Version: Name. Title(s): g Managerr. date: Review. Regulatory Compliance Organisation-- Directorate. wide. Service. document Recruitment,

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1 RECRUITMENT AND SELECTION POLICYY & PROCEDUREE Reference/Number Version: Ratified by: Ratification Date: Approval Committee Date Approved: Date Issued: Executive Owner: Name of Author( (s) and Job Title(s): Target Audience: Review date: Procedural document linked to/tagged: Keywords POL/COR/ Trust Management Group 03/ 02/2015 Partnership Group G Trust Operational Boardd 15/ 01/ / 03/2015 Director of Human Resources Organisational Development Averil Lynch ResourcingR g Managerr All staff 02/ 02/2017 Tick as appropriatee Regulatory Compliance Organisation-- Directorate Service Shared document Recruitment, Selection, Equality, wide Diversity, best practice and 1

2 Dissemination and Implementation Responsible person for coordinating dissemination and implementation Averil Lynch Resourcing Manager Methods of dissemination Intranet Other (disseminated at Trust Operational Board, Trust Management Group, Partnership Group and Bank & Agency Steering Group) to key Stakeholders Yes Yes Yes Consultation List of those consulted Heads of HR, HR Advisors, Trust Partnership Group, Bank and Agency Steering Group Period of consultation November 2014-January 2015 Version Control Summary Version No Description of change Author Date 1.0 New recruitment and selection policy Averil Lynch, Resourcing Manager Nov

3 Contents 1.0 INTRODUCTION PURPOSE SCOPE DEFINITIONS DUTIES (Roles and Responsibilities) PRINCIPLES MONITORING COMPLIANCE and EFFECTIVENESS ASSOCIATED DOCUMENTS REFERENCES APPENDICES Appendix 1 Recruitment Process Flowchart 15 Appendix 2 Monitoring Compliance and Effectiveness Tool EQUALITY IMPACT ANALYSIS

4 1.0 INTRODUCTION Whittington Health is committed to ensuring that the recruitment and selection of its staff is conducted in a way that is systematic, efficient and effective and promotes equality of opportunity. It is important that we attract, select and retain the right people in order to provide a high standard of patient care. People are vital to Whittington Health, and it is essential therefore that our recruitment and selection procedures are clear, fair, effective and comply with current employment legislation. This policy is designed to assist managers to attract the best candidates for their vacancies, within a reasonable timescale, and according to current employment legislation and best practice. 2.0 PURPOSE It is recognised that to attract, develop and build a workforce which is valued and whose diversity reflects the communities it serves, selection needs to be based on an objective assessment of an individual s ability to perform in the role at the required standard. This policy is designed to assist managers to attract the best candidates for their vacancies, within a reasonable timescale, and aim to achieve a consistent approach to the main legislation which applies in recruitment. 3.0 SCOPE This policy applies to the recruitment and selection of all staff recruited to permanent and fixed term contracts (excluding Consultant appointments and Deanery appointed medical staff). All appointments must be made in accordance with this policy and are subject to Vacancy Scrutiny Panel approval, advertisement, shortlisting, interview and/ work specific assessment and employment checks as per NHS Employers Employment Check Standards. The recruitment of Bank and Agency workers will be carried out by the Temporary Staffing Team and their processes will be commensurate with this policy. 4

