RECRUITMENT & SELECTION POLICY

Transcription

1 Trust Policy & Procedure Document Ref No: PP(15)049 RECRUITMENT & SELECTION POLICY For use in: For use by: For use for: Document Owner: Status: All areas of Trust All staff covered by Agenda for Change Recruitment & Selection of Staff Executive Director of HR & Communications APPROVED Purpose of this Document: To provide clear guidance on the correct procedure to all staff in the Trust who are responsible for the Recruitment and Selection of new and existing Staff. Ensuring that all candidates are treated fairly and equally and that safe recruitment decisions are made to protect both children and vulnerable adults in the care of the Trust. To support managers in the implementation and use of Values Based Recruitment to ensure we attract and select employees on the basis that their own individual values and behaviours align with the values and behaviours expected by the Trust. To ensure that all appropriate pre and post employment check are carried out in accordance with current guidelines and legislation. This policy must be used in conjunction with the following policies: Eligibility to Work PP()245 Equal Opportunities PP()021 Disclosure Policy PP()125 Resignation of Employees PP()128 Registration/Statutory Responsibility of Professional Staff PP()096 Reference Policy PP()190 Fit & Proper Person Test for Directors PP()***(being developed) Contents Page 1. Policy Statement 2 2. Exceptions 2 3. Contracted Pool 3 4. West Suffolk Professionals 3 5. Values Based Recruitment 4 6. Roles & Responsibilities 7 7. Pre Advertising Stages 7 8. Attracting Applicants - Advertising Applications NHS Jobs - Short-listing Process Interview arrangements Pre-employment checks Pre-employment checks and Responsibilities Fit & Proper Person Test Following the Interview Retention of recruitment records & data protection Equal Opportunities 26 Issue Date: June 2015 Review date: Feb 2018 Page 1 of 57

2 18. Awareness raising of Recruitment & Selection Clearing House Queries Review & Monitoring Document Configuration 28 Appendices Page 1. Vacancy Authorisation Form Trust Job Description standard format Sample Trust Job Description Guidance on Disclosure & Barring Criminal Records & Fitness to Practice Declaration Sample KSF Outlines Generic Profile final Gateways Trust Person Specification Format Sample Trust Person Specification Advertisement Checklist Guidance on Language Competency Interview Record Form Conditional Offer of Employment Unconditional Offer of Employment Reference Request Form Letter of Resignation template Leaving the Trust Letter of Resignation template staying in the Trust 57 1 POLICY STATEMENT Everyone who works at the West Suffolk NHS Foundation Trust (permanent/temporary, NHS Professionals, Agency/Locum or volunteers) or anyone who applies to work at the West Suffolk NHS Foundation Trust should be treated fairly and valued equally. All conditions of service and job requirements should fit with the needs of the service and those who work in it, regardless of age, disability, race, nationality, ethnic or national origin, gender, religion, beliefs, sexual orientation, domestic circumstances, social and employment status, HIV status, gender reassignment, political affiliation or Union membership. The Trust has an Equal Opportunities Policy PP()021 aiming to promote equality and diversity in all employment processes. This Recruitment and Selection policy aims to ensure that the Trust has fair, open and non discriminatory systems for recruiting, developing and promoting people based on high standards to ensure the recruitment and retention of high quality staff. The processes in this policy must be followed by all Trust managers recruiting to all Trust appointments whether permanent, open-ended, fixed-term, NHSP Bank or temporary, this includes the recruitment process for NHS Professionals. For fixed-term appointment refer to Policy PP()071. Any Employment Agencies used to supply staff must be recognised as being part of the East of England Agency Framework (under the London Procurement Partnership), and therefore will have completed the appropriate employment checks as required by this agreement. The recruitment and selection of volunteers will be in accordance with the general principles of this policy. 2. EXCEPTIONS There will be a number of exceptions to the above as follows: Where an agreed separate process exist (e.g. appointment of permanent medical staff and NHS Professionals for Doctors). The Trust will follow the guidance from Consultants Best Practice and GMC recommendations and the Deanery Good Practice Guidance. Issue Date: June 2015 Review date: Feb 2018 Page 2 of 57

3 Where specific arrangements are agreed with the Executive Director of HR, or where posts are identified for redeployment in the case of redundancy, reorganisations, disability, ill health or some other appropriate reason identified by the Trust. Where an individual has been in a Fixed Term Post for a period of time and has been trained and developed and is performing well in the role and there is a requirement to make the post permanent. Justification must be sent in writing to the HR Directorate to make the post permanent. If there is justification the post would not need to be readvertised and the fixed term contract would be made permanent once a VAF has been approved. Where there is an urgent business need to appoint to a post and the Trust have to act quickly to provide an essential service. This may be in response to a grant of funding to provide a service within a short timescale, or an urgent project. With the support of HR a manager can fill an urgent vacancy on a temporary basis, with either a current member of staff with the appropriate competencies or go out to an Agency. Where there is a Secondment or Acting Up opportunity and there are suitable candidates already within the team/ward/department. With the support of HR a manager can offer a Secondment/Acting up opportunity to their own staff without having to advertise the post on NHS Jobs. If there is more than one suitable candidate within the team/ward/department all members should be made aware of the opportunity. 3. CONTRACTED POOL The contracted pool is considered the main point of entry for Nursing Assistants new to the Trust. Staff are appointed on a variety of hours depending on their circumstances although they are required to be flexible to the needs of the service. Monthly adverts will be placed on NHS Jobs and shortlisted applicants will be invited to a minimum 2 hour group interview. The interview will be led by either an HR Manager or the Clinical Lead for the Contracted pool. All ward managers will be invited to participate in the group interviews and if they have a vacancy will be able to recruit directly to their wards. When Ward Managers have a vacancy they are encouraged to select staff from the Contracted Pool. The benefit of this process is to provide wards with staff in a quick and timely manner without the additional need for employment checks, induction or further training. All successful applicants will be recruited in line with the NHS Employment Checks guidance and will either become part of the Contracted Pool, West Suffolk Professionals or ward based. No individual department or ward will advertise Nursing Assistant posts on NHS jobs unless agreed by the senior HR team. 4. WEST SUFFOLK PROFESSIONALS The West Suffolk Professionals (WSP) service is administered by the West Suffolk NHS Foundation Trust. Staff registered with WSP will follow the same recruitment process as substantive staff to the Trust. As a member of West Suffolk Professionals staff are not an employee of West Suffolk Professionals or of the Trust. Staff have no entitlement to guaranteed or continuous work and it is for the Trust to determine in any one week whether they shall be called into work, where work is available. If a ward/area manager mutually identifies a member of WSP they think would be suitable to their area, an appointment can be made without further advertising. Managers are advised to speak to the WSP Manager to discuss this further. Issue Date: June 2015 Review date: Feb 2018 Page 3 of 57

