Section: 6 Policy No: HR20 For Office Use. Policy Title: Recruitment & Selection Policy Author: Ethan Kelly-Wilson Recruitment & Retention Officer Name and Designation Enquiries to: Recruitment & Retention Manager Issue Date: January 2005 Review Date: April 2009 Contents: To ensure each vacancy both temporary and permanent is handled in the same way, appropriate to the needs of the Trust and in line with the relevant employment legislation and the ACAS Code of Practice. Page 1 of 57 Bedfordshire and Luton Mental Health and Social Care Partnership NHS Trust Recruitment and Selection Policy Section Heading page 1 Purpose 3 2 Supporting Trust Values 4 3 Scope 4 4 Aims 4 5 Professional Competencies of Appointing Officers 5 6 Process 5 7 Job Analysis 5 8 Job Description 6 9 Person Specification 6 10 Advertisement 6 11 Selection 7 12 Interviews 8 13 Guaranteed Interview Scheme 10 14 Appointment Process 11 15 Registration/Licensing Checks 11 16 References 11 17 Asylum & Immigration Act 13 18 Health Screening 14 19 Criminal Convictions, Character and Suitability 15 20 Car Users 15 21 Statement of Particulars of Employment 15 22 Feedback 16 23 Interview Expenses 16 24 Induction 16 25 Service Response 16 26 Monitoring, Evaluation and Audit 17 27 Review Date 18 28 Appendices 18 Page 2 of 57 Recruitment & Selection Policy 1 Purpose The purpose of this Recruitment and Selection Policy is to ensure each vacancy both permanent and temporary is handled in the same way, appropriate to the needs of the Trust and in line with relevant employment legislation and the ACAS code of practise. Legislation includes The Sex Discrimination Act 1986 Equal Pay Act 1970 The Race Relations (Amendment) Act 2000 The Disability Discrimination Act 2005 The Rehabilitation of Offenders Act 1974 Immigration, Asylum and Nationality Act 2006 The Employment Equality (Religion or Belief) Regulations 2003 The Employment Equality (Sexual Orientation) Regulations 2003 The Employment Equality (Age) Regulations 2006 The Police Act 1997 The above acts make it unlawful for an employer to discriminate on the grounds of gender, marital status, race, colour, ethnic or national origin, nationality (including citizenship), disability (unless it is justifiable), previous convictions, (except where the post is exempt from the Rehabilitation of Offenders Act 1974), Religion or belief, or sexual orientation. In addition to the above, the Trust will not discriminate either directly, or indirectly on the grounds of age, politics or trade union membership, or any other grounds that are unjustifiable at any stage of the recruitment and selection process, or during employment. Discrimination is categorised into three types, Direct Discrimination occurs when an individual is treated less favourably than others who are in the same or not materially different circumstances Indirect Discrimination takes place when a requirement or condition has a disproportionate effect and discriminates unfairly and unjustifiably between one group, and an individual or another. Victimisation – where an individual is made to experience any form of detriment as a result of a complaint about an incident of discrimination. Page 3 of 57 2 Supporting Trust Values The Trust is committed to providing a working environment and culture which treats all staff, and potential employees, fairly and equitably irrespective of gender, marital status, race, colour, ethnic or national origin, nationality, citizenship, disability, previous convictions (except where the post is exempt from the Rehabilitation of Offenders Act 1974) age, religion, sexual orientation, politics, or official trade union activity. We continually strive to explore opportunities to offer new flexible working arrangements and family friendly policies. The Trust Values are We promise to: Improve Involve Initiate Listen Respond Inform Care Encourage Respect Be Accountable 3 Scope This policy applies equally to all Trust staff including Shared Services personnel, Bank workers and prospective new employees. Doctors and Dentists are recruited in accordance with this procedure and the guidelines from the British Medical Association, the relevant Royal College and according to their grade and discipline. 4 Aims In order to achieve the above values the Trust will: Ensure that every manager regularly reviews the organisation of their department and the job responsibilities and roles of individuals within it. Endeavour to reach traditionally under-represented groups and ensure that discrimination does not take place either at the recruitment and selection stage or during employment. Ensure that where a vacancy exists all posts are advertised in the Trust’s vacancy bulletin, on the Trust’s website or NHS Jobs website, and also via any other advertising media as appropriate. Ensure that the applicant’s level of competence is matched to that particular job to enable them to carry out their role effectively. Ensure that all applicants are left with a positive impression of the Trust as a potential employer. Page 4 of 57 5 Professional Competencies of Appointing Officers All Line Managers, and Administrators involved in the Trust’s Recruitment and Selection Process will as a minimum: Have attended Recruitment & Selection Course within the last year Be required to confirm that they have read and understand the Trust policies on Recruitment & Selection, Equal Opportunities in Employment, and the Secondment Policy. In addition, the chairperson on the interview panel will have also received training in Recruitment and Selection. Such training will provide guidance about the legal responsibilities of the Trust. 6 Process The following standard process has been developed to ensure that the responsibilities of Managers and the HR Recruitment & Retention Team of the Human Resources Department are clear and unambiguous to all. 7 Job Analysis Each vacancy should be analysed by the line manager before advertising the post. When initiating the recruitment process the manager must consider flexible working arrangements, and involve the team in reviewing whether the current mix of disciplines/grades of staff is still appropriate for the service. Essential Car User status should also be reviewed at this stage. The Manager should also review the data from the previous post holder’s exit interview (if available) as this may have some bearing on the role. Managers must consider job share and/or part time working for all posts. This is to make sure that all staff members have an equal opportunity regardless of their circumstance. The manager should complete a Vacancy Authorisation Request (Appendix 1) and an Advertising Request Form (Appendix 2) 8 Job Description The manager should, prior to advertising the vacancy, review each job description to ensure that it accurately reflects the principle activities and key outcomes of the post. If a decision has been made to change a post a new job description must be written. (Appendix 3) Page 5 of 57 All job descriptions should conform to the Trust’s standard layout. Managers are responsible for formulating and arranging the typing of the job description. Guidance on creating a job description is available from the HR Helpdesk. 9 Person Specification A Person Specification should be produced which accurately reflects the characteristics of the ideal candidate. This should be returned to Human Resources Recruitment Team with the job description. No job will be advertised without a current Person Specification. (Appendix 4) Qualification requirements should only be included if they are essential for the successful completion of the post. Overseas qualifications, which are comparable to UK qualifications, will be accepted as equivalent (subject to statutory body regulations). Care must be taken to ensure that Person Specifications do not exclude or disadvantage minorities by implying that the job could not be done by an individual who has a disability, a woman, or persons who identify themselves as coming from an ethnic minority. 10 Advertisement Managers must include the following information in the advertisement of any Trust positions: - Job title Any specific requirements Base Benefits offered Hours Closing date for applications Salary Application process Main responsibilities Interview Date The HR Recruitment & Retention Team will ensure each advert includes the Trust’s equal opportunities statement, CRB Statement and logos. No job will be advertised without a current job description and Person Specification which accurately reflects the principle activities and key outcomes of the post. The HR Recruitment & Retention Team will ensure that any post being advertised meets legislative and policy requirements, and will if necessary provide advice to line managers. Each post will be filled by competition unless there are exceptional circumstances which should be clarified with the Recruitment & Retention Team. All jobs will be advertised in the Trust vacancy bulletin, which is produced by the Recruitment & Retention Team to advertise posts within the Trust. It will also be circulated to the local job centres. Posts may be advertised externally in local, national or professional publications. Costs will be charged to a budget designated by a Manager. Only a Budget Holder or Designate may approve the cost of expenditure. Page 6 of 57 Information on advertisement deadlines and approximate costs are available from the Human Resources Recruitment & Retention Team. 11 Selection Where a large number of applicants are expected, it may be prudent to pre-screen the applicants to ensure that they meet at least some of the essential criteria prior to sending out application forms. If pre-screening is going to take place then the short-listing panel should decide which aspects of the person specification are pertinent to screen against i.e. Car Driver/Owner, Live in etc Where pre-screening is taking place a written record of the questions asked, and the answers along with the candidates’ details should be kept for a minimum of eighteen months, this should be returned to the Recruitment and Retention Team along with other paperwork. In