HRPOL11 Recruitment and Selection GROUP WIDE POLICY by Provide Community

Recruitment and Selection

Policy & Procedure

Recruitment & Selection Policy and Procedure

Version: V6

Ratified by: Staff Partnership Forum, People & Culture Committee

Date ratified: 18 June 2024

Name/Department of Sponsor/author: Lead People Partner

Equality Impact Assessed by: Lead People Partner

Target audience: All employees

Distributed to Electronically to All Departments via My Compliance

Version Control Sheet

Version

v1 Feb 2011

v3 December 2015 HR Business Partner

v4 January 2019 HR Business Partner Reviewed Ratified

V5 Aug 2021 HR Business Partner Reviewed Ratified

V6 April 2024 Lead People Partner Reviewed Ratified

1. INTRODUCTION

1.1 Provide aims to deliver high quality, safe services and recognises its commitment to ensuring the highest professional standards in its recruitment and selection practices. In fulfilment of its business objectives, Provide reflects best practice, in the development of positive policies to promote quality and safety in the work and conduct of all its employees.

1.2 Provide recognises and acknowledges the commitment and contribution its workforce makes to the delivery of high-quality integrated healthcare and social services and aims to ensure that we have a workforce that is committed to the vision and values of Provide

1.3 Provide strives to be an equal opportunities employer and complies with the requirements of relevant UK legislation applicable to employment. All recruitment and selection practices will be applied fairly, equitably and consistently.

1.4 Provide recognises its legal obligations during the recruitment process and takes measures that ensure any opportunity for discrimination which could be directly or indirectly against an individual or group on the basis of their age, disability, gender reassignment, race, religion or belief, sex, sexual orientation, marriage and civil partnership, pregnancy or maternity or previous convictions (except for posts exempt under the Rehabilitation of Offenders Act) are minimised.

1.5 The Equality Act 2010 provides additional protection in relation to discrimination, namely dual/multiple discrimination, associative discrimination, and perceptive discrimination.

1.5.1 Dual/Multiple

Discrimination

Dual/Multiple discrimination is where an individual is treated less favourably than others because of a combination of protected characteristicsdiscrimination can be both direct or indirect.

1.5.2 Associative Discrimination

This applies to someone who is discriminated against because they are associated with a person with a protected characteristic such as disability, sexual orientation, gender identity etc.

1.5.3 Perceptive

Discrimination

This applies when an individual is discriminated against as they are believed to have a ‘protected characteristic’ e.g. disabled, gay, Sikh etc, even if the individual does not possess that protected characteristic.

1.6 Provide is aware of its responsibility to undertake safe recruitment to protect children and vulnerable adults and this policy incorporates the requirements of the Safer Recruitment recommendations. The policy aims to ensure that, when filing the vacant post, objective selection criteria are used, the decision-making process is recorded, and the person most suitable to the post is selected on merit. This principle will apply equally to internal promotions, secondments and acting up positions.

1.7 The NHS Employment Check Standards have been used as a best practice guidance document in the production of this policy and procedure. These standards are recognised to provide a high level of assurance and will be used when carrying out pre-employment checks for any vacancy in any service delivered by Provide.

1.8 Integral to this is the promotion of good employment practices through the development of HR policies and practices that comply with all relevant legislation. This recruitment and selection policy and procedure is consistent with this approach in ensuring recruitment of its workforce is responsive and appropriate to meet the diverse needs of the patient population.

1.9 The Recruitment and Selection policy will be compliant and ensure data collected is held in line with the Data Protection Act 2018 and the General Data Protection Regulations (GDPR) 2018. Information that is essential to the recruitment decision will be kept in accordance with the Act.

2. SCOPE

2.1 The Recruitment Policy and Procedure outlines the principles and standards applicable to all recruitment and selection undertaken by the Provide Group. This must be followed by all employees of the Provide Group involved in the recruitment process either as recruiting managers or candidates for jobs, both internal and external applicants and is applied consistently and fairly.

This policy also applies to those who may perform recruitment and selection activity on behalf of Provide. The full provisions of this policy must be followed for all recruitment of Provide employees or directly engaged workers.

For clarity this includes:

• permanent employees (full time, part time, annualised hours, term time)

• those appointed on a Fixed Term contract.

• Workforce Solutions, (bank/casual workers)

• Temporary Workers & Volunteers.

2.2 Agency Workers

Managers wishing to engage a worker from an external agency or Nursing provider should follow the BSPOL01 Engagement of Contractors and Agency Workers Policy.

2.3 Provide Workforce Solutions

Bank workers engaged through Provide Workforce Solutions (WFS), should be recruited and engaged in accordance with the Workforce Solutions Staffing Bank Policy HRPOL27

2.4 External Consultants

An external consultant is an individual operating as a consultancy or sole trader engaged through a contract for services directly by Provide. Consultants should be engaged in accordance with the Engagement of Contractors and Agency Workers Policy, BSPOL01

2.5 Locums

Locums may be engaged on a sessional basis either through an agency or through a contract for services.

The manager should refer to Engagement of Contractors and Agency Workers Policy (BSPOL01)

2.6 Volunteers

Those applying to be volunteers at Provide will be subject to the same range of preemployment checks. These are detailed in Engaging Volunteers Policy (BSPOL03)

3. KEY PRINCIPLES

3.1 The purpose of this policy and procedure is to confirm Provide’s approach towards the recruitment and selection of employees, which is to be effective, transparent and ensure equality of opportunity and to provide guidelines that are in accordance with the Equality Act 2010. The aim of this policy and procedure is that no employee or potential candidate receives less favorable treatment, or is disadvantaged by conditions or requirements, which cannot be shown to be justifiable. It also aims to provide a means to employ the most suitable candidate for the job and thus enable the effective performance of Provide.

3.2 Provide recognises that the quality of its employees is key to the successful achievement of its business objectives. Provide will recruit the right people and deploy them in the right place at the right time. They will be inducted, trained and developed in line with business objectives.

3.3 Provide will work in accordance with all relevant legislation and other organisational policies and will select candidates in a fair, objective and transparent manner.

3.4 Employees engaged in undertaking the recruitment process as a manager will be appropriately trained to carry out this task.

3.5 Provide uses the TRAC system to manage applications, from the point the application is made through the pre-employment checking process to arranging a start date. The TRAC system is designed to safeguard Provide, by ensuring that all personal details are hidden during the shortlisting process thereby ensuring applications are shortlisted based on the information contained within them. The TRAC system also allows the Recruitment Team to monitor the progress of each recruitment episode ensuring that it is progressing as quickly as possible. The Appointing Manager will receive regular e-mails detailing the progress of their post through the recruitment process, and prompting action such as reviewing references.

