Online Substantive Process LINE MANAGERS Self Teach Tutorial April 2008 Version 1.0.
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Transcript of Online Substantive Process LINE MANAGERS Self Teach Tutorial April 2008 Version 1.0.
HOME – will always take you to the first slide
BACK – will take you back one slide
FORWARD – will take you forward one slide
RED BOX – Click on the red box to take you to the next action
Welcome to the self-teach tutorial for the Online Substantive process for Line Managers.
How to use the buttons
You can navigate your way through this tutorial using the Red Box and the buttons as described.
How to use this Tutorial
Aims
The purpose of this self-teach tutorial is to ensure that:
• You understand the online substantive process
• You know how to verify and authorise applications for the recruitment of your staff to the NHS Professionals’ bank.
Objectives
By the end of this tutorial you will be able to:
• Explain what the Online Substantive Process is and the benefits of the system
• Describe the Line Manager and Trust Manager responsibilities
• Logon to the e-Recruitment Module
• Identify the supporting documents
• Verify and authorise the supporting documents
• Allocate the Clinical Codes
• Know what to do with the supporting documentsonce they are authorised
What is the Online Substantive Process?
• NHS Professionals has created a secure web-based system, which allows nominated individuals within a Trust to authorise the recruitment of Trust staff to the NHS Professional’s bank
• You will be able to verify identity, employment status and information on the application form using the online system called the “eRecruitment Module”
• The verification is for Trust Staff who wish to work extra shifts within the Trust
What is the Online Substantive Process?
• As part of the application stage, applicants are required to select their area of employment and identify you as their Line Manager
• Your Trust Manager maintains an up-to-date electronic list of your details, including email address
Benefits of the System
• Easier and quicker process for line managers and applicants
• Clearly defined process for all parties
• Gives Trusts the knowledge and control to influence who is applying and working on their wards
The system has been designed to speed up the application process for Trust staff, which means that there are more nursing staff available to work shifts on your ward. The benefits include:
Trust Manager
Your Trust Manager is responsible for:
• Maintaining an up-to-date electronic list (within the e-recruitment system) of all line managers who have the authority to verify staff details
• Ensuring that your individual line manager details are correct
• If line manager details are correct, applicants can then select the right area and line manager on the system
Line Manager
As a Line Manager your responsibility is to:
• Contact your Trust Manager to ensure:
– your area has been set up on the eRecruitment system
– your line manager details have been added to the e-recruitment system
• Verify the Trust staff who wish to work extra shifts within the trust
Online Substantive Process
NHSPRecruitment
Applicant
Line Manager
Trust Manager
Contacts Line Manager to
arrange meeting for
verification of all supporting documents
Receives email
advising of application
Conducts meeting and
verifies supporting
documents and originals
Complete Line
Manager’s Authorisation
online
Contact Trust Manager to
ensure details are set-up on e-recruitment
Completes all
supporting documents
Ensures line manager
details are set-up on
e-recruitment
Applicant OR Line Manager
to post documents to
NHSP Recruitment
Receives Applicants supporting documents and verifies
Applicant OR Line Manager
to post documents to
NHSP Recruitment
Confirmation email sent to Applicant and Line Manager
Receives email
confirming applicant is registered with NHSP
Receives email
confirming applicant is registered with NHSP
Visit website
and apply online
Receives email to
choose area of work, which is selected online
Reviews, adds, edits or deletes details
Application Stage
• All applicants are directed to apply via the NHS Professionals website
• Following the submission of their application they are requested to select their area of employment
• The applicant is given a Unique Reference Number which is used to track and process their application
Application StageOnce the applicant has selected their area of employment an email is sent to you advising you of their application.
Registration MeetingDuring the application stage the applicant will have been requested to contact you to arrange an informal meeting. At the meeting the applicant will supply you with their Unique Reference Number and show you these supporting documents.
Note: Please ensure that the Unique Reference Number is clearly written on all supporting documents and that you have seen the original documents.
• Checklist (signed)
• Appointment Form (fully completed)
• Flexible Worker Contract of Engagement (signed)
• 2 colour Passport photographs
• Original and photocopy of recent Trust Payslip (within last 2 months)
• Original and photocopy of Passport or UK/Irish Birth Certificate or EU ID card
• Original and photocopy of Visa (if applicable)
• Original and photocopy of Work Permit (if applicable)
Authorisation•During or after the meeting select the link within the email for the Line Managers Authorisation.
Note: You will need the Unique Reference Number from the applicant.
Authorisation LoginThe eRecruitment Module Login screen is displayed.
•Enter the Unique Reference Number given to you by the applicant.•Select your Trust from the drop down box.•Click Submit.
Note: This link is unique to the applicant named within the email. You will be unable to use this link for any other applicant.
NHSP12345
Line Manager’s Authorisation The Line Manager Authorisation screen is displayed.
•Click Application Form to review the form.
VerificationConfirm your acceptance of the authorisation statements.•Click Yes.
Note: If you select No to the question “Is the applicant competent to work in all areas throughout the Trust on the assignment codes as stated below” – a pop up box will appear asking you to select the areas you wish to restrict the applicant to.
Allocation of Clinical Codes•Select the appropriate Assignment Type and Area of Work from the drop down menus.
A guide to clinical codes is available.•Click Clinical Codes Guide link to view.•Click Add.
Repeat to add additional codes (if applicable).
Note: Please ensure that the applicant has the appropriate qualifications and Professional Registration for the code.
Allocation of Clinical Codes cont•Click Submit to confirm your authorisation and allocation of clinical codes.
Supporting DocumentsA Confirmation page is displayed requesting that the supporting documents are sent to NHS Professional’s Recruitment Service. The documents can be sent by you or the applicant.
Note: There is an option to Print this page for your records.
ConfirmationOnce the documents have been received and verified by the Recruitment Service, both you and the applicant will receive an email confirming that the applicant is registered with NHS Professionals.
Note: The application will be delayed if supporting documents are not received. The applicant will not be able to work until they are registered and entered onto the booking system.
Next Steps
• Look out for an introductory email from your Trust Manager
• You will receive a Line Managers Guide from your Trust Manager
• Promote the website to your staffhttp://www.nhsprofessionals.nhs.uk/ “Apply to join NHS Professionals”