Build a useful care shortlist, not a pile of CVs

Use the confirmed vacancy brief to choose the few criteria that genuinely determine suitability. Define how each will be assessed before looking at individual applicants. Separate essential role requirements from preferences.

Keep the process consistent. A strong CV or confident conversation should not replace the same practical questions about duties, availability, location and the actual working pattern.

For each person, record relevant experience, the source of that information and what still needs checking. Candidate-supplied information, reviewed documents and employer-confirmed outcomes are different evidence states.

Do not treat a database label such as 'ready' as a substitute for current availability, role fit or permission to introduce someone. If an answer is missing, mark it as missing rather than guessing.

A concise introduction should explain why the person may fit this particular brief, their practical preferences and any material unresolved points. Confirm representation permission for the actual employer and role.

Share only the information needed at that stage through an appropriate route. An anonymised summary should remove identifying details throughout, including employment history or document metadata that could reveal the person.

Agree who will review the shortlist and when feedback is expected. Offer interviews only where the employer wants to progress and the candidate agrees. Explain changes to the brief before asking people to prepare.

Keep a simple decision record: considered, interviewed, further information needed or not progressing, with a role-related reason. Close or pause the search when the requirement changes so old actions do not keep generating unnecessary contact.