recruitment and selection hr-0014...recruitment and selection procedure last amended: march 2018...

Ref: HR-0014-v8 of 20 Ratified date: March 2018 Recruitment and selection procedure Last amended: March 2018

Recruitment and Selection

HR-0014.v8

Status: Approved Document type: Procedure


Contents 1. Purpose ............................................................................................................. 3

1.1. Objectives ........................................................................................................... 3

2. Related documents ........................................................................................... 3

3. Roles and responsibilities................................................................................ 4

4. Procedure .......................................................................................................... 5

4.1. Procedure framework.......................................................................................... 5

4.2. Monitoring and reporting ..................................................................................... 5

5. Recruitment and selection framework ............................................................ 6

5.1. Recruitment Advertisement ................................................................................. 6

5.2. Selection Process ............................................................................................... 7

5.3. Short-listing ......................................................................................................... 7

5.4. Pre-employment checks ..................................................................................... 8

5.5. Commencement of Employment ......................................................................... 8

6. How this procedure will be implemented ........................................................ 9

7. How this procedure will be audited ................................................................. 9

8. References ........................................................................................................ 9

9. Document control ........................................................................................... 10

10. Equality Analysis Screening Form ................................................................ 11

Appendix 1 – Recruitment process non-medical vacancies ......................................... 15

Appendix 2 - Recruitment Process - Medical Vacancies ............................................. 18


1. Purpose

The purpose of this procedure is to:

• Ensure staff and managers are aware of the agreed processes when recruiting to a vacancy.

• Ensure that all vacancies are recruited to in line with the mandatory NHS Employers NHS Employment Check Standards.

• Comply with CQC standards, NHS Employer standards and Statutory Legislation.

• To support service user and carer involvement.

1.1. Objectives

The objectives of this procedure are to:

• Support the successful recruitment and selection of a quality workforce leading to the delivery of a quality service.

• Provide direction to all Trust staff on recruitment and selection principles and practices;

• Ensure a standardised approach to recruitment and selection is maintained;

• Ensure recruitment and selection practices and documentation are compliant with anti-discriminatory legislation. Meeting the requirements of all of the protected characteristics as outlined within the Equality Act 2010.

• Comply with NHSLA standards and statutory legislation.

• To support service user and carer involvement.

This Procedure applies to ALL Trust staff

This Procedure does not apply to

The NHS Employment Standards are mandatory and are applicable to the appointments of volunteers, students, trainees, contractors, highly mobile staff and staff supplied by an agency.

Guidance relating to the appointment of agency staff is available within the Engagement and Use of Temporary and Self-Employed Workers Procedure.

Appointments relating to volunteering are co-ordinated by the Voluntary Services Manager.

2. Related documents


Hyperlinks to the related procedures are bwlo.

Policy and Procedure for the Verification of Registration of Health Care Employee Professional Registration Policy

Procedure and Guidance on the Responsibility for Providing References - Responsibility for Providing References

Guidance on the Recruitment and Selection of Consultant Psychiatrists - Guidance on the Recruitment and Selection of Consultant Psychiatrists

Procedure for Induction of Staff - Induction Procedure

Organisational Change Procedure - Organisational Change Procedure

Probationary Period Procedure - Probationary Procedure

Working Together to Safeguard Children - Working together to safeguard children - GOV.UK

3. Roles and responsibilities Role Responsibility

Chief Executive and Trust Board

• Ensuring there are effective arrangements for safe recruitment and selection processes within the Trust.

• Ensuring that staff are aware of the requirements of the procedure and are appropriately trained.

Appointing Managers • Ensuring compliance with the requirements of this procedure and all associated employment legislation.

• Ensuring all pre-employment checks are undertaken in line with the mandatory NHS Employment Check Standards prior to agreeing a date of commencement.

• Ensuring that all individuals involved in the recruitment process have received the appropriate guidance/training

• Ensuring a clear understanding of the vacancy being recruited to in terms of the knowledge, skills, experience, qualifications and attributes.

