recruitment and selection policy - · pdf file7.1 recruitment & selection procedures...

Version: 5.0 Approved By: Workforce Governance Group Date: 11 July 2013 Review Date: July 2015 Equality Impact Assessment: July 2012 Policy ID: HR/05.23

Owner: Director of Workforce & Strategy

Lead: Workforce Resource Development Manager

Links to:

Equal Opportunities Policy

Clinical Registration Procedure

Safe Haven Policy and procedure

Work Life Balance Policy

Information Governance Policy

Organisational Change Policy

Grievance Procedure

Rehabilitation of Offenders Act 1974

Disclosure & Barring Service Code of Practice

Police Act 1997

Secondment Policy

Equality Act 2010

Trust Values

NHS Constitution

Community First Responder Policy

Medical First Responders (MFR) SOP

EMIC’s Policy

East Midlands Ambulance Service NHS Trust

RECRUITMENT & SELECTION POLICY

Version Control _____________________________________________________________

Document Location

The source of the document will be found in the ‘Library’ folder located in the EMAS public drive (S:)

Revision History Revision date Previous revision

date Summary of changes

July 2007 N/A New Policy for new EMAS Trust

April 2008 July 2007 Review date extended

November 2008 April 2008 Review date extended

August 2009 November 2008 Review date amended to reflect the move to a 2 year review cycle

October 2009 August 2009 Working Review

July 2010 October 2010 Review date extended

July 2012 July 2010 Amendment of titles and the removal of community first responder elements

July 2013 July 2012 Amendments due to i) Employee Transfer SOP ii) CRB/ISA change to Disclosure & Barring Service

Approvals This document requires approval from the following:

Name Date of Approval Version HR Strategy Committee 26 July 2007 1.0

HR Strategy Committee 04 April 2008 1.1

HR Strategy Committee 27 November 2008 1.2

Governance Committee 07 August 2009 1.3

HR Strategy Committee 01 October 2009 2.0

Organisational Development Group 30 July 2010 3.0

Organisational Development Group 10 July, 2012 4.0

Workforce Governance Group 11 July 2013 5.0

Distribution This document has been distributed to:

Name Date Library (EMAS Public Drive) July 2013 Intranet July 2013 All staff July 2013 Freedom of Information Act 2000 Access This document is available via the EMAS Publication Scheme under Class 5 www.emas.nhs.uk

RECRUITMENT & SELECTION POLICY

Contents Page 1. Introduction 1 2. Objectives 1 3. Scope 1 4. Equality & Human Rights Impact Statement 2 5. Definitions 2 6. Responsibilities 2 7. Procedures 4 8. Monitoring section 4

Appendix 1 Recruitment & Selection Procedure Appendix 2 Disclosure & Barring Service Procedure

Date: July 2013 Issue: 5 Revision: 0 Page 1 of 4

1.0 Introduction

1.1 This policy aims to ensure that, when filling a vacant post, the person most suited to the post is selected. This principle will apply equally to internal promotions, secondments and acting up positions, as with external applicants. 1.2 The Trust will monitor the ethnic background, age, gender and whether disabled,

of people who express interest in posts, those who apply, are shortlisted and appointed.

1.3 This Recruitment and Selection Policy aims to promote equality and diversity.

Discrimination on the grounds of sex, disability, age, sexual orientation, religion or race will not be tolerated and is against the law. East Midlands Ambulance Service (EMAS) NHS Trust also has a statutory duty to promote and demonstrate race, disability and gender equality.

1.4 This Policy supersedes all other Recruitment and Selection Policies previously

held by the Trust and / or the former individual Trusts. 2.0 Objectives 2.1 The Recruitment and Selection Policy aims to:

ensure equality of opportunity for all applicants

ensure that a cost effective approach is maintained

give managers a greater awareness of recruitment and selection procedures

ensure that applicants will be selected on the basis of their ability to perform the tasks of the job

ensure that the selection processes are designed to enable the Trust to take an objective assessment of a person’s abilities, skills, experiences and qualifications

reduce any potential risk that maybe presented through its current and future employees.

2.2 To support this policy the recruitment toolkit has been established for appointing managers to follow.

3.0 Scope 3.1 All employees are encompassed by the content of this policy and the

requirements and duties that are stated within.