3.6 It is a requirement of the that all vacancies in services commissioned by the NHS will be advertised on the NHS Jobs website (www.jobs.nhs.uk) and TRAC website. This will be open to internal and external candidates simultaneously. However, there will be situations where it is appropriate only to advertise opportunities to internal candidates, for example in times of organisational change and where there may be promotional opportunities for Provide employees, or where there is a justifiable reason to use a restricted pool of candidates.

Guidance should be sought from the Recruitment Team regarding the internal vacancy bulletin and restricted pools. Budget holders also have discretion to request adverts to be placed in relevant publications in addition to being posted on these websites.

3.7 Existing employees are to be encouraged to apply for vacant posts if they have the appropriate qualifications, experience and skills.

3.8 Provide aims at all times to recruit the person who is most suited to the particular job. Recruitment will be on the basis of the applicant's abilities and individual merit as measured against the criteria for the job. Qualifications, experience and skills will be assessed at the level that is relevant to the job role and the needs of the organisation. During interview, candidates will also be assessed on their values and recruiting managers will assess whether these are a good fit with the values and vision of Provide.

3.9 Candidates that state they have a disability will be offered an interview if they meet the essential criteria for a post.

4. KEY RESPONSIBILITIES

4.1 Conflict of Interest during the recruitment process

Employees involved in selection interviews are responsible for informing their manager if any relationship exists between themselves and a candidate for appointment. Should this be the case, the employee should not be involved further in the recruitment process.

4.2 Employees / Candidates

Employees / candidates are expected to comply promptly with requests for information during the recruitment and selection process.

NB - All queries received from current or ex-employees and members of the public in regards to recruitment and selection process and procedures will be dealt with by the Recruitment Team or recruiting line manager in a professional and confidential manner.

4.3 Line Managers

Managers are responsible for:

4.3.1 raising awareness of this policy within their own business units and will highlight changes to their teams at meetings.

4.3.2 reviewing the need for a post when it becomes vacant, taking into account factors such as changing service needs and take advice from their HR Business Partner, as appropriate.

4.3.3 determining if there is an operational/service need to recruit to the post ‘like for like’. Managers should commence the recruitment process as soon as an employee has submitted their resignation in writing.

4.3.4 What managers need to consider prior to initiating the recruitment process:

• Whether a secondment or internal transfer would be appropriate to fill the vacancy, if the role is for a short period of time i.e. maternity cover.

• Whether the role is still required.

• Whether the vacancy is suitable for flexible working e.g. part time, job share etc.

4.3.5 In addition, recruiting managers are expected:

• To have undertaken appropriate training regarding recruitment and selection

• To actively implement the principles and procedures detailed in this document. To ensure that any post advertised within an NHS commissioned service has been evaluated through the NHS Job Evaluation Scheme, and that any other posts have been appropriately evaluated.

• To ensure that if a post is redesigned and there is significant change in duties and responsibilities, they should take advice from their HR Business Partner about whether the job description needs to be submitted for job evaluation.

• To conduct the recruitment and selection process in a timely manner in accordance with Provide’s policies and procedures, employment practice and relevant employment legislation.

• To complete the necessary information required in TRAC or the recruitment and selection procedure, including shortlisting, interview, appointment documents and confirming interview outcomes in TRAC, in a timely manner in order to ensure a positive recruitment experience for candidates.

• To ensure all relevant documentation is signed as appropriate throughout the recruitment and selection process.

• To communicate with the Recruitment Team to complete the procedure effectively.

• To ensure that new employees attend the Corporate Induction and complete a Local Induction in the workplace (Please refer to LDPOL02 Management of Corporate and Local Induction Policy)

• To ensure that any recruitment is undertaken with consultation with the Finance Department and approved before commencement.

• To ensure that any post which is not a direct replacement is approved by the Budget Holder (Director of Operations /Head of Service/Director) before advertisement.

• Record their recruitment decisions accurately in TRAC, the information to the will be stored within the TRAC electronic recruitment system, in accordance with its storage and destruction policy.

• The Recruiting Manager should contact the Recruitment services team if they have different managers involved in the process

4.4 Recruitment Team

The Recruitment Team will:

• Provide a central service for the advertising of vacancies and the management of the TRAC recruitment system

• Provide advice on best practice in recruitment and selection techniques e.g. how to attract and select suitable candidates particularly in skill shortage areas, taking account of any relevant employment legislation.

• Provide training, support and advice at each stage of the process e.g. preparation of job description and person specification, advertisement, short listing and selecting.

• Comply with the timelines contained in the procedure ensuring compliance with NHS Employment Check Standards and the Healthcare Professionals Alert Notices Directions 2006, and the Fit and Proper Person’s test in the case of Director and Non-Executive Director recruitment.

• Forward the copy of advert to the advertising agency if post is advertised through other media. The Recruitment team will forward the advertisement proof when received to the Recruiting Manager for approval of advert text and media cost and also forward any changes made by the manager to the advertising agency.

• Regularly check the number of responses to an advertisement, and when this has reached the prescribed number prior to the closing date, the Recruitment team will contact the manager to see if they wish to close the post earlier.

• Ensure actions are completed in line with Key Performance Indicator.

• Monitor each recruitment advert for any errors, omissions, variations from this procedure and highlight to the Recruiting Manager.

• Manage access to the TRAC system and ensure appropriate training and advice is provided to recruiting managers.

• Carry out all pre-employment checks in accordance with agreed procedures.

• Ensure all documentation is completed and signed as appropriate throughout the recruitment and selection stages.

• Notify Head of Resourcing where advice and guidance on making reasonable adjustments to recruit and retain people with disabilities is needed.

• Monitor Equal Opportunities and ensure that there is no anticipated detrimental impact on any equality group.

5. FIXED TERM CONTRACTS

When considering the Recruitment Requirements, it may be necessary to consider recruiting to a Fixed Term, rather than a Permanent Contract

A Fixed Term contract may be offered in the following scenarios:

• To provide cover for maternity or other type of long-term absence.

• To support a project or task with a defined end date.

• When the post is funded on a non-recurrent basis.

• Where it is a training post which will come to an end on completion of training or on a specific date.

The reasons for the fixed term contract, and the end date must be clearly documented on the vacancy request. It is the responsibility of the budget holder to authorise new positions.

Please seek advice from your HR Business Partner regarding the implications of Recruiting on a Fixed Term basis before raising a vacancy request for a Fixed Term Contract.

6. RECRUITMENT & SELECTION PROCEDURE

6.1 Analysing the Post

When a post becomes vacant, or a new post is proposed this provides an opportunity for managers to review the content of the impending vacancy and to consider the following:

a) Is the post necessary?

b) Does the post fit with our Vision and values and corporate objectives?

c) Should the work be changed or re-allocated?

d) Are the hours and the duties appropriate?

e) Are there any changes/consultations ahead which may affect the post?

f) The Exit Interview results from the person leaving the post?

g) Discussions with other members of the team and supervisors.

