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The Newcastle upon Tyne Hospitals NHS Foundation Trust

Employment Policies & Procedures

Recruitment and Selection (Non-Medical)

Version No.: 13.4

Effective Date: 07 March 2018

Expiry Date: 09 October 2019

Date Ratified: 06 March 2018

Ratified by: Employment Policies & Procedures Consultative Group

1. Introduction

1.1 The Trust aims to maintain a workforce that is highly skilled, competent and

flexible and puts patients at the centre of maintaining and developing high quality, cost effective health services. To this end, the Trust intends to recruit the most suitable person for every vacancy, regardless of sex, race/ethnic origin, religion or belief, age, disability, gender reassignment, marriage and civil partnership, sexual orientation or pregnancy and maternity.

1.2 The Trust aims to provide all employees with the opportunity to develop their

careers as appropriate to their abilities and aspirations. 1.3 The Trust recognises that its services could not be delivered without the

successful recruitment and selection of people with the necessary knowledge, skills, experience and qualifications. The Trust is committed to ensuring that a fair, systematic and objective approach is adopted in the recruitment and selection of staff.

1.4 The Trust expects the highest standard of performance from all its employees.

During the selection process every effort will be made to ensure that existing and potential employees fully understand the requirements of their employment.

1.5 This policy has been formulated in accordance with and complies with current employment legislation.

2. Scope 2.1 This policy applies to all employee vacancies with the exception of medical

and dental staff vacancies which are subject to separate policies. 2.2 The recruitment and selection of Bank workers will be carried out in

accordance with this policy where applicable. 2.3 The selection of agency workers is covered by a separate policy.

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3. Aims

The policy aims to ensure the engagement of non-Medical and Dental Staff is in accordance with NHS Employment Check Standards. 4. Duties – roles and Responsibilities 4.1 The Executive Team is accountable to the Trust Board for ensuring Trust-wide

compliance with policy. 4.2 Directorate Managers and Heads of Service are responsible to the Executive

Team for ensuring policy implementation. 4.3 Recruiting Managers are responsible for ensuring policy implementation and

compliance in their area(s). 4.4 Staff are responsible for complying with policy. 5. Definitions ‘Recruiting Manager’ refers to the manager within a specific department or directorate who is responsible for a particular vacancy. 6. Process 6.1 Identifying the vacancy

6.1.1 When a vacancy arises, the Recruiting Manager must review the duties, responsibilities and qualifications required to perform the role of the post and consider whether there is a continued need for the post. Before submitting the post for approval the following questions should be considered:

What is the purpose of the post?

Does the vacancy need to be filled, if so at what band/hours?

Can the duties be adjusted or allocated to someone else?

Have there been any changes in working practices, organisation and management, or technology which require a different or more flexible skills set from the previous post holder?

Are there any changes anticipated in the near future which will require additional or different skills?

Does the position need to be filled on a permanent or temporary basis, part time or full time?

Are the essential requirements the same, for example, specific qualifications?

Does the post require a Standard/Enhanced Disclosure and Barring Service check with/without children/adults barred list check to be carried out? If so the job description, person specification and advert should be amended to reflect the appropriate check required.

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If the post has been evaluated at Band 8c or above, then senior staff contractual arrangements will apply. Advice should be sought from the Senior Human Resources Manager prior to commencing the recruitment process for such a post.

6.1.2 It is the Recruiting Manager’s responsibility to produce a job

description and person specification for the post. Any specified criteria must be relevant to the role and justifiable on objective grounds. HR can provide advice and support regarding this.

6.1.3 If any amendments are made to a current job description, the job

description must be submitted to the HR – Job Evaluation Inbox before submitting the vacancy request to the Recruitment Control Group (RCG).

6.2 Approval of the vacancy

6.2.1 Where there is a need to replace or create a vacancy, a completed

RCG form, job description and person specification should be submitted to the RCG for approval

6.2.2 The Recruiting Manager will be informed of the outcome. If

approved, the Recruiting Manager must forward the person specification, job description and HR Vacancy Advertising Form or complete the relevant section on Trac Recruitment System to the HR – Recruitment office to advertise the post

6.3 Advertising the post

6.3.1 Only vacancies with RCG approval will be advertised. The person specification, job description and Vacancy Advertising Form should be sent to the ‘Human Resources Adverts’ email inbox available on the Trust’s global email address list or complete the relevant sections on Trac Recruitment System for processing. The RCG authorisation must be within three months of the approval date at the time the post is advertised. For band 5 Nurse vacancies, the RCG authorisation may be dated within six months of the approval date at the time the post is advertised. If this is not the case, a subsequent RCG approval will need to be submitted and authorised prior to advertising.

