RECRUITMENT AND SELECTION POLICY

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1 RECRUITMENT AND SELECTION POLICY Reference No: UHB 220 Version No: 1 Previous Trust / LHB Ref No: TR56 Documents to read alongside this Policy, Procedure etc (delete as necessary) Recruitment & Selection Toolkit for NHS Managers Secondment Policy Disclosure and Barring Service Policy Fixed Term Guidelines Professional registration policy Redeployment Policy New and Changed Jobs Protocol Classification of document: Area for Circulation: Author/Reviewee: Executive Lead: Group Consulted Via/ Committee: Approved by: Employment Policy UHB Wide Assistant HR Manager/Senior HR Policy and Compliance Officer/RCN/ BDA Director of Workforce and OD Employment Policy Sub Group Local Partnership Forum People, Performance and Delivery Committee Date of Approval: 4 March 2014 Date of Review: 4 March 2017 Date Published: 9 April 2014 Disclaimer When using this document please ensure that the version you are using is the most up to date either by checking on the UHB database for any new versions. If the review date has passed please contact the author. OUT OF DATE POLICY DOCUMENTS MUST NOT BE RELIED ON Recruitment & Selection Policy Page 1 of 15 Version No: 1 Ref No.: UHB 220

2 Version Number Date of Review Approved Date Published Summary of Amendments 1 04/03/ /04/2014 Updated from Trust document to reflect change in process due to Shared Services Recruitment & Selection Policy Page 2 of 15 Version No: 1

3 CONTENTS Page 1 Introduction 4 2 Policy statement 4 3 Aim 4 4 Objectives 4 5 Scope 4 6 Value Based Recruitment 5 7 Responsibilities 5 8 Principles Governing Recruitment and Selection 6 9 Recruitment and the Welsh Language 9 10 Evidence Required to Make a Salary Offer 9 11 Induction 9 12 Resources Training and Further Guidance Equality Statement Audit Distribution Review 11 Appendices 1 Legal Considerations 12 2 Evidence Required to Make a Salary Offer 14 Recruitment & Selection Policy Page 3 of 15 Version No: 1

4 1 INTRODUCTION Cardiff and Vale University Health Board (UHB) recognises that its employees are fundamental to its success. In view of this, the UHB is committed to attracting, appointing and retaining qualified, motivated staff with the required skills and experience to ensure the delivery of a quality service and support its values. In order to achieve this, all managers must work within a well defined recruitment policy. 2 POLICY STATEMENT 3 AIM The UHB is committed to ensuring that the recruitment and selection of staff is conducted in a systematic, comprehensive and fair manner, promoting equality of opportunity at all times, eliminating discrimination and promoting good relations between all. The recruitment and selection of staff is a key responsibility of all UHB managers. This Policy has been designed to support managers in providing a fair, consistent and effective approach to the recruitment and selection processes. By following this policy, recruiting managers can be assured that they are operating within the confines of current employment legislation and they are able to avoid discrimination and recruit safely without putting the UHB at risk. 4 OBJECTIVES 5 SCOPE To ensure that managers are clear about the principles underlying the recruitment and selection processes To provide a robust framework to ensure compliance and promote best practice within the necessary legislative framework, whilst maximising flexibility to meet the varying needs of the UHB. To appoint the best candidate for each position To promote the values of the UHB and ensure that this is reflected in the selection of candidates. This policy applies to all managers and staff who are involved in the recruitment and selection of UHB employees. Separate procedures apply in respect of the recruitment and selection of medical and dental staff. Advice on these procedures can be obtained from Medical Workforce. Recruitment & Selection Policy Page 4 of 15 Version No: 1

