Recruitment agency introduction and duplication policy
1. Candidate applications
1.1 Candidate applications are defined for the purpose of this policy as either Direct or Agency.
(a) A Direct application is when a candidate represents themselves. The method of application may be the HopgoodGanim website, a postal application, a recommendation, a staff introduction or via a third party website.
(b) An Agency introduction is sent either by a recruitment agent, executive search firm or other third party representing that applicant on invitation from HopgoodGanim.
1.2 The HopgoodGanim recruitment team will accept the first introduction/application of a new candidate from any of these sources as per above (in line with any preferred recruitment supplier arrangement if in place or any other guidelines) (The policy). Subsequent introductions are considered in line with our duplication policy outlined below.
2. Duplicate introduction
2.1 Definitions of a duplicate introduction:
(a) A direct application submitted on multiple occasions is not considered in the light of this policy as there is no financial implication to the duplication.
(b) An agency application is defined as a duplicate if it is the second or subsequent application on behalf of the same individual and has been submitted for any position or speculative application through any source and in any manner in the previous 12 months.
2.2 The policy will be applied consistently by our Human Resources team, unless there are strong grounds/business reasons why an initial introduction no longer applies. Any such exception must be agreed in advance by the Human Resources team member and any such agreement must be confirmed in writing by the candidate who will personally disengage the non-preferred agent. This written protection will ensure clarity of introduction and avoid both a financial loss resulting from a multiple invoice and clarity of process for both the candidate and the firm.
2.3 The JobAdder candidate management system time stamps all introductions allowing no room for human error in the application of this policy.
2.4 A notification email confirming that an introduction is a duplicate will be sent to agents upon receipt of the duplicate introduction via the JobAdder system. Our decision will be considered final.
3. Fee for Service
3.1 Standard agency terms and conditions that specify the placement fee will be based on the fulltime equivalent salary for part-time placements are not accepted by our Human Resources team. The placement fee will be based on the actual annual salary and if less than the agency minimum (where one exists) then the minimum will not apply. If the proportion of hours worked increases within six months, then a revised placement fee based on this increase will be payable. Preferred suppliers will all act within the framework of this policy.
3.2 HopgoodGanim will pay the following agency fees:
(a) For support roles – 15%
(b) For professional roles – 18%
(c) Executive search fees will be negotiated on a case by case basis
3.3 Standard agency terms and conditions that limit the replacement guarantee to three months are not accepted by our Human Resources team. In keeping with Minimum Employment Periods, agency replacement guarantee periods will be:
(a) 100% of the fee during the first 3 months
(b) 60% of the fee at 4 months
(c) 30% of the fee at 5 months
(d) 0% of the fee at 6 months
These replacement guarantees will apply to the re-filling of the original role. Where this is not possible, and this is agreed by HopgoodGanim and the agency, then the credit may be applied to a different role. Preferred suppliers will act within the framework of this policy.
3.4 Any agency application will have been checked by the agency for its veracity before being submitted, for example sighting original academic records, conducting its own search of law society membership records and law firm website checks. Preferred suppliers will all act within the framework of this policy.
3.5 Fees will be payable by us to any agency on the week of the candidate’s commencement with HopgoodGanim Lawyers. Preferred suppliers will all act within the framework of this policy.
3.6 No agency is to approach a Partner or Manager directly to discuss a current or potential vacancy at HopgoodGanim. Any communication with the firm is to be through the Human Resources team.