When these points have been considered it may be necessary to:

• Determine whether a direct replacement or a review of the required role is appropriate.

• Re-allocate or re-design work.

• Revise the job description or person specification.

6.2 Ring Fencing

The ring fencing of vacancies would normally only apply during a restructure and following a formal consultation process

Ring fenced vacancies will be reviewed by at risk employees, to provide them with an opportunity to apply, before being advertised externally.

6.3 Job Description and Role/Person Specification

On completion of the review of the post, a job description and person or role specification needs to be written, if an existing one does not exist. This should be concise, simple and realistic and must be written on the appropriate job description template.

It is important to note that:

• The Job Description is also used to measure performance, carry out appraisals and identify training plans. It is therefore essential that it is accurate and all encompassing.

• A person specification or role specification for all posts must be completed defining the essential and desirable knowledge, skill and experience requirements of the post. This document is essential as it forms the basis of all selection decisions.

6.3.1 Job Descriptions and Person or Role Specifications for roles in an NHS commissioned service, must have been evaluated through the NHS Job Evaluation Scheme to ensure accurate pay banding. In cases where there is a need to advertise the post quickly because of a service need it is possible to advertise a post subject to pay banding being finally approved.

Recruiting Managers should contact the Recruitment Team for approval in these instances.

6.3.2 The Job Description and Person/Role Specification will be used by the Recruitment Team as part of the Job pack that is displayed and available to candidates on the appropriate websites. Candidates should assess their suitability for the post using these documents.

6.3.3 The Recruiting Manager should ensure that those involved in the shortlisting and interviewing process refer to the person specification at each stage of the recruitment and selection process.

6.3.4 An applicant should only be shortlisted if they meet the minimum (i.e. essential) requirements of the person specification.

6.4 Job evaluation (NHS Terms & Conditions)

New roles and where there has been a significant change to the role, should be job externally evaluated via JME Partners. Recruiting Managers should seek advice from the Recruitment Team and the People Partnering Team.

6.5 Disclosure & Barring Service Check

Before advertising a post, the Recruiting Manager will need to carry out an assessment to establish if the post requires a Disclosure & Barring Service check and whether this will be at Basic, Enhanced or Standard level.

Guidance can be found in HRPOL07 Recruitment of Ex-Offenders and Disclosure and Barring Policy.

If a DBS Check is required for the role, this should be clearly stated in the advertisement.

6.6 Vacancy Authorisation Request

In order to initiate a new requirement process, theAppointing/Recruiting Manager must request authorisation to recruit and complete the advert details including their advert content, job description, and person specification in TRAC.

At the Vacancy Request Stage, the manager must also set their shortlisting criteria (based on the person specification) and weight each criteria as appropriate.

6.6.1 Vacancies must be authorised before being advertised by:

• The Appointing Manager/ Budget holder

• Director of Operations

• Finance Business Partner

Failure to provide all of the required information at this stage is likely to delay the process. Please refer to the Recruitment flowchart in Appendix B

6.6.2 Vacancy approvals are valid for a period of three months from approval. After this timeframe, confirmation from your Finance Business Partner that funding is available is required.

6.6.3 Once a vacancy authorisation request has been submitted, Authorisers are sent an email asking them to review the vacancy request. Once a vacancy has been approved by all authorisers it appears in the "Granted" list.

6.6.4 A weekly reminder email is also sent to Authorisers which provides a list of all unauthorised vacancies that require their attention (the Appointing Manager for each vacancy that requires authorisation is also sent an email).

6.6.5 The Recruiting Manager must to ensure that all necessary approvals are gained prior to recruitment taking place. Contact the Recruitment team if support is required.

6.7 Drafting the Advertisement

The recruiting manager is responsible for drafting the recruitment advertisement and completed in Trac.

The advert should:

• Follow the corporate style and guidelines set out in the Advert Templates available on the Provide Community platform.

• Contain a brief outline of the post,

• State the essential requirements needed to fulfil the role

• The name and contact details of Recruiting Manager or another delegated manager who is able to take informal enquiries from applicants

• The date of the interview, where possible

• State whether the post is eligible for a criminal records check.

• The period of time the post will be advertised e.g. 1 or 2 weeks

Further information to support with completing the advert can be found in the TRAC FAQs on the Provide Community platform.

6.8 Advertising a Job Vacancy

6.8.1 External Advert

All posts within health commissioned services are advertised on TRAC associated recruitment pages www.HealthJobsUk.com, NHS jobs website, Provide's website: https://www.provide.org.uk/working-for-us/ and other social media platforms. Roles outside of health commissioned services are advertised on Indeed, Jora and Find a Job.

6.8.2 Recruiting managers may choose to advertise vacancies in other publications other than the above or on specialist websites at their own cost. The Recruitment Team will facilitate such adverts and obtain a quotation and inform the recruiting manager of the costs before proceeding.

6.8.3 The cost will need to be approved by the Budget Holder and the Finance Department. The cost of the advertisement must be met from the recruiting department’s budget.

6.8.4 The recruiting manager should liaise with the Communications and Marketing Team to ensure that Provide’s social media and online accounts are utilised to advertise the vacancies.

6.8.5 Whilst the majority of applications for vacant posts are made online, Offline applications will only be provided where a candidate’s disability prevents them from applying online, or at the recruiting manager’s discretion due to exceptional circumstances (Contact Recruitment Team).

The Recruitment Team is responsible for responding to requests for application packs from candidates who cannot access the system and who may require the pack in a different format, due to a disability such as visual impairments.

The Recruitment Team will record the names and addresses of people who have requested a job pack on the HR system for monitoring purposes.

6.8.6 The advertisement will be reviewed by the Recruitment Team to ensure that the content is appropriate, it is the recruiting managers responsibility to rewrite any advert prior to publication, with the support of the Recruitment Team.

6.8.7

Internal Advertising

Provide will support internal promotion in support of employee development. All internal roles will be advertised on TRAC.

6.9 Processing Applications

6.9.1 All applications for advertised posts must be received via the TRAC recruitment system and their progress recorded on the TRAC system and should be in the form of a completed application form.

6.9.2 Curriculum Vitae’s (CV’s) are not normally accepted in TRAC; however, will be considered to ensure that we have a fully inclusive recruitment process Recruiting Managers should contact the recruitment team, in these instances.

6.9.3 In situations where there is an overwhelming response of applicants Provide reserves the right to close the advertisement early following discussion with the Recruiting Manager.

6.9.4 All applicants should ordinarily complete an online application form for each post applied for. This ensures that candidate information is up to date and accurate at the time of application. It also allows candidates with multiple skills to focus their additional information on the post applied for and enables Recruiting Managers to have ease of comparison against the person specification.

6.9.5 It is good practice that Recruiting Managers offer an informal conversation or visit to encourage candidates to find out more about the post, department and working hours, prior to submitting an application This supports an inclusive recruitment process and will assist the candidate in making a decision about applying for the role.