5 6 VALUE BASED RECRUITMENT The UHB acknowledges that its primary purpose is to care for people and keep them well. As such, values and example behaviours have been identified which guide the way all staff work and the way we behave with other. These values and behaviours are: We care about the people we serve and the people we work with We trust and respect one another We take personal responsibility We treat people with kindness We act with integrity Treat people as you would like to be treated and always with compassion Look for feedback from others on how you are doing and strive for better ways of doing things Be enthusiastic and take responsibility for what you do. Thank people, celebrate success and when things go wrong ask what can I learn? Never let structures get in the way of doing the right thing. Managers are expected to consider this as an integral part of the recruitment process. Managers should ensure that applicants understand that employees are expected to behave in accordance with the UHB values at all times, demonstrating commitment to the delivery of high quality services to patients. 7 RESPONSIBILITIES Managers have a responsibility to ensure that they are up to date with the recruitment and selection guidance and processes and that they act in a way that ensures the organisations recruitment, selection and appointment of staff is done in a fair, anti-discriminatory and safe manner. This includes understanding their role and the role played by Human Resources and the NHS Wales Shared Services Partnership Employment Services Team. The Workforce and OD function is required to: provide advice on the vacancy approval process and the appropriate documentation that must be submitted. Provide advice on legislation and principles that govern the recruitment and selection process. Ensure that managers have adequate information, guidance and support to fulfil their role in the recruitment and selection of staff. Maintain close links with NWSSP to ensure compliance, quality and efficiency in all aspects of the recruitment and selection process. Recruitment & Selection Policy Page 5 of 15 Version No: 1

6 NHS Wales Shared Services Partnership now provides all Recruitment Services for Wales. The Recruitment and Selection Department within NWSSP is responsible for advertising and recruiting into vacant posts in a professional, timely manner whilst ensuring that all the required pre-employment checks take place. 8 PRINCIPLES GOVERNING RECRUITMENT AND SELECTION The UHB aims to work at all times within current employment legislation and best practice guidelines to ensure a fair and equitable recruitment process. At each stage of the recruitment process due consideration must be paid to the legal framework attached as Appendix 1. All UHB employees involved in the recruitment and selection process have a duty to adhere to the principles set out below at all stages of the recruitment process: 8.1 Before any decision is made to advertise a job, NHS employers should decide that a real vacancy exists and should be clear about the requirements of the job. Consideration should be given to whether or not there is scope for modernisation or skill mix before replacing posts. Each job should have a written job description, person specification and KSF outline. These should be reviewed every time a vacancy occurs to ensure that they remain relevant and are flexible, including making reasonable adjustments should people with disabilities apply. Person specifications should outline the genuine minimum requirement and, where appropriate, any genuine occupational qualification (GOQ see Appendix 1) necessary for the job to be done effectively. Emphasis should be placed on quality, rather than length of experience, and consideration should be given to experience gained outside paid employment 8.2 All applicants are expected to apply for posts online via NHS Jobs. Any exceptions to this must be as part of a recognised organisational restructure in line with the Organisational Change Policy. 8.3 Applicants must provide detailed information regarding their full employment history to date in all cases. 8.4 All applicants will be shortlisted for interview on the basis of the information they provide on their application form. It is the responsibility of the appointing officer to oversee the shortlisting process to ensure that all decisions are based on the criteria set out in the person specification for the post and that the decisions are valid, justifiable and fair. Recruitment & Selection Policy Page 6 of 15 Version No: 1