6.3.2 The interview date must be specified by the recruiting manager on

the Trac Recruitment Management System when requested.

6.3.3 All vacancies can be advertised internally or externally on NHS Jobs and Trac.Jobs. If externally advertised on NHS Jobs they may also be advertised on-line with Job Centre Plus, Healthjobsuk.com, nursingnetuk.com and nhsjobs.com. If there is a requirement to advertise externally in a publication or website, the Recruiting Manager must contact the Human Resources Recruitment Office prior to any advertising.

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6.3.4 All jobs advertised are closed at midnight and will be advertised for a

minimum of 24 hours and a maximum of 28 calendar days depending on demand and business need. Jobs will be advertised within 5 working days of receipt. Jobs may also be closed early if exceptional volumes of applications are received.

In addition, and in line with the desire to increase the diversity of the

organisation, the trust may adopt a positive action approach to particularly encourage applications from members of the community who are under-represented in the workforce.

6.3.5 The link to internal vacancies on the Intranet homepage offers a live

view of current internal vacancies. Internal vacancies are only open to employees, bank workers, agency staff deployed within the Trust at the time, active volunteers and Project Choice Students.

6.3.6 Where the successful candidate for an advertised post decides to

decline or withdraw from the offer of employment, the post can be offered to another candidate provided the interviews were held within the last three months. Similarly, if an additional post of the same contractual status becomes available it can be offered to other candidates provided RCG approval was obtained and the interviews were held within the last three months.

6.3.7 Where the successful candidate commences employment and then

resigns, further recruitment to the post will be subject to RCG application and approval.

6.3.8 The Executive Team may exercise discretion not to advertise a post

and utilise alternative direct approaches in exceptional circumstances. These could include:

A senior position requiring specialist skills, knowledge or experience; or

The recruitment campaign has/will not generate suitable candidates.

6.4 Use of search/recruitment agencies

6.4.1 The use of agencies will only be considered when:

A position has specialist skills or knowledge which are known to be in high demand; or

The recruitment campaign has/will not generate suitable candidates.

The Executive has given prior approval for this method of recruitment

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6.4.2 Terms will be agreed with the agency before an arrangement is entered in to and before an offer of employment is made. All pre-employment checks must be completed as per NHS Employment Check Standards.

6.5 Applications

6.5.1 All applications should be submitted on-line via NHS Jobs or Trac Systems.

6.5.2 Late applications will not be accepted for positions.

6.5.3 The Trust is an equal opportunities employer and will provide

reasonable support to disabled applicants throughout the recruitment process. Potential applicants should contact the Trust to identify any additional support that may be required to enable them to make an application. Such support will include making reasonable adjustments to the method of application and the interview process. Such requests will be considered by the HR Manager (Recruitment).

6.6 Shortlisting

6.6.1 Shortlisted candidates must meet the essential criteria of the person specification. Where an excessive number of applicants meet the essential criteria, managers must use the desirable criteria to reduce the shortlist.

6.6.2 Shortlisting should be carried out by a minimum of two people, one of

whom must have attended the Trust’s Recruitment and Selection Training.

6.6.3 All identified disabled applicants will be offered an interview provided

they meet the essential criteria and apply under the Guaranteed Interview Scheme for disabled applicants. The Trust also guarantees interviews for Reservists, Cadet Force Adult Volunteers and Veterans (i.e. those who have served in the Armed Forces) providing they meet the essential criteria for the post. Applicants can indicate this on the NHS Jobs application form, their CV or via a referral from a relevant charity.

6.6.4 Shortlisting must be completed via Trac Systems – see Trac Systems

Shortlisting Guide- Available on request from HR Recruitment office and supplied at time of shortlisting via email.

6.7 Interview

6.7.1 Candidates will be contacted via email and/or text message and will be given up to ten working days’ notice of the interview date. If the candidate stipulates on their application that they require special requirements, every endeavour will be made to accommodate them.

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6.7.2 Candidates will be required to complete a Model Declaration form

which must be returned at interview. 6.7.3 An HR representative must participate in the interview process for all

posts evaluated at Band 7 and above, where the post includes people management responsibility. By exception, HR may also participate in interviews for lower banded posts.

