POL 41 - Recruitment and Selection Policy · 4 RECRUITMENT PROCESS The recruitment process set out...

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RECRUITMENT AND SELECTION POLICY AND PROCEDURE Co-ordinator: Director of HR Reviewer: GAPF Approver: GAPF Signature Signature Signature Identifier: NHSG/POL/41/HR Review date: This policy will be reviewed bi- ennially by GAPF Implementation date: 9 th November 2009 UNCONTROLLED WHEN PRINTED VERSION 3 The provisions of this policy, which was developed by a partnership group on behalf of Grampian Area Partnership Forum, apply equally to all employees of NHS Grampian although some aspects of the recruitment of Medical and Dental Staff are regulated by specific national legislation which may supersede this policy. NHSG/POL/41/HR - Recruitment and Selection Policy and Procedure

Transcript of POL 41 - Recruitment and Selection Policy · 4 RECRUITMENT PROCESS The recruitment process set out...

Page 1: POL 41 - Recruitment and Selection Policy · 4 RECRUITMENT PROCESS The recruitment process set out below is summarised in the Recruitment Process Flowchart (Appendix 1) and all required

RECRUITMENT AND SELECTION POLICY AND

PROCEDURE

Co-ordinator:

Director of HR

Reviewer:

GAPF

Approver:

GAPF

Signature

Signature Signature

Identifier:

NHSG/POL/41/HR

Review date: This policy will

be reviewed bi-ennially by

GAPF

Implementation date:

9th November 2009

UNCONTROLLED WHEN PRINTED

VERSION 3

The provisions of this policy, which was developed by a partnership group on behalf of Grampian Area Partnership Forum, apply equally to all employees of NHS Grampian although some aspects of the recruitment

of Medical and Dental Staff are regulated by specific national legislation which may supersede this policy.

NHSG/POL/41/HR - Recruitment and Selection Policy and Procedure

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NHS GRAMPIAN RECRUITMENT AND SELECTION POLICY AND PROCEDURE

If you have difficulty understanding the English language, this policy can be made available to you in a language of your choice. This policy can also be made available, on request, in other formats e.g. in large print or on a computer disk. For all requests for copies of this policy in another language, or in an alternative format, please call the Corporate Communications Team on 01224 554400.

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NHS GRAMPIAN RECRUITMENT AND SELECTION POLICY AND PROCEDURE

INDEX PAGE1 INTRODUCTION 52 PURPOSE 53 GOOD PRACTICE AND SUPPORT 64 RECRUITMENT PROCESS 7 4.1 Vacancy Information 7

4.2 Advertising 8

4.2.1 Closing date 8

4.2.2 Advertising media 8

4.2.2.1 Vacancy Bulletin 8

4.2.2.2 NHS Websites 8

4.2.2.3 External advertising 8

5 SELECTION 8 5.1 Applications received direct by Appointing Officers 8

5.2 Shortlisting 9

5.3 Redeployment Policy 9

5.4 Disabled Candidates 10

5.5 Interview Arrangements 10

5.5.1 Interviews 11

5.6 Post Interview 12

5.7 References 12

6 APPOINTMENT 13 6.1 Conditional Verbal Acceptance 13

6.2 Interview Recording Form 13

6.3 Conditional Offer 13

6.4 Occupational Health Screening 14

6.5 Disclosure Scotland Check 14

6.6 Induction 15

6.7 Start Date 15

6.8 Confidentiality Clause 16

7 RECRUITMENT PERFORMANCE INDICATORS AND TARGETS 16

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8 FURTHER ASSISTANCE 16APPENDICES 1 RECRUITMENT PROCESS FLOWCHART 182 RECRUITMENT AUTHORISATION FORM 193 PERSON SPECIFICATION 244 SHORTLIST/INTERVIEW ARRANGEMENTS 255 INTERVIEW RECORDING FORM 276 REFEREE REPORT 337 OHS SCREENING PROTOCOL 368 DISCLOSURE SCOTLAND POLICY EXTRACT 379 GUIDE TO VALID IDENTITY DOCUMENTS AND CHECKING OF

DOCUMENTS

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10 REGULATORY BODIES AND CONTACT DETAILS 40

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NHS GRAMPIAN RECRUITMENT AND SELECTION POLICY AND PROCEDURE

1 INTRODUCTION

NHS Grampian promotes a culture where staff are recruited on the basis of ability without discrimination or prejudice. The Recruitment and Selection Policy and Procedure supports and endorses this principle. Recruitment is an investment decision with long term implications. Successful recruitment is more than filling a vacancy, it depends on finding applicants with the appropriate level of skills, knowledge and experience who will identify with the aims and values of the organisation and make a contribution towards it. Recruitment involves a continual and important interface with the public, which reflects on the organisation and has a significant public relations implication for NHS Grampian. This policy incorporates the requirements of The Scottish Government Partnership Information Network (PIN) "Safer Pre and Post Employment Checks – Policy for NHS Scotland”.

The above PIN applies to the recruitment of all individuals, however not all elements of this policy and associated procedure apply to Medical and Dental Staff who have their own overriding regulations. In addition, where Agenda for Change is referred to in this policy and procedure, including evaluation outcomes and Knowledge and Skills Framework (KSF), this is not applicable to Medical and Dental Staff, Executive and Senior Managers. NHS Grampian’s Recruitment and Retention Strategy is currently under review and this policy will be re-examined to reflect the outcome of this review.

2 PURPOSE

This document has been produced specifically to assist recruitment by specifying both the principles and process as well as outlining the service provided by the NHS Grampian Human Resources Service Centre (HRSC), Recruitment Team.

In summary, the aim of the recruitment process is to:

• Fill vacancies as quickly as possible, subject to vacancy management,

relevant legislation, user requirements, best practice and PIN Policy. • Carry out robust pre-employment checks for all posts. • Ensure mandatory Scottish Government Health Department additional

procedures are followed for recruiting overseas staff.

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• Recruit, on the basis of competency, to vacant jobs without bias, in line

with good practice. • Give applicants a clear understanding of the post and what would be

expected of them. • Ensure equality of opportunity, fairness and consistency for all. • Ensure transparency and openness to scrutiny. • Promote internal staff development wherever possible. • Ensure all applicants, who may become future employees, have a positive

image of NHS Grampian through the application of this policy. 3 GOOD PRACTICE AND SUPPORT

NHS Grampian has put in place processes to ensure that:

• all posts, including secondments, will be advertised, in compliance with Equal Opportunities Legislation and to encourage staff development

• ethnic origin and diversity information will be requested from each

applicant, although applicants have the legal right to decline disclosure. The information collected will be collated and form part of NHS Grampian’s annual Workforce Monitoring Report.