some circumstances where you would require candidates to have appropriate skills, qualifications (e.g. Senior Posts, or Specialist Posts) it may be more beneficial to use a Recruitment Agency. Additional Advice may be sought from the Bedfordshire Shared Services Purchasing Team. More than one person will be involved in the selection process. The job description and person specification are the objective assessment criteria against which candidates will be measured. It is possible that no suitable candidate will be found. It is also feasible that only one candidate is interviewed as only they meet all the essential aspects of the person specification. A restricted choice of candidates is not necessarily a reason to re-advertise a post. At least one member of the selection panel must have attended a Trust recruitment and selection course or received refresher training in the preceding 1 year. Interview panels should normally include no more than three panel members. Membership of both the Selection and Interview Panels should be the same for each post. Members of both the selection, and interview panel must excuse themselves from any interview where they have a non-professional relationship, i.e. Close Friend, Relative, Neighbour etc. Failure to disclose an interest may result in disciplinary action being taken against both parties. Each candidate will make an application for employment on either a paper based Application Form, or via the NHS Jobs Website. All Application forms will be in two parts. Part A will be for the Candidates Personal Details, and will not be made available to those short-listing. Part B is the section where applicants may give information about their knowledge and skills. Part B will be made available to those short-listing. Applications may be received in two ways; 1. Via Internet Website (E-Recruitment ) 2. Via Paper Application Form Page 7 of 57 All applications will be given an Application Reference (AR No), in the case of Internet Applications; the E-Recruitment system will automatically issue this number. The Line Manager or Administrator must enter paper Applications onto the E-Recruitment system, which will then issue an Application Reference, which should be written in ink on both parts of the form. The Administrator responsible for the vacancy will email the applications to the interview panel members, who will be asked to give a score to the candidate. They will also state whether they feel that the person meets the Person Specification and inform the Administrator whether they are suitable for interview. At this point the Selection for Interview Form (Appendix 5) will be filled in, and must be sent to the HR Recruitment & Retention Team, this must be received prior to interviews taking place. Should any staff need training on the E-Recruitment system please contact the Recruitment Helpdesk on 01582 708962 (2962) 12 Interviews A minimum of 7 days notice is usually required to inform candidates of interview arrangements from the time of compiling the shortlist. A sample of a suitable letter can be found in Appendix 8a/b. A variety of selection techniques may be used. These include: - Panel Interview An interview where the applicant will meet with a panel of managers. Back to back interviews. A series of individual interviews with different interviewers. This ensures that more than one person is responsible for assessment in a less imposing format than a ‘panel’ interview. Assessment Centres, role-plays, and team exercises. Assessment centres are often used by large organisations making senior management or 'fast-stream' graduate appointments. Exercises, sole and group, may take place over a few days, normally in a residential setting. The individual may also be required to make presentations and to take part in role-plays or team events. Skills based exercises e.g., number checking or in-tray exercises. Specific requirements may be discussed with the Recruitment & Retention Team. Interview questions should only be related to the essential criteria of the job description. Unusual hours should be discussed without assumptions about domestic arrangements. For posts exempt from the Rehabilitation of Offenders Act (1974) the interview panel should clarify with the candidate that they are clear about the reasons for the exemption. Candidates should be advised that the Trust will make criminal record checks to verify the information provided in the Declaration Form. Page 8 of 57 Whilst waiting to be interviewed, the Appointing Officer must obtain copies of the identification required under the Asylum & Immigration Act, and also complete a Disclosure form if necessary. A coded short-listing form will be produced by the Recruiting Manager outlining details of why particular candidates were rejected. The reasons for rejecting must be made clear in order to avoid claims of discrimination. (Appendix 6) Selection assessment forms must be completed following recruitment giving reasons for decisions. (Appendix 7) All recruitment assessment documentation must be returned to the HR Recruitment & Retention Team along with all application forms and interview notes. The exception to this will be the successful candidate whose application form will make up part of a personal file. However a copy should be made, and sent to the HR Recruitment & Retention Team, along with all other paperwork with an Applicant Control Sheet (appendix 9). The documents must be returned within one week of recruitment and the HR Recruitment & Retention Team will monitor receipt of these. Monthly reports on the outcomes of recruitment activity are sent to the Trust Board. Recruitment documentation is retained in Human Resources for 6 months to be used against any claim of discrimination or breach of an agreed employment policy or procedure. Information is then sent to the BLCT Records storage facility at Bedford Heights where it scanned and retained electronically. 13 Guaranteed Interview Scheme The Trust has been granted a Disability Symbol by Job Centre Plus (an executive agency of the Department for Work and Pensions). Employers who use the symbol have agreed with Jobcentre Plus that they will take action on these five commitments: To interview all disabled applicants who meet the minimum criteria for a job vacancy and consider them on their abilities To ensure there is a mechanism in place to discuss at any time, but at least once a year, with disabled employees what can be done to make sure they can develop and use their abilities To make every effort when employees become disabled to make sure they stay in employment To take action to ensure that all employees develop the appropriate level of disability awareness needed to make these commitments work Each year to review the five commitments and what has been achieved, plan ways to improve on them and let employees and Jobcentre Plus know about progress and future plans. The Trust is operating a guaranteed interview scheme where all candidates declaring a disability in the Equal Opportunities section of the application form and who meet the minimum essential criteria of the Person Specification, will be Page 9 of 57 guaranteed an interview. Where the applicant has been short-listed then consideration should be given to suitable interview facilities. Where the applicant has not been short-listed the application should be rechecked to determine whether or not the disabled person met the minimum job requirements. If the candidate has met the minimum job requirements then that person should be selected for interview. The Disability Discrimination Act (2005) places responsibilities on the Trust when recruiting people declaring a disability. Discrimination occurs when such a person is treated less favourably than someone else and this treatment cannot be justified. The Trust must make reasonable changes to the employment arrangements so that a disabled person is not at any substantial disadvantage. When a disabled candidate may be disadvantaged for a job because of lack of facilities, Human Resources should be informed so that the situation can be investigated and solutions may be suggested. The Trust has partnered with Remploy Interwork to provide services to potential applicants who have a disability, and may need assistance preparing an application, or getting ready for interview. Applicants can be directed to an Interwork Advisor by contacting 0845 845 2211 or emailing email@example.com. 14 Appointment Process The Recruiting Manager will contact the Preferred Candidate within 1 day of making a decision. A salary may be negotiated subject on the correct Band/Grade at this point.This may take place by Telephone, Email or Letter. An offer letter (Appendix 10) should also be sent to the preferred candidate as confirmation within 1 working day of making the recruitment decision. Unsuccessful candidates will be informed at this time if appropriate. The offer letter will state that employment is subject to receipt of two references to the satisfaction of the Trust, satisfactory occupational health assessment of fitness to work, and if the post is exempt from the Rehabilitation of Offenders Act 1974, an enhanced disclosure from the Criminal Records Bureau. Candidates should be advised not to resign from their present position until it is confirmed with them that all pre-employment formalities have been completed. (Appendix 11) 15 Process and procedures for checking registration with the appropriate professional bodies Checks must be made with the necessary bodies that the person is registered to work in this country. A Registration number (e.g. NMC, GMC) and certificates should be obtained. Appendix 16 describes the process for the recruitment of bank staff Appendix 17 describes the process for the checking of medical registration Appendix 18 describes the process for the recruitment of temporary (locum) medical staff Page 10 of 57 Appendix 19 describes the process for the checking of non-medical professional registration 16 References The importance of references obtained during the appointment process cannot be underestimated. It is Trust policy that two relevant