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Recruitment and Selection Policy

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					       Recruitment and Selection Policy



Document Information (does not change)
Board        Document         Document           Original Document Author        Assured By   Review
Library      Type             Subject                                                         Cycle
Reference
HR_GOV_35    Policy           Human              Deputy HR Director              Integrated   3 Years
                              Resources Policy                                   Governance
                                                                                 Committee




Version Tracking (updated for all subsequent versions)

Version     Date         Revision Description                          Editor   Ratification Status1
1.00        2007-12-19   Version approved by the Board on 2007-12-19   AM       Ratified
                          HR_Gov_35: Recruitment and Selection Policy




             AVON & WILTSHIRE MENTAL HEALTH PARTNERSHIP NHS TRUST
                            RECRUITMENT AND SELECTION POLICY


1. INTRODUCTION

  1.1. It is Avon and Wiltshire Mental Health Partnership NHS Trust’s policy to recruit the most
       suitable candidate for the job to ensure that a high level of service is provided to service users.

  1.2. AWP reaffirms its commitment to providing equal opportunities for all. This policy should be
       implemented in conjunction with the Equal Opportunities and Diversity in the Workplace Policy
       and aims to ensure that discrimination, either directly or indirectly, on the grounds of gender,
       race, colour, ethnicity, ethnic or national origin, citizenship, religion, disability, mental health
       needs, age, domestic circumstances, social class, sexual orientation, beliefs, political
       allegiance or trades union membership will not occur throughout employment practice.

  1.3. Detailed Management Guidance for Recruitment and Selection has been developed to
       accompany this policy and deal with its practical application.

2. VACANCY REVIEW

  2.1. It is the responsibility of the recruiting manager to ensure that the appropriate funding is
       available, however the ultimate authority to fill the post must be granted by the Strategic
       Business Unit Director or Corporate Director.

  2.2. When a vacancy arises it is the responsibility of the recruiting manager to review the skill mix
       within their team to determine whether they are providing an effective service with the most
       appropriate number and level of staff. This process should take place as soon as the
       manager is aware that a vacancy will arise and does not need to wait until the current job
       holder has left the position.

  2.3. The Recruitment Department will manage a pool of generic Job Descriptions and Person
       Specifications, therefore the recruiting manager should check the intranet for a generic Job
       Description and Person Specification for the post that they are recruiting to.

  2.4. If the post being recruited to is highly specialised and there is not a generic Job Description
       and Person Specification, the recruiting manager will need to create a new one and ensure
       that they are sent to the Agenda for Change co-ordinator. The new Job Description and
       Person Specification will be banded at the monthly panel meeting.

  2.5. The recruiting manager will forward the banded Job Description, Person Specification and
       Advert electronically to the Recruitment Department where the new Job Description will be
       added to the pool of generic Job Descriptions for recruitment to the same role in the future.




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      2.5.1. Job Description
           The job description is used to outline the tasks and responsibilities of the role. All
           recruitment and selection decisions will be made using job descriptions and person
           specifications based on objective job related criteria. If the job description is redrafted it
           must be re-evaluated before being advertised to ensure that there is no change in the
           banding.

      2.5.2. Person Specification
           The person specification outlines the essential skills, knowledge and experience a
           candidate must possess to be appointed into that post. Additional desirable criteria for
           selection of exceptional candidates should also be identified.

  2.6. At this stage the recruiting manager should determine which selection methods are
       appropriate for this post i.e., interview, role play, in-tray exercise. How the selection methods
       are to be scored must also be determined.

3. ADVERTISING

  3.1. It is the policy of the Trust that all posts will be advertised on the Trust’s intranet site

  3.2. Where it is possible, the Trust will recruit to posts using the Corporate Recruitment Strategy
       (see Recruitment and selection Guidance), therefore it is the responsibility of the Head of
       Employment Services to determine whether this route is appropriate before advertising for the
       post individually.

  3.3. It is the responsibility of the recruiting manager in conjunction with the Head of Employment
       Services to ensure that vacancies are advertised in the most cost effective way, which
       normally includes advertising first and foremost with NHS Jobs. Should this not result in a
       successful response, further mediums can be explored by the recruiting manager and the
       Head of Employment Services.

  3.4. All vacancies will be advertised in a manner that does not exclude minority or disadvantaged
       groups through the use of discriminatory language, age limits or listing non-essential selection
       criteria.

4. SHORTLISTING

  4.1. Shortlisting should be undertaken by more than one person to ensure objectivity and fairness.
       These people will normally be part of the interview panel.

  4.2. The shortlist should be drawn up according to the person specification.

  4.3. All panel members should be fully aware of Equal Opportunities legislation.

  4.4. All candidates who declare themselves as being disabled on their application form must be
       shortlisted for interview if they meet the essential criteria as part of the Trust’s ‘two-tick pledge’
       on disability.




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5. INTERVIEWING

  5.1. At least 2 people must be on any interview panel to ensure objectivity and fairness. All
       interviewers must be fully aware of Equal Opportunities legislation.

  5.2. The panel should agree a consistent interviewing approach and core questions to be asked to
       all candidates to test them against the elements of the person specification, and contents of
       the job description. The panel should also determine their scoring methods prior to interview.

  5.3. A record must be kept of interviews so that decisions made can be justified and to help
       distinguish between candidates. This will assist should the candidate request feedback on
       their performance.

  5.4. All necessary documentation should be provided at interview for example: proof of
       identification, proof of their right to work in the UK, Occupational Health forms and certificates
       of qualifications (where applicable). Copies of proof of identification and right to work in the
       UK must be taken and signed in line with Standards for Better Health.