• Where practical, ensuring service user and carer involvement

Human Resources and Medical Development

• Providing advice and guidance to staff, external applicants and managers on the application of this procedure.

• Ensuring robust monitoring mechanisms operate to monitor compliance against the required standards.

• Producing evidence to demonstrate compliance to meet requirements of NHSLA.

• Ensuring the processing of all documentation is undertaken in line with the requirements of the Data Protection Act.

• Providing training and guidance to managers, service users and carers involved in the recruitment and selection process.

http://flc-intouch:35000/Docs/Documents/Policies/TEWV/Clinical/Professional%20Registration%20Policy.pdf

http://flc-intouch:35000/Docs/Documents/Policies/TEWV/Clinical/Professional%20Registration%20Policy.pdf

http://flc-intouch:35000/Docs/Documents/Policies/TEWV/Human%20Resources/Responsibility%20for%20providing%20references.pdf

http://flc-intouch:35000/Docs/Documents/Policies/TEWV/Human%20Resources/Responsibility%20for%20providing%20references.pdf

http://flc-intouch:35000/Docs/Documents/Policies/TEWV/Human%20Resources/Induction%20Procedure.pdf

http://flc-intouch:35000/Docs/Documents/Policies/TEWV/Human%20Resources/Probationary%20period%20procedure.pdf

https://www.gov.uk/government/publications/working-together-to-safeguard-children--2


4. Procedure

This procedure sets out what Tees, Esk and Wear Valleys NHS Foundation Trust does to ensure compliance with the requirements of NHSLA and employment legislation associated with the recruitment and selection to a vacancy.

The recruitment process is often the first experience an individual has of an organisation. It is therefore vitally important that it is as professional and positive as possible, ensuring candidates are left with a positive image of the Trust.

The Trust has signed up to the Disability Confident Scheme which replaces the “two ticks” symbol. This scheme builds on the best practices of the ‘two ticks’ model. The Disability Confident Scheme demonstrates a positive action by the Trust to avoid discrimination. The Trust is already committed to making a guarantee to interview all applicants with a disability who meet the minimum essential criteria for a job vacancy and to consider them on their merits. The Trust will also make reasonable adjustments to the recruitment process and if successful to allow an individual to take up a post.

Selection for a vacancy will be based on relevant qualification, experience, aptitude and an appropriate assessment of an individual’s potential for future development. The process is designed to ensure that objective measurable criteria are applied during the selection process.

4.1. Procedure framework This HR procedure is ratified by the Executive Management Team (EMT). The procedure and other related documents are available on the Trust Intranet for staff to access and the Trust’s external website for public access.

4.2. Monitoring and reporting Monitoring against Trust key performance indicators associated with recruitment activity will be undertaken and compliance will be reported to the Trust Board through the Quarterly HR Performance Report.


5. Recruitment and selection framework 5.1. Recruitment Advertisement Action Resources Recruitment advertisements shall be developed from the vacancy job description and person specification, reflecting the realistic requirements of the post with regard to skills, qualifications and experience and shall not include any unjustifiable requirements.

All vacancies and secondment opportunities will be advertised as a minimum on the NHS jobs website. Non-Trust staff may apply for vacancies advertised on the website and will be considered on an equal basis with Trust staff.

There may be occasions where a post does not progress through the recruitment process because of staff being classed as at risk due to organisational change, redeployment, to respond to an urgent service need or there is a need to ring-fence a post. Discussions must be held with a HR representative in the first instance. All posts will be considered for suitability for redeployment prior to advertising, if a post is deemed suitable it will be offered to a member of staff deemed at risk. The Organisational Change procedure describes the circumstances whereby a vacancy(s) meet the requirements for slotting in or ring-fenced competition. In such circumstances the vacancy will only be open to applicants from an identified pool.

For registered nurse vacancies, the flexible nurse pool will also need to be reviewed before the vacancy can be released for any registered nurses employed on permanent contracts but are working in a fixed term funded role.