4 5. VALUES BASED RECRUITMENT Following the Francis Report (2013), Values Based Recruitment (VBR) has been identified as a key objective for the Trust and NHS overall. The Francis Report (2013) highlighted the key role that our workforce plays in the provision of high quality and safe healthcare services. In particular, it identified the significance of staff values and behaviours on the level of care and patient experience. The VBR method aims to attract and select employees on the basis that their own individual values and behaviours align with the values and behaviours of the Trust. The Trust s Recruitment & Selection process is moving towards VBR to ensure that employees are selected against the Trust values to enable us to recruit the right workforce (with the right skills and in the right numbers) and also with the right values to support our teams in the delivery of excellent patient care and experience. VBR can be delivered using a range of recruitment methods including pre-screening assessments, values based interviewing techniques, role play, written responses to scenarios and assessment centre approaches. This will be initially introduced on a post-by-post basis, with a goal to use VBR for all vacancies, not just those with direct patient contact. Changes using Values Based Recruitment: Job descriptions will include two header sheets which tell job applicants about our values and Patients First Service Standards. The person specification will also include a compulsory section entitled Values and Behaviours under the Essential criteria. Job adverts managers will be provided with assistance from HR to write an advert to reflect the values based recruitment method. Interview questions and interviewing interview panels will be provided with an interview question matrix and a selection of compulsory questions. In each section the panel will need to add questions from the compulsory questions, to answer the following: CAN they do the job (abilities, experience, qualifications, technical skills), HOW will they do the job (personality, style, pressure, relationships) and DO THEY WANT to do the job (aspiration, values and motivation, fit with organisational culture, how will they be engaged?) Managers will be required to ask each applicant to talk about one of the Patients First Service Standards, why they think it is important within the Hospital overall, how they think it relates to the job they have applied for and how they would hope to incorporate it into their daily working activities. This will enable you to find out whether the candidate has read and identified with the Patients First Service Standards. What are our values? The following will appear on all job descriptions for vacancies being advertised within the Trust. They will encourage prospective employees to find out about our Trust Values and Patients First Service Standards at the time of application. It will also make them aware that should they be shortlisted they will be expected to discuss the Patients First Service Standards with the interview panel. They will be reminded of this at the invite to interview stage too. Issue Date: June 2015 Review date: Feb 2018 Page 4 of 57

5 Our FIRST Trust values First for patients and community Integrated team working Respect and courtesy Supporting and valuing staff Two way open communication We will provide the highest possible quality service and care for our patients and their relatives within the available resources We will adapt our skills and attitudes as needs change and develop, working in partnership with colleagues and service users in an environment conducive to learning We will show understanding and respect for each other, being open and honest in our communication with colleagues and service users We will provide equipment, training and an appropriate working environment for all staff, to help them do their job effectively and progress in their personal development We will take responsibility for maintaining a two way flow of communication and providing a welcoming, safe and secure environment for patients and staff, providing information about changes to our processes when they happen. Find out more: Putting You First By creating a safe, supportive and honest environment; by caring for each other, listening and being helpful and by working together, valuing each other s time and contribution we can create a working environment in which every member of staff can thrive. In support of our culture of Putting You First, we ask all of our teams to make it the norm for everyone working at West Suffolk Hospital to start every interaction with Hello, my name is It is a small gesture, but one that really makes a difference. It s the least we can do as part of building good working relationships with both patients and other colleagues. It is the first rung on the ladder to providing compassionate care and often getting the simple things right, which means the more complex things will follow more easily and naturally. Find out more: To help us achieve our vision and values, we also have a set of Patients First Service Standards. As a member of our team, you will need to live these standards, placing them at the heart of everything you do. Below, you will find some further information on our Patients First Service Standards. Where people are invited to attend a job interview, they will be asked to talk about one of our Service Standards, explaining why they think it is relevant to the position they have applied for and how they would incorporate it into their everyday working life. Find out more: Issue Date: June 2015 Review date: Feb 2018 Page 5 of 57

6 Patients First Service Standards Putting You First Putting You First recognises the importance of both patients and staff members. When patients and staff work together with mutual respect and understanding, real achievements can happen. Our ten behavioural standards underpin this value. Our staff members play an important role in ensuring that the behavioural standards become a way of working. Paying attention to detail, embracing diversity, listening to ideas, being open, honest and aware these are just some of the key principles we ask of our staff. Hospitals can be daunting places to come, and it is up to us to ensure that the experiences of those people having treatment here and working here are as pleasant as possible. When recruiting new staff to our teams, we look for people who will place these standards at the heart of everything they do. 1. Clean patients are safe We will be vigilant across all aspects of safety, practice hand hygiene and show attention to detail for a clean and tidy environment wherever I work. 2. On stage patients feel safe At all times, we will look and behave professionally, acting as an ambassador for the Trust so that patients, families and carers feel safe and are never unduly worried. 3. Honest patients stay safe We will be confident to speak up if standards are not displayed, appreciative when they are and we will be open to positive challenge by colleagues. 4. Courteous and respectful Whatever our role, we will be polite, courteous and positive in the face of adversity and we will always be respectful of people s individuality, privacy and dignity. 5. Communicate and listen We will take the time to listen, asking open questions and keeping people informed of what s happening, providing smooth handovers. 6. Helpful and kind We will keep our eyes open for (and will not avoid) people who need help; we will take ownership of delivering, ensuring that we are all people that others can rely on. 7. Informative We will involve patients as partners in their own care, helping them to be clear about their condition, choices, and care plan and how they might feel and we will answer their questions without using jargon. 8. Timely We will appreciate that other people s time is valuable and offer a responsive service to keep waiting to a minimum, helping patients to get better quicker and spend as little time in hospital as appropriate 9. Compassionate We understand the important role that patients and families feelings play in helping them feel better and will be compassionate, gentle, reassuring and considerate of patients pain. 10. Improving is everyone s job We will look to simplify processes, eliminate waste and increase efficiency by putting patients first. We will seek out and act to solve patients frustrations and take part in evidence-led quality improvement. We will be happy to be measured and held accountable for our own roles, quality for patients and Trust performance. Issue Date: June 2015 Review date: Feb 2018 Page 6 of 57

7 6. ROLES AND RESPONSIBILITIES All Trust employees involved in the recruitment and selection process are responsible for ensuring that this policy and procedure are followed. Trust managers have a particular responsibility for ensuring that the processes are followed by all members of their staff involved in recruitment and selection. Interview Panel Chairs are also responsible for ensuring the process at short listing and interview is adhered to, and that no unlawful discrimination or other infringement of legislation takes place. The HR & Communications Directorate have an Administrator in post to check that all Pre and Post employment checks have been carried out in line with Trust policy and that all appropriate procedures have been followed. While the Interview Panel may select a preferred candidate, the responsibility for offering the CONDITIONAL OFFER and determining the salary level will remain with the Trust as the employer, as represented by the Chair of the selection panel. The HR and Communications Directorate will provide advice on starting salary as required in line with the Agenda for Change Terms and Conditions of service. The HR and Communications Directorate will: Advise on the process, including mandatory Pre and Post appointment checks Receive all job advertisement paperwork, ensuring that information is entered into ESR to maintain Work Structures. Place the job advertisement on the National NHS Jobs website and in the Green Sheet. Arrange for the advert to be published in the press and journals, if authorisation has been given. Provide the terms and conditions sheet for the job, including salary band The HR Administrator Employment Checks will ensure all Pre-employment checks have been carried out satisfactorily before an UNCONDITIONAL offer of employment is made. Issue the Contract of Employment in line with legal requirements. Monitor vacancies for redeployment opportunities Audit the process and take action on breaches of procedure Review and update the policy in conjunction with the Trust Equality and Diversity Group to take account of any developments in employment legislation, good practice and NHS employment policy 7 PRE ADVERTISING STAGES 7.1 Review of job requirements Before advertising a post in the Trust, managers must: Review the requirements of the department to check whether there is a need to recruit on a different basis. Review options for flexible working (see Trust policies - Annualised Hours PP()103, Home Working PP()095, Term Time Working PP()091, Job Sharing PP()047) consider whether this is a useful opportunity for secondment or other form of development in consultation with the HR and Communications Directorate. The manager must obtain appropriate authorisation to recruit by completing a Vacancy Authorisation Form -VAF (Appendix 1). This must be signed by both the Budget Holder and Finance. Authorisation is required for new posts, replacement posts, extensions to fixed-term contracts and permanent regrading. A form is not required for the replacement of junior medical staff, but is needed for new/additional posts, long- term medical locums and all consultant appointments. Issue Date: June 2015 Review date: Feb 2018 Page 7 of 57