6.10 Guaranteed Interview Scheme (Two ticks)

Provide is committed to the Employment Service ‘Positive about Disabled People’ standard and we are positive about employing disabled people and are keen to know and understand an applicant’s abilities.

6.11 Disability

Disability is defined in the Equality Act (2010) as: “A physical or mental impairment which has a substantial and long-term adverse effect on a person’s ability to carry out normal day to day activities”. Sensory impairments such as sight or hearing are protected under this definition as are progressive conditions such as HIV, Multiple Sclerosis and Cancer.

A long-term effect is one which has lasted or is likely to last at least 12 months, or for the remainder of the individual’s lifetime. 'Normal day-to-day activities' include everyday activities like reading a book, using public transport, walking and using a telephone. 'Substantial' is defined as more than minor or trivial.

6.11.1 A candidate stating that they have a disability will be guaranteed an interview if they meet the minimumessential criteria forthe post regardless of the number of candidates for the post.

6.11.2 If a disabled person is selected for interview, the recruiting manager must consider the requirements ofthe Equality Act 2010 and ensurethat they contact the candidate to establish if they require any reasonable adjustments to facilitate their needs during the interview process. The Recruitment Team will be able to support them with this.

6.11.3 Those involved in the recruitment interview must ensure that they focus on the needs of the job and skills needed to perform it effectively and make notes throughout.

6.11.4 All panel members must make contemporaneous notes in order to support the decision-making process. It is recommended to score candidates against the role criteria in order to demonstrate a clear and measurable outcome for each candidate.

It should be noted that interview notes are disclosable if a candidate challenges any part of the recruitment process.

6.11.5 Provide has made a Corporate Covenant (Armed Forces) commitment to offer guaranteed interviews to Veterans, young and old, if they meet the essential selection criteria laid out in the person specification.

6.12 Longlisting

6.12.1 Recruiting Managers may choose to filter applications at the advertising stage, known as longlisting. This functionality allows the Appointing Manager to sort applications into virtual piles whilst the vacancy is still open. The manager cannot select who to interview from longlisting. All applicants who meet the essential criteria will need to be reviewed by the shortlisting panel based on overall evidence of meeting the person specification either wholly, mostly, or not at all.

6.12.2 Recruiting managers wishing to utilise this method must contact or notify the Recruitment team in the notes section when raising the vacancy request, to prevent the vacancy from being progressed to shortlisting automatically following the advert closing date.

6.12.3 Recruiting Manager who chooses to longlist, are responsible for maintaining accurate reasons for rejection, based on the person specification, by entering a comment in TRAC to ensure that they have a suitable defense against any discrimination claim that may arise following a decision to reject a candidate.

6.12.4 Recruiting managers are strongly advice not to start sorting at this stage. It should be used as a last resort when screening and filtering processes have not been successful in preventing inappropriately qualified or large numbers of applicants from applying.

6.12.5 The Recruitment team will move applicants to the shortlist stage after the recruiting manager completes the longlisting.

6.13 Shortlisting

TRAC ensures that Recruiting Managers only have access to a candidate’s application for employment. No personal details are made available to ensure that decisions are based solely on the knowledge skills and experience that the candidates demonstrate via their application form.

6.13.1

Shortlisting Methods

The Recruiting Manager will decide on the most appropriate people to be involved in the recruitment process.

6.13.2 The Recruiting Manager is responsible for assessing the applications against the key criteria for selection and deciding whether to progress the application to the interview stage.

Unsuccessful internal applicants should be provided with feedback on their application by the Recruiting Manager

6.13.3 Applicants must meet all the essential key criteria to be shortlisted for interview. In the event of an unprecedented number of applicants meeting the essential criteria for a post, candidates should also be assessed on the desirable criteria to reduce the pool to be interviewed.

6.13.4 Internal applicants will be objectively assessed against the requirements of the post. If an internal applicant has already been considered as part of the selection process and has been unsuccessful, they will not be eligible to reapply for the post when it is advertised externally.

6.13.5 Applicants are informed at the time of application that if they have not heard from Provide within 3 weeks of the closing date of the vacancy, they should assume that their application has been unsuccessful.

6.13.6 Candidates can request feedback under the General Data Protection Regulations (GDPR) relating to the shortlisting of their own application form. It is the responsibility of the Recruiting Manager to justify reasons as to why the candidate was not short listed.

6.14 Interview Stage

When each application has been reviewed and a shortlist completed, the Recruiting Manager should move the candidates to the interview stage and to allow time for candidates to make arrangements to attend. Proposed interview dates should be included on the advert.

6.14.1 The Recruiting Manager is responsible for:

• arranging the interview panel as well as the date, time and location, ensuring that the chosen venue is conducive to a fair interview and is accessible to all those attending, especially if a candidate has declared a disability.

• verifying and taking copies of applicant’s original personal documents at interview. These documents will include:

➢ Proof of identity of the applicant

➢ Proof of an applicant’s right to work in the UK.

➢ Evidence of professional registration and qualifications

The Recruiting Manager should sign and date the copy and print on it that the copy is a true copy of the original document. The verified copies of the documents examined at interview should be uploaded on TRAC with the interview records.

6.15 Interview Questions

6.15.1 Interview questions asked of candidates should assess the criteria outlined in the person specification and should focus on the candidate’s ability to demonstrate appropriate skills, knowledge, experience and where appropriate to the role, practical application of theory.

6.15.2 Recruiting managers conducting recruitment interviews will ensure that the questions they ask job applicants are not in any way discriminatory or unnecessarily intrusive. Competency based interview techniques are recommended for this purpose. Recruiting Managers are also required to select suitable questions from a bank of Values Based questions.

6.15.3 Where the post involves working with children or vulnerable adults the panel must include safeguarding related questions.

6.15.4 A written record of every recruitment interview, including questions and notes on responses, must be made on the Interview Recording Forms provided and uploaded in TRAC.

6.15.5 Presentation

If the applicants are to be asked to give a presentation or complete a competency test as part of the interview this should be made clear on the

Interview Arrangements page completed on TRAC.

6.16 The Interview Panel

6.16.1 The interview panel should consist of the line manager for the service area (referred to as the Recruiting Manager) and at least one further individual appropriate to the level of the post being recruited. Where specialist skills need to be assessed for the post, external panel members may be invited to sit on the panel and will take an active role in advising the Recruiting Manager and in the selection decision.

6.16.2 Provide supports principles around diversity and inclusion and chairs are required to think about the diversity of the interview panel to ensure this is representative of the various groups of employees and public we support, for example, the gender of panel members and Ethnic Minority Network (EMN). Where recruitment is taking place for roles at Band 8 and above we encourage chairs to ensure the interview panel includes EMN panel members. The EMN are able to provide trained representatives to support the process.