references must be received prior to employment commencing. All Offers of employment are subject to receiving two satisfactory references No individual would normally be appointed without receipt of two employer references satisfactory to the Trust (one must be from the manager in their current employment). In accordance with DoH guidelines the Trust must receive 3 referees for financial or medical positions. The Trust should send out a Reference questionnaire (Appendix 12), this will be accompanied by the Reference Application Letter (appendix 13). However a telephone reference may be accepted if the referee is able to confirm what they have stated in a letter, fax, or email. Character References should only be accepted if the candidate has no work experience, or has recently left full time education, or has had a career break of more than 2 years. In all cases they should only be accepted from a suitably qualified person (Teacher, Lecturer, Doctor, etc) Testimonials (References sent to the Trust unsolicited) are not acceptable. Testimonials are quite often general statements about an individual, and are not normally addressed to anyone. Many may start “To whom it may concern” The Appointing Officer must be satisfied that the referees provided by the applicant have direct knowledge of the individual’s work performance and at least one should be their present/most recent line manager/Consultant, or for those studying, their Course Tutor. Where the applicant has previously worked for the Trust a reference must also be obtained from the head of department, or Unit Manager, after seeking permission from the applicant to obtain this. The Appointing Officer/Chair Person should check the reference carefully to ensure: That the referee is the same as that given on the application form That the referee is appropriate. i.e. that they are a line manager/course tutor/consultant are, able to provide direct knowledge of the individual’s work performance and attendance record The referee is not related to the applicant. That dates of employment are checked with those given on the application form That duties and responsibilities match those given on the application form Page 11 of 57 That the level of sickness matches that given on the application form (caution must be taken in appointing those people with high sickness records. Where high sickness levels appear to be due to an illness/condition related to a disability, advice should be sought from HR to ensure that disability discrimination does not occur). That the reference appears to be genuine and that where appropriate it is accompanied by a letterhead /company stamp. References must only be shown to the other interview panel members. Should an unsuitable reference be received the interview panel must be reconvened to decide whether or not to proceed with the appointment. They must not be disclosed to the candidate before or after interview. References are owned by the referee and are confidential between the referee and the person requesting the reference. The Trust takes the view that all references remain the property of the author, and therefore any request to view them, would need permission from the author. Candidates and employees do not have a right to see references provided for them; under the Data Protection Act 1998, references supplied in confidence are included as an exception to the rights of employees to access their personal information. The only exception is where the Trust is forced to disclose their content following litigation. The references for the successful candidate should be kept in a marked envelope in the person’s personal file, as individuals can access their own personal file. If such a request is made references should be removed before allowing the employee to have access to their personnel file The Trust has a duty of care to a prospective employer who is relying on his/her reference for honest, accurate information. Any subsequent employer who suffers loss as a result of deceit or negligent misrepresentation may sue for damages under the Misrepresentations Act 1967 for deceit, defamation or malicious falsehood. An employee of the Trust responding to a reference request has a duty to ensure they respond appropriately and within the legislation and the good practice outlined in this document. A reference must be factual, accurate and honest and given in good faith. Therefore, if an individual has been subject to any formal procedures then it is important to disclose these. The exceptions being cases where investigations/suspensions are in progress or if an employee was subject to disciplinary process but resigned before the outcome of a hearing. Advice from your Human Resources Advisor must be sought in these cases. There is a responsibility on referees to ensure that the reference given is accurate, honest and given in good faith and is not defamatory. Case law states that employers are under a duty to exercise reasonable skill and care in the preparation of a job reference. An employee only has to prove that she or he lost a reasonable chance of employment to successfully sue for damages. Page 12 of 57 In accordance with the Data Protection Act those providing references have a duty not to make unauthorised disclosures of any personal data, which is held on computer, in written files, and in addition not to hold any data which is inaccurate and not up to date. Referees must not disclose information which is given to them in confidence e.g. medical and family matters. Dates and length of sickness absence can be given. In accordance with Trust policy those providing a reference must not discriminate either verbally or in writing on race, colour, nationality, ethnic or national origin, or on the grounds of their gender, gender reassignment, marital status, disability, age, sexual orientation, religion or Trade Union membership. If a manager considers that they cannot provide a supportive reference and that their comments will be perceived as being negative, advice must be sought from a Human Resources or a Recruitment Advisor 17 Asylum and Immigration Act Managers must check on every individual’s right to work in the UK regardless of what they have stated in their application. We must do this regardless of the information stated on the application form or where the candidate appears to be from. No person is allowed to work in this Country unless they have documentary evidence of their right to work. All prospective employees need to provide the following form of evidence regardless of nationality before they are offered employment. (i.e. at Interview Stage) One original document specified in list 1 of the guidance issued by the Home Office i.e. valid passport, UK Residence Permit, a Home Office Registration Card OR A combination of two original documents as specified in list 2 of the guidance i.e. proof of national insurance number, birth certificate, registration of naturalisation or letter issued by Home Office indicating person has indefinite leave to enter or remain in the U.K. This documentation needs to be seen and copied. These copies then remain on the employee’s personal file. The person making a copy of the evidence should sign & date it, along with the following declaration. “I certify that this is a True & Accurate copy of an original document seen by myself.” A full list of evidence required can be found in the document entitled “Comprehensive guidance for U.K. employers on changes to the law on preventing illegal working” which is available on the Home Office website address www.ind.homeoffice.gov.uk Page 13 of 57 The Trust is liable for a fine of up to £5,000 for each person who does not provide suitable Identification, before an offer of employment is made. Both the Department of Work & Pensions, and the Home Office have the right to inspect employee files without notice. 18 Health Screening Each new employee must be health screened using a questionnaire before commencing employment. Offers of employment must be made subject to satisfactory clearance from occupational health. All short listed candidates should be sent a copy of the health screening questionnaire produced by Luton & Dunstable Hospital for bases in South Bedfordshire, and Bedford Hospital for bases in North Bedfordshire. An envelope will accompany this. Printed forms with a Trust identifier are available from ACE stock list. Short listed candidates must be asked to complete the form and to bring it to the interview sealed in the envelope. The manager will collect all the forms in their envelopes and after the interview send all the forms sealed in their envelopes to the O.H. service for the base, along with the job description for the post. The envelope of the successful candidate should be marked. It should also state to whom the clearance should be sent. Occupational Health will keep the forms of unsuccessful candidates for 4 weeks after which they will be destroyed. Occupational Health will contact the manager to let them know the outcome of the screening. 19 Criminal Records Bureau Checks If the post is exempt from the Rehabilitation of Offenders Act 1974 the Trust is obliged to make checks on the character and suitability of the applicant; this includes a search of the Criminal Records Bureau National Database. It is standard practice for the Trust to apply for an enhanced disclosure where this is required. All positions in the following professions will require that the candidates disclose any spent convictions and also have a CRB Disclosure check made: Cash Handlers Legal Nursing Social Workers Child and Youth Services Or if the job means that you are likely to be in regular contact with the following groups of people: Under 18-year-olds Over 65-year-olds Those with a mental impairment or learning disability Those with sight, hearing or speech impairment In line with Department of Health – Health Service Circular 2002/2008; The applicant should also be asked to declare whether they are fit to practice, and whether they have ever been dismissed, or subject of investigation, or disciplinary Page 14 of 57 action by a regulatory or licensing body, which may have a bearing on their fitness to practice. 