8 At certain times a Vacancy Approval Panel will be put in place with strict guidelines on the approval of VAF s to manage financial expenditure on recruitment. Positions that fall into the category of requiring the Vacancy Approval Panels authorisation will not be advertised unless this had been obtained. 7.2 Job Description Every job must have an up to date electronic job description, summarising the duties and responsibilities of the post. This must be reviewed in consultation with colleagues for accuracy, taking account of any changes required in the light of organisational design, costs, and overlap of responsibilities, workload and clinical risk. A standard format for Trust job descriptions is attached at Appendix 2 and a sample job description is attached at Appendix 3. Patients First Service Standards - All job descriptions must include the following statements: At West Suffolk NHS Foundation Trust we promise to put Patients First. Our commitment to every patient, every day, doing our best to ensure they feel safe, in a clean and comfortable environment with highly professional staff who work together to achieve this. We want our patients to feel cared for, with a courteous and respectful attitude from kind and helpful staff who have the time to listen and keep them informed at every step. We want them to feel confident that their treatment is provided by skilled and compassionate teams who will involve them in their care and who understand their time is valuable. The Trust delivers services to patients seven days a week and aims to provide equality of treatment and outcome regardless of the day of the week. To meet these aims and changing service requirements, the Trust may need you either to work temporarily outside of your core hours or to permanently change your core working days and hours. The Trust will give you reasonable notice, where possible, of temporary changes to your days or hours of work and will consult with you and/or your staff representatives about substantial permanent changes, but ultimately, these are changes which may be required of you. 7.3 Disclosure & Barring and Protection of Children Managers must follow the Trust s Disclosure & Barring Policy PP()125. The Rehabilitation of Offenders Act 1974 allows certain convicted persons who have not been reconvicted after certain lengths of time to consider their convictions spent. Under such circumstances a person need not reveal such convictions. The Act applies to the NHS but an Exception Order excludes those NHS posts that normally involve direct contact with patients, providing that job applicants and referees are made aware of this fact. The purpose of the Act is to safeguard the public. The majority of posts within the Trust have contact with patients and job applicants are asked to divulge any convictions if appropriate. Managers must seek advice from the HR and Communications Directorate if they are in any doubt about the status of a post. The HR and Communications Directorate will also provide advice on whether offences stated should exclude an applicant from being shortlisted or appointed. When considering a new post or filling an established post that has become vacant, managers must determine or review if: a. The post is exempt from the Rehabilitation of Offenders Act 1974(Exceptions) Order (If the post is covered by the Act the panel should only consider any pending criminal convictions or any that are not considered to be spent.) Issue Date: June 2015 Review date: Feb 2018 Page 8 of 57

9 b. It is necessary to obtain a DBS Disclosure check, and if so, the level of Disclosure required. Guidance on levels of DBS Disclosure required for Trust staff groups is attached at Appendix 4. c. If a DBS Disclosure is required, the applicant will also need to complete a selfdeclaration form Fitness to Practice Appendix 5. d. The post is a regulated position under the terms of the Protection of Children Act 1999 (as amended by the Criminal Justice and Court Services Act 2000). Checks must be carried out in accordance with the act by which anyone whose name is on the list is barred from working with children. It is an offence for an individual knowingly to offer work to or procure work for such a person. 7.4 Person Specification The Person Specification is derived from the Job Description and sets out the essential and desirable criteria required in the employee, and how these will be assessed. An accurate Person Specification is absolutely key in order to attract the people with the right qualifications, skills, knowledge, values and experience. A distinction must be made between essential criteria and the desirable criteria. Extreme care should be taken when considering both the essential and desirable criteria to ensure that the assessment does not have any in-built bias against any of the 9 Protected Characteristics as follows: Age Disability Race Religion or Belief Sex Sexual Orientation Gender Reassignment Marriage & Civil Partnership Pregnancy and Maternity. A model Person Specification template is attached at Appendix 7 and a sample Person specification is given at Appendix 8. When a job becomes vacant, any existing Person Specification must be reviewed in line with the revised Job Description and Trust Equal Opportunities Policy PP()021. Discrimination check Legislation and NHS policy requires that there should be no direct or indirect discrimination on the grounds of any of the 9 Protected Characteristics (as above) in the recruitment and selection process. All requirements in the Person Specification will be checked by the HR and Communications Directorate to ensure there is no disadvantage to candidates on these grounds. Advice on wording of Person Specifications is also available. Disability - the Person Specification should clearly reflect the needs of the job and must exclude requirements that unnecessarily place disabled applicants at a disadvantage. Take care also to avoid unnecessary requirements that may lead to discrimination. For example, if the job is to be carried out at different locations, rather than requiring applicants to have a driving licence or are car drivers / owners, it should be enough to require that they are able to travel to the required sites to perform the role. Issue Date: June 2015 Review date: Feb 2018 Page 9 of 57

10 Use of the person specification Person Specifications are used throughout the recruitment and selection process in the following ways: Recruitment - the Person Specification will be available with the Job Description to download from the NHS Jobs web site. A copy of this is also sent to the preferred candidate s referees, and will form part of the Interview Panel s information pack. Short-listing - to ensure objectivity, short-listing is carried out on the basis of the Person Specification and Job Description. Candidates who meet the essential criteria of the job will be selected for interview unless this produces too long a list. In that case further short-listing will be made on the basis of the desirable criteria, weighted if appropriate by the Panel. Selection - the interview process, to ensure objectivity, will be structured with values based interview questions linked to the Person Specification and Job Description covering all essential and desirable criteria. 7.5 Knowledge Skills Framework Outlines The NHS KSF defines and describes the knowledge and skills that staff need to apply in their work to deliver quality services. All posts are required to have an agreed KSF Outline See Appendix 6. This document needs to be sent electronically to the recruitment team with the Vacancy Approval Form, Job Description and Person Specification. 7.6 Composition of the Selection Panel Panel membership may vary according to the type of job: for example, panel memberships for some senior professional appointments are covered in national guidance. However the standard panel for Trust appointments should normally be: Panel chair - directorate senior manager or manager/supervisor of the post who has attended the Skills Plus Recruitment & Selection Workshop and has a good understanding of their legal role and responsibilities in relation to recruitment and selection. An HR representative for senior posts (e.g. Band 6 or higher grade appointments) or where the Panel Chair requests HR Support (e.g. where internal candidates are to be interviewed and an independent view is needed, or there is no-one on the panel who has attended the Skills Plus Recruitment & Selection training day). Individual(s) with knowledge of the job area who can provide an objective view It is recommended that appointments should be made with a panel of three, and no appointments may be made with a panel of less than two people. A minimum of one person per panel must have completed the Skills Plus Recruitment & Selection Workshop. The Panel must not include anyone who may be related to or be a close friend of any of the candidates. 8. ATTRACTING APPLICANTS - ADVERTISING The Trust are committed to the National NHS E-Recruitment website and all advertisements will be placed on the site and in the Green Sheet. The VAF number should be ed to Job Advert along with an electronic copy of the Job Description, and Person Specification. Issue Date: June 2015 Review date: Feb 2018 Page 10 of 57