6.16.3 Peers should not be on the interview panel, but it may be appropriate for them to sit on presentation panels, or meet with the candidates as part of the wider selection process.

6.17 Documentation for Interviews

6.17.1 The interview pack for each interviewer can be downloaded from the TRAC Jobs website at https://admin.trac.jobs/login, including an interview schedule for the day.

Interview guidance and recording forms can be found on the TRAC user guide at https://admin.trac.jobs/userguide/132678464.html

6.17.2 The Recruiting Manager is responsible for uploading the notes of the interview i.e. interview recording forms and then move to offer stage within TRAC.

6.17.3 Interview documentation for all applicants should be uploaded in TRAC. The documentation relating to the successful candidate will be stored electronically in their HR File.

Please note that applicants are permitted to see the paperwork relating to their own interview on request.

6.18 Scoring

Recruiting managers are responsible for applying a fair scoring system to ensure suitability of appointment, and the highest scoring candidate should be offered the position.

Recruiting Managers must seek advice from their HR Business Partner if there are any concerns about the outcome of the interview process or decision making prior to any job offer being made.

6.19 Informing Candidates of Outcomes

6.19.1 The interview panel should provide interviewees with an outcome. This should normally be provided within 48 hours of interview using the method of contact agreed with the candidate.

6.19.2 Once interviews have been concluded, it is best practice to ensure that all candidates, whether successful or unsuccessful are contacted and advised of the outcome by the Recruiting Manager. The Recruiting Manager must then confirm their decision within TRAC.

6.19.3 It is essential to hold an accurate record of candidate’s performance at interview to ensure that appropriate feedback canbe provided to all candidates, should this be required.

6.20 Unsuccessful Candidates

6.20.1 It is the responsibility of the Recruiting Manager to provide appropriate feedback to those candidates that have been successful following an interview.

Unsuccessful internal candidates will be offered feedback via a 1:1 meeting with the Recruiting Manager.

6.20.2 Applicants who are appointable, but not successful should be offered a bank post with Workforce Solutions, if there is a business need for such a post, providing this is approved by Finance. (Contact Finance and Workforce solutions)

6.20.3 In the event that an applicant is unhappy with the feedback that they have received any stage of the recruitment and selection process, they can address their concerns in writing, to the Head of Resourcing.

6.21 Successful Candidates

6.21.1 The successful candidate will be given a conditional verbal offer of employment by the Recruiting Manager

When making the verbal offer it is imperative that the candidate is told that the offer of employment is conditional subject to satisfactory preemployment checks and on Provide receiving:

• Verification of identity checks

• For roles that are within NHS Commissioned services, satisfactory references should include their current or most recent employer, covering the last 3 years

• For other roles, 2 personal references can replace an employment reference; howeer references must cover the last 3 years.

• Confirmation bythe Occupational Health Department and notification of any reasonable adjustments to be considered

• A satisfactory Disclosure & Barring Scheme check, as appropriate.

• Verification of any educational qualifications and membership of professional bodies essential for the post

• Documentary evidence proving valid permission to live and work in the UK.

All documents must be 'valid'. For instance: they must show the name the applicant currently use, addresses they currently live at and, if they contain an expiry date, must not be expired.

Standard link for right to work document: Checklist for acceptable documents

6.21.2 To ensure an appointment is made, the panel may decide to list second and third choice candidates. Where the first-choice candidate is unavailable to take up employment, for any reason, the second candidate may be offered the position and so on.

Recruiting Manager should note that reserve candidates may be held for a period of 3 months and if there is a requirement to fill the post during that period the reserve candidate may be offered the position without having to repeat the recruitment process.

6.22 Starting Salaries for Successful Candidates

6.22.1 Candidates in NHS commissioned services, should be offered an Agenda for change (AFC) starting salary commensurate with the Starting Salary Information guidance which is available on the Provide Community platform.

6.22.2 All new employees must be appointed at the minimum salary point in the relevant pay band. In exceptional circumstances, the Budget Holder with financial approval can authorise a successful candidate to be appointed further up the pay scale. This decision must be discussedwith the Head of Resourcing.

6.22.3 Only in exceptional circumstances will a starting salary be near the top of a Band. This would normally be where the post is of such a specialist nature that the higher salary is necessary to secure the best candidate for the post. Such cases must be discussed with Finance and Human Resources representatives prior to the salary offer being made.

6.22.4 When an internal candidate is offered a job that is at a higher pay band than their current post, pay must be set at the minimum of the new pay band. However, if this would result in no pay increase, the individual would go on to the first pay point in the band which would result in an increase in pay.

6.22.5 When an internal candidate is offered a job that is at the same pay band as their current role, they would normally move across on the same pay point and retain their current increment date.

6.22.6 The incremental date for new employees will normally be the anniversary of their appointment to the new role.

6.22.7 When an internal candidate is appointed and they move up only one pay point, their existing incremental date will be retained. However, where they move up two or more pay points, their incremental date will become the anniversary of their appointment to the new role.

6.22.8 For candidates working in non-NHS commissioned services, if there are any queries over the salary to be offered, or the salary to be offered is not in line with the guidelines, advice should be sought from the Head of Resourcing or HR Business Partner prior to the offer being made.

6.22 Conditional Offer of Employment

The Recruiting Manager will move the successful candidate to the offer stage and complete a Confirmation of Offer in TRAC. The Recruitment Team will prepare and send this conditional confirmation of offer in writing on behalf of Provide.

An exact start date must not be agreed by the Recruiting Manager, as this can only be confirmed once all pre-employment checks have been received and are deemed satisfactory and the organisation is then able to issue an un-conditional offer of employment

6.23 Pre- Employment / Right to Work Checks

6.24.1 All candidates who have received a conditional offer of employment will be required to visit the Recruitment Team, to ensure all pre-employment documentation and checks have been completed and to enable any queries to be answered.

6.24.2 It is essential that the following pre-employment checks are completed for all employees and bank/casual works prior to their commencement with the Provide Group.

The checks required may vary dependent on the post but include all executive and director level appointments and existing employees that retire and return to work within the Provide Group.

NB: Contractors assigned in a temporary capacity will be subjected to preemployment checks as detailed in the policy. (CCPOL01 Engagement of Temporary Workers Policy)

6.24.3

Verification of identity

Verification of identity is the most fundamental of all pre-employment checks and the Recruiting Manager is responsible for checking basic documentation at the interview stage. Verification of Identity is one of the checks performed and an application will not progress until satisfaction of a person’s identity is proven in line with the NHS Employment Check Standard of Verification of identity checks.

The process is overseen by trained individuals within the Recruitment Team and this involves checking two elements of a person’s identity:

• Attributed identity: the evidence of a person’s identity that they are given at birth including their name, place of birth, parents’ names and addresses

• Biographical identity: a person’s personal history including registration of birth, education and qualifications, electoral register information, details of

6.24.4

6.24.5

taxes and benefits paid by or to the person, employment history, interactions with banks and utilities providers.