7 Equal Opportunity Monitoring Information is obtained from all applicants via NHS Jobs and held by NWSSP but is withheld from the shortlisting panel and therefore does not impact on the shortlisting process 8.5 The UHB has been awarded the Positive About Disability (two ticks) symbol and is committed to interview all disabled applicants who meet the minimum criteria for a job vacancy and to consider them on their abilities. Therefore, if an applicant who identifies themselves as disabled on NHS Jobs meets the minimum essential criteria for the post, they must be offered an interview. The UHB is a Stonewall Diversity Champion and also supports the DWP Age Positive Campaign. This means that the UHB is committed to ensuring it does not discriminate on the basis of sexual orientation or age in its recruitment and selection processes. 8.6 All applicants must have a formal interview before an appointment can be made. This is essential as the interview will provide the interview panel with an opportunity to discuss the candidate s application fully including the previous employment history, take account of any reasonable adjustments and explore any areas of doubt or concern, prior to an appointment decision being made including possible criminal record disclosures. Discriminatory questions must be avoided (see appendix 1 for guidance on the types of discrimination). To avoid discrimination during an interview, line managers should bear in mind the following guidelines: Candidates should not be asked about their marital status, family commitments and/or domestic arrangements, and actual or potential pregnancy/maternity leave Ensure that questions focus on the applicant's ability to perform the job duties, and not on the potential difficulties that he or she might have in the job on account of an actual or potential disability. Frame questions in a positive way so as to avoid the risk of the job applicant perceiving that you are looking for or anticipating problems. Remember that there is no duty on job applicants to volunteer to disclose a disability to a prospective employer and that it is unlawful to ask about an applicant's health, which includes asking about disability, before offering him or her a job, except in a limited set of circumstances. Recruitment & Selection Policy Page 7 of 15 Version No: 1

8 Do not place too much importance on length of experience. Focusing on length of experience will place younger applicants at a disadvantage because they will be less likely than older candidates to have long experience. Instead, concentrate on interviewees' type and breadth of experience, and their skills, competencies and talents. 8.7 All offers of employment are conditional and subject to the following pre-employment checks (if applicable to the post): At least two suitable satisfactory references covering a minimum of the last three years of employment A satisfactory Disclosure and Barring Service (DBS) Check. Satisfactory Occupational Health check Proof of Right to Work in the UK Proof of Identity Proof of Qualifications Proof of Professional Registration A reference provides a factual check of previous employment and should confirm information the applicant has already provided. There is a legal requirement for references to be accurate and fair, with reasonable ground to support any statements made. If a reference for a successful candidate is unsatisfactory advice should be sought from Human Resources before taking further action Disclosure and Barring checks are an important tool in ensuring safer recruitment practices and patient safety. The Disclosure and Barring Service (DBS) Policy provides guidance on how requests for Disclosure must be managed, the levels of disclosure required and how to manage information provided by the Disclosure and Barring Service (DBS). Anyone involved in the recruitment and selection processes must familiarise themselves with this policy It is recommended that individuals are not permitted to undertake any form of regulated activity, until the outcome their DBS check is known. However, the UHB may, in exceptional circumstances, make a risk-based decision to appoint applicants while they are awaiting the outcomes of a DBS Check. Details of the safeguards which must be put into place to enable this are available in the DBS Policy All staff are required to comply, at all times, with the relevant codes of practice and other requirements of the appropriate professional organisations e.g. GMC, NMC, HCPC etc. or the All Wales Health Care Support Worker (HCSW) Code of Conduct if they are not covered by a specific code through professional Recruitment & Selection Policy Page 8 of 15 Version No: 1

9 registration. It is the post holder s responsibility to ensure that they are both familiar with and adhere to these requirements The employment of staff from abroad will be subject to the same recruitment procedures as for UK staff, except that where an individual has worked outside the UK, they are responsible for obtaining a satisfactory Certificate of Good Standing from the local police force prior to commencement in post. 9 RECRUITMENT AND THE WELSH LANGUAGE The UHB is committed towards providing quality healthcare through the medium of Welsh. It has set out its commitment through the organisation s Welsh Language policy in response to the Welsh Language Act of 1993 and 2011 and the More Than Just Words Strategy. Welsh language skills must be actively considered as part of the recruitment process, based on the healthcare needs of Welsh speaking patients and service users. For clinical workplaces, teams, and posts where the desirability or need to appoint a Welsh speaker has been identified, posts must be advertised and recruited to on that basis, provided that all other professional qualifications and experience are suitable. 10 EVIDENCE REQUIRED TO MAKE A SALARY OFFER Once an offer of employment has been made, new employees should provide the appointing officer with evidence of their current salary (i.e. payslip) before their exact starting salary can be determined. Guidance on how to determine the applicant s starting salary is attached in Appendix 2 (for NHS employees) (lift from procedure) Candidates who have not previously worked in the NHS would be expected to start at the bottom of the pay band unless they meet the reckonable service criteria set out in Appendix INDUCTION The Learning Education and Development (LED) Department deliver a one day Corporate Induction Programme which is suitable for all new employees joining the Cardiff and Vale University Health Board (UHB). In addition, all employees must receive a departmental (local) induction on the first day of employment with the UHB or when they move to a new work area. The line manager or a nominated inducting officer will go through the following induction checklist to ensure all relevant points are covered. Recruitment & Selection Policy Page 9 of 15 Version No: 1