5 4.0 DEFINITIONS 4.1 Chair of the Interview Panel/ Lead Interviewer is responsible for ensuring that interviews are conducted fairly and objectively and for ensuring that written records are kept of the interviews conducted. Ideally the Chair of the Interview Panel will also be the Recruiting/ Line Manager and would have attended formal Recruitment and Selection training. Once an appointment has been made the Chair/ Lead Interviewer is also responsible for updating the HealthJobs UK system with outcomes including moving appointed candidate(s) to offer pending. 4.2 Electronic Staff Record (ESR) is an integrated HR and Payroll system used across the NHS. All potential new starter details are built up throughout the recruitment process and forms the basis of the employee record. Staff personal details relating to recruitment, job details, pay, training and development and career progression are all recorded on a member of staff s ESR record. ESR records are held nationally and automatically transfer when an employee leaves one NHS organisation to move to another. The recruitment decision of all positions is recorded using ESR and once a candidate commences work with Whittington Health the electronic staff record is set up by the Recruitment team. 4.3 External vacancies are open to all candidates this may include those living overseas, from other NHS organisations as well as the local community. External advertising may also include adverts being placed in multiple media and/ or websites as appropriate to the role. 4.4 HealthJobs UK (TRAC Recruitment Management system) is an electronic recruitment management system that compliments the technology provided through NHS Jobs. HealthJobs UK allows managers to track the process of their recruitment online from advertisement through to issue of contract and provides an employer jobs board that integrates with Whittington Health s web-site. 4.5 Internal vacancies earmarked on the Whittington Health internet page. Applications for internal vacancies are accepted from Bank Members as well as substantive staff and must be submitted online 4.6 NHS Employment Check Standards comprise legal and mandated requirements that must be carried out on all candidates prior to NHS employment. The checks required include: Identification checks; Criminal Record and Barring checks; Professional Registration and Qualification checks; Right to Work; Employment History and Reference Checks, Work Health Assessments. 4.7 NHS Knowledge and Skills Framework (KSF) is essentially a development tool and provided the basis for pay progression within paybands. It is made up of 30 dimensions- 6 dimensions have been defined as core to the NHS (these dimensions will occur in everyone s job) and 24 specific dimensions that relate to some jobs and not others- managers are required to develop 2 or more specific dimensions for all positions. 4.8 NHS Jobs is the dedicated online recruitment service for the NHS. Every NHS trust in England and Wales advertises job opportunities with NHS Jobs NHS Jobs is one of the UK's top five job sites and provides the single most comprehensive source of 5

6 job opportunities across all careers offered by the NHS. NHs Jobs is used only as a jobs board for hard to recruit to posts and senior/ specialist appointments. 4.9 Positive About Disabled People Two Ticks Symbol is a disability symbol awarded by Jobcentre Plus to employers who have made a commitment to employ, keep and develop the abilities of disabled staff. We use the symbol in our job advertisements to demonstrate our commitment to interview all disabled applicants who meet the minimum essential criteria for a post Recruiting/ Line Manager is the person responsible for the recruitment process and is trained in the Trust recruitment and selection procedures, ensuring that the process is carried out in accordance with this policy and associated procedures. Their role is to act as Chair of the Panel and to ensure that all recruitment and selection decisions are carried out in an equitable and consistent manner UK Visas and Immigration (formerly known as UK Borders Agency) is part of the Home Office and is responsible for making millions of decisions every year about who has the right to visit or stay in the country. There are five tiers of immigration covering people wishing to enter the UK to work from any country outside the European Economic Area (EEA). Under the points based immigration system. Tier 2 job applicants from outside the EEA need to pass a points-based assessment before they will be allowed entry to the UK. They also need a Certificate of Sponsorship (CoS), which can only be issued by employers registered with and licensed by the Home Office (currently costs 189 and is paid for by the employing/ sponsoring organisation). An employer can issue a Certificate of Sponsorship on the basis of a post being on the shortage occupation list or by a resident labour market test being met. The shortage occupation list is compiled by UKVI and if an occupation is on the shortage occupation list, it means there are not enough resident workers to fill the available jobs in that particular occupation. If a job being recruited to is not on the shortage occupation list, then a resident labour market test must be conducted. A resident labour market test (RLMT) must show that there are no suitably qualified workers from the UK/ EEA who can fill the post. To meet the criteria of a RLMT, a vacancy must be advertised for at least 28 calendar days in a recognised national media e.g. NHS Jobs, HealthJobs UK Vacancy Scrutiny Panel is comprised of members of the Executive Team and meets weekly to ensure the robust scrutiny of posts put forward for recruitment. This process applies to all posts except junior doctors on rotation, Band 5 Nursing posts, Midwives and Health Visitors. Information about the vacancy scrutiny panel process is available on the intranet (via the recruitment authorisation form) Whittington Employment Promise is included in all our online advertising and sets out the Trust s commitments to staff and what we as an organisation expect from all our staff. 6

