RECRUITMENT AND SELECTION POLICY

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1 RECRUITMENT AND SELECTION POLICY APPROVED BY: Approved by the Chief Officer August 2016 EFFECTIVE FROM: August 2016 REVIEW DATE: August 2018 This policy must be read in conjunction with the following policies Organisational Change Policy Work Experience Policy

2 Version Control Policy Category: Human Resources Relevant to: All Staff (including temporary staff, contractors and seconded staff) Version History Version Date Changes Made: No. 0.1 July 2015 Review by Management / Staff Side (Sussex JSC) National CSU Partnership Forum /02/2016 Review by Governance and Policy Officer /03/2016 Review by Risk and Business Planning Manager 0.4 July 2016 Review by the Chief Operating Officer 1 August 2016 Agreed by the Chief Officer at SMT meeting Contents Version Control STAFF QUICK REFERENCE GUIDE INTRODUCTION PRINCIPLES ROLES AND RESPONSIBILITIES EQUALITY MONITORING AND REVIEW Appendix 1: Procedure Identifying a Vacant Post Ring Fencing Compiling a Job Description and Person Specification Advertising a Vacancy Interview Process Appointment Procedure Feedback Complaints Annex 1: Flow Chart Eastbourne, Hailsham and Seaford CCG Page 2 of 10

3 1. STAFF QUICK REFERENCE GUIDE Eastbourne, Hailsham and Seaford Clinical Commissioning Group (CCG) and have a joint staff structure. This policy covers both organisations and they are referred to jointly as the CCG The Recruitment and Selection Policy is designed to support managers in providing a fair, consistent and effective approach to the recruitment of all employees, in line with legislation The CCG actively promotes equality of opportunity for all and welcomes applications from a wide range of candidates HR support is provided by South, Central and West CSU. HR support is available for all contractual, terms and conditions, general HR issues and support. Call or 2. INTRODUCTION The CCG complies fully with the NHS Employment Check Standards and the Disclosure & Barring Service (DBS) Code of Practice and undertakes to treat all applicants in a fair and equitable way during each stage of the process In accordance with NHS Employment Check Standards the CCG, through its HR Provider, will undertake document checks on every prospective employee and staff in on-going NHS employment. This includes permanent staff, staff on fixed term contracts and staff on contracts for services Separate processes may apply with the CCG for volunteers, students, trainees, contractors and staff supplied by agencies This policy applies to every vacancy within the CCG. 3. PRINCIPLES The CCG recognises the importance of its employees, demonstrating the principles of respect, equity and fairness and therefore promotes equality and diversity awareness The CCG endeavours to be an equal opportunities employer and has taken measures to ensure that any opportunity for discrimination during the recruitment process is minimised. Personal information is removed from application forms prior to short listing and is used for monitoring purposes only. The CCG also ensures that objective selection criteria are used, the decision making process is recorded and it can be demonstrated that appointments are made on merit. Eastbourne, Hailsham and Seaford CCG Page 3 of 10

4 3.3. The CCG will ensure that all employees who are responsible for undertaking recruitment and selection are suitably trained and have the necessary knowledge and skills The CCG will ensure that recruitment and selection is carried out in accordance with all relevant legislation Where applicable, the CCG, via its HR provider, will use the Disclosure service provided by the Disclosure & Barring Service (DBS) to assess applicants suitability for positions of trust. The CCG complies fully with the DBS Code of Practice and undertakes to treat all applicants fairly. The CCG also undertakes not to discriminate unfairly against any subject of a Disclosure on the basis of conviction or other information received Data is held and destroyed in line with the Data Protection Act Only information essential to the recruitment decision will be obtained and will be kept in accordance with the Act. 4. ROLES AND RESPONSIBILITIES. Recruiting Managers are responsible for ensuring that all recruitment and selection is conducted in accordance with this policy, with advice taken from the HR provider where appropriate. 5. EQUALITY. In applying this policy, the CCG will have due regard for the need to eliminate unlawful discrimination, promote equality of opportunity and provide for good relations between people of diverse groups, in particular on the grounds of the following characteristics protected by the Equality Act (2010); age, disability, gender, gender reassignment, marriage and civil partnership, pregnancy and maternity, race, religion or belief, and sexual orientation, in addition to offending background, trade union membership, or any other personal characteristic. 6. MONITORING AND REVIEW The policy and procedure will be reviewed periodically by Human Resources in conjunction with operational managers and Staff Side representatives. Where review is necessary due to legislative change, this will happen immediately The implementation of this policy will be audited on an annual basis, or when changes in legislation dictate, by the HR policy sub group in partnership with Staff Side and reported to the CCG via the Joint Staff Committee An Equality Analysis Initial Assessment has been carried out on this policy. As a result, there is no anticipated detrimental impact on any equality group. Eastbourne, Hailsham and Seaford CCG Page 4 of 10