11 The advertisement wording should be designed to attract as wide a group of suitably qualified applicants as possible and promote a culturally diverse workforce. An advertisement checklist is attached at Appendix 9. Advertisements should be expressed in clear language with no unlawful bias, particularly in terms of the 9 Protected Characteristics. The job advertisement should also state if a DBS Disclosure will be required for the successful applicant, which HR will add to the advert if appropriate. The recruiting manager will receive an from the Recruitment Team to confirm the date that the post will close on NHS Jobs. Recruiting managers should allocate time in their diaries for shortlisting once they know the closing date of their vacancy. On occasion it may be necessary to close a vacancy after a set number of applications have been received, if this is the case the advert will clearly state that the post will close after XX number of applications have been received. The NHS Jobs website ensures that all jobs are widely advertised and filled in open competition unless there is a redundancy exercise in progress, or some other redeployment need. Authorisation from the Budget Holder and Executive Director of Workforce & Communications is required before any advert is placed in national, local, specialist press or journals, if approved the individual department/ward are responsible for the cost of any advertisement. Recruitment agencies should not normally be involved. If an agency is engaged the HR and Communications Directorate should be involved to ensure that the agency is on the East of England Agency Framework (under the LPP). 9. APPLICATIONS The Trust has made the decision to use electronic recruitment for all posts, and will only accept paper applications in special circumstances. Candidates who do not have access to a computer are advised to try the local library facilities; internal candidates can use the Time Out Internet Cafe, or the Education Centre Library. Appointments can also be arranged within the HR & Communications Directorate to complete an electronic application form if necessary. 9.1 NHS Jobs Recruitment - Application Forms The NHS Jobs site uses the NHS National application form to ensure applicants give the information required, and that this process is not unlawfully discriminatory. Once an applicant has completed and sent a NHS Jobs application form, they can save their completed application and use for other vacancies on the NHS Jobs web site. The NHS Jobs site does not allow candidates to attach a CV with their application forms and the HR Recruitment Team do not accept CV s to ensure there is no discrimination and all candidates are considered for short listing using the same process and form. Disabled candidates wishing to submit an application in a particular medium, eg audiocassette will be accommodated. The application form makes clear to whom the information is being provided and how it will be used (i.e. by West Suffolk NHS Foundation Trust for the purpose of recruitment to the specified post only). All NHS Jobs applications are stored securely on the system. When copies are given to Interview Panel members, they must ensure similar safe storage. All interview paperwork must be returned to the HR Recruitment Team following the interviews. Any applications, which are not completed in full or do not meet the specified filter selection questions required for the post will be automatically eliminated by the system. Issue Date: June 2015 Review date: Feb 2018 Page 11 of 57

12 9.2 Paper Application Forms Exceptions will be made in certain circumstances where the candidate is unable to access the NHS Jobs site and word processing skills are not required as part of the post being applied for. Any paper applications received will be manually input onto NHS Jobs as an Offline Application, and the original form stored in a lockable cabinet. 9.3 Work Permits It is particularly essential that the Eligibility to Work Policy PP()245 is read, understood and followed for this section. EEA Countries Citizens of countries, which are signatories to the European Economic Area Agreement (EEA), are able to work in the UK without obtaining any formal immigration clearances. Additionally, Commonwealth citizens given leave to enter or to remain in the UK on the basis that a grandparent was born here may obtain clearance from the Home Office. Advice should be sought from the HR and Communications Directorate where any candidate is applying for work from outside of the UK. Non EEA Countries The Asylum and Immigration Act 1996 (and subsequent amendments) makes it a criminal offence to engage a worker without proper immigration clearance and anyone involved in the recruitment process may be personally liable for the offence, which carries a 10,000 fine. It is therefore essential that the applicant complete the questions on the application form relating to Immigration Status and Work Permits and appointing officers use the Eligibility to Work Policy. Immigration guidance and advice should be sought from the HR & Communications Directorate. 9.4 NHS Jobs Recruitment - Applicant Pack Applicants will be able to download a copy of the job description, person specification, and supplementary information about the Trust and Bury St Edmunds from the NHS Jobs recruitment site. 10. NHS JOBS - SHORTLISTING PROCESS 10.1 General The HR recruitment team will the manager to advise of the closing date of the vacancy and suggest that the manager blocks out some time in their diary to carry out the shortlisting as soon as it is received. The day after the vacancy close date the recruitment team long list the candidates and the electronic applications to the persons nominated to shortlist for the post requesting comments. Paper applications will need to be collected from the HR & Communications Directorate, but the comments must be made on the NHS Jobs Recruitment system. Only Part B of the application form (detailing qualifications, skills, experience, work history) will be sent for short listing, ensuring there is no discrimination during the process. Short listing must be based on the information contained in the application form using the Job Description and Person Specification as the criteria. This must be consistently applied to all applicants and candidates should be assessed against selection criteria and not against each other. Part A of the application form, containing the equal opportunities monitoring form will remain confidential on the system, and be used for recruitment monitoring only. To avoid allegations of 'favouritism', no one connected by close friendship, marriage or partnership or related to an applicant should be involved in the recruitment and selection process. Issue Date: June 2015 Review date: Feb 2018 Page 12 of 57

13 10.2 Objectivity and Equality The Chair of the panel should be responsible for the preparation of a shortlist. As a minimum the shortlist must be drawn up by two of the panel members and measured against the Person Specification. A short listing meeting is the best way to do this where possible and avoid unlawful discrimination. The application form should not be used as a test of literacy unless a high standard of literacy is a genuine requirement of the job (See Appendix 10 Guidance on Language Competency). Any skills specified should be strictly relevant to the requirements of the job and be justified. These should not be unnecessarily restrictive so as to exclude particular or disadvantaged groups, since this may be unlawful discrimination. HR will inform the recruiting manager if any of the applications have been submitted with the Guaranteed Interview box ticked. If the applicant meets the essential criteria (may need to consider some reasonable adjustments) they must be offered an interview Process at NHS Jobs Recruitment Shortlisting This process is to be used at a shortlisting meeting: Identify any candidates not eligible for consideration (e.g. incomplete application). Consider the applications in turn and identify those who meet the essential criteria on the Person Specification. This results in a preliminary list of potential applicants to interview. Where the list of those meeting the essential criteria are too many to interview, the applications are reviewed to identify those who most closely match the desirable criteria. If this still results in too many to interview, a simple scoring system (1-5) based on any weighted factors, should be used. Reserve candidates should be identified from among those reaching the last stage prior to final short-list Chairs must confirm the short-list and reserves with the Panel and ensure the comment boxes on the NHS Jobs site has been completed for every applicant. Individual member's notes and a formal record of the panel's decisions on each applicant will be kept on NHS Jobs for 13 months. Once the final shortlisting has been made check the appropriateness/ relevance of the referees and if there are any queries check with the HR and Communications Directorate who will contact the candidates to obtain more appropriate references, or these can be requested at the interview See Reference Policy PP()190. The short-listing comments should be sent back to the recruitment team via the NHS Jobs site, giving details of date, time, venue of the interviews, the interview panel members, and any presentation or tests required by the candidates. A minimum of 7 working days must be allowed from completion of shortlisting to the interview date. Invitations to interview will be sent by the recruitment team to ask the candidate to contact to arrange a time slot for their interview. Details will also be sought of any special needs candidates have. Applicants will be asked if they require any specific adjustments to be made to allow them to attend the interview. A maximum of eight candidates should be short listed for a post. More may be invited to interview only in exceptional circumstances and with the agreement of the Executive Director of HR and Communications. If more than eight candidates meet the essential criteria on the Person Specification, a reserve list may be drawn up Informing unsuccessful candidates Unsuccessful candidates are advised by via NHS Jobs if they have not been shortlisted for interview when the HR Recruitment team receive the list of candidates to interview. Issue Date: June 2015 Review date: Feb 2018 Page 13 of 57