• information for candidates will include Job description, Person

Specification, Knowledge and Skills Framework (KSF) Outline (where appropriate), Band/Grade, Terms and Conditions, together with an explanation of the selection process

• competency based structured interview is the method of selection. Testing

and other techniques, e.g. presentations, psychometrics etc., may be used for supportive evidence

• disabled people’s needs, as required by the Disability Discrimination Act

2005, are met even if this requires more favourable treatment • no appointments will be made without a selection interview taking place • all interviewed candidates will be offered the opportunity of feedback from

a panel member

• all employees on the Redeployment Register will receive notification of all vacancies from the Recruitment Manager in advance of them being circulated to the rest of the organisation. These employees will also receive priority treatment in the selection process.

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• HR professionals are available to provide advice on recruitment and staff

development.

• All records of shortlisting and interview decision making forms are completed and returned to the Recruitment Team and are retained in line with policy.

4 RECRUITMENT PROCESS

The recruitment process set out below is summarised in the Recruitment Process Flowchart (Appendix 1) and all required information must be provided before the recruitment process can commence. It should be noted, however, that a degree of flexibility in this process may be agreed for certain staff groups e.g. Facilities, in order to support their operational needs. 4.1 Vacancy Information

• A Recruitment Authorisation Form (Appendix 2) must be completed for

each post. The Appointing Officer must ensure that the Recruitment Authorisation Form has been signed by all appropriate signatories prior to forwarding to the Recruitment Team and that any Vacancy Management measures applying have been adhered to.

For full details of the Vacancy Management Procedures are on the intranet as follows: http://intranet.grampian.scot.nhs.uk/foi/files/Vacancy_Management_Procedure.pdf.

• All new posts must have an evaluation outcome and a KSF Outline (where

appropriate) prior to submission to Vacancy Management • The Job Description, Person Specification (Appendix 3) and KSF Outline

(where appropriate) must be available electronically to allow application packs to be emailed to applicants on request. Where an Appointing Officer requires additional information to be sent to applicants this should be noted on the Recruitment Authorisation Form. The additional information should, where possible, be provided electronically.

• Applicant’s will be provided with the Job Description, Person Specification and KSF Outline (where appropriate) in any other format or language, upon request.

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4.2 Advertising

4.2.1 Closing Date

All vacancies must be advertised for a minimum of one week and must be accessible through the internal bulletin, the intranet and internet and Job Centres. It is recommended however that the closing date should be 2 weeks after the advert first appearing in the Vacancy Bulletin or Press.

4.2.2 Advertising Media

4.2.2.1 Vacancy Bulletin

The bulletin is updated weekly in electronic or paper form, as appropriate, and is also available to view on NHS Grampian intranet site.

4.2.2.2 NHS Web Sites

All vacancies are advertised automatically on the NHS Grampian (www.jobs.nhsgrampian.org) and SHOW (www.jobs.scot.nhs.uk) Web sites.

4.2.2.3 External Advertising

In accordance with NHS Grampian policy external advertising will only be authorised in appropriate cases (e.g. a requirement for Medical and Dental posts), or where internal methods have proved unsuccessful. For external publication deadlines or advice please contact: The Recruitment Advertising Officer on 01224 559525 Full details, including the appropriate advert text should be detailed on the Recruitment Authorisation Form. Please note that adverts may be edited by the Recruitment Team to ensure compliance with relevant legislation and to reduce costs. The Recruitment Team will consult with Appointing Officers on material changes.

5 SELECTION

5.1 Applications Received Direct by Appointing Officers All Application Forms received directly by an Appointing Officer must be

forwarded to the Recruitment Team for processing and to ensure that the Equal Opportunities Form is removed prior to short listing.

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5.2 Shortlisting

Copies of all Application Forms, accompanied by a Short listing and Interview Arrangements Form (Appendix 4), will be sent to the Appointing Officer no later than the second working day following the closing date of the vacancy. These will be sent either by internal or first-class mail depending on location. Alternatively the Appointing Officer may contact the Recruitment Team to arrange collection. It is the Appointing Officer’s responsibility to copy Application Forms for other Panel Members as necessary. The Recruitment Team retains original Application Forms

The Recruitment Team, in line with current legislative requirements, retains all recruitment details (including those of unsuccessful applicants).

Candidates must be short listed objectively using the Person Specification and the KSF Outline (where appropriate) with the outcomes being recorded on the Short listing and Interview Arrangements Form (Appendix 4). Candidates who do not meet all essential requirements should not be short listed (for displaced and disabled candidates please refer to the additional information at Section 5.3 and 5.4 respectively). Reasons for short listing/non-short listing must be recorded.

The Application Form used by NHS Grampian encompasses best recruitment practice and is designed to ensure that candidates are not discriminated against because of their race, gender, age, disability, or for any other reason. All applications must be scrutinised to ensure they are fully and properly completed, and that the information provided is consistent throughout the application. Any discrepancies, anomalies, repeated changes of employers or gaps in employment must be noted and carefully explored and verified if called for interview. It is the responsibility of the Appointing Officer to ensure that this takes place as part of the recruitment process. Failure by an employee to provide accurate and truthful information will be considered a disciplinary matter. If intentional or information relevant to their appointment has been withheld it can be cause for subsequent dismissal if appointed.

5.3 Redeployment Policy

In accordance with the above policy*, displaced candidates are guaranteed an interview for all posts for which they express an interest providing they meet, or have the potential to meet with training or support, the essential elements of the person specification. * NHS Grampian’s Redeployment Policy can be found on the intranet.

Alternatively, employees can obtain a copy of from their line manager, HR Team or Staff Side representative.

Where a displaced candidate submits an Application Form for a post, the Appointing Officer will not be issued with details of the remaining applicants until the displaced person is given consideration for the post.

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If the Appointing Officer considers, in consultation with the appropriate Human Resources Team, that the displaced candidate is unsuitable for the post, the candidate must be provided with written feedback.