20 Car Users Car Users' status is dependent on the checking of current driving licence and business mileage insurance. Copies should be taken. 21 Statement of Particulars of Employment When the appointment is confirmed the manager responsible for selection will complete a Contract Script Sheet (Appendix 13). which states the terms and conditions of employment as offered at interview. This must include any special conditions, which relate to the individual and the date for starting employment that has been agreed. This script sheet should then be sent to Human Resources along with an SR1 New Starter form and the SR1P Personal Information form. The HR Administration Team will then generate a contract. A copy of the codes of business conduct should also be attached, and new staff must sign to state they have received, read, and understood, and will contractually abide by them. The Authorised Signatory form should be completed and returned to Procurement as directed. (Appendix 14) Human Resources will produce the contract of employment on the basis of the information provided by the manager. If information is omitted or incomplete, the script sheet will be returned for clarification. The employee must be provided with written details of his or her main terms and conditions of employment within 2 months of starting work. 22 Feedback All unsuccessful internal candidates will be offered constructive feedback and given the reason for rejection by the manager responsible for recruiting to the post. External candidates may also request feedback, which should be given by a member of the interview panel. 23 Interview Expenses Interview expenses are payable at public transport rates to the successful candidates and should be claimed on a Trust travel claim form forwarded to Payroll for payment with authorisation from the budget holder. Payment will be made with the next salary. 24 Induction A departmental induction must be undertaken within one week of employment. A departmental induction checklist will be completed and placed in the individual’s personal file by the manager, indicating that ‘mandatory’ topics have been discussed and showing which other issues have been covered. Page 15 of 57 New employees will be automatically invited to attend corporate induction within 10 weeks of employment. A list of staff invited will be sent to the relevant line managers. Corporate induction is mandatory and managers must ensure that all new employees are allowed and encouraged to attend. 25 Service Response Human Resources – Recruitment and Retention Team will: - Amend this recruitment policy as appropriate to reflect changes in employment law. Produce the Statement of Particulars on the basis of the information provided by the Recruiting Manager. Participate in the Recruitment & Selection Training of Trust Managers. Place advertisements achieving best value for money and ensuring each external advert includes the Trust’s equal opportunities statement. Recruitment advertising procedures and style will be reviewed twice yearly in March and September to monitor effectiveness. Compile the Jobfinder Bulletin for distribution within the Trust and to Job Centres. Attend exhibitions or recruitment events, or plan and organise Job Fayres. Perform spot checks to ensure that this policy is adhered to. The Learning & Development Team will: Maintain a register of managers who have attended a Trust recruitment and selection course in the preceding 2 years Invite a new employee to attend corporate induction within ten weeks of commencement of employment 26 Monitoring, Evaluation & Audit The Human Resources Department is responsible for monitoring all aspects of the recruitment and selection process, including: - Recruitment documentation referred to in this policy will be used to compile a Trust Board report on a monthly basis. This will assess the effectiveness of recruitment procedures in relation to equal opportunities. Concerns over inequality or discrimination will be addressed promptly Page 16 of 57 and effectively. Human Resources will audit the quality of all recruitment information on a regular basis. All recruitment and selection records will be kept in the HR department for at least 18 months to ensure that all questions relating to discrimination may be answered. 27 Review Date This policy will be reviewed before March 2008 or earlier if new employment legislation demands it. Ethan Kelly-Wilson Recruitment & Retention Officer Tel: 01582 708962 Internal: 2962 Page 17 of 57 28. Appendixes All forms & letters can be found on the Recruitment & Retention Intranet site at nww.eastern.nhs.uk/Bedfordshire Should you require assistance, please contact the Recruitment Hotline on 01582 708962 (2962) Appendix Title Page 1 Vacancy Authorisation Request 19 2 Advertising Requisition 21 3 Trust Formatted Job Description 24 4 Trust Formatted Person Specification 27 5 Selection of Candidates for Interview 28 6 Coded Assessment Selection Form 29 7 Interview Assessment Form 30 8a Interview Letter - Non CRB 31 8b Interview Letter – CRB posts 33 9 Applicant Control Sheet 36 10 Conditional Offer Letter 38 11 Confirmation of Appointment Letter 39 12 Confidential Reference Proforma 40 13 Reference Letter 42 14 Contract Script Sheet 43 15 Authorisation No1 44 16 Process for bank recruitment 51 17 Guidelines on the process for checking 52 professional registration of all medical staff 18 Process for the recruitment of Temporary (Locum) 53 Medics 19 Guidelines on the process for checking professional 58 registration of all non medical staff Page 18 of 57 Appendix 1 Vacancy Authorisation Request (To be completed for existing posts/amended posts/new posts) A. Post to be filled Directorate ____________________________ Department________________________________ Post Title _____________________________ Base______________________________________ Grade ____________________ Hours ________________ Wte__________________________ Cost Centre _______________ Account Code _________ Temporary/Permanent____________ If a post is to be filled on a temporary basis, state reason and length of contract/end date :- _________________________________________________________________________________________ _________________________________________________________________________ B. Replacement of existing post Name of previous postholder ________________________________________________________ Post Number ________________________________ Date of leaving _______________________ SR2/3 Number _______________________________ SR2/3 Completion Date ________________ To be completed by Finance:- Budgeted Cost £ _____________________________ Incremental point _____________________ C. Amended Post/New Post Please complete the Budget Authorisation Form (overleaf) Is funding within current budget Yes/No To be managed by ______________________________________ If No, state source _________________________________________________________________________________________ _________________________________________________________________________________________ Any other information in support of filling the proposed new post/amended post______________________________________________________________________________________ _________________________________________________________________________ Page 19 of 57 D. Service Authorisation Authorised by Associate Director/Director Signed ____________________________________________ Date_________________ Please complete A - D plus Budget Adjustment Form (if required) and send, together with Job Description, Person Specification, Advert and TMP Advertisement Order form, to Management Accounts, 2nd Floor, Charter House, Alma Street, Luton, Beds, LU1 2PJ 01582 707321 (Internal 4021). E. Finance Authorisation 1. To be completed for all posts Funding for post confirmed by Directorate Accountant Signed _____________________________________________ Date _____________________ 2. New Funding Approval to fill post by Director of Finance and Information. Signed ____________________________________________ Date ______________________ Authorised forms (plus attachments) will be forwarded to Human Resources. Page 20 of 57 Appendix 2 Advertising Requisition Vacancy Details Vacancy No: Allocated by Recruitment Team Directorate No of 1 Position Title posts Specialty/Function Department Displayed Town/Location Postcode of Site Grade/Salary Please also state allowances Permanent Fixed Term Temporary Job Type Locum Bank Volunteer Shortlisting Date Shortlisting Panel Interview Date Interview Panel Classification Whole Time Equivalent (WTE) Qualified Position Yes No Area of Work Staff Group Does this job require CRB Clearance? Yes No Media Vacancy Live Date We will automatically place this vacancy on our website Page 21 of 57 Do you wish to advertise this Yes No Job in Jobcentre Plus Do you wish to advertise this job in a Publication (please state) Date to be inserted Cost Code Contact Details Appointing Officer Appointing Officer Telephone Appointing Officer Email Contact Name for Advert Contact No for Advert Contact Email for Advert Wording for Advert (Please note our Advertising Agency Tribal will create this for you at no cost, should we get completed paperwork at least 72 hours before deadline.) Job Description & Person Yes No Please email your job description to Specification Prepared firstname.lastname@example.org We will not process your advert without these electronic copies. Would you like any Yes No additional information loaded online? Do you have any Special Instructions? (please state) Form Completed by Page 22 of 57 Date completed Phone No Email Please return this completed form to email@example.com We are only able to process electronic copies of this document. Please do not post or fax printed copies. Page 23 of 57 Appendix 3 Job Description JOB DESCRIPTION Job Title: Grade: DMP/clinical grade Salary: £00k - £00k Reports to: line manager Responsible for: (job role of subordinates) Key Working Relationships: CRB Clearance Required: Yes/No Professional accountability: Base: ( ) (The Post Holder will be required to visit other sites to meet service needs). TRUST MISSION STATEMENT “We will provide effective, person-centred mental health and specialist learning disabilities care for our diverse community, through staff dedicated to achieving excellence”. Developing eXcellence Developing excellence is our commitment to continuous quality improvement and staff development. All staff are supported in and expected to participate in this programme. JOB SUMMARY (précis of role description) The Post holder is responsible for …………..