Prior to any vacancy being authorised to proceed to advertisements it will be:-

• Reviewed and authorised by the Finance Department. Medical posts will need to be authorised by the Director of Operations and the Deputy Medical Director in the first instance.

• Non- medical posts are screened by the HR Department to assess suitability for alternative employment for staff registered within the redeployment process.

Posts may be advertised as permanent, fixed term, temporary or as and when required. There may be occasions where a post initially is advertised as fixed term due to temporary funding, but it is believed that it is more than likely that the funding will become recurrent. Should the funding become recurrent the temporary post-holder may be offered the post without further competitive interview.

Guidance and forms available on recruitment pages on Intouch.

Appendix 1/2


5.2. Selection Process Action Resources The aim of the selection process is to appoint the candidate who, in the opinion of the selection panel, is the candidate most able to perform the duties laid down in the job description by reference to the person specification and KSF outline if applicable.

Selection will be based solely on objective criteria laid down in the person specification and KSF outline for the post. Appointing managers have the responsibility, in conjunction with the selection panel, to ensure the criteria being used is not indirectly discriminatory and that any measurement is undertaken objectively.

All staff members of the interviewing panel must be compliant in Equality and Diversity mandatory training. It is expected that appointing managers have attended appropriate recruitment and selection training and Safeguarding Training in line with the requirements of Working Together to Safeguard Children. Recruiting managers are reminded of the Trust commitment to involve service users or carers in the recruitment and selection process.

Guidance is available on recruitment pages on Intouch.

5.3. Short-listing Action Resources

All panel members should be involved in the short-listing process. This should also include the involvement of service users and carers. The exercise should be undertaken by the recruiting manager and agreed with at least one other member of the interview panel. The basis for short-listing applicants for interview must relate clearly to the person specification.

A recruiting manager or member of the panel must disclose to the Trust any relationship between himself/herself and a candidate of whose application he or she is aware of.

In line with the Disability Confident Scheme, all applicants who have declared that they have a disability and who meet the essential criteria for a post will be short-listed and invited for interview.

The Trust has a duty under the Equality Act 2010 to make reasonable adjustments to allow a candidate with a disability to have access to interview arrangements. Examples of reasonable adjustments may include:-

• offering assistance with access, or communication

• changing room arrangements that ensure a disable candidate is not disadvantaged

• adapting arrangements for selection or completion of tests.

Guidance available on recruitment pages on Intouch.


5.4. Pre-employment checks Action Resources Pre-employment checks are either required by law or considered mandatory by the NHS and are outlined within the NHS Employment Check Standards. Failure to carry out the required checks could put the safety of patients at risk.

The Trust will carry out all pre-employment checks in compliance with the Data Protection Act 1998. Information will only be obtained where it is essential to the recruitment decision.

The pre-employment checks that may be required are:-

• Verification of Identify Checks

• Right to Work Checks

• Professional Registration and Qualification Checks

• Criminal Records Checks

• Employment History and Reference Checks

• Occupational Health Checks

Appendix ½

Employment checks - NHS Employers

5.5. Commencement of Employment Action Resources

On completion of all of the pre-employment checks, the recruitment section or medical development will liaise with the recruiting manager to agree a date of commencement. A letter will be sent out to the appointee confirming the details of the date of commencement and details of the Trust Induction Course.

Appendix 1/2

http://www.nhsemployers.org/your-workforce/recruit/employment-checks


6. How this procedure will be implemented • This procedure will be published on the Trust’s intranet and external website.

• Line managers will disseminate this procedure to all Trust employees through a line management briefing.

• This procedure has been produced and agreed by the Joint Staff Consultative Committee and ratified by the Executive Management Team.

• Managers and Heads of Service ensure that all staff are made aware of the procedure and its contents. If training is identified as part of the implementation process this will be accessed via the Education and Training Portfolio of Training. Equality and Diversity training is included on the Mandatory Training programme for all employees as detailed in the organisational training needs analysis. Attendance of mandatory training is monitored through the OLM system. Non-attendance is addressed by the line manager as part of the appraisal process.

• Recruitment and Selection training programme is delivered by the Organisational Development team.