5.4 Disabled Candidates

Disabled candidates are guaranteed an interview if they meet or have the potential to meet with training or support the essential elements of the person specification. If there are any disabled candidates who may meet the above criteria and have not been short listed the Recruitment Team will advise the Appointing Officer and the relevant Human Resources Team and ask them to reconsider whether the candidate meets or has the potential to meet with training or support the essential elements of the person specification. If so the candidate must be interviewed to comply with legislative requirements.

5.5 Interview arrangements

It is the responsibility of the Appointing Officer to arrange a suitable venue and interview panel, before submitting the Interview Arrangements Form to the Recruitment Team. The Interview Arrangements Form should be returned to the Recruitment Team within 10 working days of closing date (if faxed, confirmation of receipt should be sought). When determining the interview date, Appointing Officers should ensure that candidates receive at least 8 working days notice. This allows sufficient preparation time for the interviews and for candidates to arrange time off work etc. Where candidates are required to undertake a presentation, aptitude or typing test this should be indicated on the Interview Arrangements Form. In such cases it is the responsibility of the Appointing Officer to organise the test and all required equipment. As part of the invitation to interview the Recruitment Team will establish whether the candidate requires any special arrangements to be made because, for example, of a disability or language difficulty and liaise with the Appointing Officer as necessary. An Interview Timetable will be forwarded to the Appointing Officer prior to the interview date together with an Interview Recording Form (Appendix 5). If this has not been received 2 working days before the interview date the Appointing Officer should contact the Recruitment Team as a matter of urgency. Appointing Officers will be informed of candidates not attending (if known) prior to the interview date.

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5.5.1 Interviews

Where a candidate does not confirm attendance, the Recruitment Team will endeavour to establish their intentions and advise the Appointing Officer accordingly. Where it is not possible to contact the candidate the Appointing Officer will be advised. If a candidate requests a change of date or time they will be given contact details for the Appointing Officer so that they can re-arrange (if possible and/or practicable). The Interview Panel must record evidence obtained at interview to assist in making an objective appointment in accordance with the Person Specification and KSF Outline (where appropriate). A rating/ scoring system must be used to assist objectivity (Appendix 5).

As a minimum, two forms of identification must be provided, one of which should be the candidate’s passport* while the other document must confirm the candidate's current address (e.g. utility bill, bank statement). The Appointing Officer must confirm the identity of the candidate on the Interview Recording Form and forward copies of these documents for the successful candidate to the Recruitment Team. Full guidance on valid identity documents including checking for authenticity is provided at Appendix 9. It is essential that Appointing Officers are fully familiar with the checks to establish authenticity of documentation as this cannot be undertaken from the copies passed to the Recruitment Team. * If any candidate is unable to provide a passport or other suitable

photographic proof of identity, the Appointing Officer must contact the Recruitment Team for further advice.

By examining documents presented by a candidate the Appointing Officer should corroborate their:

• identity • full name – forenames and last name • signature • date of birth • full permanent or temporary address

The Appointing Officer should verify that candidates have the necessary qualifications by examination of the original certificates (photocopies are not acceptable) and must also confirm on the Interview Recording Form that all relevant certificates have been examined and checked, including that they have not been tampered with.

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Where appropriate, the Appointing Officer must also verify professional registration(s). This can be obtained by contacting the statutory professional regulator to ensure ongoing registration. Appointing Officers should note that not every regulatory body discloses fitness to practice proceedings openly or online, or make changes to the registrant’s details until proceedings are complete. It is therefore not always sufficient to consult the regulatory body’s website to confirm fitness to practice information and it may be necessary to contact the regulatory body direct. More detail is available at Appendix 10.

Appointing Officers should note that candidates should be asked at interview to sign a paper copy of their application form if they applied on-line. The signed application declaration provides the organisation with authority to carry out various actions in connection with the application e.g. obtain references.

5.6 Post Interview

Once the interview process is complete, the Appointing Officer should return all interview documentation to the Recruitment Team and ensure that any surplus paperwork is disposed of confidentially.

5.7 References

It is NHS Grampian policy that 2 references, one of which must be from a current or previous employer, should be pursued for the preferred candidate only. In the case of candidates who have not previously worked, or who have not been in employment recently, a discussion about suitable referees should take place at the interview. It must be noted, however, that references from relatives or partners are not acceptable. Following interview, the referees should be contacted immediately by the Appointing Officer or by the Recruitment Team. When requesting a reference a copy of the job description should be included in order that direct and relevant comments can be made. The Recruitment Team will advise if additional references are required e.g. where an individual has been overseas for a single spell of 3 months or more or for a cumulative period of 6 months or more. A structured rating form is used to ensure our approach to references is objective and consistent (Appendix 6). All references must be fully recorded in writing using this form. Referees must not be contacted without the approval of the preferred candidate.

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6 APPOINTMENT

6.1 Conditional Verbal Acceptance

A member of the Interview Panel must contact the preferred candidate to seek a conditional verbal acceptance subject to satisfactory references, OHS Screening and Disclosure Scotland check, where appropriate. All unsuccessful candidates must subsequently be contacted by a member of the interview panel and given the opportunity to receive feedback.

6.2 Interview Recording Form

The Interview Recording Form and supporting interview paperwork must be fully completed, signed and dated for each candidate and returned to the Recruitment Team as soon as possible after the interview. The Recruitment Team will issue the appropriate Conditional Offer Letter and initiate relevant checks (OHS Screening and where automatically applicable or where advised Disclosure Scotland Screening) within 2 working days of receipt of the outcome of interview.

If the post involves contact with children or vulnerable individuals, this must be clearly indicated (as directed) on the Interview Recording Form in order that further checks can be carried out. Employers are obliged, under the Asylum and Immigration Act 1996, to ensure that their employees are legally entitled to work in the UK. It is essential therefore that the question on whether preferred candidate holds a UK passport is completed. (The Recruitment Team will request all candidates to bring their passport to interview).

6.3 Conditional Offer

The Conditional Offer Letter issued by the Recruitment Team has conditional status pending the successful outcome of the following: -

• 2 appropriate References (if not already obtained) • Occupational Health Screening • Disclosure Checks where required • Overseas Staff Disclosure/Police Checks where required • Professional Registration and original Examination Certificates (if not

already obtained at the time of interview).

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• Completion of one of the following declarations

- Positions that are exempted from the Rehabilitation of

Offenders Act 1974 and for which an Enhanced Disclosure is required.