7 5.0 DUTIES (Roles and Responsibilities) The recruitment of new staff for all substantive posts within Whittington Health is the shared responsibility of the recruiting/ line manager, the recruitment team, and HealthJobs UK Ltd. 5.1 The recruiting/ line manager will normally be the budget holder for the vacant post (or will be authorised to act on their behalf) and will be responsible for the following: Identifying new or replacement vacancies to be filled Ensuring where recruiting to a new post (or to one that has changed) that a job evaluation of the job description has taken place. Preparing and submitting the appropriate paperwork to the Vacancy Scrutiny Panel (VSP) Agreeing recruitment dates, selection process and advertising methods Drafting the recruitment advertisement which should be closely linked to the skills and experience required for the post as outlined in the person specification. Agreeing the shortlisting criteria and shortlisting applicants using HealthJobs UK Conduct shortlisting within 3 working days of the vacancy being moved to shortlisting on HealthJobs UK Arranging the interview panel including booking the venue and preparing the interview questions Chairing the interview and keeping interview notes Making a verbal offer to the preferred/ successful candidate(s) Arranging for all candidates to be advised verbally of outcomes within 2 working days of interview Providing feedback to unsuccessful applicants Updating the HealthJobs UK system with outcomes including moving appointed candidate(s) to offer pending within 2 working days of interview Approving references on HealthJobs UK and agreeing a start date with the appointed candidate once all pre-employment checks have been successfully completed Arranging a local induction programme for the appointed candidate during their first week 5.2 The recruitment team via named Divisional Recruitment Administrators will be responsible for the following: Receiving vacancy details from recruiting/ line managers and actioning all vacancy request for advertising within 2 working days Advertising vacancies on NHS Jobs /HealthJobs UK and Whittington Health websites Placing advertisements in other online and print media as requested Closing the post and download all applications within 1 working day Sending password and instructions for shortlisting to named manager ing links and documentation to the shortlisting panel within 1 working day 7

8 Sending password and instructions for shortlisting to named manager Preparing interview pack electronically at least 2 days prior to interview Issuing conditional offer letters to successful candidates within 2 working days of receiving notification from recruiting/ line manager Processing pre-employment checks as applicable to the candidate and role offered in line with Trust Employment Checks Standards Policy Keeping recruiting/ line managers informed of progress and potential delays Troubleshooting problems and expediting solutions Preparing new starter files Issuing unconditional offer letter and contracts once a start date has been agreed by the recruiting/ line manager Processing all actions and documents for new starter induction Creating e-learning logins and issuing to new starters Producing management reports 6.0 PRINCIPLES Recruitment and selection at Whittington Health should be based on the principles of transparency, equity and best practice. 6.1 Recruitment and Selection training and awareness All those involved in the recruitment and selection of staff are responsible for familiarising themselves and complying with the provisions of this policy and associated Trust policies and procedures which impact on recruitment and selection including; - Equal Opportunities Policy - Employment Check Standards Policy - Disclosure and Barring Service Checks Policy - Induction Policy - NHS Employment Check Standards - Guidance on the employment of Relatives or Partners Staff involved in the recruitment process especially shortlisters and interview panel members are expected to attend the Trust s Recruitment and Selection training as well as the Equality and Diversity training offered as part of the Trust s learning and development programmes The Trust is committed to promoting equality of opportunity and in this respect staff involved in recruitment and selection activities are required to maintain a positive approach towards equality of opportunity. As such Whittington Health staff who are responsible for recommending the appointment of someone with whom they have a close personal relationship are required to declare this potential conflict of interest and should withdraw from the selection process. 8

