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APPOINTING MANAGER’S RECRUITMENT PROCESS GUIDELINES
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Appendix 3 A Complete Appointing Manager’s Guidelines Recruitment
Transcript of APPOINTING MANAGER’S RECRUITMENT PROCESS GUIDELINES
Appendix 3
A Complete
Appointing Manager’s Guidelines Recruitment
Northumberland, Tyne and Wear NHS Foundation Trust Appendix 3 – Appointing Managers Guidelines – V03 – Issue 1 – Issued December 2014 Part of NTW(HR)15 – Recruitment and Selection Policy – V03
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APPOINTING MANAGER’S RECRUITMENT PROCESS GUIDELINES 1 Recruitment and Selection Interviews – Equality Act (2010)
The Act makes it unlawful for employers to ask applicants general questions about their health, medical history or disability prior to making an offer of employment. Therefore, appointing managers and panellists are reminded that job applicants must not be asked any health related, sickness absence, attendance or disability related questions at selection interviews. During an interview, you can ask a question about whether someone has the relevant skills, qualities or experience to do the job, but not about their health or about any disability they may have.
2 Successful Candidate Paperwork
The Successful Candidate form should be completed and faxed to the Directorate Support Team, fax Number 0191 2232361 on the same day the verbal Conditional Offer of Employment is made. Hard copies should be sent via the internal postal service.
3 Disclosure & Barring Service (DBS) (Previously CRB) – Where applicable
DBS (Previously CRB) completion will be necessary if a job role requires it. Please advise the applicant that the successful candidate will be required to complete a DBS application on-line immediately after verbal acceptance of the post. This will be activated by the person you nominated to input the information into Atlantic Data (please refer to Process notes).
4 Identity check
Candidates must present their original identification documents and a photocopy of each item at interview. The Appointing Manager must check that copies match originals and confirm the identity of the individual present. You must sign and date the copy stating ‘I verify this is a true record of the original’.
Please read Appendix 1; located at the end of this document which details a full list of acceptable identity documentation.
Northumberland, Tyne and Wear NHS Foundation Trust Appendix 3 – Appointing Managers Guidelines – V03 – Issue 1 – Issued December 2014 Part of NTW(HR)15 – Recruitment and Selection Policy – V03
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5 Immigration and Asylum
EEC nationals, or spouses/children of EEC nationals can be employed but other nationals may need to provide evidence that they are entitled to legally work in the UK. Please take copies of all evidence produced by the applicant. If the person holds a dependant’s Visa, we must see their spouses’ passport and Visa. If you have migrant workers who are shortlisted for interview, please contact the Directorate Support Team before proceeding with the appointment.
6 Application Form and References
Check with applicant that Referees’ names and addresses are full and correct. Check dates of employment are continuous and cover three years of employment. Clarify that the referee is a line manager and not a work colleague / friend /neighbour.
7 Qualifications (essential – as in job specification)
Check Qualifications are as stated on the application form against essential criteria in the person specification. Check copies of qualifications against original certificates and sign and date the copy to state ‘I verify it is a true copy of the original’. If the name on the qualifications certificate differs from the current name, please ensure a photocopy of the Marriage Certificate is taken.
(Falsification may lead to unsafe appointments - Counter Fraud Services)
8 Professional Registration (essential - as in job specification)
Check with applicant that they are registered with the relevant professional body and that the PIN/ID number is provided. The Directorate Support Team will verify registration with the relevant registered body. (Falsification may lead to unsafe appointments – Counter Fraud Services)
9 Previous NHS Service
If the applicant’s have any previous NHS Service, we will require evidence to confirm the beginning and end of each period. Failure to do so may affect their continuous NHS service date and annual leave entitlement detailed in their contract upon appointment. This information must be brought to interview.