3.2 This policy applies to the internal and external recruitment and selection of all employed (permanent and temporary) staff to the Trust. Anyone who is deployed on duties for the Trust through an Employment agency should be subject to the procedures in 5.8 and checks on professional registration.

3.3 The recruitment of volunteers is contained within the following documents

Community First Responder Policy 4.0 Equality & Human Rights Impact Statement 4.1 This policy embraces Diversity, Dignity and inclusion in line with the Human

Rights guidance. We recognise, acknowledge and value difference across all people. We will treat every with respect, courtesy and with consideration for their individual backgrounds. We will ensure that everyone is treated fairly and that we convey equality of opportunity in service deliver and employment practice.

5.0 Definitions

DBS – Disclosure & Barring Service A4C - Agenda for Change EMAS – East Midlands Ambulance Service HPC - Health Professionals Council HR – Human Resources NMC – Nursing & Midwifery Council GMC – General Medical Council PTS – Patient Transport Service ISA – Independent Safeguarding Authority

6.0 Responsibilities 6.1 The Chief Executive has overall responsibility for this policy. 6.2 The Director of Workforce will be responsible for the implementation of this

policy and ensure it is reviewed within two years of implementation (or earlier if legislation or guidance dictates).

6.3 The Director of Workforce delegates responsibility for the ongoing monitoring of

guidance and legislation to the Workforce Resource Development Manager (Formerly Head of HR) with responsibility for Recruitment and Selection who will:

Monitor Department of Health (DH) guidance and employment law for changes and best practice

Keep the Director of Workforce & Strategy and Workforce Directorate updated on changes

Recall this policy for earlier review if required

Assist with monitoring the effectiveness of this policy

Ensure a timely review of the policy whether or not national changes have occurred

6.4 The Talent & Resourcing Team as directed by the Director of Workforce will:


establish and maintain documented procedures to ensure that the recruitment and selection of staff is carried out in accordance with Trust policies and procedures

provide advice and guidance to line managers on short- listing and interview panels

approve advertisements, job descriptions and person specifications

advertise vacant posts

perform job evaluation / matching

organise short listing and interview panels

compose advertisements

respond to enquiries from applicants

arrange interviews, i.e. venue

arrange selection tests relevant to the post

process all relevant documentation for role applied for to meet EMAS vetting requirements for successful applicants.

prepare recruitment files

interview applicants at appropriate level

shortlist applicants at appropriate levels with Appointing Manager

ensure that any additional staffing used through a recruitment agency is checked to the standard requirements of level of entry to the Trust, i.e those outlined in Appendix 1 (1.9.3). Only agencies who outline their checking procedures in documented form will be used. The HR representative will review this prior to use of an agency.

redeployment register and adverts 6.5 Appointing Managers

6.5.1 The Trust expects all appointing managers to behave professionally, objectively and to ensure confidentiality is maintained in all selection processes when:

reviewing the requirement of the post

developing and reviewing job descriptions

developing and reviewing person specifications

ensuring that appropriate local induction procedures are carried out

forwarding relevant documentation to the appropriate person within the Talent & Resourcing team upon of the process

short-listing applicants in accordance with agreed person specification

supporting interviews on panels

maintaining awareness of the Equal Opportunity Policy

ensuring that all relevant paperwork is completed in a timely manner 7.0 Procedures


7.1 Recruitment & Selection Procedures – see Appendix 1 7.2 Disclosure & Barring Service Procedures – see Appendix 2 8.0 Monitoring Section 8.1 The Workforce Resource Development Manager will undertake the ongoing monitoring of this policy and will provide an annual report to the Workforce Governance Group based on the findings of half yearly recruitment audits carried out within the Talent & Resourcing Team. The report and the recruitment audits will include the policy key duties, compliance to the NHS Litigation Authority employment checks minimum data set of the NHS Litigation Authority Risk Management Standards in relationship to direct recruitment and external agencies. .