10 Once this checklist has been completed it should be placed on the individual s personal file. Other mandatory documents and useful information is available on the intranet. It is essential that these are accessed by inducting manager and completed with new starter as part of the induction process. 12 RESOURCES It is not anticipated that any further resources will be required as a consequence of this Policy. 13 TRAINING AND FURTHER GUIDANCE Detailed guidance on the Recruitment and Selection process and procedures to be followed can be found on the intranet. To access the online training programme at please go to Further training can be requested via the HR department as and when required to ensure that the Policy is applied consistently and fairly across the UHB. 14 EQUALITY STATEMENT Cardiff and Vale UHB is committed to ensuring that, as far as is reasonably practicable, the way it provides services to the public and the way it treats it s staff, patients and others reflects their individual needs and does not discriminate, harass or victimise individuals or groups. These principles run throughout the work of the UHB and is reflected in the core values, staff employment policies, service standards and Strategic Equality Plan & Equality Objectives. The responsibility for implementing the scheme falls to all employees and UHB Board members, volunteers, agents or contractors delivering services or undertaking work on behalf of the UHB. An Equality Impact Assessment has been undertaken on this Policy and the way it operates. Any possible or actual impact that this Policy may have on any groups in respect of gender (including maternity and pregnancy as well as marriage or civil partnership issues), race, disability, sexual orientation, Welsh language, religion or belief, transgender, age or other protected characteristics has been examined. The assessment found that there was some impact to the equality groups mentioned. Where appropriate, action to minimise any stated impact has been taken or planned ensure that the UHB meets its responsibilities under the equalities and human rights legislation. Recruitment & Selection Policy Page 10 of 15 Version No: 1

11 15 AUDIT This policy may be subject to audit, and will be assessed in line with normal audit planning processes. 16 DISTRIBUTION This policy will be available via the UHB Clinical Portal, Intranet and Internet web sites. Where employees do not have access to these resources, the line manager must ensure that they are aware of the content where appropriate. Responsibility for distribution within Clinical Boards will be undertaken by the Head of Operations and Delivery. 17 REVIEW This Policy will be reviewed in 3 years time or earlier if required by changes in best practice or legislation. Recruitment & Selection Policy Page 11 of 15 Version No: 1

12 Appendix 1 LEGAL CONSIDERATIONS At each stage of the recruitment process due consideration must be paid to the legislation enacted to ensure the elimination of discrimination. Discrimination In law, four types of discrimination are defined: Direct Discrimination is treating someone less favourably than another in comparable circumstances e.g. not appointing a pregnant woman to a role because of financial concerns connected with covering the role during her absence due to maternity leave. Indirect Discrimination is where it was not the intention of the employer to discriminate against an employee, but nevertheless the outcome results in one group being disadvantaged in comparison to another, e.g. insisting on higher language standards than the necessary for safe and effective job performance would tend to disqualify people for whom English is not their first language. Associative Discrimination (new) is where an individual is treated less favourably because they are associated wit a person with a protected characteristic (e.g. a carer). Perceptive Discrimination (new) is where an individual is treated less favourably based on a perception they have a protected characteristic when he/she does not. Genuine Occupational Requirement (GOR) A Genuine Occupational Requirement enables positive discrimination in favour of a particular sex, race or disability to fulfil a specific role, e.g. stating that a member of a particular racial group is required for a role in the provision of a service to that racial group. A GOR should be stated in the advertisement. Equality Act October 2010 The Act defines unlawful discrimination as less favourable treatment because of a protected characteristic. These are: Age Disability Gender Reassignment Marriage and Civil Partnership Recruitment & Selection Policy Page 12 of 15 Version No: 1