14 10.5 Preparation for the Interview Points for the Chair to cover with the Panel at the shortlisting meeting are as follows: Agree candidate order, length of interview and values based questions to be asked topics Determine any other selection methods to be used and their weighting e.g. presentations, intray exercise Selection Tests Where selection tests are deemed to be necessary, they should be specifically related to the Job requirements and should measure an individual's actual or potential ability to do or train for the particular work or career. Candidates should be informed of the selection process in their interview letter. The HR and Communications Directorate must be consulted about any tests to be used. Selection tests must be administered in such a way that the nature of the test itself does not put applicants with disabilities at a disadvantage eg test format or time allowed. 11. INTERVIEW ARRANGEMENTS 11.1 General Principles All interview processes must conform to employment law and ensure equal opportunities in terms of the 9 Protected Characteristics. At least one member of every panel must have attended the Skills Plus Recruitment & Selection workshop. A full interview pack will be sent to each panel member who are then responsible for printing the information prior to the interview. All members of the Interview Panel should play an integral part in the selection process and their views given equal weight. Requests can be made to the HR & Communications Directorate for a representative from HR to be included in the interview panel, if needed. All interviews will be conducted on a structured basis, which research indicates has greater validity. NB. Structured interviews ask the same, pre-determined questions of each candidate, allowing their responses to be compared both against each other and against the requirements of the job. This does not preclude further probing questions where appropriate. The use of a matrix scoring system is encouraged. Values Based Questions should be developed that will test the candidates understanding of the Patients First Standards and their ability to support these standards if appointed. The interview should aim to allow each candidate to show evidence of how they meet the essential (and desirable) criteria of the Person Specification the essential criteria must be assessed using observation, questioning, evidence of qualifications and any in-tray tests. Any discussions around the selection process must remain confidential. An Interview Record Form (Appendix 11) must be completed in full for each candidate. Issue Date: June 2015 Review date: Feb 2018 Page 14 of 57

15 11.2 Interview Panel Before the interviews start the chair should: Consider the environment and layout of the room Ensure there will be no interruptions during the interviews, i.e. telephones Give the expected candidates names to the reception area so they are aware of who is attending Any change to the timetable Interview needs of any disabled candidates - any special arrangements required The Chair should then obtain Interview Panel agreement to the following parts of the process: Order of questions and the questions to be asked by which panel member, ensuring all key areas of the Person Specification are covered. Ensure one member presents any special conditions attached to the job (travel, shifts, on-call etc) to establish whether candidates fully understand the requirements of the job. Agree when decisions are likely to be made and whether candidates should be asked to remain until later or be contacted about the outcome Arrange who will provide initial feedback to unsuccessful candidates. Conducting the interviews The Chairperson must: Greet the candidate, make introduction and explain the process of the interview Try to put the candidate at ease to get the best out of them Ensure the Interview Panel keeps to time Ensure no questions are asked which could be seen as directly or indirectly discriminatory Obtain no information about sickness, health issues or disabilities during the interview, unless information is given freely by the candidate Using the Eligibility to Work Policy verify the identity of candidates (from a photo driving licence or passport) and retain the copy bought by the candidate (or ensure a photocopy is taken if they have not bought one). Confirm candidate s immigration status and requirement for a work permit Ensure any gaps in employment and reasons for leaving are explored and explained Ensure you test whether the candidate possess your essential criteria from your Person Specification Offer candidates the opportunity to ask questions of the panel Allow time after each interview to complete the Interview Record Form. Ensure the language competency necessary for the post is tested appropriately Inform candidates of the likely timescales for a decision to be made and agree the best way to contact each candidate with the outcome. Where appropriate chairs must: Check original certificates of relevant qualifications and retain the copy/copies bought by the candidate (or ensure a photocopy is taken). Check original certificates of professional registration Verify original copies of candidate s publications (up to five most recent publications) if applicable. Fitness to Practice/Disciplinary Issues Declaration (i.e. Appendix 5): ensure any relevant information declared by an applicant on their Declaration Form is thoroughly explored. If no relevant information has been declared, following the interview of each candidate the Chairman is requested to ask: Issue Date: June 2015 Review date: Feb 2018 Page 15 of 57

16 - I note that you have completed Criminal Records and Fitness to Practise Self Declaration Form and you have made no declarations. Can you confirm today that this is still the case? - Could you also confirm that there is no disciplinary action either taken against you, pending or outstanding with your current or most recent employer? Group Interviews The Trust conducts group interviews for selected job vacancies. This process involves interviewing a number of shortlisted candidates (usually up to a maximum of 12) for a position simultaneously. It is cost effective, fast and helps to streamline the recruitment interview process. Group interviews can be particularly useful when recruiting to a number of vacant positions within the same staff group, for example Band 2 Nursing Assistants. The group interview format allows recruiting managers to assess how a candidate responds and behaves in a group/team setting. It also enables managers to spend a longer period of time with candidates and deliver information relating to the job role to all prospective candidates at once. The format for group interviews has been developed to ensure candidates take part in a range of interview activities including working individually, in pairs and in small groups. There is also a oneto-one section where candidates are required to answer a set of standard confidential HR questions relating to criminal convictions, disciplinary records and their eligibility to work in the UK. Candidates are also given the opportunity to ask questions during the one-to-one section. After the interviews After the interviews, the panel members will discuss their views on each candidate. Scoring must be individual and prior to any discussion. When the interviews have all been concluded the Chair will: Collect the individual views on each candidate Hear any discussion points from panel members. Check opinions of qualifications and experience Consider any fitness to practise or criminal record declarations Agree the preferred candidate Agree 2 nd and 3 rd choices if more than one appointable candidate Consider if unsuccessful or reserve candidates have skills/qualifications making them eligible/suitable for WSP. The Chair must ensure the Interview Record Form in respect of each candidate has been completed and the panel agree the content. It is important that this record is accurate, full and objective, as interviewees may now see this record on request in accordance with the Data Protection Act 1998 Code of Practice Informing Candidates and Feedback The Chair of the Panel is responsible for contacting the preferred candidate to make a CONDITIONAL offer, subject to all Pre-employment checks being satisfactory. The Chair must advise the preferred candidate not to resign from their current job until they receive the UNCONDITIONAL offer letter. If the candidate accepts the post the Chair of the Panel will complete the Employee Checklist, and return all recruitment interview paperwork to the HR Administrator Employment Checks in the HR & Communications Directorate and confirm that a CONDITONAL offer has been made. HR will send a written CONDITIONAL offer of employment with an Occupational Health Questionnaire and a DBS Disclosure Application Form if required for the post. HR will also obtain references for the preferred candidate at this point. Issue Date: June 2015 Review date: Feb 2018 Page 16 of 57

17 The Chair of the Panel is responsible for ensuring all candidates who are unsuccessful at interview stage are notified formally of the result of their application as soon as a decision is made. Any unsuccessful candidates identified by the interview panel as having skills/qualifications making them suitable/eligible for WSP should be notified of appropriate opportunities and how to access them. Paperwork should be taken to the WSP office. Further feedback to unsuccessful candidates should be available on request and, should be given in a structured way. To ensure that feedback is of greatest value to candidates and is objective and free from bias, the following procedure should be applied: If a candidate requires more detailed feedback the Panel Chair will then be responsible for contacting the candidate and giving feedback in a meeting or by telephone. If they meet with the candidates, they should have a colleague present. The Chair should make a written record of the feedback given and send a copy to the HR and Communications Directorate for the records. No comparisons must be made with other candidates. If candidates wish to see their interview notes, they must write to the HR and Communications Directorate recruitment team who will send a copy of the Interview Record Form. 12. PRE-EMPLOYMENT CHECKS 12.1 References References are requested by HR following the written CONDITIONAL offer being sent out. An UNCONDITIONAL offer cannot be made unless there are two relevant (work/study related) satisfactory references for the candidate. References from the present or (if not in employment) from the most recent two employers and/or present place of study must be obtained. The Panel must ensure that the reference is supplied by the candidate's Line Manager/ Course Tutor who is able to provide direct knowledge of the individual's work or professional competence, attendance record and personal qualities. References for health professionals should be obtained from candidate s clinical line manager and Medical Director or Chief Executive as appropriate. If you have any doubt about the appropriateness of the referee, this must be checked with the applicant at interview. Where a member of the interview panel acts as a referee for a candidate(s) the panel member must ensure that all other members of the panel are aware of their role. The second referee must not also be a member of the panel. In certain circumstances it may be necessary to obtain a verbal reference if the written response has not been received or clarification is required. It is important to ensure that where an UNCONDITIONAL offer of employment is made, any such verbal reference should also be confirmed in writing. References are privileged documents and as such their contents must not be divulged to the candidate nor should references be photocopied. The contents of a reference must not be disclosed to anyone other than members of the interview panel. If an applicant wishes to see their reference, they may request this in writing from the HR Directorate. Referees are informed that their reference may be made available to the applicant on request in the reference proforma (see Appendix 14) Issue Date: June 2015 Review date: Feb 2018 Page 17 of 57