The verification of identity does not cover the requirements to check an individual’s legal right to work in the UK. Once Provide is satisfied that a prospective employee is the person they say they are, a right to work check is also carried out in line with Right to work checks which form part of the NHS Employment Check Standards

Right to Work Checks

The Immigration Act 2016 introduced new sanctions on illegal workers and employers who employ them.

EU, EEA or Swiss citizens - From 1st July 2021, EU, EEA or Swiss citizens, have to prove their right to work in the UK by evidencing that they have settled or pre-settled status under the EU Settlement Scheme.

Candidates will share details of the right to work in the UK, including:

• the job roles they are allowed to undertake;

• how long they can work in the UK;

There are steps employers are required to undertake to confirm that a prospective employee has the right to work in the UK and these include:

1. Request right to work documents

2. Request a share code to prove immigration status from EU, EEA or Swiss citizens,

3. Validate the documents

4. Copy and store

These steps are during the recruitment process for any existing employee who is moving into a new role and for employees who are retiring and returning

The eligibility of an individual’s right to work in the UK is determined by verifying specified documentation from lists A and B in line with the NHS Employment Check Standard Right to Work checks and are carried out in conjunction with Verification of identity checks document of the NHS Employment Check Standards. In conjunction with counter fraud checks all passports will be validated by use of a scanner.

Assumptions must not be made about a person’s right to work or immigration status on the basis of their color, race, nationality, ethnic or national origins, or the length of time they have been in the UK. To avoid discrimination all job applicants are treated in the same way at each stage of the recruitment process.

Copies of the original documents must be taken and certified as seen. They will be retained on the employee’s HR file.

Sponsor Certificate

Candidates who do not have permission to work in the UK, will need to get permission to work with a visa under the points-based immigration system.

6.24.6

Individuals may require a Sponsor certificate and advice should be sought from the Recruitment Team prior to any offer of employment is made.

Candidates who require a sponsor certificate may not commence work until the sponsor certificate and right to work documentation is in place.

Limited leave to Remain

Existing Employees with limited leave to remain in the UK, will need to have their passport and other immigration documents checked before the expiry date. Monthly reports will be run by HR Services to identify when these checks are required. If an employee’s right to work lapses, they may be dismissed by Provide, by following the Disciplinary Policy and Procedure. (HRPOL14 Provide Disciplinary Policy & Procedure)

Candidates who are unable to provide evidence of their right to work in the UK will have their offer of employment withdrawn.

6.24.7 References

The employment history and the suitability of referees should be checked at interview by the Recruiting Manager and any gaps in employment history or discrepancies should be explored then. The Recruitment Team will crosscheck on individual’s previous employment history with the application form and referees recorded.

The Recruitment Team will ensure that the candidate has given permission in line with the GDPR regulations for referees to be contacted and apply in writing to the candidate’s employment referees asking them to complete an employment reference for the candidate using the Reference Request Form in TRAC.

For those candidates who will be working in NHS Commissioned services, in line with NHS Employment Check Standards for all new appointments, Provide will validate a minimum period of three years continuous employment and/or training history by obtaining references. The number of references may differ for each applicant, depending on how many episodes of employment or training they may have had.

References will be requested at the time of the offer letter being generated, if permission for contact has been given. This should be obtained through email to the candidate if not shared on their application. Once the references are received back these will be viewed in TRAC for Recruiting manager’s approval.

Any potentially unsatisfactory references should be brought to the attention of the Head of Resourcing so that appropriate advice can be given to the Recruiting Manager.

If a reference is considered to be unsatisfactory by Provide, an offer of employment can be withdrawn at this stage.

References may be used by an interview panel as part of the selection process. If a Recruiting manager wishes to take up references prior to interview arrangements should be made with the Recruitment Team.

Only references requested for the successful candidate will be actively chased by the Recruitment Team. They will routinely chase outstanding reference requests and discuss non-compliance with the Recruiting Manager.

6.24.8 Occupational Health Screening

All candidates and existing employees moving to a new role must have a preappointment health check to assess fitness to undertake the role. If a candidates or existing employee declares a long-term health condition or disability that requires adjustments in the workplace to enable them to undertake the post offered or has a health condition or disability that requires restrictions to their role, occupational health will provide guidance to Provide to ensure the individual is able to flourish in the role.

All work health assessments must adhere to equal opportunities legislation and good occupational health practice. Occupational Health checks are only made once a conditional job offer is made and are always pending successful completion of the pre-employment checks in line with NHS Employment Check Standards and the Equality Act 2010.

A health questionnaire will be enclosed with the candidate’s conditional offer letter and must be returned to Occupational Health separately. If Occupational Health clearance has been received by the organisation for a similar post within the previous six-month period, a decision will be taken as to whether it is necessary to obtain further Occupational Health screening. Human Resources advice should always be taken in these instances.

The Occupational Health Department will inform the Recruitment Team of the result of the pre-appointment health check and whether any recommendations have been made.

6.24.9

Professional Registration and Education Qualification Checks

The purpose of registration/qualification checks is to ensure that a prospective employee is registered with the appropriate regulatory body and that they have the right qualifications in order to do the job in line with the NHS Employment Check Standard regarding Professional Registration and qualification checks and/or to undertake certain professional roles.

Professional registration (NMC, HCPC, GMC etc) checking is undertaken by trained members within the Recruitment Team. Evidence provided by the individual when they attend an interview is verified by checking on the appropriate professional registration website. It is the responsibility of employees to register or renew their registration with relevant professional bodies (see HRPOL13 Professional Registrations Policy for more details)

Education Qualification checks are conducted to cross reference qualification certificates provided by the prospective employee at interview stage with the information about educational or professional qualifications on the application form. Recruiting managers are required to view, and take copies of, original qualification certificates for any qualification that is stated as essential on the Person or Role Specification for the job.

Should it be suspected that an individual has provided false qualifications to obtain employment with Provide, then the matter will be reported to the Counter Fraud team for investigation, as appropriate. The relevant regulatory body may also be contacted, where appropriate.

6.25 Disclosure & Barring Service (DBS) Check

6.25.1 The Recruiting Manager with support from the Head of Resourcing, as appropriate, should assess whether the role requires a DBS check. If the role meets the criteria the applicant will be required to undertake a DBS check.

6.25.2 Standard or Enhanced criminal record checks are mandatory for all Provide employees who as part of their employment, will have regular contact with people defined as vulnerable adults or children by the DBS in their normal course of duties.

6.25.3 If appropriate for the post, a DBS check with be carried out by the HR service team in accordance with the Recruitment of Ex-Offenders and Disclosure and Barring Policy (HRPOL7).

6.26 IM&T Security and Confidentiality

The conditional offer will enclose Provide IM&T Security & Confidentiality documentation and the successful applicant will be asked to sign the Confidentiality agreement and return it to Provide to enable an IT account to be created for them prior to their start date.