Appendix 1 Recruitment and Selection Procedure

1.0 Procedure 1.1 The relevant line manager must review the requirements for the post and

undertake a skill mix review if necessary, before submitting a vacancy 1.2 Any employees that have been displaced as a result of organisational change

within the Trust, or employees who can no longer complete the full range of their current duties from a condition covered by the Disability Discrimination Act, will be viewed for their suitability for the vacant position prior to the position being advertised, where possible. These employees will be interviewed prior to all other applicants and offered the role if they display the required skills and competencies to carry out the role.

1.3 The Job Description

1.3.1 Every post, without exception, must have a written job description, which will be developed / reviewed by the relevant line manager and taken through the appropriate job evaluation process, e.g. Agenda for Change (A4C) Job Matching, under the nationally agreed scheme to provide an agreed banding.

1.3.2 This document will describe the tasks / duties / responsibilities required.

1.4 The Person Specification

1.4.1 Every job, without exception, must have a written person specification, which will be developed / reviewed by the appropriate line manager and taken through the appropriate job evaluation process, e.g. A4C Job Matching.

1.4.2 The person specification will specify the qualifications, training,

experience, skills, knowledge, abilities and personal qualities that are required to satisfactorily discharge the tasks / duties /responsibilities, as described in the job description.

1.5 The Advertisement

1.5.1 All vacancies including secondments longer than 3 calendar months (see Secondment policy) will be advertised and will be deemed to be open to part time / job share applicants, in line with the Work Life Balance Policy.

1.5.2 The relevant appointing manager will be responsible for completion of the

vacancy approval form, obtaining appropriate approval and ensuring that all sections are correctly completed.

1.5.3 The following advertising media may be used:

Internal only, weekly email to all staff, flyers to stations, jobs listed on NHS jobs

NHS Jobs External press. Advertisements in publications will be to the

approval of the Workforce Resource Development Manager. This will usually be where we are trying to target a particular population group. Advertisements will direct applicants to NHS Jobs to facilitate on-line applications wherever appropriate.

1.5.4 All adverts where a job is advertised that requires Health Professions

Council (HPC) registration now or in the future should include the following wording:

Professional/HPC registration “For professional registration e.g. Paramedics and Nurses, people are required to disclose information that may be sensitive in nature e.g. past/present convictions, medical information. Staff should be assured that this information is held confidentially by the registering body. The registering body looks at each applicant’s information and assesses it on a case by case basis. None of the information included in an application for Professional registration is disclosed to EMAS. For more information regarding HPC registration, please log onto www.hpc-uk.org or NMC registration .

1.6 Information to Applicants

1.6.1 Applicants will obtain information via NHS Jobs on all occasions for advertised roles. In exceptional circumstances applicants may be able to obtain information in another format at the discretion of the Workforce Resource Development Manager

1.6.2 All applicants, whether internal or external, must complete the appropriate job application form. Curriculum Vitaes are accepted, where stipulated, in support of the application form. Care should however be taken to ensure fair comparisons can be made.

1.6.3 All internal applicants will be expected to provide an internal reference

form as part of their application pack without exception.

1.6.4 All successful applicants who are offered a role within EMAS will be expected to spend a minimum of six months ( 9 months if preceptorship required) within that role before they can move to a new role, division or directorate, unless this is a promotion. The only exception to this rule will be if the Trusts’ business needs dictate otherwise. A role can be offered up to 3 months after the date of the interview as long the applicant successfully passed the assessment process.

1.6.5 All unsuccessful applicants are expected to wait 3 months before

reapplying for the same role at the same location. This is to allow the applicant time to develop in order to meet requirements.

1.6.6 Applicants will not receive feedback from the shortlisting part of the

recruitment process.

http://www.hpc-uk.org/

1.6.7 Applicants should note feedback is only available from the interview part of the recruitment process and will be given verbally, EMAS will not provide feedback in writing. Requests for verbal feedback must be made in writing to the Workforce Resource Development Manager.

1.7 Short-listing

1.7.1 The appointing manager and the assigned recruitment advisor will establish the short-listing panel and the interviewing panel, the composition and size being dependent on the nature of the vacant post.