18 It is important to distinguish between references and testimonials. The latter are usually documents given to the candidate by a referee (often worded 'to whom it may concern'). The Trust does not accept these in place of a referee s reference. In some situations where it is difficult to obtain 2 appropriate references we can consider offering the post with a Probation Period. Advice must be sought from the HR Directorate before any such offer is made Satisfactory and Unsatisfactory References Satisfactory References: If the references received on the preferred candidate are satisfactory and support the information in the application form and from the interview an UNCONDITIONAL offer of employment can be made, so long as all other pre-employment checks have been satisfactorily obtained. Unsatisfactory References: If the references received are unsatisfactory and give serious cause for concern around the candidate s ability to carry out the role, or attend on a regular basis, it is possible to revoke the CONDITIONAL offer of employment. However, in all such cases advice must be sought from the HR & Communications Directorate prior to this action being taken. It may be necessary to meet with the candidate again to express the Trusts concerns and give the candidate the opportunity to explain any circumstances that might have led to a poor reference being given. Care should also be given to poor sickness records as they may have a health condition that falls under the Equality Act Please read Reference Policy PP()190 for further guidance Occupational Health Clearance All candidates given a CONDITIONAL offer will be required to complete a confidential Declaration of Health Form, this will be sent to them by HR and should be returned to the Occupational Health Department at the earliest opportunity. Occupational health will give clearance to the candidate or they may need to make an appointment for a more in-depth medical assessment to be carried out prior to any appointment being made. All newly qualified staff will be required to attend Occupational Health before they commence employment, this can be arranged as part of the interview process to prevent candidates travelling to the Trust twice before they start work. Existing Employees a suitable and sufficient occupational health and risk assessment must be undertaken before a person already employed by the Trust transfers to a new position involving a significant change of duties, or where it has been more than 6 months since the previous check. Account should be taken of current or previous illnesses and duties imposed by the Equality Act 2010 (the HR and Communications Directorate can provide guidance if needed). Health Clearance for Tuberculosis, Hepatitis B, Hepatitis C and HIV: New Health Care Workers This document dated March 2007 included new measures intended to provide further protection for patients, but may impact on the length of the recruitment process. It is recommended that all appointments are conditional on satisfactory completion of standard and additional health clearance where applicable, and should therefore be carried out early in the appointment process to ensure there is no delay in commencing duties. The action recommended by this guidance forms a necessary part of the implementation of HSC 2002/008 Pre and Post Employment Checks and the Management of Health, Safety and Welfare Issues for NHS staff in relation to occupational health assessment for new healthcare workers, as follows: Issue Date: June 2015 Review date: Feb 2018 Page 18 of 57

19 All new Healthcare Workers must have a Standard Health Clearance, which currently includes: Checks for TB disease/immunity Offer of Hepatitis B vaccination with post-immunisation testing Reminder of their professional responsibilities in relation to serious communicable diseases with an offer of testing for Hepatitis C and HIV ab s Additional Health checks must now be carried out for all New Healthcare Workers carrying out Exposure Prone Procedures (EPP* see below) for the first time in their career, prior to clearance, as follows: Hepatitis Bsag (even with a history of vaccination) Hepatitis C ab s HIV ab s New Healthcare Workers carrying out EPP includes: Healthcare workers new to the NHS eg, overseas recruits Junior Doctors entering surgical specialities up to first SHO (Foundation Year 2) post if no record GP trainees (if role includes minor surgery) Healthcare Workers returning to the NHS following research/voluntary work/exchange or elective in country with high incidence of blood borne diseases and may have been exposed Post registration Nurses entering Theatre, A & E, Locum and Agency staff Exposure Prone Procedures (EPP) - are those where there is a risk that injury to the worker may result in exposure of the patient s open tissues to the blood of the worker. These procedures include those where the worker s gloved hand may be in contact with sharp instruments, needle tips or sharp tissues (spicules of bone or teeth) inside a patient s open body cavity, wound or confined anatomical space where the hands or fingertips may not be completely visible at all times. NB - This guidance does not apply to healthcare workers who are already employed in the NHS with the exception of those moving to a post requiring the performance of EPP s for the first time in their career Registration of Professional Staff The Chair of the panel must see original evidence of registration for all candidates applying for a post that requires registration to a professional body. Please see Policy Registration/Statutory Responsibility of Professional Staff PP()096 for detailed information on professional registration. All original registration documents should be photocopied and sent with the other documents to HR. The HR recruitment team will check that the registration papers are valid and in date and will also check on the web site of the appropriate professional body to ensure registration is current and there are no restrictions on their practice Other Vetting As a health care employer, the Trust has a duty to ensure safe recruitment to all appointments. The pre-employment checks listed in Section 13, must therefore be carried out for successful applicants as applicable to the type of appointments, and candidates must be informed of the vetting to be carried out by the Trust. All checks must be undertaken before an UNCONDITIONAL offer of employment is made. The Trust has a duty to eliminate any excessive pre-employment vetting, and ensure that any comprehensive vetting for shortlisted applicants is justified and cannot be obtained in a less intrusive way. The Trust considers that because of the nature of healthcare services and our duty of care to users of our services, it is justified to check these issues prior to an UNCONDITIONAL offer being made. Issue Date: June 2015 Review date: Feb 2018 Page 19 of 57

20 This is to support safe recruitment decisions and protect our patients. If managers need advice on any checks, and how to make them, they must seek the advice of the Recruitment Advisors. Confidentiality of the checking process must be maintained at all stages. Existing Staff The Trust will carry out a rolling programme of Disclosure Checks on appropriate existing staff in high risk areas to ensure the ongoing safety to children and vulnerable adults in the care of the Trust. If information arises that gives you cause for concern you must meet the employee with HR and Union/Work Colleague support and allow them the opportunity to provide an explanation. Note: The checks in Section 13 apply to all appointments at the Trust including permanent and temporary employees, WSP registrations, volunteers and those whose services are hired (e.g. agency staff, persons holding honorary contracts and locum appointments) Driving Licence The Trust have a number of posts that require the post holder to hold a current Driving License, i.e. Community Midwife (Please be mindful of Section 7.4 Disability). When interviewing for such a post it is the responsibility of the Chair of the Panel to see an original Driving License, either photocard and paper or paper license and to take a photocopy. The Chair of the Panel should also record any points on the license and the reason for the points, with expiry dates. On an on-going basis any member of staff who is required to hold a current license, who then lose that license must report this to their manager as a matter of urgency. The Trust will consider each situation individually before making a decision about the ongoing employment status of that employee Failure to comply with recruitment checks There may be occasions during the recruitment process where it becomes evident that a candidate is unable to comply or provide evidence to satisfy the various Pre and Post employment checks. The following points are for guidance but advice should always be taken from the HR and Communications Directorate. References the Trust should not offer UNCONDITIONALLY without 2 appropriate work/study references please see Reference Policy PP()190 for further information. There may be an option to offer on a Probationary Period with HR guidance. Occupation Health - if the candidate is not medically fit to undertake the role and reasonable adjustments will not change the decision by Occupational Health, the candidate will be advised by letter or in person that the post cannot be offered to them on health grounds. Disclosure a decision will be taken with the support of the HR & Communications Directorate as to the element of risk to patients following the guidelines in the Disclosure & Barring Policy PP()125. Work Permits if the Trust is not able to secure a work permit and/or the candidate is not able to secure Leave to Remain, the candidate cannot be legally employed and would be advised in writing. See Eligibility to Work Policy PP()245 Identification no candidate should be appointed unless they can provide the required evidence to prove identity and the right to work in the UK. If they are unable to provide this evidence they will be written to and advised that the Trust cannot offer employment. See Eligibility to Work Policy PP()245 Issue Date: June 2015 Review date: Feb 2018 Page 20 of 57