- Positions that are exempted from the Rehabilitation of

Offenders Act 1974 and for which a Standard Disclosure is required.

- Positions that are non-exempt form the Rehabilitation of

Offenders Act 1974 (post not involving access to patients in the course of normal duties the applicant may be asked only about “unspent” current convictions).

The Recruitment Team will check that successful applicants have the entitlement to live and work in the UK and that that the relevant documentation, or combination of documents, have been checked and copies are held in the recruitment file. In the case of a Work Permit being required, offers of employment will be dependent upon NHS Grampian securing authorisation from The Border and Immigration Agency to employ an individual in a specific post.

These checks are essential to protect the individual, the organisation and patients from unnecessary exposure to risk. Failure to carry out these checks could put the health, safety, and even the lives of patients at risk. Any further information or clarification may be obtained from the Recruitment Team.

6.4 Occupational Health Screening

Appendix 7 sets out the paper screening process.

6.5 Disclosure Scotland Check

Prospective employees for all applicable posts will be informed as early as possible in the recruitment process that a Disclosure check will be required. Appointing Officers must advise via the Interview Recording Form (Appendix 5) whether the posts involves contact with children or vulnerable individuals. The Recruitment Team aim to submit Disclosure Scotland paperwork within 2 working day of receipt of completed documents from the preferred candidate. Disclosure checks normally take 10 working days to receive an outcome and the Recruitment Team will contact the Appointing Officer directly when this is received. Where an overseas staff disclosure/police check is required this will take longer and is very much dependent on the individual procedures of the country to which a check application is made.

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For further details please see:

• Disclosure Scottish Check Policy Extract (Appendix 8). • Scottish Criminal Records Check Policy [HR/Policies&Procedures

Intranet pages] • Handling, Use Storage and Retention of Disclosure Information

Policy [HR/Policies and Procedures Intranet pages] • Recruitment of Ex offenders Policy [HR/Policies and Procedures

Intranet pages] • Protection of Children (Scotland) Act 2003 (Available on Request

from the Recruitment Team)

As an alternative to the intranet, copies of the above policies can be obtained from the Recruitment Team, Line Managers, Staff Side Representatives or HR Teams. In the case of information being disclosed, NHS Grampian will process an objective risk assessment.

6.6 Induction

It is a mandatory responsibility of Line Managers to identify and arrange appropriate induction for their new staff members. Booking arrangements for individual modules should be made by contacting the Learning and Development Team on extension 56922. Guidance notes for managers on the Induction Process can be found on the HR pages of the Intranet under Learning & Development.

6.7 Start Date

A member of the Recruitment Team will contact the Appointing Officer once the outcome of all pre-employment checks has been received in order that the Appointing Officer can arrange a start date. This date must be fed back to the Recruitment Team for issue of Appointment Letter. The Appointing Officer should arrange for a Staff Engagement Form (SEF) to be completed on the new employee’s first working day. Managers must ensure that employees have fully and accurately completed section1 to 11 of the SEF form including Section 7 Equal Opportunities Information, Section 8 Registration Details, Section 9 Professional Qualifications. The form should be forwarded promptly to the HR Service Centre, Payroll Team, Westholme, Woodend Hospital. A copy of the successful candidates recruitment file will be held in the individual’s personal file by the HR Service Centre.

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6.8 Confidentiality Clause

Prior to commencing employment all newly appointed staff are required to sign and return a Confidentiality Clause, which identifies responsibilities and signifies acceptance of these, to the Recruitment Team. This statement is issued with the appointment letter.

7 RECRUITMENT PERFORMANCE INDICATORS AND TARGETS

This section draws together the performance indicators and targets mentioned at various stages of this document, which are monitored by Recruitment Staff.

• All vacancies notified by 12 noon on a Monday will be included in that

week’s Vacancy Bulletin (subject to amendment in relation to Vacancy Management protocols)

• Vacancy bulletins will be distributed each Wednesday morning in

electronic or paper form, as appropriate, and are also available to view on NHS Grampian Intranet, public website and SHOW On Line Recruitment website as appropriate.

• Application packs will be dispatched to Applicants by 1st class mail or

electronically within one working day of a request being made. Applicants are requested to allow 2 working days for delivery of hard copies

• Application Forms will be dispatched to Appointing Officers within 2

working days of closing date. • The Recruitment Team will follow up with Managers any shortlists which

have not been returned within 10 working days of the closing date.

• The Recruitment Team will allow a minimum of 8 working days between their receipt of the short listing form and the interview date.

• Invitation to Interview letters will be dispatched, by 1st class mail, within 2

working days of receiving the shortlist. • Conditional Offer Letters will be sent within 2 working days of receiving the

outcome from interview. • Disclosure Scotland checks will be sent to Disclosure Scotland, by 1st

Class mail, within 2 working days of receipt of correctly completed forms from Applicants.

8 FURTHER ASSISTANCE

Further clarification on any aspect of this Policy and Procedure can be obtained from the Recruitment Team.

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Appointing Officers should contact a member of the relevant Human Resources Team for advice on the completion of Job Descriptions, Person Specifications and KSF Outlines (where appropriate).

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APPENDIX 1 RECRUITMENT PROCESS FLOWCHART

Is there a vacancy?

Refer to Service Plans, Workforce Plans, Redesign Plans etc.

Authorised vacancy

Appointing Officer

Complete Vacancy Form, prepare Job Description, Person Specification and (where applicable) KSF

outline.

Appointing Officer

Attach Job Description, Person Specification and (where applicable) KSF

outline, plus draft advert to Vacancy Form.