5 6.4. A Privacy Impact Assessment has been carried out on this policy. It has been reviewed and approved by the Information Governance Team The policy adheres to the NHS LA Standards, AFC Terms and Conditions, is legally compliant and takes account of best practice. Eastbourne, Hailsham and Seaford CCG Page 5 of 10

6 1. Identifying a Vacant Post. Appendix 1: Procedure 1.1. Before deciding to fill a vacancy and progressing to the next stage of the recruitment process, there are a number of questions to be asked: Are the tasks and responsibilities of the role still required by the business? Can the work be absorbed by re-organising existing resources? Do the tasks and responsibilities of the role need reviewing to fit the current needs of the business? Will the job be permanent or temporary? Can the vacancy be covered with a temporary secondment? Is this one vacancy or can a single process be used to fill this and subsequent vacancies? 1.2. If a post becomes available on a temporary basis due to such reasons as maternity or long-term sickness cover, the recruitment and selection process must be followed when selecting an employee to cover the vacancy. In such circumstances, it may be appropriate to recruit to the vacancy from internal only adverts or a specific group of staff, for example where the post is of a specialist nature Internal only vacancies may be publicised by local communications briefings within the CCG without the use of NHS Jobs. Recruiting Managers must be able to demonstrate that the post was advertised and appointed fairly and equitably, i.e. other people were also given the opportunity to apply and a fair process was followed Temporary appointments must be reviewed approximately two months before the arrangement is due to end. Consideration must be given either to extending the existing arrangement or providing an alternative solution. If the post then becomes available on a permanent basis the standard recruitment process will be undertaken. 2. Ring Fencing. The ring fencing of vacancies would normally only apply during a restructure and following a formal consultation process. Please see the Organisational Change Policy for a definition of this term and further details. This policy is available on the Staff Intranet at: 3. Compiling a Job Description and Person Specification Having established that a vacancy does exist, a job description and person specification must then be completed for the post. If it is an existing post then the current job description and person specification must be reviewed and any necessary changes made. Eastbourne, Hailsham and Seaford CCG Page 6 of 10

7 3.2. The job description must summarise the role and responsibilities of the post in a concise and accurate way The person specification defines the qualifications, skills, experience, aptitudes etc. that are required by a person to fulfil the role. The criteria must be categorised as either essential (the minimum standards required to perform the job adequately) or desirable (the standards which will enable the person to perform the job more effectively). The criteria used must be competency based to enable candidates to demonstrate at interview how they have used particular skills previously It is important that the criteria used in the person specification are completely justifiable in order to demonstrate that decisions are made solely on merit The job description and person specification for all new roles must be prepared and evaluated according to NHS National Guidance in relation to the Job Evaluation system. Requests for new roles to be evaluated must be referred to the CCG HR provider. 4. Advertising a Vacancy All permanent and fixed term vacancies will be placed on the NHS jobs website by the CCG HR provider and applicants are required to apply online Where advertising in addition to NHS Jobs for specialist roles is required, the recruiting manager must establish the most efficient and effective method of advertising e.g. newspapers and/or professional journals etc All recruitment activity through recruitment agencies must carried out through the NHS approved Crown Commercial Service using the preferred supplier list: ccs-agreements.cabinetoffice.gov.uk/suppliers 4.4. All vacancies, including those to be advertised internally only, will also be publicised by the local communications briefings within the CCG. 5. Interview Process If a disabled person is selected for interview, the recruiting manager must consider the requirements of the Equality Act 2010 and ensure that they contact the candidate to establish if they require any reasonable adjustments to facilitate their needs during the interview process Those involved in the recruitment interview must ensure that they focus on the needs of the job and skills needed to perform it effectively and make notes throughout At least one panel member must have received up-to-date Equality and Diversity training. Eastbourne, Hailsham and Seaford CCG Page 7 of 10