… This will require……………… The Post holder will be a key member of (where they fit in organisation structure) Directorate Organisation structure KEY RESULT AREAS 1. Clinical/ Patient care/Service delivery 1.1 Something about the patient/customer/stakeholder experience 1.2 1.3 Page 24 of 57 2. Either Professional and Managerial Leadership or Key Responsibilities 2.1 2.2 3. Quality, Governance and Administration 3.1 4. Efficient use of Resources eg: Budget, human resource, equipment or stationery management 5. Other Responsibilities 5.1. The Post holder is required to adhere to Trust policies and relevant legislation including the requirements of e.g. CIPFA, CIMA, the Nursing and Midwifery Council etc. 5.2 Confidentiality The postholder must maintain the confidentiality of information about patients, clients, staff and Trust business in accordance with the Data Protection Act (1998), the principles of the Freedom of Information Act (2000) and Caldicott principals. 5.3 Equal Opportunities The Trust values diversity of its staff. All employees must be aware of their obligations to abide by the spirit and nature of our Equal Opportunities Policies to avoid direct and indirect discrimination. The Trust operates a zero tolerance approach to such issues as: Bullying and harassment All forms of aggression 5.4 Risk Management All staff have a responsibility to report all clinical and non-clinical accidents or incidents promptly and, when requested, to co-operate with any investigations undertaken. 5.5 Health and Safety Employees must be aware of the responsibilities placed on them under the Health and Safety at Work Act (1974), to ensure that the agreed safety procedures are carried out to maintain a safe environment for employees and visitors. Staff are required to attend the appropriate training. Page 25 of 57 5.6 Conflict of Interest The Trust’s Standing Orders require its employees to declare any interest, direct or indirect, involving the Trust. Staff are not allowed to further their private interests in the course of their NHS duties. Improving Working Lives The Trust is working towards full implementation of the national human resources initiative ‘Improving Working Lives` (IWL). The Trust has already obtained `Practice` level status and is well on the way to achieving `Practice Plus` status mid 2005. This involves ensuring that the seven areas of good practice (the seven standards of IWL) are: Human resource management and strategy Equality and diversity Staff involvement and communication Flexible working Training and development Flexible retirement, childcare and support for carers Healthy Workplace This job description sets out the key tasks and responsibilities of the post. It is essential that it is regarded with a degree of flexibility so that changing needs of the service can be met and the role developed further. Date of Job Description ……………………………………………………………. Postholder in receipt of job description …………………………………………… Postholder’s Signature ………………………………………………………………….. Manager’s Signature ………………………………………………………………….. Page 26 of 57 Appendix 4 Person Specification PERSON SPECIFICATION (Some Examples) Role/Job Title REQUIREMENTS ESSENTIAL MEASURED DESIRABLE MEASURED (Requirements (Where available, elements that would necessary for safe and contribute to improved/immediate performance effective performance in in the job) the job) Training and Qualifications *Experience, Knowledge and Understanding Skills and Abilities Aptitude, Behaviour and their Application Personal Effectiveness Special Requirements (optional) Key: Measured by: A = Application Form I = Interview T = Test C:\Docstoc\Working\pdf\ef38ce85-eb5d-4e37-accc-c520870eca30.doc Page 27 of 57 Appendix 5 SELECTION OF CANDIDATES FOR INTERVIEW Please Return to Recruitment prior to Interview Taking Place This form should be completed by the manager(s) short-listing for a vacancy immediately following the short-listing process: Post: Grade: Department: Where advertised: Number of applicants: Short-listing panel members: Selection techniques to be used: Venue for Interview Assessment: Date: Interview panel members: _____________________________________________________________ Interview Candidate name Time for interview Rejection Code: IQ Incompatible qualifications PE Previous experience does not match person specification requirements ID Insufficient details given O Other - please specify Name(s) of persons not selected Rejection Code For interview Signed: ............................................................................. Designation ………………………………………….. Date …………………… C:\Docstoc\Working\pdf\ef38ce85-eb5d-4e37-accc-c520870eca30.doc Page 28 of 57 Appendix 6 CODED SELECTION ASSESSMENT FORM Please complete this form immediately following the selection process, and return with Applicant Control Sheet, and all other paperwork to Recruitment: Rejection Codes: PE Previous experience less appropriate than other applicants NA Non attendance at interview NI Applicant(s) withdrawn following interview PS Did not meet criteria on person specification - please specify: O Other - please specify Post: Grade: Department: Date: Selection Panel: Name of successful candidate(s): ______________________________________________________________ Unsuccessful candidates: Rejection Code Name of candidate ______________________________________________________________ Signed (Recruiting Manager): ............................................................... C:\Docstoc\Working\pdf\ef38ce85-eb5d-4e37-accc-c520870eca30.doc Page 29 of 57 Appendix 7 INTERVIEW ASSESSMENT FORM Candidate Name Application Reference Vacancy Number Appointing Officer Job Title: Follow up for employment Yes/No Qualifications: Skills: Experience: Knowledge: Personal Characteristics: Comments: Training needs identified (specify) Signature Date C:\Docstoc\Working\pdf\ef38ce85-eb5d-4e37-accc-c520870eca30.doc Page 30 of 57 Appendix 8a STRICTLY PRIVATE & CONFIDENTIAL Name Address City County Postcode Thursday, 28 March 2013 EKW/Recruit002IT Dear (Name of Applicant), Employment with Bedfordshire and Luton Community NHS Trust/Bedfordshire Shared Services (delete as appropriate) Further to your recent application for the position of JOB TITLE, we are pleased to invite you to interview. The interview panel will consist of; Name Job Title Name Job Title Name Job Title This will take place on; Date Thursday 17 June 2004 Time 9.00am Location Charter House, Alma Street, Luton In order to comply with the Immigration, Asylum and Nationality Act 2006 you will be also be required to bring to the interview original documents proving your identity and your right to work in the UK, (Please refer to the Proof of Identity – Asylum & Immigration factsheet enclosed). The Trust will not make an offer of employment until suitable identification has been provided. Evidence or Certificates of Qualifications should be taken to interview. If this is not possible, confirmation of these will be required before a position can be taken up. Please confirm your attendance at this interview by contacting NAME, JOBTITLE on xxxxx xxxxxxx or email firstname.lastname@example.org at your earliest convenience. You should advise us at this time should you have any special requirements to assist you in attending an interview. Yours sincerely, Name Job Title C:\Docstoc\Working\pdf\ef38ce85-eb5d-4e37-accc-c520870eca30.doc Page 31 of 57 Proof of Identity Asylum & Immigration The Immigration, Asylum and Nationality Act 2006 requires us to ensure that all applicants for jobs have the right to work in the United Kingdom. We are required to have proof of your eligibility prior to any offer of employment being made. We are only able to accept certain documents as instructed by the Home Office. Please ensure that you are able to provide documents at your interview. We are able to accept 1 document from List 1, if you cannot manage this, we must receive two documents from List 2, or two items from List 3. stating you are permitted which indicates that to take employment you can stay in the List 1 United Kingdom, and A passport showing you List 2 this allows you to do are a British Citizen, or the type of work you have the right of abode in You must provide item A from this have applied for; OR the United Kingdom list, plus one further document A document showing you from B-H A) A document stating H) An Immigration are a national of a Status Document European Economic Area your permanent National Insurance issued to you by the country or Switzerland. Home Office with an This must be a national Number and name e.g. P45, P60, endorsement passport or national indicating that you identity card National Insurance card or a letter from can stay in the a Government United Kingdom, and A residence permit issued this allows you to do by the Home Office to a agency You should also supply one of the the type of work you national from a European have applied for Economic Area country or following: Switzerland B) A full birth certificate issued in the United List 3 A passport or other Kingdom, which includes the names You must provide document issued by the of your parents OR item A plus either B Home Office which has an or C endorsement stating that you have a current right C) A birth certificate issued on the A) A work permit or other of residence in the United Channel Islands, the approval to take Kingdom as the family Isle of Man or Ireland employment that has member of a national OR been issued by from an European Work Permits UK Economic Area country or Switzerland who is D) A certificate of resident in the United registration