6.7.4 A representative from the relevant profession should be on the

interview panel for posts evaluated at Band 7 and above and in the example of Nursing, this will be a representative from the Corporate Nursing team. Consideration should be given to include external assessors, where this is relevant to the profession and/or job role.

6.7.5 The interview panel should comprise of between two and four

individuals. A minimum of one of the individuals on the panel must have undertaken the Trust’s Recruitment and Selection training.

6.7.6 Any member of the interview panel who has a potential conflict of

interest (for example, a candidate is known to them, or has inappropriately approached them before interview) must raise this with the Chair of the panel, and advice should be sought by the Chair from the HR Department. A decision should be made as to whether it is appropriate for the panel member to continue and this must be recorded (by the Chair) in the job file.

6.7.7 The interview should be structured around the competence for the job

as outlined on the job description, person specification and the Professional Leadership behaviours (PLB’s) for the post. As part of the selection process the Recruiting Manager may consider using an assessment centre and exercises which could include work related job simulation, team tasks, psychometric assessment and personality profiling. Psychometric assessment should be used for all senior staff posts. The HR Recruitment Team can provide advice on this approach.

6.7.8 Questions should relate to the candidate’s knowledge, skill and

experience to meet the performance standards (including behaviours) of the job description. Each candidate’s answers should be recorded to act as a record of the interview and demonstrate fairness and transparency in the decision-making process.

(Note: A candidate can request to see a copy of the notes under the Data Protection Act 1998)

6.7.9 Interview notes should not contain any personal comments which are

not relevant to their ability to perform the job.

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6.7.10 The notes should be signed and dated by the Chair of the panel as an accurate reflection of the interview. If the interview documentation has not been completed fully, the HR team will return the documentation for completion. Employment start date cannot be agreed until all interview documents have been completed and returned.

6.7.11 Reasonable interview expenses will be reimbursed to candidates who

request reimbursement. 6.8 Selecting a candidate

6.8.1 In addition to interview, assessment tools may include psychometric assessments, reasoning skills, presentation skills, etc. The successful candidate should be the person who in the view of the appointment panel best meets the essential (and, where necessary, the desirable) criteria for the post.

6.8.2 For some Nursing posts the use of Strengths Based Recruitment

(SBR) is recommended. Please refer to Strengths Based Recruitment Guidance Notes to clarify which nursing roles are currently using SBR.

6.9 Conditional offer of employment

6.9.1 Following interview, a verbal offer must be made to the successful candidate by the Chair of the panel (or nominated other panel member). The candidate must be informed that the offer is conditional on the satisfactory completion of pre-employment checks and that if they knowingly withhold information or provide false or misleading information, the offer may be withdrawn, or their employment may be terminated if information comes to light after their appointment

6.9.2 The Chair of the interview panel (or nominated other panel member)

must inform unsuccessful candidates. 6.9.3 The appointing manager must complete the interview outcome on the

Trac System and submit this to HR.

6.9.4 The successful candidate must provide the necessary documentation to satisfy pre-employment checks within eight weeks of the verbal offer being made. Failure to comply may result in the post being withdrawn. If the appointee is an internal candidate the Trust may be able to accept previous checks providing they were undertaken in accordance with the NHS Employment Check Standards, they can be evidenced and the current standards are not significantly different to those applicable at the time.

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6.9.5 Should the successful candidate fail to satisfy the requirements of the conditional offer, the Recruiting Manger must consult with their HR Officer before any contact is made with the individual to withdraw the offer. It is the responsibility of the Recruiting Manager to withdraw the offer verbally.

7. Pre-employment checks 7.1 All checks will be carried out by the HR Recruitment Team in accordance with

NHS Employment Check Standards. These cover the following:

7.1.1 Identity Checks Acceptable original documents must be provided in a face to face meeting as set out in the NHS Employment Check Standards to establish the individual’s identity is genuine and relates to them. Previous checks undertaken by the Trust may be accepted provided they have been undertaken in accordance with the NHS Employment Check Standards and are evidenced on file. This is subject to;

a) there being no significant difference to the current NHS Employment Check Standards and

b) the employee continuing to reside at the same address

7.1.2 Right to work and live in the UK checks

7.1.2.1 Any appointment is subject to the individual providing original documents to evidence their right to live and work in the UK in accordance with the NHS Employment Check Standards, UK Visas and Immigration Guidance and the Employer Checking Service.

