Vacancy Control Process
1. VCF merged document completed by Key Recruiter - Department/Ward Manager
2. VCF merged document forwarded electronically to Directorate Manager, complete with
relevant job description (Title in email must read division, dept and job title e.g.
Medicine, MAU, Staff Nurse).
3. Directorate Manager (or if absent, Designated Deputy must have been approved on the
list of Authorised Signatories prior to submission of form) authorises vacancy and
forwards to Recruitment inbox. (Title in email must read division, dept and job title
e.g. Medicine, MAU, Staff Nurse).
4. Any incomplete documents will be returned to Key Recruiter/manager by HR / OD
Contract Services Administrator.
5. Authorisation checked, forms validated.
6. If authorisation not correct, and/or relevant recruitment documents not completed and
attached, the VCF will be returned to the Key Recruiter/manager.
7. Details checked on ESR and against Establishments. For details of checks to be
undertaken refer to Establishment Protocol on H R website under Policies and
8. For new roles refer to Banding Protocol on H R website under Policies and Procedures.
9. VCF’s logged onto ESR
10. VCF’s passed to Finance for approval
11. Approval granted/not granted
12. Log date approved/not approved
13. Consider approved vacancies in light of current redeployment list/CIP as necessary
14. Confirm outcome with DM’s/key recruiters/nurse recruitment
15. Proceed with recruitment/redeployment process for approved vacancies
Vacancy Control Process Map
CompleteVCF merged document
Forward electronically to DM for authorisation
No All recruitment documents completed? Yes
VCF returned to
Key Vacancy authorised by DM (or designated deputy on
Recruiter/manager approved Authorised Signatories list) and forwarded
for completion electronically to SHRM
No Vacancy details match PRIME/Establishment and Yes
A4C Banding? Refer to Establishment and Banding
VCF’s logged onto spreadsheet and passed to HR
SMT for approval together with CIP/redeployment
No Vacancy to be considered for Yes
Vacancy considered for approval Refer to relevant
No Approval granted? Yes
Confirm outcome with relevant Key
Date of approval/non-approval logged
Proceed with recruitment/redeployment
These notes should be studied carefully before completing
the form overleaf.
List the personal attributes to fulf il the duties listed in the job Shortlisting
They must be: Scoring
set at a level appropriate to the work to be done and not higher than necessary Again only those “Desirable Attributes w ith the appropriate “Stage Identified” may be considered for shortlisting
stated clearly and specif ically purposes eg: Application Form.
entirely job related The scoring should be:
Essential or Desirable 0 – Fails to meet
Essential 1 – Meets partially
Those requirements without which a candidate would be simply unable to do the job. 2 – Meets fully
Any candidate who does not meet the essential requirements must be rejected. 3 – Exceptional *
Essential or Desirable It is not anticipated that this “score” should be used as a matter of course.
Essential This score should be multiplied by the Weighting to give a final result.
Those requirements without which a candidate would be simply unable to do the job. The Total Final Result in each category should be assessed for shortlisting purposes.
Any candidate who does not meet the essential requirements must be rejected. This assumes that Panels shortlist together.
If this is not the case the results in each of these categories should be compared in order to determine the Panel
shortlist. the scores should not merely be added together.
Those requirements whic h are desirable, but not essential. Each panel member must score independently for each applicant .
A candidate should not be rejected for failing to meet any single desirable
This form must be completed individually by each member of the Panel
Examples for certain jobs could be local government experience or
know ledge of new technology
Indicate at w hich stage in the selection process the personal attribute is to be identified, eg
All questions asked at Interview or Tasks set as part of the Selection Process must relate to the attributes set.
application from, interview, tests, references, etc. It is important that there is enough to shortlist
with, whilst avoiding ruling applicants out prematurely.
Wherever possible, questions should reference the attributes whic h they are designed to illustrate.
Indicate the level of emphasis against each of the attributes within “Desirable Attributes” only DO
Assessment of Essential Attributes.
NOT w eigh essential criteria.
1 = Standard
A simple or x should be placed in the “assessed” column.
2 = Medium
3 = High
Panels should continue with interview irrespective of this , but should an x appear, the result against the Desirable
eg: Sense of humour = 1
criteria should be disregarded.
Experience in ….= 3
Do not list attributes which cannot be measured, e.g. “pleasant personality”, “flexible outlook”. 0 – Fails to meet
Identify only what the postholder needs to do that requires him/her to be pleasant and flexible. Is 1 – Meets partially
it that the person needs to communicate effectively with callers (pleasant) or w ill need to w ork 2 – Meets fully
flexible hours (flexible). Try to specify the levels of skills that are required, e.g. if numeracy is 3 – Exceptional
specif ied as a requir ement, you should indicate the levels of skill, i.e. keeping records or petty
cash or able to control and monitor substantial budgets. This score should be multiplied by weighting to give final result.
Personal Attributes The total final result in each category should be assessed for selection purposes.
What qualifications, if any, should the postholder possess? Each panel member must score independently for each applicant .
To w hat level
What experience, if any, is relevant? *Recommended starting salary
Know ledge and Skills If current salary is above the minimum point of the pay band/below maximum point of pay band, experience in the
Is there any knowledge (other than that covered by qualific ations listed) or previous role whic h is directly relevant to the new role, w ill be taken into account.
skills w hic h are relevant? What should the postholder be able to do?