21 Professional Registration any candidate not able to provide the required evidence relating to their Professional Registration will not be offered a post and will be written to. See Registration/Statutory Responsibility of Professional Staff PP()096. Issue Date: June 2015 Review date: Feb 2018 Page 21 of 57

22 13. PRE EMPLOYMENT CHECKS & RESPONSIBILITY CHECK ALL CANDIDATES ACTION Pre or during interview Language competency Ability to communicate in written and spoken English to the standard required for the post (see Appendix 10 for guidance) Employment history Checked at interview. Any gaps in employment must be explained and reasons for leaving explored Disciplinary record Check on any outstanding written warnings/dismissals, Fitness to Practise Form and discussion at interview Right to work in UK Right to work in the UK verified at interview. See Eligibility to Work Policy PP()245. Identity Checks Photographic evidence (e.g. passport or photo driving licence both parts) to be verified at interview and photocopied (one copy for file and one for salaries for P2) Checked at interview by sight of originals, and photocopies taken. See Eligibility to Work Policy PP()245. Driving License if Photo-card and paper part or appropriate Paper license, check points, reasons, expiry dates. Publications (if applicable e.g. consultant posts) Five most recent publications to be brought to interview and verified by the panel Self Declaration Form Declaration completed if appropriate. Any issues checked at interview. If any issues, check restrictions on practice/progress with the relevant regulatory body Qualifications Professional registration Checked at interview by sight of original certificates and photocopy Checked at interview by sight of original certificates. Copies retained. Online check with registration body (e.g. GMC, NMC, Health Professionals Council) Risk assessment For candidates aged under 18 and of duties to be performed by prospective volunteers Alert Doctors and Alert Health Staff Check candidate against alert doctors/alert health staff database RESPONSIBILITY Interview Panel Chair Interview Panel Chair Interview Panel Chair Interview Panel Chair/HR Adviser Interview Panel Chair Interview Panel Chair Interview Panel Chair Interview Panel Chair/HR Advisor Interview Panel Chair Interview Panel Chair & HR Directorate HR Advisor/Voluntary Services Manager HR Advisor Issue Date: June 2015 Review date: Feb 2018 Page 22 of 57

23 CHECK PREFERRED CANDIDATE DBS Disclosure Satisfactory references ACTION After CONDITIONAL offer made Successful candidate required to obtain DBS Standard or Enhanced Disclosure (with Barring Lists check) Two satisfactory references to be received (from present, and next most recent employer or if not in employment most recent employers or place of study) RESPONSIBILITY Interview Panel Chair & HR Advisor Obtained by HR Advisors Approved by Interview Panel Chair Sickness absence record Checked when references received Occupational health Pre-appointment health assessment* assessment questionnaire sent to preferred candidate, who completes and sends to OH Department for assessment. Disability adjustments Discussed if recorded on CONDITIONAL offer as needing adjustments. Interview Panel Chair Sent out by HR recruitment team Assessed by OH Approved by Interview Panel Chair Interview Panel Chair /HR Advisor 14. FIT & PROPER PERSON TEST FOR DIRECTORS The Trust are now required to carry out a number of Pre-employment checks on all Executive and Non-Executive Directors to ensure they meet the Fit & Proper Person Test for Directors Test. Please see Policy PP() *** (being developed). 15. FOLLOWING THE INTERVIEW 15.1 CONDITIONAL Offer of Employment Following the interview the panel make a decision on the preferred candidate, the Chair of the Panel can verbally make a CONDITIONAL offer and if this is accepted, return the interview paperwork to HR. HR will send a written CONDITIONAL offer with the Occupational Health Questionnaire and DBS Disclosure Application Form (if required), and obtain references for the preferred candidate. The CONDITIONAL letter and above attachments may also be sent by the trained Secretaries in the Medical and Surgical Directorates. The CONDITIONAL offer letter makes it clear that the offer of the post is subject to the appropriate pre employment checks: Satisfactory References and sickness record Occupational Health Clearance Satisfactory DBS Disclosure result Work Permit Status (if required) Issue Date: June 2015 Review date: Feb 2018 Page 23 of 57

24 The CONDITIONAL offer of employment will ask the candidate which of the following statements relates to their ability to take up this post: I am not aware of any health conditions or disability which might impair my ability to undertake effectively the duties of the position which I have been offered. I do have a health condition or disability which might affect my work and which might require special adjustments to my work or at my place of work. Candidates should be advised not to resign from their present employer until an UNCONDITIONAL offer of employment has been received UNCONDITIONAL offer of Employment Once all of the pre employment checks have been received and are satisfactory a written UNCONDITIONAL offer of employment can be made. The candidate should be contacted by telephone by the Chair and a start date agreed. The HR and Communications Directorate will issue a statement of Terms and Conditions of Employment within eight weeks of new employees starting work. An electronic personnel file will also be created containing the relevant recruitment documentation REVOKING a CONDITIONAL offer of Employment If one or more of the pre employment checks are unsatisfactory and give serious cause for concern around the candidate s ability to carry out the role, or attend on a regular basis, it is possible to revoke the CONDITIONAL offer of employment (see section 12.2). It is essential that advice is sought from the HR & Communications Directorate and the revoke letter must be sent from HR. The candidate should be advised of the decision to withdraw the CONDITIONAL offer in person or by telephone and this should then be followed up in writing. Before this decision is taken it may be necessary to meet with the candidate again to express the Trusts concerns and give the candidate the opportunity to explain any circumstances that might have led to a poor reference or poor attendance. Care should be given to poor sickness records as they may have a health condition that falls under the Equality Act Documentation Required for Appointment, Amendments, Resignations and Termination. DOCUMENT Conditional & Unconditional Appointment Letter Statement of Terms and Conditions of Service ISSUED BY To be issued by the HR and Communications Directorate, or other specially trained and authorised Service Manager s secretaries, on the instructions of the Appointing Officer following interview To be issued by the HR and Communications Directorate as soon as possible, and by law no later than eight weeks after commencement of employment. Statements of Terms and Conditions should be signed by the Service Manager or HR Manager. P2 Appointment Form Controlled Stationery To be issued by the HR & Communications Directorate to employees on their first day of employment as part of their Start Pack. Part 1 to be completed and signed by the individual and Part 2 to be completed by an HR Advisor. Issue Date: June 2015 Review date: Feb 2018 Page 24 of 57