7.1.2.2 Where an employee’s right to live and work in the UK is time

limited, it is the responsibility of the employee to ensure that they take appropriate action to renew their right to live and work in the UK.

7.1.2.3 For further information and details please refer to the Trust’s

Prevention of Illegal Working Policy. 7.1.2.4 Previous checks undertaken by the Trust may be accepted

providing they have been undertaken in accordance with the NHS Employment Check standard and are evidenced on file. Where appropriate, care should be taken to ensure there are no changes to an employee’s conditions of leave to remain. Repeat checks will be required for those with temporary leave to remain to ensure continued compliance with legislation.

7.1.3 Professional registration and qualification checks

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7.1.3.1 Any appointment is subject to appropriate checks of the

individual’s professional registration and qualifications detailed as essential in the job description.

7.1.3.2 Where qualifications have been checked by a professional body and registration has been confirmed, further evidence of the primary qualification is not required.

7.1.3.3 Previous checks of qualifications undertaken by the Trust may

be accepted providing they have been undertaken in accordance with the NHS Employment Check Standards and can be evidenced on file, subject to the following;

where the qualification(s) requirement has not changed the previous check can be accepted and should be evidenced on file.

the original certificate must be requested for any additional qualifications that are an essential requirement for the appointed position.

7.1.4 Employment history and reference checks

7.1.4.1 For all new appointees coming into the NHS for the first time the

Trust will seek to validate a minimum of three years continuous employment and/or training including details of any gaps in service. The number of references may differ for each applicant, depending on how many episodes of employment/training they may have had in the last three years prior to making their application. Where an individual has been with one employer for three years or more, one confirmation of employment/training is sufficient, provided that all requested details have been confirmed by the previous employer. Where a prospective employee has changed employment frequently within the last three years, a sufficient number of confirmations must be obtained to cover the continuous three years history.

Where there are gaps in employment or training history, the Trust will need to seek appropriate assurances from the applicant, via a personal statement and, where in any doubt, will obtain suitable character references.

Where an appointee is moving from another NHS organisation references will be sought from the applicant’s current/last NHS employer. The Trust will determine whether any additional references are required to provide adequate assurances. Factual references from other NHS Trusts may be sought via ESR directly and not via current line manager.

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7.1.4.2 Recruiting Managers will receive a copy of all references via the

Trac System and be asked to confirm that they are satisfactory before Human Resources contact the individual to agree a start date (subject to satisfying all other relevant NHS Employment Check Standards). When considering internal references, recruiting managers should be mindful that an employment reference may only be provided by an appropriate manager in line with The Provision of References from the Trust employment reference guidelines Provision of References.

7.1.4.3 If the references are unsatisfactory or the Trust is unable to obtain satisfactory references for a full three year employment/training history (or personal references if the individual has not worked or been in full time education for three years), the offer of employment will be withdrawn.

7.1.4.4 For existing Trust employees, the previous reference check may be accepted and evidenced on file, provided it is in accordance with the NHS Employment Check Standards. The Recruiting Manager should make a decision as to whether further information is required from the current line manager.

7.1.5 Criminal Record Checks

7.1.5.1 Disclosure and Barring Service checks (and overseas police

checks where necessary) must be undertaken on all candidates taking up a new position if the post requires one. If an individual is already an employee of the Trust and is transferring internally they will not be required to undertake a further DBS check if they have previously undertaken a DBS check within the Trust and this is at the same level (i.e. Standard/Enhanced) and includes the relevant List checks (i.e. vulnerable adults/children) required for the new post.

7.1.5.2 Risk assessments can only be carried out in exceptional circumstances (refer to Pre-employment Checks – Use of the Disclosure and Barring Service policy for further information).

7.1.5.3 If the DBS disclosure highlights any issues they must be

investigated which will include a meeting with the individual and a member of the Human Resources Department to discuss the content of the Disclosure. If the Disclosure is subsequently deemed to be unsatisfactory, the offer of employment will be withdrawn.

7.1.5.4 All shortlisted applicants (including existing employees) must

complete the appropriate model declaration form.

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7.1.5.5 For further information regarding DBS requirements please refer to the Trust’s Pre-employment Checks & Use of the Disclosure and Barring Service policy.