7. How this procedure will be audited

• An annual audit is undertaken by Audit One and any recommendations are included in an action plan and reported through the Audit Committee.

• Monitoring and analysis of the outcome of recruitment activity is undertaken by protected characteristics and the findings used to inform improvements to the process.

8. References

NHS Employers, NHS Employment Check Standards.


9. Document control

Date of approval: March 2018

Next review date: 01 March 2021

This document replaces: Recruitment and Selection Procedure

Lead: Name Title

Beverley Vardon-Odonkor

Head of Workforce Information and Assurance

Members of working party: Name Title

Policy Working Group

This document has been agreed and accepted by: (Director)

Name Title

David Levy Director of Human Resources and OD

This document was approved by:

Name of committee/group

Date

Policy Working Group March 2018

An equality analysis was completed on this document on:

27th February 2018

Change record

Version Date Amendment Details Status

7.1 4 Sep 2017 Minor changes to incorporate service users and carers

Withdrawn

8 Mar 2018 Revised from a policy to a procedure

Published


10. Equality Analysis Screening Form

Name of Service area, Directorate/Department i.e. substance misuse, corporate, finance etc.

HR Recruitment

Name of responsible person and job title Laura Miller, Recruitment Manager

Name of working party, to include any other individuals, agencies or groups involved in this analysis

Policy Working Group

Policy (document/service) name Recruitment and Selection Procedure

Is the area being assessed a… Policy/Strategy Service/Business plan Project

Procedure/Guidance √ Code of practice

Other – Please state

Geographical area covered Trust-wide

Aims and objectives The aim of this policy is to ensure that staff and managers are aware of the agreed processes when recruiting to vacancies. There is the need to ensure a standardized approach to recruitment and selection practices and documentation are compliant with anti-discriminatory legislation. We also need to ensure we comply with NHSLA standards and statutory legislation.

Start date of Equality Analysis Screening

26th February 2018

End date of Equality Analysis Screening 26th February 2018


You must contact the EDHR team if you identify a negative impact. Please ring Sarah Jay or Julie Barfoot on 0191 3336267/3046

1. Who does the Policy, Service, Function, Strategy, Code of practice, Guidance, Project or Business plan benefit?

All Trust staff will need to comply with the procedure. Those responsible for the implementation of this procedure should ensure it is carried out in a fair and consistent way.

2. Will the Policy, Service, Function, Strategy, Code of practice, Guidance, Project or Business plan impact negatively on any of the protected characteristic groups below?

Race (including Gypsy and Traveller) No Disability (includes physical, learning, mental health, sensory and medical disabilities)

No Gender (Men, women and gender neutral etc.)

No

Gender reassignment (Transgender and gender identity)

No Sexual Orientation (Lesbian, Gay, Bisexual and Heterosexual etc.)

No Age (includes, young people, older people – people of all ages)

No

Religion or Belief (includes faith groups, atheism and philosophical belief’s)

No Pregnancy and Maternity (includes pregnancy, women who are breastfeeding and women on maternity leave)

No Marriage and Civil Partnership (includes opposite and same sex couples who are married or civil partners)

No

Yes – Please describe anticipated negative impact/s

No – Please describe any positive impacts/s

A process where a standardized approach to recruitment and selection is maintained and that the practices and documentation are compliant with anti-discriminatory legislation – meeting the requirements of all the protected characteristics as outlined within the Equality Act 2010. It is acknowledged that there is the likelihood that unconscious bias may impact on the recruitment decision making process and work is being undertaken to analyse vacancy outcomes from a protected characteristics. Unconscious bias awareness is included in the Trust recruitment and selection training programme.


3. Have you considered other sources of information such as; legislation, codes of practice, best practice, nice guidelines, CQC reports or feedback etc.? If ‘No’, why not?

Yes

√

No

Sources of Information may include:

• Feedback from equality bodies, Care Quality Commission, Equality and Human Rights Commission, etc.