9 6.2 Identifying Vacancies Recruiting/ Line Managers are required to fully evaluate the need for new, changes or replacement posts prior to seeking authorisation for the position to be recruited to. It should be considered whether the post could be redesigned and duties reallocated, ensuring that the position meets the Divisional Recruitment plans and the Trust s strategic objectives. 6.3 Authorisation of positions Recruiting Managers must ensure that all eligible 1 vacancies are approved for recruitment and appointment at the earliest opportunity. Authorisation must be obtained from the Divisional Finance representative and Divisional Director of Operations prior to submission for approval from the Trust Vacancy Scrutiny Panel. 6.4 Advertisement As a minimum all vacancies are advertised within the Trust via the Whittington Health website (acting up and secondment opportunities may be advertised where appropriate via the electronic Whittington Health Noticeboard). This helps to maximise equality of opportunity and provide staff with opportunities for career development, thus maintaining the skills and experience of existing staff In certain circumstances e.g. redeployment or organisational change, the advertising of specific posts may be ring-fenced for candidates affected by the change In addition to the Whittington Health website (hosted by HealthJobs UK), a number of posts may be advertised on NHS Jobs and in other external media and publications in order to attract specialist staff and maximise the chances of recruiting the best candidate Internal posts should be advertised for a minimum of two working days. Posts advertised externally will normally be advertised for a minimum of five working days. Medical consultant posts however must be advertised in two sites/ journals for 3 weeks Where posts have been identified as being hard to recruit to and where it is likely that an appointment from outside the UK / EEA will be necessary, posts will need to be advertised externally for 28 calendar days in order to meet the UK Visas and Immigrations (UKVI) resident labour market test criteria All external Whittington Health adverts will include a statement regarding Whittington Health s commitment to safeguarding children and vulnerable adults, information about the Whittington Employment Promise and display the Positive About Disabled People Two Tick s Symbol and Investors in People logos Recruiting/ Line managers are actively encouraged to include any assessment and/ or interview dates in the advertisement. Not only will this help to speed up the recruitment process but will also help to enhance the candidate experience. 1 Band 5 Nursing posts, Health Visitors and Doctors on Rotation are exempted posts 9

10 6.4.7 Applicants will be treated with respect and provided with up to date job descriptions and person specifications, as well as any other relevant information applicable to the vacancy e.g. post KSF profile. All applicants will be directed to make and submit their application online for monitoring and audit purposes For disabled candidates unable to submit an online application via HealthJobs UK or NHS Jobs, an alternate method of submission will be considered Application information will be maintained in strict confidence to protect the privacy of personal information and to ensure compliance with the Data Protection Act Advice on the preparation of adverts and the management of applications is available from the Trust HR Recruitment Team. 6.5 Selection Processes All recruitment processes will be based on job descriptions and person specifications Shortlisting: At shortlisting the online application forms that the panel have access to do not contain personal details i.e. candidate s names, addresses or monitoring information. The reason for anonymising the applications is to ensure that candidates are shortlisted based on their skills, knowledge, qualifications and experience only. Shortlisting should be undertaken by at least two individuals and must be completed separately, with the outcomes recorded online via Health Jobs UK. Shortlists should be completed within 3 working days of a post-closing Disabled applicants: HealthJobs UK will alert the shortlisters of all applications made from disabled candidates by the two ticks logo that will appear alongside their applicant number. Any disabled candidate who meets the essential shortlisting criteria should be invited to interview Selection: any skills/ assessments tests (i.e. in tray exercises, presentations etc.) must be directly related to the role and candidates must be notified the details of any skills test when they are invited for interview. Candidates who have declared a disability and are shortlisted, as they meet the minimum essential criteria will be asked to specify what adjustments they will require prior to attending an interview/ assessment. The recruiting/ line manager will make all efforts to accommodate requests for adjustments Interviews: Structured panel interviews should be conducted by no fewer than two members of staff. The panel must include the Recruiting/ Line Manager and other staff members who will have regular dealings with the post holder and who have a good understanding of the requirements of the role. Ideally the interview panel should be balanced to meet equality principles that reflect good practice The purpose of the interview is to objectively assess the candidate s suitability for the role and to allow candidates an opportunity to showcase their skills, knowledge and experience. Interview questions must relate to job requirements as exemplified in the person specification and the candidate s 10

