FLOW CHART OUTLINING THE RECRUITMENT PROCEDURE

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September 2007

FLOW CHART RECRUITMENT & SELECTION (R&S) PROCEDURE Member of staff notifies of intention to leave

Yes

Review the vacancy. Are there any options other than recruitment?

Consider options

No Decide on Panel members to be involved in the R&S process and appoint a service user/carer as panel member (if required) Prepare an up-to-date Job Description and Person Specification

(NOTE: if using existing job description please check with Human Resources if the changes will effect the banding) ALL job descriptions should include the standard statement regarding Safeguarding Children/Young People/ Vulnerable Adults If the post requires direct working with the above include the specific duties/requirements in the job description and person specification

Refer to R&S Manual for detailed guidance Ensure there is a KSF outline developed for the post

Seek advice of HR Department. See If an upgrade is appropriate check that funding is available.

Yes

Is the band of the post likely to change? No

Fully complete Approval to Recruit (ATR) form and get approved by all necessary parties.

Attach the fully authorised ATR form, advert text, job description, person specification, KSF Summary Outline, any additional service information for applicants, and electronically forward to jobs@worcsmhp.nhs.uk
Note: Advertisements will not be placed unless fully authorised and appropriate documentation received

Manager to arrange the dates for the short listing and interviews with all panel members, to avoid unnecessary delays, and start to prepare for the interview process. Recruitment Unit will ensure there are no employees “at risk” who are eligible to apply for the position. If there are, Recruitment will follow the necessary process in liaison with the Manager. If there are employees at risk

NOTE: THE SHADED AREAS ARE ACTIONED BY THE RECRUITMENT UNIT OR HR DEPARTMENT THE HIGHLIGHTED SECTIONS SHOW WHERE THE R&S PROCESSS HAVE CHANGED FULL GUIDANCE AND TEMPLATES ARE AVAILABLE IN THE R&S MANUAL AVAILABLE ON THE INTRANET

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September 2007

The Recruitment Unit will automatically advertise the vacancy internally on the Worcestershire website and externally (if requested on the ATR form), which includes NHS Jobs website which links with the local job centres and is currently free of charge.

Recruitment Unit will send out Recruitment pack including application form, job description, person specification, KSF Summary Outline and any additional service information to applicants.

Applicants will complete and return forms to the Recruitment Unit. These will be logged and held until the closing date. After the closing date the applications will be sent to the Recruiting Manager for action

No

The manager will compile a shortlist using the person specification. At least two members of the interview panel should be involved in the shortlisting process. (Refer to the R&S Manual for detailed guidance) Have any applicants been shortlisted?

Reconsider options, re-advertise if appropriate

Yes

Manager arranges to send invitation to interview letters and inform candidates that a CRB check (where appropriate) will also be carried out.
Note: ALL Worcestershire Mental Health Partnership Trust posts which work in areas where there is patient activity will be subject to an enhanced CRB check

Manager to send for references as per the application form (where authorised to do so) (IF an applicant is required to work with children/young adults/vulnerable adults and is not currently employed as working with these groups but has done so previously, you must obtain details of this employer from the candidate for a 3rd reference) Refer to the R&S Manual for detailed guidance

Manager to compile interview assessment form based on the requirements of the job description and person specification, for use at interview.
(which must be completed by each panel member for every candidate at interview)

Refer to the R&S Manual for detailed guidance

Managers need to ensure that all references, where appropriate, have been received prior to the interviews. If not, where possible, they should be chased. Refer to the R&S Manual for detailed guidance

NOTE: THE SHADED AREAS ARE ACTIONED BY THE RECRUITMENT UNIT OR HR DEPARTMENT THE HIGHLIGHTED SECTIONS SHOW WHERE THE R&S PROCESSS HAVE CHANGED FULL GUIDANCE AND TEMPLATES ARE AVAILABLE IN THE R&S MANUAL AVAILABLE ON THE INTRANET

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September 2007

Seek advice from HR if work permit is required, or if you encounter any problems

AT INTERVIEW Conduct interviews and ensure you;  Check ID documentation for every candidate using the Identity Verification (ID) Form  Check work permit status  See evidence of professional registration (where applicable) Take photocopies of the passport and all qualifications Refer to the R&S Manual for detailed guidance. If NO successful candidate the recruitment process starts again. If successful candidate(s) continue with the process.