25 P3 P4 Amendment Form Controlled Stationery Leaving Form Controlled Stationery To be completed and authorised in respect of any changes to a post or personal details by an HR Advisor, by instructions from the Line Manager To be completed and authorised to terminate a contract by a HR Advisor. A copy of the employee resignation letter and the managers formal response letter (found in Exit Interview Policy PP()128 to be sent to HR & Communications Directorate. This should be done in good time to prevent any overpayment of salary Induction The HR Recruitment team will book all new employees via the Workforce Team onto the Trust Corporate Induction and detail the date and time of the Induction in the Employee s UNCONDITIONAL offer letter. The candidate s line manager will receive an from HR to confirm the date and time of the Corporate Induction. Clinical staff will also be booked on to the Clinical Induction. It is the manager s responsibility to ensure that all employees who are new to the Trust attend the Trust Corporate Induction programme and also arrange a departmental induction, this should be recorded using the check list in the Induction Policy and recorded in OLM. It is essential that new staff are welcomed into the Trust and supported to ensure that these staff are made to feel valued and remain with the Trust for many years. The Trust Corporate Induction gives important information and guidance to new employees, this includes some mandatory training. Please see Induction Policy PP()076 (in addition to clinical induction programmes as appropriate). Non-attenders will be charged to the department/ward budget. 16. RETENTION OF RECRUITMENT RECORDS AND DATA PROTECTION All processing of data on candidates for Trust appointments will be in accordance with the Data Protection Act 1998 Employment Code Part 1: Recruitment and Selection. The Executive Director of HR and Communications is responsible for delivery compliance Applicant Records Managers and Interview Panel members must return all papers connected with an appointment to the HR and Communications Directorate for storage or secure shredding. All paper records concerning the appointment will be kept for 12 months in the event of any legal action, NHS Jobs data will be kept on the system for 13 months. This includes: Recruitment correspondence and documentation for each post Formal records made by the short-listing and Interview Panel Candidate information - 1 copy only for each candidate of the application form, references and Interview record Job description and person specification All duplicate copies will be shredded or disposed of by the HR Recruitment Team, as confidential waste immediately after the interview. Records retained for 12 months will also be shredded or disposed of as confidential waste. Issue Date: June 2015 Review date: Feb 2018 Page 25 of 57

26 16.2 Employee Records Information about successful candidates subsequently appointed to a post is placed on an electronic personal file in the HR and Communications secure directorate. This information will also form part of the Electronic Staff Record (ESR), this includes:- Application details References CONDITIONAL and UNCONDITIONAL letter Job Description, Person Specification Pre-employment checks - a note of any checks carried out and the outcome. Copies of qualification certificates and registration documents are to be retained on the electronic employee file. All other records, particularly relating to DBS Disclosures will be held separately for six months and will then be securely shredded. The electronic personal file will be kept for 6 years following the end of the employment in accordance with current legislation, after which time it will be deleted from the system. Confidentiality and safe storage will be maintained at all stages. Access to any records used in the recruitment and selection process will be through a designated member of the HR and Communications Directorate at all times. 17. EQUAL OPPORTUNITIES This policy must be read in conjunction with the Trust Equal Opportunities Policy PP() Special Rules Relating to Disabled Candidates The Trust is under a legal obligation to fully consider making reasonable adjustments to working practices, equipment and premises to ensure a disabled person is not put at substantial disadvantage due to their disability. This should considered throughout the recruitment and selection process. The Trust Equal Opportunities policy provides full details Disability symbol The Trust is an Employment Service Disability Symbol user. This demonstrates the Trust's commitment to good employment policies for disabled people and makes it clear to disabled applicants that we welcome them on the basis of ability. We are required to make a number of commitments with regard to the recruitment and selection process. This will entail a guaranteed job interview for all disabled applicants who meet the essential criteria for the job vacancy. Appointing officers will therefore be required to shortlist all disabled applicants who meet the essential criteria outlined on the Person Specification. In assessing an application from a candidate who has a disability, detailed consideration must be given to the adaptation of buildings and making reasonable adjustments to the post to enable a disabled person to be considered for employment (see 11.1). Full advantage must be taken of the advice, training, and loans of equipment and grants available. Please seek advice on the type of adaptations appropriate from the HR and Communications Directorate Complaints of Discrimination The Trust will not tolerate unlawful discrimination of any kind in the recruitment and selection process. If a candidate considers they have been unlawfully discriminated against, they may raise this with a member of the Recruitment Team, or write formally to the Executive Director of Workforce and Communications. Issue Date: June 2015 Review date: Feb 2018 Page 26 of 57

27 If a member of the Interview Panel, or anyone else involved in the recruitment and selection process, considers that they have witnessed or suffered unlawful discrimination, they must similarly raise this with the Recruitment Team, or write formally to the Executive Director of Workforce and Communications Monitoring As part of the NHS Jobs recruitment application form candidates must complete an equal opportunities monitoring form, which will be retained on NHS Jobs for monitoring purposes only, unless the content includes information about a disability. A summary report will be produced each year and the results reviewed for any bias in decisionmaking or low representation in applications. The outcomes will be used to inform Trust recruitment and selection strategy and our Race Equality Scheme Training in Equal Opportunities and Interview Skills A minimum of one person per panel, but preferably all panel members should have received training in equal opportunities in recruitment and selection by attending the Skills Plus Recruitment & Selection Workshop. In addition Equality & Diversity training is now mandatory The Trust want to ensure both service users and staff are treated fairly and valued equally. We have therefore made the Equality & Diversity E-Learning Training mandatory for all staff to work towards an environment that is free from discrimination, victimisation or harassment. 18. AWARENESS RAISING The Trust will raise awareness of the policy by the following: Copies of the policy will be available on the Trust web site. Copies will also be available from the HR and Communications Directorate. Managers should keep a copy in an accessible file with other Trust HR policies and procedures, and be aware of the provisions. Employees appointed at Band 6 and above will automatically have this included in their induction programme Training will be arranged for managers and union representatives. 19. CLEARING HOUSE ARRANGEMENTS There may be occasions during national or regional restructures that the Trust is required to participate in Clearing House arrangements, to ensure NHS employees are given every opportunity to secure alternative employment within the NHS. During such situations the HR & Communications Directorate will advise in writing the specific Clearing House arrangements and the timescales that these arrangements will be in place for. 20. QUERIES Any queries on the operation of the policy should be addressed to the HR and Communications Directorate. 21. REVIEW & MONITORING The HR & Communications Directorate will monitor and check the vacancy paperwork to ensure the policy has been followed and appointment paperwork will be thoroughly checked by the HR Administrator Employment Checks, to ensure all pre-employment checks and equal opportunities have been carried, and UNCONDITIONAL appointment letters will not be issued until the HR & Communications Directorate are satisfied this has been done. This policy and procedure will be reviewed and monitored annually by the Executive Director of Workforce and Communication in consultation with Trust Council Issue Date: June 2015 Review date: Feb 2018 Page 27 of 57

28 22. DOCUMENT CONFIGURATION Author(s): Angie Manning, HR Manager Other contributors: Approvals and endorsements: Trust Council Consultation: Trust Council Issue no: 6 File name: CharlieS/Personnel/Angie/policies/Recruitment & Selection Policy Supercedes: PP(11)049 Equality Assessed Yes Form completed Implementation Policies will be distributed by the IG Manager to General Managers, Service Managers and all Ward/Department Managers. Policy will be available on the Trust Intranet Site. Monitoring: (give brief details how Implementation, compliance and effectiveness of this will be done) this policy will be monitored by the HR & Communications Directorate on an ongoing basis. All vacancy paperwork will be checked to ensure the policy has been followed and appointment paperwork checked to ensure pre-employment checks and equal opportunities have been carried out in 100% of vacancies, before any offer letter is Other relevant policies/documents & references: issued. The Rehabilitation of Offenders Act 1974 The Protection of Children Act 1999 Care Standard Act Protection of Vulnerable Adults. Equality Bill 2010 Data Protection Act 1998 Criminal records Bureau Code of Practice Disclosure Policy PP()125 Records Retention, Storage & Disposal Policy PP()170 Reference Policy PP()190 Eligibility to Work Policy PP()245 NHS Employers Guidance 2013 Registration/Statutory Responsibilities of Professional Staff Policy PP()096 Equal Opportunities Policy PP()021 Issue Date: June 2015 Review date: Feb 2018 Page 28 of 57

29 Issue Date: June 2015 Review date: Feb 2018 Page 29 of 57 APPENDIX 1