7.1.5.6 For appointments to Board and very senior manager roles, the

Trust is required to take proper steps to ensure the prospective post holder is ‘fit and proper’ for the role.

7.1.6 Work Health Assessments

7.1.6.1 The successful candidate will be sent a link by the Human

Resources Recruitment Team to an Occupational Health Questionnaire. The successful candidate must complete the online form.

7.1.6.2 Occupational Health will review the successful candidates’

health questionnaire in conjunction with the requirements of the role which they have been offered. If they are not deemed ‘fit’ to undertake the role advice must be sought from the Human Resources Department. Where an employee is passed fit with restrictions advice should be sought from OH and any workplace adjustments confirmed in writing to the employee and appropriately documented.

7.1.6.3 For existing Trust employees, an existing check may be accepted if this was undertaken in accordance with the NHS Employment Check Standards and there have been no significant changes in a person’s health. A new check must be undertaken if the member of staff is starting a new role as one of the following:

Midwife

Nurse Theatres/Scrub

Nurse Renal/A + E

Operating Department Practitioner

Dental Hygienist

Dental Nurse

Very Senior Staff

7.1.7 Confirmation of start date

7.1.7.1 When all pre-employment checks have been completed, evidenced and deemed acceptable, the HR - Recruitment Team will arrange a start date in conjunction with the Recruiting Manager and appointee and will then issue the individual’s contract of employment.

8. Induction

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All new employees must attend the Trust’s corporate induction programme and must also receive local departmental induction. By attending Trust Induction on day 1 of employment the new employee will:

submit their P45 (or P46) (If not already provided)

provide their bank (or building society) account details (If not already provided)

receive an ID badge and SmartCard if necessary for the role.

Receive IT log on details

If it is agreed (by exception only) that the employee does not attend Trust induction on their first day then they must attend Induction on the date and time identified on their start date confirmation email to enable the above to be completed. 9. Roles and Responsibilities 9.1 Recruiting Manager/Chair of the interview panel

The Recruiting Manager will be responsible for ensuring compliance with this policy when undertaking the recruitment and selection process. They will be required to commit to undertaking the following duties:

Attendance at the Trust Recruitment and Selection Training

Obtain RCG approval

Review the job description and person specification

Fully complete and return any relevant advertising form via Trac system or RCG approval

Shortlist the candidates against the essential criteria electronically on Trac Systems

Submit interview details on Trac Systems

Interview the candidates, receiving each candidate’s model declaration form and ensure accurate notes are recorded of the interview.

By agreement with Head of Workforce Information and Engagement or the HR- Recruitment Manager, the chair may take identification, verification and qualification documentation including a digital photograph of the candidate.

The Chair should review the contents of the model declaration form for the potential successful candidate, if there any declarations these need to be explored with the candidate and if suitable discussed with a HR Officer before offering the post and returning paperwork to the recruitment team.

Offer the post verbally on a conditional basis to the successful candidate.

Contact all the unsuccessful candidates and provide appropriate and adequate feedback.

Update Trac Recruitment system of interview outcomes.

Return the following documents to the HR Recruitment Office: o Offer details (Via Trac Systems)

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o Model declaration form (Via internal courier) o Interview notes (Via internal courier)

Confirm that the references received are satisfactory

Where an employee is passed fit with restrictions advice should be sought from OH and any workplace adjustments confirmed in writing to the employee and appropriately documented.

Agree the start date with the Human Resources Administrator, once all pre-employment checks are satisfied, who will then contact the candidate to arrange.

Ensure that the candidate attends Trust Induction on their first day unless by agreed exception.

9.2 HR Officer The HR Officer is able to:

provide advice on job description, person specification and advert preparation

participate in the interview panel for band 7 positions and above if required (availability of HR Officer must be sought prior to arranging the interview). If there is an exceptional circumstance where HR participation in the interview panel for a lower banded post is required, please refer to the HR Officer for the Directorate/Department to discuss further

provide guidance and training regarding this policy

9.3 HR Administrator The HR Administrator will:

Notify the Recruiting Manager of the RCG approval via the TRAC Recruitment Management System or via email depending on submission method.

Receive the interview pack and ensure all recruitment documentation is fully completed. Return incomplete interview packs to recruiting manager for completion.

Close the vacancy down on Trac Systems and through offer letter provide contact details of the relevant Recruitment Team Contact.

Request references for successful candidates and provide copies to the Recruiting Manager.