Northumberland, Tyne and Wear NHS Foundation Trust Appendix 3 – Appointing Managers Guidelines – V03 – Issue 1 – Issued December 2014 Part of NTW(HR)15 – Recruitment and Selection Policy – V03
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10 Successful Candidate
A verbal offer must be made by the Appointing Manager to the successful applicant subject to satisfactory employment checks. Conditional Offer letter will follow. Commencing Salary for all applicants will be at the bottom point of the salary band. Any offer made to a different salary point must be discussed with a Workforce Advisor and evidence of the agreement forwarded to the DST Team.
11 Team Prevent
The Appointing Manager must complete the attached Heath Assessment Form (section A) and return this to the Directorate Support Team with the Successful Applicant Form. Failure to complete and return this will result in a delay in the recruitment process. In order to issue the Conditional Offer Letter promptly, please fax the following documents to 0191 223 2361:
Completed Successful Applicant Form;
Completed Health Assessment Form (Section A);
Signed copies of ID Documents;
Signed copies of certificates of Essential Qualifications;
Interview Assessment Record accurately showing applicant scores In order to finalise the recruitment process, please send the following original documentation via internal mail to the Directorate Support Team, Old Appleby Ward, St. Nicholas’ Hospital. The documentation detailed below must be returned to the Directorate Support Team within 48 hours of date of the interview.
Completed Successful Applicant Form;
Signed copies of ID documents;
Signed copies of certificates of Essential Qualifications;
Panel Members’ interview notes / records;
Evidence of work samples / tests and presentations;
Interview Assessment Record accurately showing applicant scores;
Northumberland, Tyne and Wear NHS Foundation Trust Appendix 3 – Appointing Managers Guidelines – V03 – Issue 1 – Issued December 2014 Part of NTW(HR)15 – Recruitment and Selection Policy – V03
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Copy of interview questions and results for both the successful and unsuccessful candidates
Appointing Managers must shred (or confidentially dispose of) all unsuccessful applicant’s application forms, job descriptions, person specifications and ID. Within 48 hours receipt of successful applicant form; the Recruitment Team will issue a conditional offer letter subject to employment checks.
Appointing Manager’s Signature: ……………………………………… Print Name: ………………………………………………………………..
Date: …………………………………..
Northumberland, Tyne and Wear NHS Foundation Trust Appendix 3 – Appointing Managers Guidelines – V03 – Issue 1 – Issued December 2014 Part of NTW(HR)15 – Recruitment and Selection Policy – V03
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INTERVIEW SCHEDULE AND ASSESSMENT RECORD
POST: BAND: HOURS: . PERMANENT or TEMPORARY: VACANCY REFERENCE: INTERVIEW DATE:
Name:
Attendance Confirmed:
Interview Time
Question 1
2
3
4
5
6
7
8
9
10
11
TOTAL
Personal Specification Met Yes/No
Successful Yes/No
Signed (Appointing Manager) Signed (Panel Member) Signed (Panel Member) Signed (Panel Member)
Northumberland, Tyne and Wear NHS Foundation Trust Appendix 3 – Appointing Managers Guidelines – V03 – Issue 1 – Issued December 2014 Part of NTW(HR)15 – Recruitment and Selection Policy – V03
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INTERVIEW SCHEDULE AND ASSESSMENT RECORD
POST: BAND: HOURS: . PERMANENT or TEMPORARY: VACANCY REFERENCE: INTERVIEW DATE:
Name:
Attendance Confirmed:
Interview Time
Question 1
2
3
4
5
6
7
8
9
10
11
TOTAL
Personal Specification Met Yes/No
Successful Yes/No
Signed (Appointing Manager) Signed (Panel Member) Signed (Panel Member) Signed (Panel Member)
Northumberland, Tyne and Wear NHS Foundation Trust Appendix 3 – Appointing Managers Guidelines – V03 – Issue 1 – Issued December 2014 Part of NTW(HR)15 – Recruitment and Selection Policy – V03
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SUCCESSFUL APPLICANT FORM This form must be completed by the Appointing Officer following interview and returned with the interview paperwork.