1.7.2 The Talent & Resourcing team will make available to appointing

managers no later than three working days following the closing date:

copies of any application forms job description person specification short listing application form

1.7.3 The short listing panel must complete the “short listing assessment” form.

1.8 The Selection Interview

1.8.1 An interview panel must be constituted for every advertised post. There must be at least one consistent interviewer across all interviews, and try to aim for a consistent interview panel if possible. (For Paramedic interviews a Clinical Education Manager or nominated deputy must be present).

. 1.8.2 Dependent on the nature of the post, it may be useful to include a suitably

qualified independent person to act as an assessor. In some cases this is a statutory requirement.

1.8.3 The interview panel must prepare and agree the structure or plan of the

selection interview, using the job description and person specification.

1.8.4 The questions to be asked during the selection interview must be planned and recorded on the “interview question” form and should be from the EMAS “competency based” question bank, or for senior vacancies from the EMAS “leadership capability based” question bank.

1.8.5 All interview panel members must be free from other commitments during

the period of selection interview and must fully consider all interviewees.

1.8.6 On completion of the selection interview the lead interviewer will ensure that there is documentary evidence of the interview on the interview assessment form.

1.8.7 Interviewers must declare if they are related in any way to the applicants and must not be involved in the interview if there is a declaration to this effect.

1.8.8 Any information given and shared at the interview is covered under the

Trust’s Information Governance Policies and Procedures.

1.8.9 Interviewers should not discuss confidential information given at interview with third parties, without the permission of the applicant.

1.8.10 All candidates must be informed by telephone, letter or in person, of the

outcome of the interview by the appointing manager or recruitment advisor, as soon as possible after the selection process is complete. The appointing manager will be responsible for advising candidates of the reasons for rejection, in a constructive manner, if requested to do so. All candidates should be offered feedback, which should be requested in writing by the candidate.

1.8.11 All documentation must be returned to the Talent & Resourcing Team.

The Talent & Resourcing Team will retain the recruitment file for a minimum of 12 months, which will contain the following:

completed short listing assessment form completed interview question / assessment forms completed application form including equal opportunity monitoring

form at least two references for each successful candidate, if this is not a

reference from the most recent employer. copies of qualification certificates if applicable to role

1.8.12 The recruitment file must be retained for a minimum of 12 months.

1.8.13 The Talent & Resourcing Team will forward a written offer of appointment

to the successful candidate(s) as soon as possible following the decision to appoint.

1.8.14 Appointing Managers should refer to the A4C Guidance on starting

salaries prior to offering a salary and refer to HR for advice where applicable.

1.9 Pre-Employment Checks

1.9.1 All appointments are subject to the following pre-employment checks (if required by the role) as laid down in the NHS Employment Check Standards, those standard checks are as follows; ● Verification of identity checks ● Right to work checks ● Employment history and reference checks ● Registration and qualification checks ● Occupational health checks (request after job offer only) ● Disclosure & Barring Service checks

● Driving licence checks

1.9.2 This paperwork will be checked at interview and photocopied by one of the interviewing panel (normally Resourcing Advisor or Recruiting Manager), and double checked by the Talent & Resourcing Team before an offer is made. A checklist to assess the suitability of this documentation is held by the Talent & Resourcing team and is available in the recruitment toolkit.

Occupational Health – all successful appointments where a check is required must meet the requirements for the role

Occupational Health clearance must be received prior to the person starting in the role.

Disclosure & Barring Service (DBS) Disclosure – all posts with regular access to children and vulnerable persons will require a satisfactory Disclosure (see CRB Procedure Appendix 2).

References – references must only be considered upon completion of the post interview assessment. In the case of concerns relating to references advice should be sought from the Human Resources Department. References are given “in confidence”, therefore the contents of references should not be shared with applicants or other Trust employees.

Professional Registration – this should be checked prior to interview stage by the appointing manager, and documented as such, and a further check will be carried out in the Talent & Resourcing team to ensure professional registration is current and valid.

1.9.3 It is the Talent & Resourcing Team duty to ensure all paper work related to an individuals recruitment file is checked and in order. The table below shows the checks that where appropriate need carrying out, who is responsible for the check, and should adverse information be received

the responsible person as per the table below needs to sign off or decline the file.