Issue the offer letter on a timely basis. The letter will include details of the requirement for the successful applicant to provide any information not provided at interview or information that cannot be evidenced in relation to the NHS Employment Check Standards to the Human Resources Department within eight weeks of verbal offer and will confirm that the offer may be withdrawn if this is not provided by the requested date

Enable the completion of the e-DBS form if required once the required identification and verification documents are received.

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Meet with the individual prior to a start date being agreed; checking identity and taking copies of all relevant documents to ensure all NHS Employment Checks are fully satisfied unless documentation has been taken by a suitable checker at interview or current and relevant documentation is already held on the recruits personal file.

Take the pre-employment photograph (unless supplied by a suitable checker)

Produce the new starter pack including IT logon details, ID badge, (SmartCard if applicable) and copies of any other forms that the candidate may need.

Uploading of all recruitment documents onto the relevant system.

Agree a start date with the Recruiting Manager and contact the individual to confirm this, once all of the pre-employment checks have been completed/evidenced and are deemed satisfactory.

Issue the contract of employment on a timely basis.

Ensure the new starter pack is available on the recruits first day.

Record all of the individual’s data on ESR (Electronic Staff Records system) for payroll purposes, update Human Resources’ internal systems and send relevant documentation to Payroll.

Ensure employee’s personal file is complete and uploaded to Therefore.

9.4 Assistant HR Administrator - Recruitment

The Assistant HR Administrator is responsible for:

Inputting the vacancy on Trac Systems and NHS jobs.

Importing candidates from NHS Jobs to Trac Systems.

Storing the closed down recruitment packs for 12 months.

Destroying the closed down recruitment packs after 12 months. 9.5 Applicant

Applicants are responsible for completing the application form fully and ensuring that the information contained within that is accurate. Shortlisted applicants are responsible for confirming/declining interview on Trac Systems. They also must ensure that

9.6 Successful candidate The successful candidate is responsible for compliance with all pre-employment checks and providing associated documentation in the required timeframe.

10. Recording and Protecting Data All information obtained during the recruitment and selection process will be processed in accordance with the Data Protection Act 1998. Information will be

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obtained where it is essential to the recruitment decision and kept in accordance with the Act. 11. Storage of Information Information relating to the recruitment process will be stored by the HR Department for 12 months following the interview date. At the end of that period the information will be confidentially destroyed. 12. Training Staff involved in the recruitment and selection of staff should have undertaken the Trust’s Recruitment and Selection training. As per section 6.7.5 a minimum of one of the individuals on the panel must have been undertaken the Trust’s Recruitment and Selection Training and the remaining panel members have completed the online recruitment training modules. 13. Equality and Diversity The Trust is committed to ensuring that, as far as is reasonably practicable, the way services are provided and the way staff are treated reflects their individual needs and does not unlawfully discriminate against individuals or groups. This policy has been properly assessed. 14. Monitoring compliance with the policy Standard / Process / Issue Monitoring and Audit

Method By Committee Frequency

Monitoring of the process in relation to the types of check required (detailed in section 7) ensuring that all-pre-engagement checks are being completed in accordance with the NHS Employment Check Standards

Identification of appropriate action plans to address areas of the process which can be improved and continued monitoring until its completion

Monitoring of ESR reports and random sample personal file audits quarterly

Director of Human Resources

Corporate Governance Committee

Annually

15. Consultation and review of this policy This policy has been reviewed in consultation with the Employment Policies and Procedures Consultative Group

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16. Implementation of the policy (including raising awareness) A summary of the key changes will be notified to managers following implementation. Further advice and guidance will be available from the Human Resources Department. 17. References 1) NHS Employment Check Standards available here 2) NHS Jobs available here 3) Trac Systems available here 18. Additional Documents

Recruitment Control Group Application Form

Recruitment Control Group Constitution and Terms of Reference

Recruitment and Selection (Senior Medical and Dental Staff)

Recruitment and Selection (Junior Medical and Dental Trust Doctor Posts)

Staff Bank Policy

Booking Procedure for Agency Workers (Non Clerical and Secretarial, Non Medical and Dental, Non Nursing)

Locum Appointment Procedure (Medical and Dental)

Prevention of Illegal Working Policy

Pre-Employment Checks and the Use of the Disclosure and Barring Service Policy

Author: Employment Policies and Procedures Consultative Group

The Newcastle upon Tyne Hospitals NHS Foundation Trust

Equality Analysis Form A

This form must be completed and attached to any procedural document when submitted to the appropriate committee for consideration and approval.