Advertise

Recruitment Advisor

Application forms issued

Recruitment Advisor

Shortlisting

Appointing Officer/ Panel

Invitations to interview

Recruitment Advisor

Selection process

Appointing Officer/ Panel

Outcome/interview/ conditional verbal offer/

feedback

Appointing Officer

Eligibility for work/OHS

disclosure Recruitment Advisor

Appointment letter

Recruitment Advisor

Appointing Officer HRSC

Westholme Contract of

employment Induction/ orientation

Further assistance can be obtained from a member of the Recruitment Team or the HR Team

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APPENDIX 2 Vacancy ID No ________ Displaced Checked

NHSG RECRUITMENT AUTHORISATION FORM

EXEMPT POSTS Please indicate which Exemption Catergory this post falls into:

a) New Post to meet EWTD compliance b) New Post for HAI compliance c) New research post supported by external funding d) Training Grade Doctors where funding comes from NES e) Primary Care posts funded from Non-Cash Limited Funding sources f) New post as part of business case for the Aberdeen Dental School

NON EXEMPT POSTS ALL OTHER POSTS that do not fall into one of the above categories will not proceed to advert unless objective justification is provided overleaf and approval is obtained from the Executive Screening Panel via the Recruitment Team CURRENT POST New posts MUST be graded and formally evaluated prior to completion of this form

Postholder: Pay Scale/Band: Job Title: Main Location: Post Descriptor: Hours: Division/CHP: Duration:

Department: Date Vacant: Reason for Vacancy: Left NHSG / Maternity Leave / New Post / Promotion / Transfer Please State Other: POST TO BE FILLED Job Title: Pay Scale/Band: Post Descriptor: Hours: Duration:

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JUSTIFICATIONS In ALL CASES, consideration should be given to filling replacement posts at one grade lower than the entry grade and/or reducing working hours, unless there is a statutory requirement to fill posts at the same grade. Redesign/skill mix within the department should be considered and reasons provided if not achievable. Please provide justification for each category:

Banding:

Hours:

Additional Vacancies:

Exit Strategy: (Fixed Term)

Service Impact:

External Advertising:

Cost Centre:

Cost Savings: Current Budget: Additional justifications can be continued on a separate sheet if necessary ADVERTISING In ALL CASES staff on the redeployment register will be the first point of contact for all vacancies and must be appointed where they meet the minimum requirements for the post. Vacancies are advertised on the NHSG Recruitment Micro Site, SHOW, S1 Jobs and Job Centre Plus. Only in exceptional cases and with approval of the Sector/Directorate Screening Panel, Executive Screening Panel and Recruitment Manager will posts be advertised in other media’s. If external advertising required please provide justification and cost centre code above.

Informal enquiries to: Tel No: (Mandatory Information)

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If this post is not approved at any stage of authorisation, please return this form to the appointing manager with comments and do not forward to recruitment

AUTHORISATION Appointing Officer The relevant Recruitment Advisor will contact you once your form has been received by Recruitment. Please confirm the following is available electronically, but DO NOT attach to this form: Job Description Advert Person Specification KSF Outline

Signed: Designation:

Print: Email:

Date: Telephone:

Work Address: HR Manager [Please delete as appropriate]

I am satisfied/not satisfied this vacancy has been thoroughly scrutinised and falls within the exception category stated OR As a non exception category post I support/do not support recruitment to the proposed post as essential and the recruitment proposal as the most cost efficient and effective way to proceed

I confirm this post has been thoroughly scrutinised and is not a VERS/VS replacement

Comments:

Signed: Print: Date: Finance Manager [Please delete as appropriate] The source of funding is: existing budget/other source

If ‘other source’, please specify: There is sufficient/insufficient recurring funding for full salary, associated support and start-up costs, including fixed term appointment exit costs, if appropriate within existing budget/other source I confirm this post has been thoroughly scrutinised and is not a VERS/VS replacement

Comments:

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Signed: Print: Date: General Manager/Director [Please delete as appropriate] This vacancy has been reviewed locally. I confirm the information provided under the finance section above and I support/do not support the proposed exemption category as:

a) New Post to meet EWTD compliance b) New Post for HAI compliance c) New research post supported by external funding d) Training Grade Doctors where funding comes from NES e) Primary Care posts funded from Non-Cash Limited Funding sources f) New post as part of business case for the Aberdeen Dental School

OR As a non exception category post I support/do not support recruitment to the proposed post as essential and the recruitment proposal as the most cost efficient and effective way to proceed.

Comments:

Signed: Print: Date: FOR MEDICAL AND DENTAL TRAINING POSTS ONLY POST GRADUATE DEAN I hereby approve/do not approve the filling of the above post and confirm funding is available/is not available for the basic salary for the post from: NES BOARD POST NUMBER(S)

Comments:

Signed: Print: Date:

Approved form should be forwarded to:

Recruitment Manager, Westholme, Woodend Hospital, Eday Road, Aberdeen, AB15 6LS

Non Approved forms should be held locally

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APPENDIX 3

PERSON SPECIFICATION POST/GRADE: LOCATION: WARD/DEPARTMENT:

The Person Specification should meet the demands of the job and comply with current legislation. Setting unnecessary standards may, for example, unfairly discriminate against one sex, the disabled or minority racial groups. Applicants should be assessed in relation to their ability to meet the real requirements of the job as laid down in the job description. With the exceptions relating to displaced and disabled candidates noted in Sections 5.3 and 5.4 of this policy, shortlisted candidates must possess all the essential components as detailed below.

GENERAL REQUIREMENTS Factor Essential Desirable Qualification & Experience

Circumstances & flexibility

Particular requirements of the post

Level of Disclosure check required

KSF Outline (where applicable)

Core Dimension Level Level Narrative

Communication Personal & people Development

Health, Safety & Security Service Improvements Quality Equality & Diversity Job Specific Dimensions

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APPENDIX 4

SHORTLIST INTERVIEW ARRANGEMENTS FORM Appointing Officer to complete both sides of this form. Please return completed form to: Recruitment Office Room 5, Ashgrove House Aberdeen Royal Infirmary Aberdeen AB25 2ZA FAX No: (01224) 559880 This side of the form assists an essential part of the NHS Grampian Equal Opportunity monitoring arrangements. Please complete it as fully as you can. Short listed candidates must possess all the essential components of the Person Specification. If you have any problems please contact your Recruitment Advisor. (Please copy additional sheets as required)

Candidates name

Candidates name

Candidates name

Candidates name

Candidates name

*General Requirements

Qualification and Experience

Particular requirements of

the post

*Core Dimension

Communication

Personal and People

Development

Health, Safety and Security

Service Improvements

Quality

Equality and Diversity

*Job Specific Dimensions

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APPENDIX 4 (continued)

SHORTLIST INTERVIEW ARRANGEMENTS FORM Post/Grade: Ref. No _______________ Ward/Department: Interview Date (Please Allow 8 Working Days) Interview Candidates to report to:

___________________________________________________________ Venue: Panel Members (to include names, titles and job titles):- 1.______________________________________ 2. _____________________________________ 3. _____________________________________ 4. _____________________________________ Note: It is the responsibility of the Appointing Officer to arrange the venue and inform

the panel. Please retain the enclosed copy application form(s) for use at interview

Name of Candidate for Interview Time of Interview

1.

