right to work in the UK, including provision of a National Insurance Number. This requirement may be fulfilled by the provision of an original P45, P60 or National Insurance Card.
  • Evidence of address. This requirement may be fulfilled by the provision of two utility bills or bank statements, which must be from different sources.
  • Evidence of qualifications. Original documents must be provided that confirm any educational and professional qualifications that are referred to in their application form and are required by the position, or are taken into account during the hiring process.
  • A passport may be required to be presented if the applicant is not a resident of the United Kingdom.

The WMUK Office will retain a copy of this documentation for all applicants for the duration of their employment, and any additional length of time as may be required by UK law.

Appointment procedures

If it is decided to make an offer of employment following the formal interview, any such offer will be conditional on the following:

  • the agreement of a mutually acceptable start date
  • the signing of a contract incorporating the Charity’s standard terms and conditions of employment
  • the receipt of two references (one of which must be from the applicant's most recent employer) which the Charity considers to be satisfactory

All candidates are offered feedback whether interviewed or not.

Equal Opportunities

Wikimedia UK strives to be an equal opportunities employer and to ensure that no job applicant is treated unfairly on any grounds including race, colour, nationality, ethnic or national origin, religion or religious belief, sex or sexual orientation, marital or civil partner status, disability or age; as part of this WMUK monitors its recruitment processes.