• Investigation findings • Trust Strategic Direction • Data collection/analysis • National Guidance/Reports

• Staff grievances • Media • Community Consultation/Consultation Groups • Internal Consultation • Research • Other (Please state below)

4. Have you engaged or consulted with service users, carers, staff and other stakeholders including people from the following protected groups?: Race, Disability, Gender, Gender reassignment (Trans), Sexual Orientation (LGB), Religion or Belief, Age, Pregnancy and Maternity or Marriage and Civil Partnership

Yes – Please describe the engagement and involvement that has taken place

The amended policy was developed through the Policy Working Group which is made up of both management representatives, staff-side representatives and HR. The staff side members of the group represent all staff including those with protected characteristics.

No – Please describe future plans that you may have to engage and involve people from different groups


5. As part of this equality analysis have any training needs/service needs been identified?

No Please describe the identified training needs/service needs below

A training need has been identified for;

Trust staff No

Service users No Contractors or other outside agencies

No

Make sure that you have checked the information and that you are comfortable that additional evidence can provided if you are required to do so

The completed EA has been signed off by:

You the Policy owner/manager:

Type name: Laura Miller

Date: 26.2.2018

Your reporting (line) manager:

Type name: Nicola Rutherford

Date: 26/2/2018

If you need further advice or information on equality analysis, the EDHR team host surgeries to support you in this process, to book on and find out more please call: 0191 3336267/3046


Appendix 1 – Recruitment process non-medical vacancies PRE- ADVERTISEMENT STAGE – Non medical vacancies

FM agree budget (24 hours) and notify Recruiting Manager and Recruitment Team via Email

Recruiting Manager completes part A of ADVERT PROFORMA

Recruiting Manager is identified and accesses In-touch pages re: recruitment

All vacancies go to Vacancy Control for a decision to go ahead and fill the post or not as the case may be

For non-medical posts Recruiting Manager sends via email the ADVERT PROFORMA, including the proposed interview date, advert and job description to [email protected].

Recruitment Team allocate REF number and forward to Operational HR Team to check against staff in redeployment situation and the nurse pool database for any registered nurse vacancies (24 hours)

Recruitment Team create vacancy on ESR and upload information to NHS Jobs

No-one Identified in redeployment or nurse pool

Operational Team notify Recruitment Team that vacancy is clear to go to advert

Someone identified in redeployment or nurse pool

Operational HR Team inform Recruiting Manager of suitable candidate

VACANCY IS IDENTIFIED

First time Recruiting Managers allocated username and password for NHS JOBS access

Recruitment Team Leads populate information onto NHS JOBS and notify Recruiting Manager that advert has been placed.

Recruiting Manager to contact service user/carer representatives via Involvement and Engagement team to take part in the recruitment and selection process

mailto:[email protected]


Post Advertised and short listing stage – Non-Medical Vacancies

PRE EMPLOYMENT STAGE

Recruitment Team return ADVERT PROFORMA to Recruiting Manager via E-Mail

ADVERT PROFORMA (CAPPED)

Recruitment Team send E-Mail to Recruiting Manager

ADVERT PROFORMA (NOT CAPPED)

Recruitment Team send E-Mail to Recruiting Manager after closing date

Recruiting Manager pulls out of recruiting process

Recruiting Manager notifies Recruitment Team

POST IS ADVERTISED

NHS JOBS system alerts Recruitment Team to contact Recruiting Manager requesting completion of PART 2 of ADVERT PROFORMA.

SYSTEM TRIGGER

PROFORMA is returned to Recruitment Team

“RING FOR TIME” OPTION indicated on PART 2

Recruitment Team email shortlisted candidates with details of interview.

Candidates ring Recruitment Team and confirm time from choices offered

“SCHEDULED TIME” OPTION indicated on PART 2

Recruitment Team email shortlisted candidates with details of interview.

Candidates confirm attendance online

Once deadline timescale reached – Recruitment Team notifies Recruiting Manager on how to access the online interview schedule.