2.

3.

4.

5.

6.

7.

8. Name of person compiling this shortlist: ______________________ Signature: _________ WP / Typing / Aptitude Test (please state) ______________________________________ Presentation to be made; (Please state title and length of presentation) _________________________________________________________________________ _________________________________________________________________________

Overhead Projector / Flipchart / Powerpoint will be available (delete as appropriate) Please ensure a member of the interview panel has arranged this.

References will be taken up for the successful candidate only after the interviews.

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APPENDIX 5

INTERVIEW RECORDING FORM (Competency based) Candidate: Post/Grade

Post Ref No. Candidate Address Ward/Dept

NHS Employer

Candidate Tel No

It is essential that this section is completed for all candidates giving a justifiable reason for the decision or if not using this matrix please attach all assessment paperwork. Details may be used as evidence at an Employment Tribunal where there is alleged discrimination.

ALL CANDIDATES SHOULD BE INFORMED OF THE OUTCOME OF THE INTERVIEW AS SOON AS POSSIBLE BY A PANEL MEMBER AND GIVEN ADEQUATE FEEDBACK.

Ratings;- 1 = Does not meet essential criteria 2 = Meets some of the criteria 3 = Meets all essential and some desirable criteria 4 = Meets all essential and all/most desirable criteria

General Requirements Essential Possible Questions Evidence Assessment General

Requirements Evidence

Ratings 1 - 4 as above Qualification & Experience

Circumstances & flexibility

Particular requirements of the post

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KSF Outline (where applicable)

Level Level Possible Questions Evidence Assessment Core Dimension

Evidence Narrative Ratings

1 - 4 as above

Communication Personal and People Development

Health, Safety and Security

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/41/HR - Recruitment and Selection Policy and Procedure 28

Service Improvement

Level Level Narrative

Possible Questions

Evidence Assessment

Evidence Ratings

1 - 4 as above

Quality

Equality and Diversity

Job Specific Dimensions

NHSG/POL

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Appendix 5 (continued) INTERVIEW RECORDING FORM

REASON FOR DECISION: SUCCESSFUL/UNSUCCESSFUL Date of Interview:

Time:

Interviewers: Signatures

Post/Grade: _____________________________

Does the candidate hold a UK Passport?YES/NO

Photographic identification (see 5.5.1) AND proof of current address has been provided & examined and copies are attached Yes/ To Follow

Department/Ward: ________________________ Full/Part-time/Job-Share ___________________

I confirm the identification of the person named corresponds with the proof provided (please state hours if part time or job share)

Start Date & Time (if known) _______________

Signed_____________________________ (Appointing Manager to sign here)

__________________________________ Report to _______________________________

Disclosure Scotland Check

Does the post involve contact with Children? Yes/No ____________________________________

(please give name, place and time) Does it include contact with vulnerable individuals? Yes/No

Permanent/Temporary ____________________

References

(State Duration) References will be taken up for the successful candidate only - after the interviews. The panel may take verbal references for the successful candidate. These should be documented and a copy attached to this form. If written references are required please indicate below.

Current NHS Grampian Employee Yes/ No If yes, will he/she be transferring to this post OR will this be an additional post? ____________________________________

Verbal reference taken - comments attached ρ

Job Share Partner ________________________ (if applicable) Written reference required - ρ ____________________________________ (to be obtained by Recruitment Team)

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This part must be completed to

assist OHS

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Professional Registration/Qualifications (where applicable)

EPP Worker ρ

Checked by (name)

Display screen equipment user ρ

_________________________________ Registration No:

Glutaraldehyde Baseline Surveillance ρ

_________________________________

Latex exposure ρ

Expiry Date:

Forklift operator ρ

_________________________________

Category 2 driving minibus/ patient transport

ρ

Confirmed on: (Date) _________________________________ Any other requirements

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Appendix 6 NHS GRAMPIAN

REFEREE REPORT

Please print in black ink. Your comments may be made available to the candidate on request. Post applied for: Job Ref No: Interview Date: Applicant Name: Date of Birth: Referee Name: Address: Referee Job Title :

How long have you known the applicant? Are you related to the applicant? In what capacity do you know the applicant? Dates of Employment

What did their duties involve? Post held by applicant:

Please assess the applicant against the following headings using the gradings below.

Grades for each area of competence A = Exceptional performance B = Good performance C = Average performance

D = Below average performance E = Poor/inappropriate performance Grade Comments-Please expand

particularly where applicant is graded D or E

TECHNICAL/CLINICAL SKILLS (If applicable) COMMUNICATION SKILLS (oral & written) With Colleagues With Patients/Clients With others (e.g. Relatives, external bodies etc) QUALITY OF WORK General standard Accuracy, meeting deadlines etc Works to agreed procedures and protocols DECISION MAKING ABILITY Initiative, creativity etc TEAM WORKING SKILLS With multi-disciplinary team members With colleagues/partners MAINTAINING GOOD PRACTICE Willingness to learn/use educational opportunity

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Demonstrates enthusiasm and commitment to personal and professional development. TRUST/ PROBITY/ CONFIDENTIALITY Clients/colleagues Patients/Relatives TIME KEEPING/ RELIABILITY

Any additional points you would wish to bring to the interview panels attention concerning the suitability of the candidate for the position:

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Absence in last 3 years:

Episodes of Absence________________________ Number of days_______________

Comments______________________________________________________________

Would you be content to employ the individual again? Yes/No

Signed: _______________________________________________________ Date:__________ Print Name:__________________________________________________

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APPENDIX 7

O.H.S. SCREENING PROTOCOL

O.H.S. Checks should be processed for:- (A) ALL NEW APPOINTMENTS

(B) TRANSFERS – only where there is a significant change in post AND where

screening has not been undertaken in the last 12 months ( please check with Recruitment Manager / OHS if in doubt)

In all cases a full paper screening is undertaken with appointments required only in exceptional cases. O.H.S. documentation is sent to the successful candidate following interview with the letter of appointment. The Recruitment Officer should ensure that details in relation to Job Reference Number, Job Applied For and Location are entered on the Health Questionnaire. If the candidate is fit for employment, O.H.S. normally guarantee a turnaround time of 48 hours for completion of the paper screening process.