or Plus: Kingdom naturalisation stating B) A passport or other the holder is a British travel document Citizen OR endorsed to show A passport or other travel that you are able to document endorsed to E) A letter issued to you stay in the United show that you can stay by the Home Office Kingdom and can indefinitely in the United which indicates that take the work permit Kingdom, or has no time you can stay employment in limit on your stay. indefinitely in the question United Kingdom. A passport or other travel C) A letter issued to you document endorsed to F) An Immigration by the Home Office show that you can stay in Status Document confirming that you the United Kingdom; and issued to you by the are able to stay in that this endorsement Home Office with an the United Kingdom allows you to do the type endorsement and can take the of work you have applied indicating that you work permit for and do not have a can stay indefinitely employment in work permit in the United question Kingdom, OR An Application Registration Card issued G) A letter issued to you by the Home Office by the Home Office C:\Docstoc\Working\pdf\ef38ce85-eb5d-4e37-accc-c520870eca30.doc Page 32 of 57 Appendix 8b STRICTLY PRIVATE & CONFIDENTIAL Name Address City County Postcode Thursday, 28 March 2013 EKW/Recruit002IT Dear (Name of Applicant), Employment with Bedfordshire and Luton Community NHS Trust/Bedfordshire Shared Services (delete as appropriate) Further to your recent application for the position of JOB TITLE, we are pleased to invite you to interview. The interview panel will consist of; Name Job Title Name Job Title Name Job Title This will take place on; Date Thursday 17 June 2004 Time 9.00am Location Charter House, Alma Street, Luton This position is exempt from the Rehabilitation of Offenders Act 1974, and therefore requires an Enhanced Disclosure from the Criminal Records Bureau. We are also required to see proof of identity (Please refer to the Proof of Identity – Disclosure sheet enclosed) which you must bring to interview. In order to comply with the Immigration, Asylum and Nationality Act 2006 you will also be required to bring to the interview original documents proving your identity, and your right to work in the UK, (Please refer to the Proof of Identity – Asylum & Immigration factsheet enclosed). The Trust will not make an offer of employment until suitable identification has been provided. Evidence or Certificates of Qualifications should be taken to interview. If this is not possible confirmation of these will be required before a position can be taken up. Please confirm your attendance at this interview by contacting NAME, JOBTITLE on xxxxx xxxxxxx or email email@example.com at your earliest convenience. You should advise us at this time should you have any special requirements to assist you in attending an interview. Yours sincerely, Name Job Title Proof of Identity Asylum & Immigration The Immigration, Asylum and Nationality Act 2006 requires us to ensure that all applicants for jobs have the right to work in the United Kingdom. We are required to have proof of your eligibility prior to any offer of employment being made. We are only able to accept certain documents as instructed by the Home Office. Please ensure that you are able to provide documents at your interview. We are able to accept 1 document from List 1, if you cannot manage this, we must receive two documents from List B, or two items from List 3. stating you are permitted which indicates that to take employment you can stay in the List 1 United Kingdom, and A passport showing you List 2 this allows you to do are a British Citizen, or the type of work you have the right of abode in You must provide item A from this have applied for; OR the United Kingdom list, plus one further document A document showing you from B-H I) A document stating P) An Immigration are a national of a Status Document European Economic Area your permanent National Insurance issued to you by the country or Switzerland. Home Office with an This must be a national Number and name e.g. P45, P60, endorsement passport or national indicating that you identity card National Insurance card or a letter from can stay in the a Government United Kingdom, and A residence permit issued this allows you to do by the Home Office to a agency You should also supply one of the the type of work you national from a European have applied for Economic Area country or following: Switzerland J) A full birth certificate issued in the United List 3 A passport or other Kingdom, which document issued by the includes the names You must provide of your parents OR item A plus either B Home Office which has an or C endorsement stating that you have a current right K) A birth certificate issued on the A) A work permit or other of residence in the United Channel Islands, the approval to take Kingdom as the family Isle of Man or Ireland employment that has member of a national OR been issued by from an European Work Permits UK Economic Area country or Switzerland who is L) A certificate of registration or Plus: resident in the United naturalisation stating D) A passport or other Kingdom the holder is a British travel document Citizen OR endorsed to show A passport or other travel that you are able to document endorsed to M) A letter issued to you stay in the United show that you can stay by the Home Office Kingdom and can indefinitely in the United which indicates that take the work permit Kingdom, or has no time you can stay employment in limit on your stay. indefinitely in the question United Kingdom. A passport or other travel E) A letter issued to you document endorsed to N) An Immigration by the Home Office show that you can stay in Status Document confirming that you the United Kingdom; and issued to you by the are able to stay in that this endorsement Home Office with an the United Kingdom allows you to do the type endorsement and can take the of work you have applied indicating that you work permit for and do not have a can stay indefinitely employment in work permit in the United question Kingdom, OR An Application Registration Card issued O) A letter issued to you by the Home Office by the Home Office Proof of Identity Disclosure The post that you have applied for is exempt from the Rehabilitation of Offenders Act 1974. This means that we are required to apply to The Criminal Records Bureau for a statement containing any criminal convictions, cautions, reprimands and warnings that you may have. We are unable to make an offer of employment to any individual who is unable to provide any items from the following lists. You will be asked to sign a Disclosure application form at your interview. This information will be processed in accordance with the Data Protection Act 1998, and will only be used to determine your character and suitability should you be successful for the position applied for. Should you be unsuccessful, copies of any documents we hold will be destroyed after 18 months. PLEASE SUPPLY 3 DOCUMENTS. ONE FROM GROUP 1, and TWO FROM EITHER GROUP 1 or 2. Group 1 Valid passport (any nationality) UK Driving Licence (either photocard or paper) Original UK Birth Certificate (issued within 12 months of the date of birth) Valid photo identity card (EU countries only) UK Firearms licence Group 2 Marriage certificate Non-original UK birth certificate (issued after 12 months of date of birth)(full or short form acceptable) P45/P60 statement** Bank or building society statement* Utility Bill (electricity, gas, water, telephone - inc mobile phone contract/bill)* Valid TV licence Credit Card statement* Store card statement* Mortgage statement** Valid insurance certificate Certificate of British nationality British work permit/visa** Correspondence or a document from: the Benefits Agency, the EmploymentService, the Inland Revenue, or a Local Authority* Financial statement (e.g. pension, endowment, ISA)** Valid vehicle registration document Mail order catalogue statement* Court summons** Valid NHS Card Addressed payslip* National Insurance number card Exam certificate (e.g. GCSE, NVQ) Child benefit book** Connexions card Certificate of British nationality Work permit/visa* *Dated within 3 months **Dated within 12 months Appendix 9: APPLICANT CONTROL SHEET Disposal Date: __________________ 18 months from closing date Vacancy No Job Title Department Media Advertised Closing Date APPLICANTS Successful Applicant Offer Letter Produced Offer Accepted? SR1 No Salary Offfered Start Date Shortlisted Applicants Unsuccessful applicants Have you included ID for all of the applicants interviewed? Have unsuccessful Yes/no applicants been notified? By what means? Number of Paper Paper Apps Applications Sent Received Back E-Recruitment Views E-Rec Applications Additional Comments Shortlisting Panel Interview Panel Have all Panel Members received Training? If not please state names Signature of Manager Please return with all recruitment paperwork to Floor 8, Charter House S110 APPLICANT MONITORING In order to ensure that we are complying with Trust policy, and also Equal Opportunities legislation, you are required to submit all completed recruitment administration for audit purposes. Please ensure that you send all completed paperwork to us within 7 calendar days of the interviews taking place. The following should be returned, with the applicant control sheet attached to the top of the file. Completed Application Forms with Equal Opportunities Forms attached. Identification proving right to work in UK ( Immigration, Asylum and Nationality Act) Identification needed for CRB Disclosure checks. Notes from Interviews, Assessment Centres, or Short listing Panels. Copies of Interview Questions Copies of all correspondence to Applicants. This information should be readily available should any candidate make a complaint, or submit a case to the Employment Tribunal Service. Please be aware that the maximum award for discrimination is currently £55,000. Please ensure that paperwork is completed in Black Ink as this information will be scanned into our Records system. Should you have any queries, please contact the Recruitment