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					                                                 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
gateway@remploy.co.uk.

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 recruitment@blct.nhs.uk 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 recruitment@blct.nhs.uk 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 ……………………



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                                                                                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): ...............................................................




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                                                                          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




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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 xxxxxxxx.xxxxxx@blct.nhs.uk 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 xxxxxxxx.xxxxxx@blct.nhs.uk 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 recruitment@blct.nhs.uk
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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