11 suitability for the position. The person specification should be used as the basis for determining interview questions. Panel members are required to maintain good quality notes and applicants answers should be recorded Where a candidate has made a positive declaration on their application form regarding a caution, criminal conviction or any other offence relevant to the post applied for, at interview, or in a separate discussion (where appropriate), it is expected that an open and measured discussion takes place. This will allow the candidate the opportunity to explain the circumstances relating to the declared offences as well allow the recruiting / line manager to risk assess the relevance and circumstances of the offences. This discussion needs to be recorded and referred to once a DBS disclosure is received during the pre-employment checks process All candidates right to take up a post must be established at the interview stage via the presentation of original passport (and visa where applicable), professional memberships and qualifications; Copies of which must be taken, signed by the panel to verify that they have seen the original document and forwarded to the HR Recruitment Team along with a completed Interview checklist form and interview notes taken for each interviewee Overseas Candidates: Where Line Managers are recruiting candidates who are based overseas it is preferred that Skype or telephone interviews are used as part of the selection interview. 6.6 Feedback The Chair of the interview panel is responsible for arranging to provide timely feedback to all candidates who have attended an interview. Successful candidate (s) should be informed verbally that they have been successful subject to satisfactory pre-employment checks. The Lead Interviewer/ Chair of Interview Panel must move the successful candidate s record from the interview to offer pending status on HealthJobs UK within 2 working days of the interviews being held. 6.7 Offers of employment Following interviews, all successful candidates will be made conditional offers of employment subject to the receipt of satisfactory references and the submission and completion of a Work Health assessment (and any other pre-employment check relevant to the post offered). Offers of employment will also be subject to confirmation of eligibility to work in the UK (i.e. UK/ EEA Passport or Non-UK Passport plus leave to remain visa or work permit). From February 2015 all new staff (permanent and fixed term) recruited with the exception of doctors will be subject to a six month probationary period. Information regarding this will be included in all conditional offers and formal offers of employment Starting salaries will normally be at the bottom of the pay scale in line with Agenda for Change terms and conditions and Whittington Health Starting Pay Guidance. 2 A positive declaration will not necessarily bar a candidate from working at Whittington Health and an offer employment subject to satisfactory employment checks should still be made where appropriate. 11

12 6.7.2 Appointed candidates should be advised not to hand in their notice to their existing employer until a confirmation of employment / formal offer is received. Only when these have been submitted and completed may a formal offer of employment be made Recruiting/ Line managers should refer to the Trust s Employment Check Standards Policy for further information on the pre-employment checks process or contact their Divisional Recruitment Administrator Conditional offers of employment may be withdrawn due to unsatisfactory pre-employment checks, or where candidates have failed to engage in the employment checks process in a timely manner causing significant delays in its completion. Recruiting/ line managers should seek advice from the Recruitment Team Manager or Resourcing Manager before withdrawing an offer made. 6.8 Formal Offer of Employment Once reference(s) have been approved and all other pre-employment checks have been satisfactorily completed, the appointed candidate and recruiting/ line manager will be notified and a start date agreed. A formal offer of employment and contract of employment will then be sent prior to the start date agreed electronically. 6.9 Local and Corporate Induction All new starters are required to report to the Recruitment Team/ HR Reception on the first day of work to submit new starter paperwork and complete ID/ security badge process The recruiting/ line manager is responsible for ensuring their new starter is effectively introduced to the organisation, has a clear understanding of their role and completes any induction and/or mandatory training through various learning techniques including e-learning Line managers must carry out a local induction on their first day. Some departments and staff groups will have specific needs e.g. graduate trainees, people returning from career breaks, long-term absence or maternity/paternity leave, senior appointments, technical specialists, directors etc. therefore a local induction may need to be tailor made accordingly. 7.0 MONITORING COMPLIANCE and EFFECTIVENESS: The HR Department will monitor the recruitment and selection process for all substantive appointments made across the Trust. Reports and statistics on recruitment and selection will be made to the Trust Operational Board monthly and the Trust Board annually. See Appendix 1 :Monitoring Compliance and Effectiveness Tool Monthly new starter reports will be provided to the Recruitment Team Manager/ Resourcing Manager to quality check the following pre-employment checks;- professional registration, right to work status and DBS check. Any anomalies or omissions will be resolved in a timely manner. 12