8 5.4. All panel members must make contemporaneous notes in order to support the decision making process. It is recommended to score candidates against the role criteria in order to demonstrate a clear and measurable outcome for each candidate. It must be noted interview notes are disclosable if a candidate challenges any part of the recruitment process. 6. Appointment Procedure Pre-Employment Checks All pre-employment checks will be undertaken by the CCG HR provider in accordance with legislation and NHS Employment Check Standards as follows: Verification of identity. Proof of right to work in the UK. Proof of address in the UK. Medical clearance for all candidates by Occupational Health. Receipt of satisfactory references (two for external candidates and one for internal candidates unless employed by the CCG for less than three years in which case two will be required). Receipt of satisfactory DBS check where appropriate. Proof of relevant professional registration and qualifications where appropriate Starting Salary and Incremental Dates All new employees must be appointed at the minimum salary point in the relevant band. The following exception applies. The CCG is committed to paying staff a minimum of the living wage, therefore newly appointed employees must be appointed at the first salary point which matches or exceeds the official living wage rate In exceptional circumstances the Budget Holder with financial approval can authorise a successful candidate to be appointed further up the pay scale. This decision must be discussed with Human Resources and it is expected that this would be no higher than the second gateway point Only in exceptional circumstances will a starting salary higher than the second gateway point be agreed. This would normally be where the post is of such a specialist nature that the higher salary is necessary to secure the best candidate for the post. Such cases must be discussed with Finance and Human Resources representatives prior to the salary offer being made When an internal candidate is offered a job that is at a higher pay band than their current post, pay must be set at the minimum of the new pay band. However, if this would result in no increase, either because the individual is receiving a bonus or recruitment and retention premium or because they are at the top of the band, the individual would go on to the first pay point in the band which would result in an increase in pay. Eastbourne, Hailsham and Seaford CCG Page 8 of 10

9 When an internal candidate is offered a job that is at the same pay band as their current role, they would normally move across on the same pay point and retain their current increment date. Where an employee has been in receipt of a bonus payment in their current role, this may be consolidated and a higher pay point offered. However, this will be no higher than the top point of the relevant pay band and no protection will be payable The incremental date for new employees will normally be the anniversary of their start date When an internal candidate is appointed and they move up only one pay point, their incremental date will remain the same. Where they move up two or more pay points, their incremental date will become the anniversary of the date of change Withdrawing an Offer of Employment If, after careful consideration, it is decided to withdraw a conditional offer of employment, the grounds for withdrawal must be very clear e.g. due to unsatisfactory references or other pre-employment checks. The offer of employment must be rescinded in writing. This decision must be made in conjunction with a Human Resources representative within the CSU Making Reasonable Adjustments If a disabled candidate is selected for appointment, the need for reasonable adjustments to the role will need to be discussed with the individual concerned. Where it is agreed that reasonable adjustments need to be made, this must be discussed with Occupational Health and the HR Representative involved in the recruitment process Appointable Candidates Where more than one candidate meets the selection criteria, the panel may decide to list second and third choice candidates. Where the first choice candidate is unable to take up employment, for any reason, the second candidate may be offered the position and so on. Reserves may be held for a period of three months and if there is a requirement to fill the same post during that period, the reserve candidate may be offered the position without having to repeat the recruitment process. 7. Feedback. Verbal feedback must be made available to all applicants at all stages of the recruitment process. Feedback would normally be provided by one of the shortlisting officers (at the shortlisting stage) and one of the interview panel (at the interview stage). 8. Complaints. If an applicant is unhappy with the outcome of their feedback, or any stage of the recruitment and selection process, they can address their concerns, in writing, to the responsible senior manager. Eastbourne, Hailsham and Seaford CCG Page 9 of 10

10 Annex 1: Flow Chart See the embedded Excel file for: 1. Recruitment and Contractual Changes Process flow chart. 2. Recruitment and Selection Process details. 3. All relevant forms, including: 3.1. Assignment Change Form. Recruitment Contractual Changes 3.2. Payroll Hub Contract Request Forms: Absence / Leave. Acting Up. Career Break. Change of Bank Details. Change of Base. Change of Hours. Change of Personal Details. Change of Position. Extension of Acting Up. Extension of Fixed Term Contract. Extension of Secondment. External Secondment. Internal Secondment. New Starter Bank and Next of Kin. New Starter Details. Other Changes. Termination Request to Recruit Agency Staff Payroll Timesheet. 4. This information is also available on the Staff Intranet at: Eastbourne, Hailsham and Seaford CCG Page 10 of 10

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