Hotline on 2962 (01582 708962) or email firstname.lastname@example.org Appendix 10 Name Address District Town Postcode Offer of Employment: Job Title Thank you for attending the recent interview for the above position with Bedfordshire & Luton Community NHS Trust. I am pleased to conditionally offer you the position. The offer is subject to receipt of satisfactory references, Occupational Health clearance, and if your role involves contact with patients of any description, an acceptable Disclosure from the Criminal Records Bureau. I would therefore advise you not to resign from your present position until I confirm with you that all pre-employment formalities have been completed. Please indicate your acceptance of our offer by telephoning me on xxxx xxxxxxxxx You will be paid XXXXX per annum, plus allowances of XXXXXX. This appointment will be subject to the Terms and Conditions of the XXXXXXXXXXXXXX Whitley Council and you will receive a statement of particulars within 8 weeks of commencing employment. I would like to take this opportunity of welcoming you to the Trust and to what will be interesting and rewarding employment. If you have anything you wish to clarify please do not hesitate to contact me. Yours sincerely Xxxxxx XXXXXXXX XXXXXXXXXXXXXX Appendix 11 Name Address District Town Postcode Date: XXXXXXXXXXXXXXX Job Title Further to our recent correspondence, I am delighted to advise you that all formalities have now been completed satisfactorily and I would like to welcome you to the team. Your start date with the Trust will be XXXXXXXXXXX XX XXXX. You should arrive at the following address by xx:xx am/pm, and report to xxxxxxx xxxxxxxxxxxx. Please ensure that you bring the following items with you P45 Completed SR1P form enclosed You will automatically become a member of the NHS Pension Scheme but you are able to opt out if you desire. Contributions are currently set at 6% of salary. This appointment will be subject to the Terms and Conditions of the XXXXXXXXXXXXXX Whitley Council and you will receive a statement of particulars within 8 weeks of commencing employment. I would like to take this opportunity of welcoming you to the Trust, and to what will be interesting and rewarding employment. If you have anything you wish to clarify please do not hesitate to contact me. Yours sincerely Xxxxxx XXXXXXXX XXXXXXXXXXXXXX Appendix 12 CONFIDENTIAL REFERENCE PROFORMA Please complete this form and return in the enclosed stamped addressed envelope. You may also fax this reference to xxxxxxxxxxxxxxx on xxxxxxxxxxxxxxxxxx. This reference should be returned within seven days of receipt. This reference will remain confidential as it is not the Trust's policy to divulge contents of references to applicants/employees, other than to clarify information on sickness records where these differ from those supplied on the application form. APPLICANT'S NAME INTERVIEW DATE POST APPLIED FOR JOB REFERENCE NO REFEREE’S NAME DESIGNATION ORGANISATION How long have you known the applicant? What was/is your professional relationship with Line Manager Work Colleague Course Tutor the applicant? (please circle) Other - please state: Dates employed by your organisation From: To: or study period. Post held Brief Summary of duties Please give your Excellent Good Satisfactory Poor Further Comments opinion on the (please continue on a separate sheet if required) following Work Performance Interpersonal skills Clinical Skills (for ClinicalPosts) Honesty and integrity Contribution to the team/department Management ability (where appropriate) Punctuality Please comment Excellent Good Satisfactory Poor Further Comments on the (please continue on a separate sheet if required) Relationships with: Patients/Service Users and their families (where appropriate) Colleagues and Direct Reports Line manager Please highlight the positive aspects of the Are there any areas of the applicant's work applicant's work (including any special skills or which require development? aptitudes): Please describe any aspects of the applicant's Disciplinary/Capability procedure: work which were/are NOT satisfactory Are there any disciplinary warnings/capability including any incidents or events that have stages recorded in respect of the applicant caused you concern. which are not time expired? If yes, what action has been taken? Is there any disciplinary action pending Are you aware of any reasons why the applicant (including whether the applicant is currently should not be considered for the post? under investigation)? If yes, please state reasons. If Yes, please give details: Would you re-employ? If no, please state reasons. Details of the applicant's sickness record and reasons for absence during the last two years of employment/study Dates of Absence Total Days Do you have any further comments? This reference is based on Close observation General Opinion of colleague(s) Reasons impression Signature Print Name Organisation Telephone Number Date Please stamp this area with your company stamp, or otherwise please enclose a letter on your business letterhead Appendix 13 Directorate NAME STRICTLY PRIVATE & CONFIDENTIAL Charter House Name Alma Street Luton Address LU1 2PJ City Tel: 01582 708962 County Fax: 01582 708958 Postcode www.jobsatblct.co.uk www.blct.nhs.uk Thursday, 28 March 2013 Dear Sir/Madam, Re: Candidate Name and Date of Birth The above named person has applied for the post of xxxxxxxxxxxxxxxx within our DIRECTORATE NAME and has given your name as a person to whom we can apply for a reference. Any reference given will remain confidential as it is not the Trust's policy to divulge contents of references to applicants/employees other than to clarify information on sickness records where these differ from those supplied on the application form. I would be grateful if you could complete the questionnaire provided and give any comments that you believe would be helpful. I am enclosing an addressed envelope for your prompt reply. If fax facilities are available to you your reference can be received on 01582 xxxxxx (international +44 1582 xxxxxx) It would be helpful if the reference could be returned by INSERT DATE. If for some reason the return date cannot be met your earliest attention would be appreciated in order that we may proceed with the candidate’s application. If you have any difficulty in completing the enclosed form, or are unable to complete it by the required date, please do contact me. Thank you for your assistance. Yours sincerely, Name Job Title Appendix 14 CONTRACT SCRIPT SHEET Managers must complete this form in full following the appointment of a new member of staff, either internal or external candidates. Failure to do so will prevent Human Resources from issuing a contract of employment. Name: Address: Post title: Base/location, full postal address: Satisfactorily received: Contract subject to: Occupational Health Screening (mandatory) References (mandatory) Work Permit required Registration required Criminal Records Bureau Clearance Required Confirmation of exam results Status of Contract: Permanent Probationary period required Fixed Term (State duration and end date) Job Share (1) Start date: Is this person a new starter with the Trust: YES NO (if no complete 2 and 3) (2) Original start date with Trust: (3) Original continuous NHS start date if different to (2) Grade Salary Inc point Salary review date (incremental date) Allowances: Mufti Psych lead Geriatric Lead COLS Special conditions: Essential car user Other: please state Contracted hours per week Number days/week: Full time emp: A/Leave Entitlement in a full year including stat days, calculated in days: Part time emp: A/L Entitlement in a full year including stat days and bank holidays, calculated in hours: Additional Hours (give details of internal rotation, sleep-ins, on-call etc): Registration body if applicable: To be included in the Trust Internal Telephone Directory: YES NO Form completed by: Name: Date: Job Title: Form authorised by Name: ______________________________________ Job Title: Name Job Title Base Direct Dial Cabletel No. Mobile Phone No Email address Code of Conduct for NHS Managers/Directors to be enclosed with contract:Yes Is this person to be an authorised signatory?Yes No If so please complete Authorisation Form No 1 (Appendix 16) Employees personal file holder: Title (Capitals) Base: Appendix 15 SUPPLIES DEPARTMENT AUTHORISATION FORM No 1. Personnel authorised to sign Payroll/Human Resources/Finance documents Name of authorised Appointment held & Payroll No. Signatory (printed) Specimen Signature Date Location Please tick relevant boxes to indicate authorisation: SR1 NEW STARTER FORMS SR2 CHANGE FORMS TIME SHEET/ON CALL CLAIMS SICKNESS RETURNS TRAVEL AND SUBSISTENCE CLAIMS REMOVAL EXPENSES LECTURE FEES PATIENT MONEY REIMBURSAL & ACCOUNT FORMS PATIENT TRAVEL PETTY CASH VOUCHERS ENDOWMENT FUNDS SR3 LEAVER INFORMATION Please state area(s) for which the above employee is authorised to sign: Appendix 16 Recruitment Process followed by the Staff Bank Bureau for all clinical posts Recruitment of clinical staff to the bank bureau is in line with the Trust Recruitment and Selection Policy (HR20) and adheres to the following process, which is monitored via the form in Appendix A: 1. Application form forwarded to applicants home address 2. Application form received by the Recruitment Nurse 3. Application form short listed by the Recruitment Nurse 4. Interview takes place with applicant, Recruitment Nurse and another Manager, Interview questions / notes taken are kept in the applicants file, Proof of Residency documents photocopied and two Passports sized photograph’s received and checked against the applicant and relevant salary is agreed, depending on previous NHS experience. 5. Two previous employers references are obtained, Recruitment Nurse contacts the referee’s to confirm authentication of references. 