Check Required Checking Responsibility Referral to if adverse Information received or query

Verification of identity checks (i) eg current passport/birth certificate

Resourcing Advisor in Talent & Resourcing Team

Workforce Resource Development Manager

Driving Licence Checks Resourcing Advisor in Workforce Resource

eg current licence, no more than 3 points for minor offences (as per the Trust’s Driving Policy)

Talent & Resourcing Team Development Manager or Trust Driving Lead

Verification of identity checks (ii) eg utility bill dated in last three months



Right to work checks (visa/work permit)



Registration And Qualification checks (i) Eg checking qualifications declared on application



Employment History and Reference checks


Divisional/Directorate Human Resources Business Partner and Assistant Director Operations

Occupational Health Checks (request after job offer only)


Divisional/Directorate Human Resources Business Partner and Occupational Health Provider Lead Nurse

Disclosure & Barring Service check


Divisional/Directorate Human Resources Business Partner and Assistant Director of Operations

Registration and qualification checks (ii) Registered Body Registration Check eg HPC/NMC/GMC


Divisional/Directorate Human Resources Business Partner and Assistant Director of Operations

1.9.4 Adherence to the above guidelines will be checked a minimum of half

yearly by the Workforce Resource Development Manager in a Recruitment Audit of a sample of recruitment packs (minimum sample size 15 packs).

1.9.5 For Agency temporary staff, it has been agreed that as a minimum the Identification Check, Utility Bill Check (to confirm address), Work Permit/Visa check (right to work in the UK) and Reference checks will be done by the Agency supplying the member of staff, with the other checks as required eg Registration and qualification checks and occupational health checks for Control staff and frontline (A&E and PTS), criminal record check etc to be done or requested by the Trust as appropriate to

the role. Records of completion of the above checks are held by the Talent & Resourcing team.

1.9.6 Permanent or fixed term contract members of staff recruited from an

agency will be subject to the checking standards detailed in the table above

1.9.7 Any prospective employee(s) who fail to meet the standard checks will not be appointed 2.0 Right to Complain 2.1 Refer to the Trust Grievance Procedure 2.2 External candidates can complain in writing to the Workforce Resource

Development Manager at Trust Headquarters.

Appendix 2 Disclosure & Barring Service (DBS) procedure

1.0 Introduction 1.1 The Disclosure & Barring Service (DBS) provides access to information about

criminal convictions and other police records to help employers make informed decisions when recruiting staff.

1.2 The DBS issues two levels of disclosure – standard and enhanced. The standard

disclosure lists all convictions (spent and unspent), cautions, reprimands or warnings and, in relevant case, reveals if an individual is on any lists held by the Department of Health or the Department for Education and Skills and is unsuitable to work with children or vulnerable adults. The enhanced disclosure includes all the information revealed on a standard disclosure as well as any relevant non-conviction information held locally by the police.

2.0 Procedure 2.1 The East Midlands Ambulance Service NHS Trust is registered with the

Disclosure & Barring Service (DBS) due to the nature of work our operational staff get involved in. The DBS is the government agency responsible for compiling the criminal record checks, the check is call a ‘Disclosure’. The Disclosure will reveal whether or not the applicant has a criminal record and of what sort.

2.2 There are two types of Disclosure; Standard and Enhanced, the Trust uses the

Standard and Enhanced Disclosures as part of the recruitment process. Therefore the Disclosure should be used to form part of the basis on which recruitment decisions can be made. From 1st July 2010 the Trust will also be responsible for ensuring all it’s existing staff detailed below (patient facing) begin to register with the Independent Safeguarding Authority (ISA) which supports the safeguarding of children and vulnerable adults. All new staff recruited the patient facing roles detailed below to the Trust from 1st July 2010 will have to be registered with the ISA from their start date.

3.0 DBS Process Overview 3.1 There are two types of application form within EMAS, one that asks for the

candidate to disclose any ‘unspent convictions’ and one that asks for all ‘spent’ and ‘unspent’ convictions. The latter application form is used for job roles that are exempt from the Rehabilitation of Offenders Act 1974.