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APPENDIX 8

DISCLOSURE SCOTLAND POLICY EXTRACT Enhanced Checks For any of the following staff working in any of the areas identified below. This list is not exhaustive or exclusive therefore if a post involves unsupervised patient contact or has the potential to put patients at risk an enhanced check is applicable. Staff Area of Work

Medical and Dental (including professions

complementary to dentistry)

Children's Services

Elderly Services

Nursing and Midwifery Learning Disability Services

Allied Health Professionals Acute & Continuing Care Psychiatry

Speech and Language Therapy A&E and Theatre

OD Practitioners Outpatients and Community

Psychology Pharmacy

Pharmacists

Porters

Volunteers

Other professional staff who work

closely/or unsupervised with patients Standard checks Domestic Staff with patient contact (enhanced check if in a childcare/learning disability environment) Non clinical staff working within Mental Health/Learning Disabilities Security staff Note:- In addition to the above posts, staff working in a position which involves Childcare will be subject to additional screening in accordance with the Protection of Children (Scotland) Act 2003. A further check is also undertaken for persons working with vulnerable individuals. Where a job applicant indicates a previous conviction on the application form, details of the conviction should be stated. If the applicant is shortlisted the Recruitment Officer should inform the relevant Human Resources Team for appropriate consideration. If a conviction is revealed following a Disclosure check, the Recruitment Manager will undertake a Risk Assessment taking into account relevant factors (e.g. nature of offence, age at which is was committed, whether candidate has a pattern of offending behaviour) and if appropriate, inform the Human Resources Team. All cases where a preferred candidate has failed to reveal a conviction (unless exempt) will be referred to the relevant HR Team. In the event that the country of origin is unable to provide criminal record status, then it is the responsibility of NHS Grampian to carry out a Risk Assessment on the existing information provided to determine whether the prospective employee is safe to employ . The Recruitment Team will advise further where this occurs. NHSG/POL/41/HR - Recruitment and Selection Policy and Procedure 35

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APPENDIX 9

GUIDE TO VALID IDENTITY DOCUMENTS AND CHECKING OF DOCUMENTS

Valid identity documents and checking of documents

• Marriage certificate

• UK Birth certificate (full) 1• UK P45/P60 statement

2• Bank or building society statement 2 • Utility bill (electricity, gas, water, telephone (inc mobile phone contract / bill)

• TV licence

• Driving licence (paper version)

• Credit card statement2 2• Store card statement

• Mortgage statement1

• Valid insurance certificate

• A document from UK Central/Local Government/Government Agency/Local Authority giving entitlement: examples include documents from The Department for Work and Pensions, Jobcentre Plus or the Inland Revenue.

• Financial statement (e.g. pension, endowment, ISA)1

• Valid vehicle registration document 2 • Mail order catalogue statement

• Court claim form (Documentation issued by Court Services)1

• UK NHS card

• Addressed payslip2

• National insurance number card

• Exam certificate (e.g. GCSE, NVQ)

• Child Benefit book – child allowance or pension1

• Connexions card

• Certificate of British nationality • Work permit / visa1

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1 Issued within the past 12 months 2 documentation should be less than 3 months old

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Guidance on checking documentation Checking the documentation for authenticity

Always:

• check for signs of interference

• query any document if it looks as though it has been tampered with

• take special notice of the name and photo area. Passport (UK or overseas)

• Check the general quality and condition of the passport

• Accidental damage is often used to hide signs of tampering

• Closely examine the photograph for signs of damage to the laminate or for

excessive glue or slitting of the laminate. This may indicate that the photo has been swapped

• Check to see if the photo is excessively large, this may indicate that the photo

has been used to hide another

• Ensure that there is no damage to the embossed strip embedded into the laminate; this should also catch a portion of the photograph.

Photo driving licence

• Examine the licence carefully looking for any adjustments

• Ensure that there has not been any amendment to the printed details.

Birth certificate

• It is recommended that you request only the original birth certificate, as copies can be easily obtained

• Genuine birth certificates use high grade paper, check the quality of the paper • When held to the light there should be a visible watermark • Any signs of smoothness may indicate that original text may have been washed

away • Ensure there are no signs of tampering, changes using correction fluid,

overwriting or spelling mistakes.

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APPENDIX 10

REGULATORY BODIES AND CONTACT DETAILS General Medical Council (GMC) From 16 November 2009, all doctors who wish to practise medicine in the UK will, by law, need to be registered with a licence to practise. It will be the licence to practise, rather than registration, that will give a doctor the legal authority to undertake the activities currently restricted by law to doctors who are registered with the GMC. There are three ways to check a doctor’s registration status prior to employment;

• Phone – by using their dedicated helpline number for employers – 0845 357 0020 • Email – by sending an email to their dedicate email address for employers –

[email protected]. The e-mail should include the doctor’s name and GMC reference number, the employer’s name, Health Board and contact number.

• Occupational Health Smart Card (OSHC) for those Boards who have access to the system in England – work is currently ongoing to introduce a similar smart card process for Scotland.

On 31 March 2006, the GMC introduced a register of doctors who are eligible to work in general practice in the UK. The GP register is a register of general practitioners. It can be accessed via http://www.gmc-uk.org Information relating to a doctor’s registered address, date of birth, photograph and whether or not a doctor is subject to investigation under fitness to practise procedures will no longer be available to enquirers, but a restricted group, such as employers. Please visit www.gmc-uk.org for further information. General Chiropractic Council (GCC) A chiropractor’s registration can be confirmed via:

www.gcc-uk.org• the GCC website at , which has a searchable database that is updated regularly.

Alternatively, the GCC will confirm registration by:

• telephone, fax, email or in writing. • by emailing [email protected].