6.27 Healthcare Professional Alert Notices

6.27.1 NHS Resolutions is responsible for the management of the Healthcare Professional Alert Notices (HPANs) system. This is a system where notices are issued by NHS Resolutions to inform NHS Bodies and other about health professionals who may pose a significant risk of harm to patients, employees or the public.

6.27.2 Once the HPAN has been authorised, copies are distributed electronically to Medical Directors/Advisers.

6.27.3 From October 2015, NHS bodies may apply for access to the Performers List and Healthcare Professional Web Check Service, which allows employers to check whether an individual is subject to an active HPAN.

6.27.4 HPAN checks are a requirement of pre-employment checks for those individual working on NHS contracts.

6.28 Failure to meet NHS employment check standards / Unsatisfactory Checks

6.28.1 The pre-employment checking process may reveal information about a candidate that a Recruiting Manager deems unsatisfactory. Examples of unsatisfactory information may include, but are not limited to, unsatisfactory references, and a criminal history as detailed on a DBS disclosure.

6.28.2 If a successful applicant does not meet the required level for any of the above pre-employment checks, their conditional offer of employment will be withdrawn after careful consideration. The grounds for withdrawal must be clear. Recruiting Managers must seek advice from the Head of Resourcing before any offer is withdrawn.

6.28.3 Offers of employment may be withdrawn if a candidate is dishonest or fails to disclose any cautions, warnings, reprimands or convictions.

6.28.4 Where an unsatisfactory or ambiguous reference is returned, the Recruitment Team should contact the referee to discuss the information provided and gain further information that can be shared with the Recruiting Manager

6.28.5 If it is found that the candidate’s conduct in their previous role was unsatisfactory (e.g. sickness levels) or there is a cause for concern about performance (e.g. clinical practice), the Recruiting Manager may consider the retraction of the offer in conjunction with the Head of Resourcing.

6.28.6 It is the Recruiting Manager’s responsibility to inform the candidate that Provide will no longer be able to pursue their application. The Recruitment Team will follow this up in writing clearly stating the reasons for the offer being withdrawn.

6.28.7 On the rare occasion that an individual has commenced employment on a conditional basis subject to the completion of pre-employment checks, the manager will be notified and the appropriate action taken to terminate the employee’s employment with the appropriate notice.

6.29 Commencement of employment prior to completion of employment checks

6.29.1 In exceptional circumstances, it may be possible for a recruiting manager to commence a candidate without all employment checks being completed e.g. awaiting DBS.

6.29.2 This can only take place following agreement with Head of Resourcing or HR Business Partner, and on receipt of written authorisation from the Director of Operations /Chief Officer

6.29.3 A Risk Assessment will be completed by the Recruiting Manager and shared with their Director of Operations for sign off.

6.29.4 If a candidate is still waiting for a DBS to come back, they can commence work with a Risk Assessment in place as long as they have submitted a previous DBS that was undertaken in the past 12 months and is at the same level as the role that are applying for. They much also sign a Model Declaration, confirming that they have not received a caution, warning conviction since the previous DBS check was undertaken.

6.29.5 The Recruitment Team will continue to pursue the outstanding information and share this with the Recruiting Manager.

6.30 False or Misleading Information during the Recruitment Process

6.30.1 Should it be suspected that a candidate has provided false or misleading information, or documentation, or where it is suspected that an individual has knowingly withheld information to obtain employment during the recruitment process, the matter will be reported to the Local Counter Fraud Specialists for potential criminal investigation, which may lead to criminal and/or disciplinary action.

6.30.2 Provide reserves the right to withdraw any offer of employment in this circumstance.

6.30.3 Should a candidate have commenced employment, any proven false or misleading information provided by applicant will be dealt with under HRPOL14 Disciplinary Policy and could also result in pay being recovered, withheld or withdrawn’ and the employee dismissed.

6.31 Unconditional Offer of Employment

6.31.1 Recruiting managers will be alerted by the Recruitment Team to any concerns/issues during the offer process so that these can be dealt with immediately.

6.31.2 When all necessary pre-employment checks have been carried out and are found to be satisfactory, Recruitment will provide the Recruiting Manager with a Management Approval Form and the Pre-employment checks obtained can be viewed in Trac.

6.31.3 The Recruiting Manager should then arrange an appropriate start date with the successful candidate

6.31.4 Recruiting Managers should confirm and book the successful candidate onto the Corporate Induction Programme with the Talent & Learning Team The start date should, ideally, coincide with the first day of the next Corporate Induction.

6.31.5 Upon receipt of the completed Management Approval form, Recruitment will write to the candidate confirming that the pre-employment checks have been found to be satisfactory. Enclosed with the confirmation of offer of employment will be the:

• Contract of Employment

• Pension Scheme Information

• Employee Appointment Form

6.31.6 Candidates will be informed that their employment is subject to a probationary period of six months and Recruiting Managers will be responsible for implementing the requirements of the Probation Policy.

6.32 Commencing Employment

6.32.1 Provide Policies and Procedures will be discussed with the successful candidate during Corporate and Local Induction.

6.32.2 Recruiting Managers will be responsible for ensuring all management processes are carried out on commencement of employment as detailed in the local induction checklist.

6.32.3 All documentation from the recruitment process of the successful candidate will form part of their HR file.

6.33 NHS Registration Authority Smart Cards

6.33.1 Some new employees will be required to use Smartcards in their new post to access a number of IT systems. They will be required to provide original documents for this process before or during their corporate induction.

6.33.2 If applicable, the line manager will be required to raise an IT Ticket via ServiceDesk to the IT department and computer access should be arranged.

6.33.3 Managers will ensure (if required) that new employees have a computer, phone and any other equipment required for their role.

6.34 Retention of Records

6.34.1 Once a start date has been confirmed the Recruitment Team will download their TRAC file and save a copy on the individual’s HR file.

6.34.2 Unsuccessful applications are stored within the TRAC system for a period of thirteen months.

6.35 MONITORING AND REVIEW

6.35.1 This policy will be reviewed at least every 3 years in line with the Policy for the Management of Procedural Documents, or more frequently in line with any requirements relating from legislative changes.

6.35.2 Review will be undertaken by a CIPD registered member of the HR Department and monitoring will be conducted in respect of policy outcomes. The need for improvement or clarification may be identified as lessons learnt, through using the process and where appropriate amendments will be made.

6.35.3 An annual Equality Report (WRES) will analyse the number of applicants, those shortlisted and those appointed by protected characteristics.

6.35.4 Provide undertakes random audits to establish that correct processes have been applied during the recruitment process, which include ensuring the correct pre-employment checks processes have been undertaken or that assurance has been obtained from the recruitment agency that they have undertaken pre-employment checks on the temporary worker used by Provide.

