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Prepare your questions in advance of the job interview. Your aim is to get as much quality information from the candidate as possible to assess if they are the right match for the job.

Job interview process

• Welcome the candidate and thank them for coming along to the job interview.
• Introduce yourself and any other people present on the interview panel.
• Explain the structure of the job interview and inform the candidate that you will be taking notes throughout the interview process so there may be pauses when the interview panel are writing to capture what they say.
• Outline what the job role involves and where it fits within the company.
• Ask questions and allow the candidate time to think and answer the interview questions.
• Keep control of the interview by helping the candidate focus on the information you need from them. You can ask follow-up questions to help keep the candidate on track with their answers.
• Ask the candidate if they have any questions for you at the end of the interview process.
• Explain the next stage in the recruitment process and give the candidate an idea of the timescales.
• Thank the candidate for their time and let them know that you will be in touch to inform them of the outcome of their interview.

Keeping records of the job interview process

• It is best practice to write notes during the interview process so that you can record the answers the candidate has given you. All interview panellists should keep individual notes so these can be compared when you come to make your decision on the best candidate.
• Only record what has been said by the candidate during the interview process and not your beliefs or thoughts about the candidate.
• You should also record how the interview panel made the decision to select the most appropriate candidate for the job.
• Candidates who later make a complaint to an industrial or fair employment tribunal have the right to ask for copies of any notes made during the job interview. You may need them for defending any possible discrimination case relating to the interview process.

Only record or keep personal data after a job interview if it is necessary and relevant to the recruitment process, or if there is a possibility of a discrimination challenge. Data that is kept should be securely stored.