6. FEEDBACK

  6.1. Records should be kept of all decisions made as part of the selection process, including
       shortlisting. If asked, managers must be able to objectively justify the decision they have
       made.

  6.2. Recruiting managers must offer feedback to applicants that were not successful at interview.
       This will usually happen when telephoning to inform the candidates of the outcome of the
       interview. It is essential that the notes taken at interview are comprehensive and objective so
       that feedback can be substantiated.

7. APPOINTING A SUCCESSFUL CANDIDATE

  7.1. Following feedback to candidates, interview documents should then be sent back to the
       Recruitment Department.

  7.2. In the first instance, conditional offers of appointment are made until 2 references have been
       checked, until candidates have received Occupational Health clearance, and where
       applicable, CRB clearance.

  7.3. It is essential that all recruiting managers are aware of the Immigration and Asylum Act 1996.
       Further information can be found in the Management Guidance for Recruitment and Selection
       which accompanies this policy.

8. REVIEW

  Representatives from trades unions and management have drawn up this policy. This policy will
  be reviewed after 3 years or earlier at the request of either party to the Joint Trust Consultative
  Committee. Monitoring information will be provided by the Trust as part of this review.




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                                               Appendix A

                              Asylum and Immigration Act Checks

                                               Process Map

                                 Applicant short listed for interview.



  Within invite to interview letter include request for a valid document under Asylum and
                                        Immigration Act .



                     Does applicant provide valid document at interview?

                                Yes                            No
             Recruiting manager copies                Include request for valid document within
             valid document and certifies             offer letter.
             on copy that it is a true copy
             of the original, and sends
             copy to the recruitment                  Does the applicant return a
             team.                                    valid document?
                                           Yes                  No

             Recruitment team checks                  Advise recruiting manager and ask them
             certified copy/valid document.           To liaise with applicant to obtain
             Is the copy acceptable?                  valid document.
                     No
                              Yes                   Yes

             Recruitment team file copy               Does the applicant/recruiting manager
             and record within ESR.                   Return a valid document or a certified copy?
             Return original documents
             to applicant. Complete                            No
             all other pre employment
             Checks. End process.                     Withdraw offer of employment. End Process




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                                                 Appendix B

                                    New Starter Health Screening

                                                 Process Map

                               Recruitment selection process complete.



  Is Occupational Health clearance required for selected applicant (see 2.1 and 2.2 of AWP
                           Occupational Health Guidance Notes)?

                                     No                          Yes
                       Update file and                  Complete Employer part
                       complete all other               of new starter health questionnaire.
                       pre employment                   Enclose questionnaire, job description and pre
                       checks                           paid envelope with offer letter and send to
                                                        employee/ applicant.


                                                        Employee/applicant completes section 2
                                                        onwards of questionnaire and sends form in
                                                        pre paid envelope to ATOS.


                                                       ATOS confirm response. Is the
                                                       employee/applicant fit for the proposed
                                                       employment?
                       No                                                       Yes subject to
                                                   Yes                              adjustments

Recruiting Manager                                                   Can reasonable adjustments
advises employee/applicant                                           be made in the working
verbally and in writing.                                             environment to enable
End process.                                                         employee/applicant to undertake
                                                                     prospective role?

                                                                   Yes
                                                                                          No

                                        Update file/ESR and complete        Recruiting Manager
                                        All other pre employment            advises
                                        checks. End Process.                employee/applicant
                                                                            verbally and in writing.
                                                                            End process.



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                                                Appendix C

                                                References

                                                Process Map

                              Recruitment selection process complete.



Check details of referees provided on NHS Jobs application form. Are they the applicants’ 2
                                 most recent employers?

                                  No                           Yes
      Ask applicant to provide details                 Request references.
      of Referees from 2 most
      recent employers. Has the        Yes                                Chase for a response
      applicant provided details of
      referees, or provided details                    Are references returned?           No
      of an acceptable referee?

              No
                                                       Update ESR and provide recruiting Manager
      Advise recruiting manager                        with copies of references.
      and withdraw offer of
      employment. End process.
                                                       Are the references acceptable?
                                       Yes
                                                                   Yes
      Manager to discuss detail                        Update file and ESR and complete all other
      with referee before making a                     pre employment checks
      final decision on whether to
      withdraw offer of employment.



      Are the references acceptable?



      Recruiting manager withdraws
      offer of employment both
      verbally and in writing. End
      process.




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                                                Appendix D

                                         Qualification Checks

                                                Process Map

                                  Applicant short listed for interview.



Within invite to interview letter include request for applicant to take certificates relevant to the
                                    prospective role to interview.



              Does applicant provide evidence of relevant qualifications at interview?

                                 Yes                            No
              Recruiting manager copies                 Include request for evidence of
              evidence and certifies                    qualifications within offer letter.
              on copy that it is a true copy
              of the original, and sends
              copy to the recruitment                   Does the applicant return evidence of
                                                        qualifications?
                                                 Yes               No

              Recruitment team checks                   Advise recruiting manager and ask them
              qualifications. Are they                  To liaise with applicant to obtain evidence
              acceptable?                               of relevant qualifications.
                      No
                               Yes                     Yes

              Recruitment team file copy                Does the applicant/recruiting manager
              and record within ESR.                    return evidence of relevant qualifications?
              Return any original
              documents to applicant.                             No
              Complete all other
              pre employment checks.                    Withdraw offer of employment. End Process
              End process.




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