Appendix A - EQUALITY IMPACT ASSESSMENT TEMPLATE:

Stage One: ‘Screening’

Name of project/policy/strategy (hereafter referred to as “initiative”):

RECRUITMENT & SELECTION POLICY & PROCEDURE

Provide a brief summary (bullet points) of the aims of the initiative and main activities: To outline Provide’s approach to recruitment and selection, including legislative requirements and minimum employment checks

Project/Policy Manager: Director, People Partnering Date: May 2024

This stage establishes whether a proposed initiative will have an impact from an equality perspective on any particular group of people or community – i.e. on the grounds of race (incl. religion/faith), gender (incl. sexual orientation), age, disability, or whether it is “equality neutral” (i.e. have no effect either positive or negative). In the case of gender, consider whether men and women are affected differently.

Q1. Who will benefit from this initiative? Is there likely to be a positive impact on specific groups/communities (whether or not they are the intended beneficiaries), and if so, how? Or is it clear at this stage that it will be equality “neutral”? i.e. will have no particular effect on any group.

NEUTRAL

Q2. Is there likely to be an adverse impact on one or more minority/under-represented or community groups as a result of this initiative? If so, who may be affected and why?

Or is it clear at this stage that it will be equality “neutral”?

NEUTRAL

Q3. Is the impact of the initiative – whether positive or negative - significant enough to warrant a more detailed assessment (Stage 2 – see guidance)? If not, will there be monitoring and review to assess the impact over a period time? Briefly (bullet points) give reasons for your answer and any steps you are taking to address particular issues, including any consultation with employees or external groups/agencies.

Neutral, HR data is not highlighting that colleagues from minority/underrepresented groups are raising concerns regarding non-appointment to roles; however we will continue to monitor. A more detailed assessment is not required at this stage.

Guidelines: Things to consider

• Equality impact assessments at Provide take account of relevant equality legislation and include age, (i.e. young and old,); race and ethnicity, gender, disability, religion and faith, and sexual orientation.

• The initiative may have a positive, negative or neutral impact, i.e. have no particular effect on the group/community.

• Where a negative (i.e. adverse) impact is identified, it may be appropriate to make a more detailed EIA (see Stage 2), or, as important, take early action to redress this – e.g. by abandoning or modifying the initiative. NB: If the initiative contravenes equality legislation, it must be abandoned or modified.

• Where an initiative has a positive impact on groups/community relations, the EIA should make this explicit, to enable the outcomes to be monitored over its lifespan.

• Where there is a positive impact on particular groups does this mean there could be an adverse impact on others, and if so can this be justified? - e.g. are there other existing or planned initiatives which redress this?

• It may not be possible to provide detailed answers to some of these questions at the start of the initiative. The EIA may identify a lack of relevant data, and that data-gathering is a specific action required to inform the initiative as it develops, and also to form part of a continuing evaluation and review process.

• It is envisaged that it will be relatively rare for full impact assessments to be carried out at Provide. Usually, where there are particular problems identified in the screening stage, it is envisaged that the approach will be amended at this stage, and/or setting up a monitoring/evaluation system to review a policy’s impact over time.

Appendix B: Recruitment Process Flowchart

• Ensure that the finance team are supportive of the need to recruit

• Check the Job Description Library on the Provide Community platform for all evaluated job descriptions Check if Agenda for Change banding or re-banding is necessary.

Identify the need to recruit

(Recruiting Manager)

• Any amendments to Job description must be approved by the HRBP.

• Attach the Job Evaluated Job Description & Person Specification

• Draft advertisement

• Create a single advert for all vacant hours within the same role, including all WTE on the one vacancy.

• Complete Pre placement assessment form or Hazard form to add to Functional requirement in Trac

Prepare to recruit

(Recruiting Manager)

• Complete Enhanced or standard DBS form if appropriate to the role

• Once advert has been drafted, insert the wording taken from the TRAC FAQs regarding "Working for the organisation". (copy can be found on the Provide Community platform)

• Complete a Vacancy Authorisation Request (VAR) in TRAC

• Three authorisers are required to be completed in the Authorisation section:

• Recruiting Manager/Budget holder

• Assistant Director

Prepare to recruit

(Recruiting Manager)

• Finance Business Partner - If the vacancy is not authorised due to cost pressures it would place on the budget it will be referred to the appropriate Chief Officer for consideration. The Chief Officer will either authorise or reject the request.

• Rejected vacancies will be archived on TRAC by the HR Services Team.

• Once authorised, vacancy is made live and advert appears on Health Jobs, NHS Jobs and Provide website unless otherwise indicated

• Agree advert, media, advertising date, closing date, interview date.

• External publications as per specific deadlines. Managers are required to approve costs and raise a Purchase Order number for them.

• Agree selection method e.g. interview, psychometric assessment,

Advertising stage

(Recruiting Manager)

Shortlisting stage

(Recruiting Manager)

Interview stage (Recruting manager)

• HR services team make an external advert live for two weeks or 1 week for internal adverts.

• One shortlister or preferably two shortlisters to complete this stage ensuring fairness

• Start shortlisting once the vacancy closes and has moved to the shortlisting stage.

• Use the shortlisting criteria to assess the suitability of each candidate

• Please make notes, either on the TRAC system or send the HR Services team a copy of any notes to be added to the vacancy

• Inform the HR Services team which candidates will be invited to interview

• Must be at least 2 interviewers (must have completed Safer recruitment and Values Based training to chair the interview meeting)

• Complete interview scoring sheet and make notes to review and justify any decision

• Ensure an assessment centre takes place for any Band 8a and above

• Inform the HR Services team of successful candidates and provide copies of all interview notes

• Agree a suitable candidate and make a conditional offer subject to satisfactory checks (Verbal)

• Complete Offer details for successful candidates and ensure interview outcomes are recorded on TRAC, including successful,unsuccessful, reserves and DNA candidate(s)

• Move Vacany to offer

• HR services issues conditional offer letter to the successful candidate

Offer stage (Recruiting manager)

• Salary assessment completed if required

• Successful candidate asked to present original documents.

• Verification of identity check

• Right to work

• Certificate of Sponsorships (CoS) are obtained as required

Pre-Employment (HR Services)

• DBS (if applicable)

• Risk assessment completed (if applicable)

• Occupational Health check

• Employment History

• Professional registration and qualification checks (if applicable)

• "Employment checks OK" email sent to Manager

• Manager agrees start date with candidate and completes Final Memo, Induction course, Recruitment Evaluation survey

• HR Services informs L&D of new starter for Induction

• HR Services issues Contract and Payroll forms, and completes Employee onboarding on Service Desk

• Manager completes equipment, Smart card request.

Start date/Induction

• New starter picks up IT equipment/ID Badge

• Starts induction (L&D contacts New starter)

• New starter is added to Payroll and will be issued Employee Number after first payrun.