Checking References
The job application form of each applicant provides you with his or her references. You may get more information at the interviews. You will sort through their backgrounds and qualifications. Of course, part of the screening process involves your personal likes and dislikes. However, you definitely should check the references of all applicants, and if necessary, run a police check.
Checking References: Calls
Always, ALWAYS check people's references! It doesn't matter that the person interviewed better than anyone you've ever seen. It doesn't matter that you liked him or her, and think you'd get along great together. It doesn't even matter if you already acquainted with the person through a friend or through school. You can't make a sound decision without input from other people who have known the applicant longer.
Some persons experienced in hiring personal assistants (PAs) say that they always ask applicants for five references. They ask for three work and two personal references because there always are one or two that aren't usable. For example, the supervisor may be away on vacation, or the company may have closed. Call schools or employers stated on the applications. At least verify information the applicant gave you for accuracy.
Check the name, birth date, and driver's license. Also be sure that the picture on the identification is the applicant.
If the applicant has not been working for awhile, ask if he or she has done any babysitting, taken any classes, or served on any committees. If a parent was willing to trust this person with a child, that is a good recommendation. Similarly, a teacher or committee chair can tell you whether the person had good attendance and completed tasks properly and on time. You may also want to run a police check.
Some companies require a written release before they will tell you anything about an employee. Other companies only will tell you the dates the employee worked there. This is another reason to request more references than you think you really need. Usually, if an applicant gives you three companies to call, one will have such a policy and two won't. If they all refuse to give you information, call the applicant, explain the situation, and ask for more references.
When checking a reference, briefly confirm what the applicant told you about dates of employment and job title. Try to determine if the job performance was satisfactory. If the applicant no longer works there, ask if he or she would rehired. Then ask some questions that will tell you what you specifically want to know. For example, you want a PA who is responsible, listens and follows directions well, and is easy to get along with. Here is how this plays out in a typical reference check.
Q: Hello, is this Mr. Adams?
A: Yes.
Q: Angela Gilbert has applied to work for me part-time as a personal assistant, and she gave me your name as a reference. Do you have a few minutes to answer some questions?
A: Yes, if it won't take too long.
Q: It won't. How long have you known Angela?
A: She worked here for six years.
Q: And you were her supervisor. Is that correct?
A: Yes.
Q: She worked primarily as a customer service representative?
A: That's right.
Q: How was her attendance? Was she there when she was supposed to be?
A: Yes, I believe so.
Q: And on time?
A: Yes.
Q: If she was unable to come, did she call?
A: Yes, although I don't recall that she was out very often.
Q: How was her job performance?
A: She did a good job.
Q: Did she listen and follow directions well?
A: Yes.
Q: Did she get along well with other people there?
A: Yes. She's cheerful and outgoing...got along with everyone.
Q: Would she be eligible for rehire?
A: Yes. She left to go back to school, but we would certainly welcome her back.
Q: The position I am considering Angela for is a very responsible one. It sounds as though you think she would be trustworthy.
A: Yes, I'd recommend her highly.
Q: Thank you for your time.
Some applicants may refuse to let you talk to their present employer, fearing that they will lose the other job. This is probably okay, as long as they provide you with other references. When talking to present employers, it is always helpful to stress that the hours are at night or on weekends, and that this job will in no way interfere with the other position.
Successful reference checking is mainly balancing the information you get. Weigh job references (including babysitting and classes) more heavily than personal references. Naturally, the applicant's brother and best friend will have only good things to say. But sometimes you can tell something about people by the company they keep.
If you get one bad reference and three good ones, try to determine which source has more credibility. An employer could have a personal grudge against a former employee. Or the employee may have been fired for opposing an unjust situation at work. This actually would end up being a positive recommendation.
Once you have spoken to all the references and weighed them against one another, it's time to make a decision. Ultimately, you will have to trust your gut, and the accuracy of your gut will improve over time.
Even though all the references look good and you think you'll like the person, you never know until the last minute whether he or she will end up working for you. You may call to offer the job, only to have the person say "I found something else," or "I've been thinking it over, and I'm no longer interested." Don't take it personally. Keep a sense of humor and do some more interviewing.
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Running a Police Check
As an employer, you have the right to run a police check on the people who apply to work for you. Most providers of residential services run such a check. Many people wouldn't think of hiring someone without knowing if the person has a criminal history.
Some people experienced in hiring PAs don't do a police check because they feel it wouldn't tell them what they want to know. They say they have had a few excellent employees with police records. And they have had a few bad employees with clean records. This is a decision that must be made individually. You must be comfortable with your choice.
Should you choose to run a police check, you can obtain the form from your local police department. There is usually a fee for running the check. So you probably will want to investigate only those people you are seriously considering hiring.
Checking References and Running a Police Check adapted from: Getting from Here to There: A Manual on Personal Assistance (pp. 15-17, Appendix), Copyright A.J. Pappanikou Center on Special Education and Rehabilitation: A University Affiliated Program, Storrs, CT. Reprinted with permission.
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