Applicant and Post Details
Name Job Reference
Job Title Department
Location Ward
Line Manager Job Title
Line Manager contact details
Contract Details
Contract Type
(please delete as appropriate)
Permanent / Fixed Term Contract / Secondment / Maternity Cover
Duration (if not Permanent)
Band
Full-time / Part-time / Term Time working (please state)
Unsocial Hours to be worked
Yes / No
Number of Hours worked
Days worked
Currently employed by NTW Trust
Yes / No Employed by another NHS Trust
Yes/No
Please note all applicants will be appointment to minimum point of the scale, unless they are already a NHS employee within the scale. The DSteam will confirm if the person is to appointed on a higher point.
Failure to complete any of the information below will result in a delay in the processing of the new starter paperwork.
Have you contacted the applicant and offered the post subject to:
Satisfactory references
DBS Clearance
Occupational Health Clearance
Identity check
Validation of Qualifications/Registration (if applicable)
Right to work check
Yes / No
Has the applicant verbally accepted job offer? Yes / No
POST DETAILS
Will this member of staff have clinical contact with patients or be exposed to any blood or bodily fluids?
Yes / No
Northumberland, Tyne and Wear NHS Foundation Trust Appendix 3 – Appointing Managers Guidelines – V03 – Issue 1 – Issued December 2014 Part of NTW(HR)15 – Recruitment and Selection Policy – V03
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DBS to be completed electronically Yes / No
Is the role in Children and Young Peoples Services Yes / No
Will the candidate have unsupervised and direct patient contact as part of their job role?
Yes / No
Will the person have indirect patient contact as part of their job role? Yes / No
Qualifications checked and verified (copies attached which are signed, dated and certified to be a true copy of the original)
Yes / No
Non EEA applicant eligible to work in UK? (copies attached of passport – to include front cover - and visa and all document checked, signed, dated and certified to be a true copy of original)
Yes / No
DBS clearance and checks:
If you have appointed a current member of staff, please contact the DS team office to confirm whether or not the member of staff has a valid DBS.
Does the member of staff hold a valid DBS with NTW trust? Yes / No
If the member of staff does not hold a valid DBS clearance please complete an electronic Atlantic DBS application.
Has Atlantic DBS application been completed and activation email sent to applicant?
Yes / No
The DST team will issue conditional offer letter subject to receipt of the above paperwork, and will notify you when all the references and relevant clearances are through to arrange a start date – please note start dates must not be agreed until this notification has been received.
Appointing Manager
Name Job Title
Signed Date
Contact number(s)
Northumberland, Tyne and Wear NHS Foundation Trust Appendix 3 – Appointing Managers Guidelines – V03 – Issue 1 – Issued December 2014 Part of NTW(HR)15 – Recruitment and Selection Policy – V03
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Health Assessment Questionnaire
Yes No
SECTION A – To be completed by NTW APPOINTING MANAGER and returned to DST team
TO BE COMPLETED BY APPOINTING OFFICER (BEFORE SENDING TO APPLICANT PLEASE)
Applicants Full Name ........................................................ Full/Part Time/Locum/Temporary/Other Post Applied for ....................................................... Job Reference ...........................................................
Tel No of Applicant ............................................... ....... Email Address of Applicant..........................................
Employee is currently working for the Trust YES NO
EMPLOYEE TO BE INVOLVED IN PATIENT CARE / PATIENT CONTACT / BODY FLUID SAMPLE HANDLING (INCLUDING LABORATORY WORKERS) YES NO Please indicate below any other potential hazards associated with this post
Yes No Yes No
Exposure to noise levels>80dbA Work at Heights
Contact with Latex Work in confined spaces
Contact with Cytotoxics Electrical Work
Night Working Lone Working
Manual handling tasks Chemical/Dust/Fume Exposure (COSHH)
Exposure to radiation Food Handling
Working with Sewage Work with Vibrating Machinary
Repetitive tasks Working with children
Work with x ray chemicals Work with VDU’s (>5hrs per week)
Driving duties Exposure to persons with challenging or
aggressive behaviour
Other Hazards (please state)…………………………….………………………………………………………………………………………
Directorate (Please tick)
Planned Care Urgent Care Specialist Care Chief Executive Deputy Chief Executive Commercial Deputy Chief Executive Estates & Facilities Workforce & Organisational Development Deputy Chief Executive Finance Deputy Chief Executive Service Development Medical Clinical Governance Medical Performance Medical Pharmacy
Performance & Assurance Informatics Performance & Assurance
Completed fitness outcome form to be sent F.A.O: ..................................................................................................
