CALDERDALE METROPOLITAN REC/SEL– 01
BOROUGH COUNCIL (‘THE COUNCIL’)
AND SOUTH WEST YORKSHIRE MENTAL
HEALTH NHS TRUST (‘THE TRUST’)
JOINTLY AGREED PROTOCOL ON THE
IMPLEMENTATION OF POLICIES AND
PROCEDURES ON RECRUITMENT AND
Date: October 2007
Review: October 2008
1 General Introduction
1.1 When reading any of the protocols, managers need to refer
to the introduction and contextual guidance document at the
front of these protocols. The guidance also contains a
glossary of terms used.
2 Introduction to this protocol
2.1 The recruitment and selection of staff within their
team/service, will normally be undertaken by the individual’s
Line Manager in accordance with the relevant
Policy/Procedure detailed in paragraph 2.4.
The general principle being that the employing
organisation will employ the individual on their terms and
conditions and then deploy the individual into the relevant
2.2 In all cases of recruitment to vacant posts, the budgetary
management protocols for each organisation (i.e. Trust and
Council) must be adhered to, prior to the post going forward
for advertisement. See also Jointly Agreed Protocol for
Financial Management Procedures (Finance – 01). If in
doubt, managers should contact their Finance Link Officer.
2.3 Advertising costs for posts should be met by the employing
organisation. However where a post is changed from, a
Trust post to a Council post, the Trust should pick up the
charge for advertising, in line with Appendix C of the Jointly
Agreed Protocol for Financial Management Procedures
(Finance – 01). Conversely, where a Council post is
changed to a Trust post, the Council should pick up the
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2.4 Within the Trust the current guidance is:
The Recruitment Policy and Code of Practice
Within the Council the current guidance is:
The Recruitment and Selection Procedures
2.5 Appointing Managers must follow the Recruitment and
Selection Policy/Procedure, of the organisation appointing to
the vacant post (i.e. the policy/procedure of the organisation
that will employ the new recruit).
3.1 There are two possibilities regarding the Line
The Manager is employed by the same organisation as
the person being recruited to the vacant post.
The Manager is employed by the other organisation.
Managers will therefore need to follow the Recruitment and
Selection Policy/Procedure of the relevant organisation.
NB Managers can only make an appointment to the
organisation with in which they are employed. In the other
organisation they would make a recommendation to the
appropriate person in the Trust or Council.
3.2 The Appointing Manager/Chair of the Recruitment Panel
must ensure the correct authorisation (in accordance with
the appropriate Recruitment and Selection Policy/Procedure)
has been obtained prior to commencement of the
recruitment process. This includes the appropriate skill mix,
grade etc. This applies equally to temporary / acting up etc,
3.3 The Appointing Manager/Chair of the Recruitment Panel is
responsible for selecting and making arrangements for
members of the interview panel. Where the appointment will
be to a professionally qualified post, it is expected that one
member of the panel is from that profession.
3.4 The Appointing Manager/Chair of the Recruitment Panel will
preferably be employed by the organisation seeking to
employ the new post holder - if not it is expected that they
will be trained in the Policy/Procedure of that organisation.
Normally it is expected that there will be representation from
both organisations on the panel.
3.5 The Appointing Manager/Chair of the Recruitment Panel is
responsible for ensuring that all pre-employment checks,
e.g. references, CRB, qualifications etc are carried out, in
accordance with the appropriate Policy/Procedure. They will
also be responsible for ensuring that the individual is
informed in writing that they will be working as part of an
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3.6 If an Appointing Manager/Chair of the Recruitment Panel
requests assistance with the recruitment and selection
process then support/advice will be provided by the human
resource section of the organisation appointing to the vacant
3.7 The Appointing Manager/Chair of the Recruitment Panel
must ensure that all documentation and completed records
pertaining to the recruitment and selection process are
returned/forwarded to the employing organisation’s
recruitment department. Information regarding the
successful candidate must be included to ensure that other
new starter procedures e.g. offer letter, CRB check etc, can
3.8 A situation may arise where recruitment is restricted to
internal candidates only. In these circumstances if
employees, of either organisation are eligible to apply, then
the post should be advertised in accordance with both
organisations’ procedures for advertising internal vacancies.
This applies equally to temporary/acting up arrangements
4 General Standards and Expectations
4.1 The operation of this Recruitment and Selection Protocol will
take into account the relevant policies, procedures,
standards and reasonable expectations in order to ensure
that fair and effective recruitment and selection is
4.2 Managers must ensure equality of opportunity is central to
recruitment and selection and that unlawful discrimination is
eliminated so that all posts are filled on merit.
4.3 It is expected that managers of both organisations will
conform to the timescales and documentation requirements
of each organisation’s Recruitment and Selection
4.4 Managers must also ensure that any necessary, ongoing
professional registration validation checks are made as
appropriate e.g. Nursing and Midwifery Council (NMC)
validation for nurses or General Social Care Council (GSCC)
registration for Social Workers.
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4.5 In using the Recruitment and Selection Protocol the following
must be referred to:
The relevant Recruitment and Selection
Policy/Procedure of the employee’s employing
The job description for the role.
Regulation Framework/Regulating Standards/
Knowledge and Skills Framework (KSF) outline to be
followed. (The KSF is the NHS appraisal system
which lists the ‘competencies’ expected of the post
The Line Manager will usually give appropriate support to
assist the employee in meeting the required KSF standards
5 Consistency of Approach
5.1 There can be various permutations regarding the employment /
funding arrangements under this protocol, which may at times
lead to confusion. There needs to be both consistency of
approach, whilst allowing some flexibility regarding how finite
resources are used for services users.
5.2 In order to try to clarify this, set out below is a broad outline of
the context in which individuals would normally be appointed:
5.3 It is expected that whosever’s budget is used, the employee
will be employed by the most appropriate organisation. E.g.
where a nurse is appointed, this would be by the Trust; where
a social worker is appointed, this would be by the Council.
5.4 When an individual leaves the Trust or the Council, this
provides an opportunity to review how the post should be filled
and how monies are used to deliver an efficient and effective
service to best effect.
If, for example, a nurse leaves and the Trust holds the budget,
it might be agreed that the service now needs to replace the
nurse with a social worker. The budget would remain with the
Trust, but the appointment of a social worker would be made
by the Council using Council Policies. (Please see Appendix C
of the Jointly Agreed Protocol for Financial Management
Procedures (Finance – 01)). The individual would then be
deployed into the integrated service. This arrangement would
then be reviewed when the individual leaves.
5.5 The decision about what action to take in the examples above
would be taken in agreement with the relevant managers
(Assistant Director level in the Trust and Head of Service level
in the Council). The respective Finance Departments must also
be involved in this decision process as this has implications for
cross-charging between organisations.
5.6 If there are differences between the budget and cost of the
post (due for example to a short fall caused by differences in
Trust and Council pay grades), please refer to 2.8 of the Jointly
Agreed Protocol for Financial Management Procedures
(Finance – 01).
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