Recruitment Team Email Appointing Manager with details of interview schedule and how to access online interview schedule

3 days before interview date – Recruitment Team Email Recruiting Manager with electronic forms

Recruiting Manager is also able to revisit online schedule of attending candidates to check any withdrawals and any time changes

POST IS CLOSED


PROFORMA RECEIVED by Recruitment Team Recruitment Team commence

reference process via Email

Recruiting manager completes section 3 of Advert PROFORMA and emails to [email protected] within 24 hours and also posts a paper copy of all documentation to Recruitment Team.

Recruiting Manager contacts all successful and unsuccessful applicants with decision

PRE-EMPLOYMENT CHECKS

Every 2 weeks

Outstanding references are chased by the Recruitment Team

Evidence chase ups carried out by Recruitment Team if appropriate

Disclosure and Barring Services application returned and processed by Recruitment Team/Medical Development.

OccupationalHealth declaration returned and forwarded to Occupational Health

Recruitment Team send out

• Conditional offer letter • Recruitment declaration

form • DBS form and documents • Occupational Health letter

On receipt of all satisfactory pre-employment checks recruitment/Medical development agree a date of commencement with appointing manager.

Letter of confirming appointment and start date, induction arrangements is sent out by recruitment.

If a non-satisfactory check(s) is received contact will be made with the recruiting manager to discuss withdrawing the conditional offer of employment.

mailto:[email protected]


Appendix 2 - Recruitment Process - Medical Vacancies

Medical Staffing contacts the service user/ carer representatives

Presentation title and case based discussions determined by the appointing officer

All posts to be advertised for 4 weeks (unless post is included in the UK Shortage Occupation List then post is advertised for 3 weeks).

Medical Staffing creates vacancy on ESR and uploads information on NHS Jobs (in conjunction with BMJ advert/issue date)

Medical Staffing sends the approved advert to the BMJ

Medical Staffing confirms members of both formal and team and user committee with appointing officer and books interview rooms

Medical Staffing e-mails the Royal College Representatives of the relevant specialty and Non Executive Directors to confirm availability

Medical Staffing completes template advert & e-mails it to the appointing officer for comments and approval

Medical Staffing organises the interview panel and date

Approval received to proceed with advertising of the vacancy

Medical Staffing sends the finance proforma to Finance for approval

Medical Staffing requests approval from the appointing officer, the Deputy Medical Director and the Director of Operations to proceed with the recruitment process

Job description approved and returned to Medical Staffing

Job Description sent to Royal College of Psychiatrists for approval

Vacancy identified


Medical Staffing chases the receipt of references and ensures that the presentation is sent in advance of interview and is put on iron key

Medical Staffing sends the interview packs to the appointments committee to allow preparation for interviews

Medical Staffing sends the invite to interview letters to successful candidates and references (where allowed)

The appointing officer advises who has been short-listed and confirms the short-listed candidates to Medical Staffing

If there are any issues with short-listing, the appointing officer needs to discuss these with the Chair (NED) of the formal panel

Once all short-listing paperwork is back, a short-listing summary sheet is compiled by Medical Staffing and sent to the appointing officer along with the language competency

checklist for each application

Medical Staffing advises the panel when the short-listing paperwork is due back

Medical Staffing sends all applications to the formal panel for short-listing along with the job description, scoring sheet and scoring framework

Medical Staffing completes the language competency checklist for each application received

Medical staffing checks the alert letters database and the candidate GMC Registration status and confirms registration using the GMC website

Medical Staffing logs in to NHS Jobs and checks the application forms received

Post closed


If a non satisfactory check is received, Medical Staffing contacts the appointing

officer to discuss

On receipt of all satisfactory pre employment clearances, Medical Staffing

contacts the appointing officer and the doctor and agree on a start date

Medical Staffing chases any outstanding clearances

The doctor completes the on-line health assessment

Medical Staffing processes the e-DBS application and sends the recruitment letter to the doctor's responsible officer

Medical staffing sends out to the doctor the conditional offer letter and adds the doctor to the Occupational Health system and notifies the doctor to expect an email providing a link

to the system.

Medical Staffing initiates the appointment process

Doctor appointed