3.2 In the case of EMAS NHS Trust, posts that fall under the exemption are

operational posts, which include (this is not an exhaustive list):

Patient Transport Drivers

Ambulance Care Assistants

Voluntary Car Drivers

Ambulance Technicians and Paramedics (this group includes Paramedic Team Leaders, Fast Response Vehicle Paramedics,)

Community Responders

Emergency Care Practitioners

Customer Services Managers (CSMs) and Operational Support Managers (where applicant is a qualified Technician or Paramedic)

Patient Transport Services (PTS) Team Leaders and Paramedic Team Leaders

Emergency Care Assistant

Any other patient facing role within the Trust

4.0 Exemptions from the Rehabilitation of Offenders Act (1974) 4.1 The Rehabilitation of Offenders Act 1974 enables criminal convictions to become

‘spent’ or ignored after a ‘rehabilitation period’. This means, for jobs/organisations that are not exempt from this Act, candidates are not required to divulge criminal convictions to the employing organisation if the conviction is ‘Spent’. Therefore, once a conviction is regarded as ‘spent’, the rehabilitated person does not have to reveal its existence and in most circumstances can answer “no” to the question “do you have a criminal record”. For more information on ‘spent’ and ‘unspent convictions and ‘rehabilitation periods’ refer to the Rehabilitation of Offenders Act 1974.

4.2 Certain occupations are exempt to this provision due to the nature of the role, for

example, working with vulnerable individuals – children or adults. In the case of EMAS where an employee has face-to-face contact with patients in the course of normal duties, this role would fall under this exception. Where a role is exempt from the Rehabilitation of Offenders Act 1974, candidates are required to disclose all convictions (‘spent’ or ‘unspent’), cautions, reprimands and/or final warnings.

5.0 Advertising 5.1 All roles that are exempt from the Rehabilitation of Offenders Act 1974 should

state on the job advertisement that a criminal record check will be obtained. The DBS check applies to both internal and external candidates.

5.2 The following sentence is an example of such a statement: “Please be aware that

a criminal record check will be requested in the event of a successful application for this role, however we would like to state that a criminal record will not necessarily be a bar to obtaining employment within the Trust”.

6.0 Short Listing

6.1 If an applicant has declared a conviction the application must be treated with confidentiality and discretion. The application will need to go through a risk assessment before it is passed through for short listing

6.2 Failure to reveal convictions for external applicants will be looked on

unfavourably, however the Talent & Resourcing team would be required to understand why there was no disclosure if this is revealed later on in the process. For internal candidates, the failure to reveal convictions will be regarded as a breach of contract if discovered after appointment and may lead to termination of employment depending on the severity of the conviction and reason(s) for the failure to disclose.

7.0 Recruiting Ex-Offenders 7.1 As an organisation using the DBS Disclosure service to assess applicant’

suitability for positions of trust, EMAS complies fully with the DBS Code of Practice and undertakes to treat all applicants for positions fairly. It undertakes not to discriminate unfairly against any subject of a Disclosure on the basis of a conviction or other information revealed.

7.2 EMAS is committed to the fair treatment of its staff, potential staff or users of its

services, regardless of race, gender, religion, sexual orientation, responsibilities for dependants, age physical/mental disability or offending background.

7.3 We actively promote equality of opportunity for all with the right mix of talent,

skills and potential and welcome applications from a wide range of candidates, including those with criminal records. We selection all candidates for interview based on their skills, qualifications and experience.

7.4 A Disclosure is only requested after a thorough risk assessment (carried out by

the Appointing Manager supported by HR see Appendix 3) has indicated that one is both proportionate and relevant to the position concerned. For those positions where a Disclosure is requested, all application forms, job adverts and recruitment briefs will contain a statement that a Disclosure will be requested on the event of the individual being offered the position.

7.5 When a Disclosure is to form part of the recruitment process, we encourage all

applicants to provide details of their criminal record at an early stage in the application process. We request that this information is detailed on the application form and within EMAS we guarantee that this information will only be seen by those who need to see it as part of the recruitment process.

7.6 We ensure that all those in EMAS who are involved in the recruitment process

have been suitably trained to identify and assess the relevance and circumstances of offences. We also ensure that they have received appropriate guidance and training in the relevant legislation relating to the employment of ex-offenders e.g. the Rehabilitation of Offenders Act 1974.