13 Pregnancy and Maternity Race (includes colour, nationality and ethnic or national origins) Religion or Belief Sex Sexual Orientation It should be noted that though not a protected characteristic, having caring responsibilities is also covered by the Act. Rehabilitation of Offenders Act 1974 The aim of the Act is to prevent discrimination against those with previous criminal convictions. A conviction is classed as spent if there is no further offence committed after a specified period of time. The NHS is exempt from provisions of this Act, and applicants are required to declare all convictions, including spent convictions, on their application of employment. Recruitment & Selection Policy Page 13 of 15 Version No: 1

14 Appendix 2 EVIDENCE REQUIRED TO MAKE A SALARY OFFER Potential employees must provide the appointing officer with evidence of their current salary before any offer of appointment can be made. Where possible, the evidence must be in the form of the employee s most recent payslip. The guidance on reckonable service and incremental credit (below) should then be used to determine the applicant s starting salary. NHS Applicants The calculation of the starting salaries for NHS applicants is determined by a number of factors. The following scenarios are intended to assist managers in determining the correct salary to be offered: Applicants should be offered the post on the same point of the salary scale to their current salary unless they are being promoted from one Pay Band to another. Where an applicant is being promoted from one Pay Band to another, they should be appointed to the next point up on the scale. Where the applicant transfers from one post to another on the same Pay Band e.g. from a Band 4 post to another Band 4 post etc, their salary will remain unaltered. This applies to existing UHB staff and to applicants from other NHS organisations. The staff will be appointed on the basis of their existing incremental pay point and incremental date. The starting salary will be related to their basic pay and will not take into account any High Cost Area payments that any external applicants are currently paid. Where an applicant voluntarily applies to move from an Agenda for Change Pay Band to a lower Pay Band, within the same specialism, the applicant will move to the nearest pay point on the new Pay Band to their to their current salary. This will apply to existing Trust staff who voluntarily apply for a lower banded post as well as external applicants. Where an employee is re-joining the NHS after a break in service of 12 months or less, they will be allowed to retain the incremental pay point in their previous Pay Band if they are re-joining the same pay band as they occupied before the break in service. If the break was for less than 3 months and they are re-joining the same pay band they will also be able to retain their incremental date (deferred by the number of days break). However, if the break in service has been for more than three months their incremental date will be the anniversary of the date they rejoined the NHS. Where an employee is re-joining the NHS after a break in service of more than 12 months, the provisions of the Reckonable Service Agreement Recruitment & Selection Policy Page 14 of 15 Version No: 1

15 described below will apply with any incremental credit capped on whatever is the lower of the pay point below the 2nd Gateway on the Pay Band, or the incremental pay point of the longest serving employee with continuous service in the Department. Non-NHS applicants The calculation of the starting salaries for non NHS applicants is only determined by whether or not the applicant has any Relevant Reckonable Service. Reckonable Service and Incremental Credit Where an applicants previous experience with a non-nhs employer is relevant to the NHS post they have applied for, the line manager can apply for approval to recognise this reckonable service and award incremental credit. If recognised, this will equate to one increment for each complete year of reckonable service which can be evidenced. This would also apply where an individual has previous NHS service but has had a break of more than 12 months. Evidence of reckonable service must be provided in the form of an application form detailing employment history and relevant pay slips. References may also be used. The application for reckonable service or incremental credit must be submitted by the line manager and approved by the Clinical Board. Reckonable service and incremental credit are to be awarded in exceptional circumstances only and should not be viewed as the norm. Recruitment & Selection Policy Page 15 of 15 Version No: 1

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