Staff Group (Please tick)
Nursing & Midwifery Registered Add Prof Scientific and Thechnic Allied Health Professionals Medical & Dental Additional Clinical Services Administrative & Clerical
Estates & Ancillary Students
Northumberland, Tyne and Wear NHS Foundation Trust Appendix 3 – Appointing Managers Guidelines – V03 – Issue 1 – Issued December 2014 Part of NTW(HR)15 – Recruitment and Selection Policy – V03
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APPENDIX 1 – ACCEPTABLE IDENTITY DOCUMENTATION. Candidates are required to bring the following original documents plus a photocopy of each item. Photo copies that are not accompanied with the original document will not be accepted. This includes scanned documents or online print-outs. Candidates must provide one of the following combinations: 1) Two forms of photographic personal identification from Group 1 and one document confirming their address from Group 2 Or 2) One form of photographic personal identification from Group 1 and two documents confirming their address from Group 2 GROUP 1 ACCEPTABLE PHOTOGRAPHIC PERSONAL IDENTIFICATION INCLUDES: 1. A Valid UK Passport or EU/Other Nationalities (Channel Islands, Isle of Man or Irish). 2. A current UK/Provisional (or EU/Other Nationalities) photo-card driving licence (this must be
accompanied with the paper counterpart). Must hold individuals current address. 3. Passport of non-EU nationals. Containing UK stamps, a visa or a UK residence permit
showing the immigration status of the holder in the UK. 4. A Biometric Residence Permit and/or other valid documentation relating to immigration status
and permission to work. 5. An original birth certificate issued within 12 months of birth. GROUP 2 ACCEPTABLE CONFIRMATION OF ADDRESS DOCUMENTS INCLUDES: 1. Recent Utility Bill (gas, electric, or landline phone) or a certificate from a supplier of utilities
confirming the arrangement to pay for the services on pre-payment terms (note: mobile phone bills are not acceptable). Utility bills in joint names are permissible. All documents must be from a different source and be dated within the last 3 months.
2. Local authority tax bill valid for the current year. (dated within the last 12 months) 3. Most recent mortgage statement from a recognised lender (dated within the last 12 months) 4. Current Benefit book or card or original notification letter from Department of Work and
Pensions (DWP) confirming the rights to benefit.(dated within 3 months) 5. Current UK photo-card or provisional photo-card driving licence (if not already presented as a
personal ID document). Must be both parts of the driving licence – photo-card and paper. 6. UK full driving licence (old-style paper version), old-style provisional driving licences are not
acceptable 7. Most recent HM Revenue & Customs tax notification (i.e. tax assessment, statement of
account, notice of coding but not a P45 or P60)
Northumberland, Tyne and Wear NHS Foundation Trust Appendix 3 – Appointing Managers Guidelines – V03 – Issue 1 – Issued December 2014 Part of NTW(HR)15 – Recruitment and Selection Policy – V03
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8. Financial statement such as bank, building society, or credit card statement (UK and EEA. Non EEA statements must not be accepted) dated within 3 months.
9. Bank/Building Society Account Opening Confirmation Letter 10. Cards carrying the PASS accreditation logo If you are unable to produce photographic identification you must provide 5 documents listed in Group 2 and a passport sized photograph endorsed on the back with a signature of a ‘person of standing’ in their community who has known you for at least 3 years. E.g. Magistrate; medical practitioner; teacher; lawyer; bank manager or officer of the armed forces. The photograph must be accompanied by a signed statement from that person (indicating the length of time that person has known you) with their full name, address professional role and contact telephone number.