AFTER INTERVIEW

   

Make selection decision as a panel Check results of exercises completed (where applicable) Check contents of all the references for the successful candidate Check professional registration (where appropriate) with the professional body, to ensure fitness to practice of successful candidate

Make provisional verbal offer of appointment. MUST state offer is subject to CRB (where appropriate), Work Permit Status, Medical clearance and appropriate registration
You should not make offers subject to satisfactory references without discussion with Human Resources Adviser

Agree commencement date (which must coincide with the mandatory Trust Induction Programme) Inform the unsuccessful candidates (verbally or in writing) Refer to the R&S Manual for detailed guidance. Posts which necessitate a CRB:Fax fully completed ID verification form for the successful candidate(s) only to the Recruitment Unit to commence this process.
Note: ALL Worcestershire Mental Health Partnership Trust posts which work in areas where there is patient activity will be subject to an enhanced CRB check

Recruitment Unit will send the candidate a CRB application form to complete and return which will then be authorised by Recruitment and sent to the CRB for processing. Recruitment Unit will notify the Recruiting Manager of the outcome of the CRB Disclosure process. If unsatisfactory disclosure received seek advice from HR Department

Manager MUST make written offer of appointment and enclose a medical questionnaire. (The completed medical questionnaire is returned by candidate directly to Occupational Health for processing) Pre employment screening can then be undertaken, normally within 48 hours. Occupational Health will notify the manager directly of the outcome. Refer to the R&S Manual for detailed guidance.

NOTE: THE SHADED AREAS ARE ACTIONED BY THE RECRUITMENT UNIT OR HR DEPARTMENT THE HIGHLIGHTED SECTIONS SHOW WHERE THE R&S PROCESSS HAVE CHANGED FULL GUIDANCE AND TEMPLATES ARE AVAILABLE IN THE R&S MANUAL AVAILABLE ON THE INTRANET

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September 2007

No

Contact HR for advice

Manager checks prior to commencement. Satisfactory medical, CRB Disclosure (if required), Work Permit Status and confirmation of professional registration (if required) have been received. Write to the candidate to confirm all necessary satisfactory clearances have been received and the commencement date Yes

No

Has candidate accepted post in writing?

Chase acceptance

Yes

Plan a workplace induction programme and ensure arrangements are in place for the employee to attend Trust induction programme. Ensure workplace induction checklist is completed and copy placed on the personal file Refer to the R&S Manual for detailed guidance

Return Vacancy Analysis Form and all documentation PROMPTLY to the Recruitment Unit for registering successful candidate(s) for ESR and compulsory monitoring purposes.
(should return the unsuccessful candidates: application forms, references, ID verification forms and the interview documentation for all candidates)

Refer to the R&S Manual for detailed guidance

Compile a personal file Ensure Personal File Checklist is placed on the inside front cover of the personal file and is fully completed Refer to the R&S Manual for detailed guidance

Complete contract pro forma and send to Human Resources along with the completed commencement form

Human Resources Department to issue contract of employment within 8 weeks of commencement date. Once signed and returned by the employee it will be sent to the Manager to be placed on the personal file

NOTE: THE SHADED AREAS ARE ACTIONED BY THE RECRUITMENT UNIT OR HR DEPARTMENT THE HIGHLIGHTED SECTIONS SHOW WHERE THE R&S PROCESSS HAVE CHANGED FULL GUIDANCE AND TEMPLATES ARE AVAILABLE IN THE R&S MANUAL AVAILABLE ON THE INTRANET


				
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