6. Occupational Health Screening obtained 7. CRB Disclosure is obtained 8. All information is recorded on the Staff Bank Bureau Recruitment checklist form Proof of Residency - any person who is not a British Citizen or from an EU Country, documents are checked with Immigration, evidence shown in Applicants file, Visa documents held in Immigration file - member of staff is contacted by letter month before Visa is due to expire. If the employee cannot supply documentation from the Home Office stating the employee can continue to work, the employee is not allowed to work until confirmation has been sort and cleared by the Home Office. Once the applicants file is ready, the applicant will then meet with the Recruitment Nurse for Induction to processes and paperwork, during this meeting the Training needs for each new employee are assessed at this point and Training is booked. Induction into SPLD or MH Unit is arranged with appropriate Unit. Procedure followed if an Adverse CRB is received If the Staff Bank Bureau is advised by the HR Department that a prospective applicant has an adverse CRB, a meeting is held to determine the risk of employing the applicant, if the risk is deemed high, employment is not offered and the prospective employee is advised. Staff involved within the meeting is a HR Manager, Staff Bank Bureau Manager and the Bank Recruitment Nurse. PASA – (Purchase and Supply Agency) As for the PASA approved Agencies the Trust deals with, each PASA approved Agency is routinely checked by PASA auditors every 6 months. If any part of the recruitment process, Immunisation and Training is not adhered too, the Agency would be thrown of the PASA framework resulting in the Agency not being able to provide Agency staff to a NHS Trust. The checks include Recruitment, Training, and CRB etc. Appendix A: Staff Bank Bureau Checklist Staff Bank Bureau Recruitment checklist Name: …………………………………………………………………………………. Photo Address: ……………………………………………………………………………………… ……………………………………………………………………………………… ……………………………………………………………………………………… Telephone: ……………………………………...Mobile……………………………………… Position applied for: …………………………………………………………………… LDS / M-Health / HPT Date Date Sent Rec'd Ticked Payroll Application Form Sent Number………………………………… Offer of Position letter sent Occupational Health Questonaire sent Notes SR1P sent CRB Form sent Band to be paid at Spinal point to be paid at References sent for REF 1 References sent for REF 2 Training Requirements Date Attended / Supplied Required Booked Moving & Handling Food Hygiene Personnel Information record on Fire file Infection Control Date Copy C n R / SCIP Passport taken Birth Copy Basic Life Support(HPT) Certificate taken Visa / Expiry Copy date taken Date Requested Rec'd Ticked Additional NMC Number - Information Sent Received Staff NMC Number checked on NMC Website Handbook NMC Expiry Date Payroll letter Induction Photo's for ID Badge Checklist Induction Induction dates Questionaire By Interviewed on…………………………………………………………. ………………………………………………………………….. Appendix 17: Guidelines on the process for checking professional registration of all medical staff 1. Introduction 1.1 All doctors must have current registration with their regulatory body in order to practice. Professional registration information for temporary and permanent employees is held on ESR. This paper defines how the Trust will implement and maintain up to date and accurate records containing the registration/renewals details of these professionals. 1.2 Medical registration has to be renewed annually with the General Medical Council (GMC). It is the responsibility of the employee to ensure that registration is maintained and notification of renewal is given to their employer. 1.3 It is a requirement of Human Resources to run monthly reports from the ESR to ensure renewal of registration details are checked and that all staff (temporary and permanent) are currently registered to practice. 2. How the Registration Database will be Maintained A report from ESR is run at the beginning of each month to determine registration expiries for that month for all employees (temporary and permanent). The on line registration service is used to check renewals, employees that have not renewed receive a letter from Human Resources reminding them of the expiry date and asking for confirmation of renewal to be sent to Human Resources to enable ESR to be updated with the new renewal date. (appendix 1) Those employees that have renewed are sent a letter asking for confirmation of their renewal to be sent to Human Resources to enable ESR to be updated with the new renewal date. (appendix 2) 2.3 Human Resources forward a report to update ESR with the new expiry of registrations. 3 Failure to register by renewal date. Human Resources inform managers of any employees who have not renewed their registration a few days prior to the end of the month. Policy No GC26 – The Registration of Non Medical Staff points 6 – 6.5 are followed from this point. Appendix 18: Process for the recruitment of Temporary (Locum) Medics Recruitment of medical staff as locums is in line with the Trust Recruitment and Selection Policy (HR20) and adheres to the following process, which is monitored via the forms in Appendix A and B: 1. Contact made with recruitment Agency giving details of period cover is required. 2. CVs (which include references, GMC registration and CRB confirmation) are received and passed onto the relevant Clinical Director. 3. The CD confirms who to book and the Agency is requested to send over their confirmation details. 4. A Locum Declaration form is sent to the Agency as soon as a doctor is booked requesting the locum complete and returns the form to us prior to commencement of locum or at latest on their arrival at the unit. 5. We would also request all documentation at this point, ie GMC certificate, CRB clearance, references etc. 6. The GMC website would be checked to ensure current registration and Alert database checked. 7. Our own confirmation would then be sent to the Agency giving details of booking plus instructions for the locum of where to go etc and that they must produce their identification badge on arrival at the unit. 8. Once all the confirmations have been received and sent the unit is informed of who will be covering Appendix 18A: LOCUM BOOKING REQUISITION FORM INTERNAL AGENCY Covering For : Doctor: Grade: Dates of Annual Leave: From: To: Are There Any On Calls YES / NO Dates: Sites: Who is the Managing Consultant: Tel Number Fax Number Who is the Clinical Director/Budget Holder: Tel Number Fax Number BOOKING STATUS: Name of Doctors contacted: Date contacted: 1. 1. 2. 2. 3. 3. CVs sent to Consultant: YES / NO Consultant’s order of preference: (name of Doctors): 1. 2. 3. Documentation verified: CRB Clearance checked YES / NO GMC Certificate received YES / NO Alert Book/Database checked YES / NO CONFIRMATION OF BOOKING Confirmation from locum doctor of availability YES / NO Confirmation of booking sent to Unit YES / NO Letter & Claim forms sent to locum doctor YES / NO Any other comments: Has this booking been confirmed and finalised and no YES/NO further action is required Booking made by: Appendix 18b: LOCUM BOOKING REQUISITION FORM EXTERNAL AGENCY Covering For : Doctor: Grade: Dates of Annual Leave: From: To: Are There Any On Calls YES / NO Dates: Sites: Who is the Managing Consultant: Tel Number Fax Number Who is the Clinical Director/Budget Holder: Tel Number Fax Number BOOKING STATUS: Agencies contacted: YES / NO Which Agencies: Date contacted: 1. 1. 2. 2. 3. 3. CVs received YES / NO Name of Doctors: Agency: 1. 1. 2. 2. 3. 3. CVs Sent to Consultant YES / NO Date: STATUS: Consultant’s order of preference: (Name of Doctor) Agency: 1. 1. 2. 2. 3. 3. Locum Name Booked: Agency Accommodation Required Yes/No CRB Clearance checked Yes/No GMC status checked Yes/No Alert Book Checked Yes/No Booking made Yes/No CONFIRMATION OF BOOKING Confirmation from Agency YES / NO Trust confirmation sent to Agency YES / NO Confirmation Sent to Unit YES / NO Locum Declaration form sent YES / NO Locum Declaration Returned YES / NO Any other comments: This booking been confirmed and finalised and no further action required YES/NO Appendix 19: Guidelines on the process for checking professional registration of all non medical staff 1. Introduction 1.1 All Registered Nurses and Allied Health Professionals (AHPs) must have current registration with their regulatory body in order to practice. Professional registration information for temporary and permanent employees is held on ESR. This paper defines how the Trust will implement and maintain up to date and accurate records containing the registration/renewals details of these professionals. 1.2 Nursing registration has to be renewed annually or every three years with the Nursing and Midwifery Council (NMC). AHPs re-register annually. A separate process overseen by the Medical Staffing manages Doctor registration. It is the responsibility of the employee to ensure that registration is maintained and notification of renewal is given to their employer. 1.3 It is a requirement of Human Resources to run monthly reports from the ESR to ensure renewal of registration details are checked and that all staff (temporary and permanent) are currently registered to practice. 2 How the Registration Database will be Maintained 2.1 A report from ESR is run at the beginning of each month to determine registration expiries for that month for all employees (temporary and permanent). The on line registration service is used to check renewals, employees that have not renewed receive a letter from Human Resources reminding them of the expiry date and asking for confirmation of renewal to be sent to Human Resources to enable ESR to be updated with the new renewal date. (appendix 1) 2.2 Those employees that have renewed are sent a letter asking for confirmation of their renewal to be sent to Human Resources to enable ESR to be updated with the new renewal date. (appendix 2) 2.3 Human Resources forward a report to update ESR with the new expiry of registrations. 3 Failure to register by renewal date. Human Resources inform managers of any employees who have not renewed their registration a few days prior to the end of the month. Policy No GC26 – The Registration of Non Medical Staff points 6 – 6.5 are followed from this point.
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