7.7 At interview, or in a separate discussion, we ensure that an open and measured

discussion takes place on the subject of any offences or other matter that might

be relevant to the positions. Failure to reveal information that is directly relevant to the position sought could lead to withdrawal of an offer of employment.

7.8 We make every subject of a DBS Disclosure aware of the existence of the DBS

Code of Practice and make a copy available on request. 7.9 Having a criminal record will not necessarily bar you from working with us. This

will depend on the nature of the position and the circumstances and background of your offences.

8.0 Storage and Access 8.1 Disclosure information is kept securely, in lockable, not-portable, storage

containers with access strictly controlled and limited to those who are entitled to see it as part of their duties.

9.0 Handling 9.1 In accordance with section 124 of the Police Act 1997, Disclosure information is

only passed to those who are authorized to receive it in the course of their duties. We maintain a record of all those to whom Disclosures or Disclosure information has been revealed and it is a criminal offence to pass this information to anyone who is not entitles to receive it.

10.0 Usage 10.1 Disclosure information is only used for the specific purpose for which it was

required and for which the applicant’s full consent has been given. 11.0 Retention 11.1 Once a recruitment (or other relevant) decision has been made, we do not keep

Disclosure information for any longer than is necessary. This is for a period of up to six months, to allow for the consideration and resolution of any disputes of complaints. If, in very exceptional circumstances, it is considered necessary to keep Disclosure information for longer then six months, we will consult the DBS about this and will give full consideration to the date protection and human rights of the individual before doing so. Throughout this time, the usual conditions regarding the safe storage and strictly controlled access will prevail.

12.0 Disposal 12.1 Once the retention period has elapsed, we will ensure that any Disclosure

information is immediately destroyed by secure means, i.e. by shredding, pulping or burning. While awaiting destruction, Disclosure information will not be kept in any insecure receptacle (e.g. waste bin or confidential waste sack). We will not keep any photocopy or other image of the Disclosure or any copy or representation of the contents of a Disclosure. However, notwithstanding the above, we may keep a record of the date of issue of a Disclosure, the name of the subject, the type of Disclosure requested, the position for which the

Disclosure was requested, the unique reference number of the Disclosure and the details of the recruitment decision taken.

13.0 How to identify level of DBS Clearance required

The following guidance applies to all staff, including bank and temporary staff and volunteers.

13.1 Enhanced disclosure before commencement of employment will be routinely

undertaken for applicants being offered posts with access to children or vulnerable persons, with access to patients personal details or in the transport of drugs / records etc.

14.0 Records 14.1 The Human Resources Department will maintain records of applications made

and the date the disclosure is received along with the unique identification number. This record will support monitoring and audit of compliance with the policy.

15.0 Unsatisfactory Criminal Records Disclosure 15.1 The Appointing Manager, with appropriate employment advice, will make a

decision whether a disclosure is unsatisfactory based on the following criteria:

Is the caution or conviction a one off, or is it one of several?

Did it happen recently?

Was it committed by the person as a juvenile or an adult?

Is the offence relevant to the job?

Is the behaviour that constituted the behaviour a cause for concern?

Is the context behind the conviction a cause for concern?

Were there particular circumstances at the time that led to the offending?

What evidence is there of change?

What is the person’s attitude to the offence and offences?

Is the candidate remorseful?

For both external candidates and internal members of staff applying for a new role, a form will be kept in the recruitment pack or personnel file to evidence that the unsatisfactory check has been discussed with the recruiting manager or the line manager of the individual concerned. This paperwork will be initiated by the recruitment team who administer the checks.

15.2 When staff receive an unsatisfactory disclosure, they will be informed that the

offer is withdrawn. They will be informed they have the right of appeal, where a meeting will be arranged to consider the appeal

16.0 Appointments 16.1 All appointments to East Midlands Ambulance NHS Trust are subject to a

satisfactory DBS disclosure at the relevant level. Should a prospective employee be unable to provide sufficient evidence to allow a DBS check to be undertaken or not provide us with a copy of their check then the appointment will not proceed.

17.0 Monitoring & Review of CRB Procedures 17.1 Details of requested and received DBS applications will be recorded on a

password protected central spreadsheet held within HR. The spreadsheet will detail the date the disclosure is to be destroyed as specified by the Disclosure & Barring Service.

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