The GCC has published its disclosure policy: Regulatory Committees and Appeal Tribunals, which can be found on their website. In the interest of patient safety, the GCC takes a transparent approach to providing information on proceedings and findings in relation to fitness to practise. The website also provides:

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• notices about current Professional Conduct Committee and Health Committee hearings

• a list of chiropractors who have been subject to proceedings in the past. General Dental Council (GDC) A dentist’s or dental care professional’s registration can be checked online at www.gdc-uk.org. In all cases, the GDC can provide a faster more efficient service if the request contains the necessary information and the dentist’s/ dental care professional’s consent. Some of the information required is not publicly available in the Dentist’s Register and the Dental Care Professionals Register. In particular, the GDC will need to see a copy of the dentist’s/ dental care professional’s consent before they can disclose any information that is not publicly available. Application Process The GDC can process applications more quickly if the consent includes at least the following, or words to the same effect - "I consent to a request being made by NHS…. to … [the GDC or any ….regulatory …body in the United Kingdom or elsewhere,] for information relating to a current investigation or an investigation where the outcome was adverse, by them into my professional conduct and to the disclosure of such information to the Health Board by [the body in question OR the GDC]." The consent form must also include:

• A signature, which should be an original or be validated by the requesting authority

• Full name

• GDC registration number

• Date General Optical Council (GOC) Employers can check a registrant’s status on the General Optical Council’s online register at www.optical.org by entering the GOC number and individual’s surname. The GOC publishes details of recent and future fitness to practise hearings. Employers can also:

• ring the Council directly on 0207 580 3898 • write to The General Optical Council, 41 Harley Street, London W1G 8DJ.

General Osteopathic Council (GOSC) An osteopath’s registration status can be verified on the GOSC’s website at

NHSG/POL/41/HR - Recruitment and Selection Policy and Procedure 39www.osteopathy.org.uk. For further information concerning Fitness to Practise

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proceedings, employers can ring the Council directly on 0207 357 6655. They can also write to the GOSC at: General Osteopathic Council, 176 Tower Bridge Road, London, SE1 3LU. Scottish Social Services Council (SSCC) A Social Worker’s registration can be checked on the SSCC website at www.sssc.uk.com. Scottish Social Services Council Compass House 11 Riverside Drive Dundee DD1 4NY. Tel: 0845 60 30 891. Health Professions Council (HPC) The following health professionals are regulated by the HPC: arts therapists, biomedical scientists, chiropodists, podiatrists, clinical scientists, dieticians, occupational therapists, operating department practitioners, orthoptists, paramedics, physiotherapists, prosthetists, orthotists, practitioner psychologists, radiographers and speech and language therapists. A health professional’s registration status can be checked on the HPC’s website at www.hpc-uk.org. If a health professional’s registration status has changed this is immediately entered onto the register. Fitness to Practise cases are listed on HPC’s website and after a hearing, the decision is posted online. Employers are strongly encouraged to use the HPC’s online register, but if this is not possible, registration can also be checked via:

• telephone (0845 3004 472) • e-mail [email protected] • fax 020 7840 9801

Alternatively, they can write to the HPC at the Health Professions Council, Park House, 184 Kennington Park Road, London, SE1 1 4BU. If employers wish to make an allegation that a health professional’s fitness to practise is impaired, they can contact the HPC Fitness to Practise team. Allegations or complaints should be put in writing. For further information on fitness to practise contact the Fitness to Practise team on:

• 0207 840 9814, Monday to Friday 9.00am to 5.00pm. • E-mail the FTP department at [email protected].

Nursing & Midwifery Council (NMC) The NMC offers three ways to confirm registration status:

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• online at www.nmc-uk.org where a written report will be issued by post • an automated registration confirmations hotline 24 hours a day, 7 days a week.

Following registration, a written report is generated with this service • written confirmation system and further information on this service is available

on the NMC website.

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The service will inform an employer if a practitioner has the following status:

• removed • restored • conditions of practice • cautioned • suspended • lapsed • effective.

It will not show if someone is under investigation. For further information on the status of a practitioner an employer would need to write to the NMC’s Fitness to Practise Department. The NMC website also contains an NMC Circulars page which includes details of practitioners who have been struck off, suspended or cautioned during the previous month. The NMC keeps this information online for three months. Previous circulars can be obtained on request. Royal Pharmaceutical Society of Great Britain (RPSGB) The RPSGB website www.rpsgb.org.uk allows employers to check a pharmacist’s registration. The register provides details of pharmacists who hold full-time, part-time, retired or overseas registration. Registration can be confirmed by:

• entering the pharmacist’s registration number or by using their surname. There is also the option of entering the forename but this is not compulsory.

• Employers can also write to the RPSGB if you need them to make further checks on your behalf at Royal Pharmaceutical Society of Great Britain, 1 Lambeth High Street, London, SE1 7JN. You will need the member’s registration number, full surname and forename, date of registration and postal town of their registered address.

A pharmacist’s eligibility to practise in Great Britain depends on their type of registration, which is shown in their entry on the register. Pharmacists who have paid the 2005 retention fee will have either P or NP in their entry:

• P means they are practising • NP means that they are non-practising.

Pharmacists who have not yet paid the 2005 retention fee will have either f, p, r, I or o in their entry. Only pharmacists holding full-time (f) or part-time (p) registration are eligible to practise; pharmacists holding retired (r), ill health (i) or overseas (o) registration are not eligible to practise.

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Details of current and recent fitness to practice enquiries can also be obtained from the website. Regulatory Body

Website Address Telephone Address Ways to check registration

www.gmc-uk.org 0845 357 8001 (Mon – Fri) 9.00am – 17.00pm (Helpline)

Regent’s Place, 350 Euston Road, London NW1 3JN.

General Medical Council

• Helpline • automated

enquiry service

• website • smart cards

www.gcc-uk.org 0207 713 5155

44 Wicklow Street, London, WC1X 9HL

General Chiropractic Council

• Telephone • e-mail • fax

• in writing • online

register www.gdc-uk.org 0207 887

3800 37 Wimpole Street, London, W1G 8DQ

General Dental Council

• Online register

• e-mail • telephone

www.optical.org 0207 580 3898

41 Harley Street, London, W1G 8DJ

General Optical Council

• Online register

• telephone • in writing

www.osteopathy.or 0207 357 6655

176 Tower Bridge Road, London, SE1 3LU

General Osteopathic Council

• Online register g.uk

• telephone • in writing

0845 60 30 891

Compass House, 11 Riverside Drive Dundee DD1 4NY

www.sssc.uk.comScottish Social Care Council

• telephone • in writing

www.hpc-uk.org 0845 3004 472

Park House, Health Professions Council

• Online register 184

Kennington Park Road, London, SE1 4BU

• Telephone • e-mail

• fax • in writing

www.nmc-uk.org 020 7333 9333

23 Portland Place, London, W1B 1PZ

Nursing & Midwifery Council

• Online register

• telephone • in writing

www.rpsgb.org.uk 020 7735 9141

1 Lambeth High Street, London, Se1 7JN

Royal Pharmaceutical Society Great Britain

• Online register

• telephone • in writing

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