13 8.0 ASSOCIATED DOCUMENTS: Title Equal Opportunities Policy Intranet hyperlink Employment Check Standards Policy Disclosure and Barring Service Checks Policy To be added to intranet Induction Policy Probationary Policy To be added to intranet Recruitment Authorisation Form Pre-Employment Health Check Procedure Starting Pay Guidance Guidance on the Employment of Relatives or Partners 13

14 9.0 REFERENCES: - NHS London Streamlining Programme Check-Standards/Pages/Employment-Check-Standards.aspx NHS Employment Checks Standards ACAS NHS Jobs Positive About Disabled People UK Immigration and Visas Disclosure and Barring Service Website 14

15 Appendix 1 Recruitment Process Flowchart LM identifies vacancy and completes ATR form, JD, PS and advert text, KSF s all to vacancy scrutiny panel for approval. If approved LM sends all to recruitment inbox LM to provide interview dates/ shortlist panel and appointing manager RM accepts approval following scrutiny meeting, logs details and sends to RA for inputting on both Health Jobs and ESR. RA uploads all vacancy details onto both Health Jobs and ESR including JD, PS, advert text, functional requirement form. RA sets RM as authoriser on advert request. RM quality checks advert and authorises RA to go live with advert or requests clarification on any points required. RA receives authorisation through Health Jobs from RM and puts advert live for one week. LM will receive confirmation of advert going live at this stage. Job closes on all sites at midnight on pre-arranged date. RA uploads all application forms from NHS Jobs to Health Jobs, sorts applications and takes out any duplicates. RA moves candidates and vacancy into shortlisting to trigger to LM. On receipt of shortlisting LM and other shortlisters carry out shortlisting on Health Jobs system within 48 hours of receipt. LM shortlists on HJ and confirms interview details within 3 days of post-closing RA notifies candidates of interview and candidates book an interview slot online. HJ advises unsuccessful candidates. 2 days before interview: RA sends interview packs to interview panel via Health Jobs NB no facility to inform LM if any candidates withdrawn between sending interview pack and interview date. LM to log in to system and check confirmed attendees on day of interview LM and interview panel carries out interview/ tests LM moves successful to offer pending, unsuccessful to rejected and vacancy to offer. Interview notes and documents to be scanned to RA by LM. LM available to provide feedback to unsuccessful by phone RA carryout pre-employment checks via HJ: References, DBS, OH, Right to work, ID checks, Prof registration RA issue conditional offer subject to pre-employment checks via HJ LM to check HJ system for progress of checks through process KEY LM - Line Manager RA -Recruitment Administrator RM - Recruitment Manager ATR Authorisation to Recruit JD Job Description PS Person Specification RA sends to candidate and LM once clear asking for start date to be arranged. RA sends contract 15 LM makes ESR change if internal RA puts on ESR if external candidate

16 Appendix 2: Monitoring Compliance and Effectiveness Tool What key area(s) need(s) monitoring on this document? (Consider the purpose of the document; processes, procedures, timelines, patient outcomes etc) Who will lead on this aspect of monitoring? Name the lead and what is the role of the multidisciplinary team or others if any. What tools / methods will be used to monitor report and review the identified areas? (Consider audit, observation, minutes, complaints, incidents, claims, reports and Documentation etc.) How often is the need to monitor each area? How often is the need to produce a report? How often is the need to share the report? Responsible Committee for scrutiny and arrangements for feedback. Element/s to be monitored Lead Tool Frequency Reporting and feedback arrangements 16

17 11.0 EQUALITY IMPACT ASSESSMENT: Under the Race Relations (Amendment) Act 2000 the Trust is required to undertake equality impact assessments on all policies/guidelines and practices. This obligation has been expanded to include equality and human rights with regard to disability, age, gender and religion. Impact (= relevance) 1 Low 2 Medium 3 High Evidence for impact assessment (monitoring, statistics, consultation, research, etc Evidential gaps (what info do you need but don t have) Action to take to fill evidential gap Other issues Race 1 Disability 1 Gender 1 Age 1 Sexual Orientation 1 Religion and belief 1 Outcome of initial screening This policy would not have a detrimental impact on any of the outlined equality categories and should have a positive impact on candidates with a disability by raising awareness of the reasonable adjustments that should be made for disabled candidates at different stages of the recruitment and selection process. 17