PART 1 1. Assessment Date: 2. Name of policy / strategy / service:

Recruitment & Selection (Non Medical)

3. Name and designation of Author:

Mrs Karen Pearce

4. Names & designations of those involved in the impact analysis screening process:

Miss Michelle Musgrave

5. Is this a: Policy x Strategy Service

Is this: New Revised x

Who is affected Employees x Service Users Wider Community x

6. What are the main aims, objectives of the policy, strategy, or service and the intended outcomes? (These can be cut and pasted from your policy)

The policy aims to ensure the engagement of non Medical and Dental Staff is in accordance with NHS Employment Check Standards.

7. Does this policy, strategy, or service have any equality implications? Yes x No X

If No, state reasons and the information used to make this decision, please refer to paragraph 2.3 of the Equality Analysis Guidance before providing reasons:

23 July 2015

8. Summary of evidence related to protected characteristics Protected Characteristic Evidence, i.e. What evidence do you have

that the Trust is meeting the needs of people in various protected Groups

Does evidence/engagement highlight areas of direct or indirect discrimination? If yes describe steps to be taken to address (by whom, completion date and review date)

Does the evidence highlight any areas to advance opportunities or foster good relations. If yes what steps will be taken? (by whom, completion date and review date)

Race / Ethnic origin (including gypsies and travellers)

The Trust is committed to ensuring that, as far as is reasonably practicable, the way services are provided and the way staff are treated reflects their individual needs and does not unlawfully discriminate against individuals or groups. National evidence identifies that BAME account for 31% of those shortlisted for acute trust jobs but make up only 16% of appointees. Trust data shows that 19% of the total number of BAME applicants are shortlisted however, only 6% of those shortlisted are appointed. NUTH use NHS jobs (online recruitment service) for all non-medical positions in the trust. This enables all potential candidates to be shortlisted fairly and guards against unlawful discrimination against individual groups.

Analysis of local data highlight some potential areas of concern. Data will be monitored on an annual basis and actions have been incorporated into the Trusts E&D action plan.

Trust operates a BAME staff network, reference to this is included in the recruitment information

Sex (male/ female) As above

Religion and Belief As above

As per the data above under race a concerns been identified in local data This will be monitored annually and the E&D action plan now incorporates action points

Sexual orientation including lesbian, gay and bisexual people

As above Trust operates an LGBT staff network, reference to this is included in the recruitment information

Recently attended pride to increase engagement with the LGBT community. Trust is a Stonewall diversity champion and displays the Stonewall logo on our adverts.

Age As above

Disability – learning difficulties, physical disability, sensory impairment and mental health. Consider the needs of carers in this section

National data states that more than 1 in 4 adults are disabled, but only half are likely to be in employment. Employment rates for disabled people nationally are low - around 7% The recruitment policy is clear that reasonable adjustments will be made where required, including pre, during and post interview

NUTH operates Project Choice a programme which is a work experience / intern pathway for students with learning difficulties or autism. 76% of our students have transitioned into paid employment since 2012. All identified disabled applicants will be offered an interview provided they meet the essential criteria and apply under the Disability Guaranteed Interview Scheme Two tick symbol displayed on all adverts Trust operated an Disability staff network, reference to this is included in the recruitment information

Gender Re-assignment As above

Marriage and Civil Partnership As above

Maternity / Pregnancy As above

9. Are there any gaps in the evidence outlined above? If ‘yes’ how will these be rectified?

No

10. Engagement has taken place with people who have protected characteristics and will continue through the Equality Delivery

System and the Equality Diversity and Human Rights Group. Please note you may require further engagement in respect of any significant changes to policies, new developments and or changes to service delivery. In such circumstances please contact the Equality and Diversity Lead or the Involvement and Equalities Officer.

Do you require further engagement? Yes No N

11. Could the policy, strategy or service have a negative impact on human rights? (E.g. the right to respect for private and family

life, the right to a fair hearing and the right to education?

No

PART 2 Name:

Miss Michelle Musgrave

Date of completion:

23 July 2015

(If any reader of this procedural document identifies a potential discriminatory impact that has not been identified, please refer to the Policy Author identified above, together with any suggestions for action required to avoid/reduce the impact.)