RECRUITMENT & SELECTION STANDARDS

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RECRUITMENT & SELECTION STANDARDS

Publication Date August 2010

Final Version – Aug10 V1

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CONTENTS 1.0 INTRODUCTION ................................................................................... 4

1.1 Scope .................................................................................................... 4 1.2 Principles ............................................................................................... 4 1.3 Legal Requirements ............................................................................... 5 1.4 The Recruitment Section ........................................................................ 5 1.5 Further Advice ........................................................................................ 5 1.6 Process Flowchart ................................................................................. 6

2.0 STANDARDS ...................................................................................... 12

3.0 ESTABLISHING A VACANCY ........................................................... 15 3.1 Resignation From an Existing Post ...................................................... 15 3.2 New Posts ............................................................................................ 15

4.0 DEFINING THE REQUIREMENTS OF THE POST ............................ 18 4.1 Job Description .................................................................................... 18 4.2 Person Specification ............................................................................ 18

5.0 ATTRACTING CANDIDATES ............................................................ 18 5.1 Writing the Advert ................................................................................ 18 5.2 Closing Date ........................................................................................ 19 5.3 Advertising Media ................................................................................ 19

6.0 VACANCY APPROVAL ...................................................................... 20

7.0 REDEPLOYMENT .............................................................................. 21

8.0 APPLICATION PACKS ...................................................................... 21

9.0 SHORTLISTING ................................................................................. 21 9.1 Timescales ........................................................................................... 21 9.2 Selecting Candidates for Interview ....................................................... 22 9.3 Candidates Requiring Work Permits .................................................... 22

10.0 INTERVIEW PROCESS ...................................................................... 23 10.2 Appointment of the Interview Panel ...................................................... 23 10.3 Pre-Interview ........................................................................................ 24 10.4 Interview .............................................................................................. 24 10.5 Post Interview Feedback ...................................................................... 25 10.6 Interview Expenses .............................................................................. 26 10.7 Relocation Expenses ........................................................................... 26

11.0 PRE-EMPLOYMENT CHECKS .......................................................... 26 11.1 References .......................................................................................... 26 11.2 Occupational Health Clearance ............................................................ 27 11.3 Procedure for the Disclosure of Criminal Convictions ........................... 28 11.4 Disclosure Scotland ............................................................................. 29 11.5 Code of Practice for International Recruitment ..................................... 29 11.6 Work Permits ....................................................................................... 30 11.7 Prevention of Illegal Working ................................................................ 30 11.8 Workers Registration Scheme .............................................................. 31 11.9 Employing a Bulgarian or Romanian National in the UK ....................... 31 11.10 Qualifications ................................................................................... 32 11.11 Confirmation of Registration ............................................................. 32

12.0 OFFERS OF EMPLOYMENT ............................................................. 33 12.1 Conditional Offer .................................................................................. 33 12.2 Unconditional Offer .............................................................................. 33

13.0 COMMENCEMENT OF EMPLOYMENT ............................................. 33

14.0 INDUCTION ........................................................................................ 34

RECRUITMENT FORMS INDEX ................................................................... 34 VACANCY MANAGEMENT FORM .................... Error! Bookmark not defined.

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ADVERT DETAILS FORM ............................................................................... 41 SHORTLISTING FORM ................................................................................... 42 INTERVIEW DETAILS FORM ......................................................................... 43 INTERVIEW SELECTION FORM .................................................................... 44 PREFERRED CANDIDATES INFORMATION ................................................. 47

APPENDICES ................................................................................................ 50 Appendix A – Exit Interview Form .................................................................... 51 Appendix B – Job Description Template .......................................................... 54 Appendix C – Writing the Person Specification ................................................ 58 Appendix D – How to Write a Successful Advert .............................................. 61 Appendix E – Selecting Candidates for Interview ............................................. 63 Appendix F – Interview Guidance .................................................................... 64 Appendix G – Briefing and Guidance on International Recruitment Code of Practice ........................................................................................................... 69 Appendix H – Occupational Health – Pre-employment Screening Process ...... 72 Appendix I – Prevention of Illegal Working ....................................................... 73 Appendix J – Contact Details for Health Regulators ........................................ 76 Appendix K – Login Request Form .................................................................. 76 Appendix L- Guidance on Checking Identity .................................................... 80 Appendix M – NHS Fife Declaration ................................................................ 82

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1.0 INTRODUCTION

NHS Fife aims to follow best practice and the highest standards of recruitment procedure. The principles, values and the recommendations of the PIN Guidelines on Equal Opportunities, Work Life Balance and safer pre and post employment checks are acknowledged by these Recruitment and Selection Standards. By joining our organisation, employees become part of NHSScotland – one of the largest workforces in Scotland and are entering into an organisation that has an important role to play for each member of the population. Patient treatment and care is the main purpose of NHSScotland and within our organisation this offers opportunities for a strong sense of purpose and reward for employees in their day-to-day activities. There is a regular turnover of staff within the NHS, both within Scotland and throughout the UK, reflecting not only employees’ changing circumstance but also healthy competition and promotion within the service. Potential employees from all over the world are attracted to employment and training opportunities in NHSScotland. Our organisation needs to recruit effectively while at the same time giving equal opportunity to individuals and developing work-life balance policies. These standards aim to provide recruitment procedures that ensure staff are employed appropriately, as well as trained, further developed and equipped to respond effectively to diversity and service needs.

1.1 Scope

This document covers all employees and potential employees of NHS Fife. It applies to recruitment within all disciplines for all posts except:

Senior Medical Grades which are governed under the National Health Service Appointment of Consultants (Scotland) Regulations 1993; and

Senior Pharmacists which are governed by national agreement and EC Directives 85/432/EEC and 85/433/EEC

Managers taking responsibility for any part of recruitment administration should ensure that the process is consistent with that contained within this document. This document does not cover the appointment of temporary agency and contract fee staff. In respect of Social Inclusion Recruitment the standards are applied where applicable and any deviations from the standards are risk assessed and approved by the Social Inclusion Recruitment Co-ordinator.

1.2 Principles

NHS Fife aims to appoint candidates according to their abilities, qualifications and training;

Equal opportunities for employment and promotion within our organisation are open to all with the appropriate qualifications, skills and competencies;

Monitoring and audit will be used to diminish discrimination;

Monitoring and information gathering will allow the organisation to audit how well it performs against the standards set by this document;

NHS Fife will establish a recruitment process that will ensure employees are chosen using relevant objective criteria that are without discrimination or prejudice;

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Staff involved in recruitment will be trained in the necessary legal and procedural requirements and will be subject to regular monitoring of performance;

NHS Fife will establish networks with other organisations both locally and nationally to recruit staff; and

NHS Fife is a Positive About Disabled Symbol user and adopts the values that this scheme espouses

1.3 Legal Requirements

The main Acts and Regulations that determine relevant legislation relating to recruitment and selection are listed below:

Equal Pay Act 1970 and subsequent amendments

Health & Safety at Work Act 1974

Rehabilitation of Offenders Act 1974 and Police Act 1997

Sex Discrimination Act 1975

Race Relations Act 1976 and Race Relations (Amendment) Act 2000

Trade Union and Labour Relations (Consolidation) Act 1992

Trade Union Reform and Employment Rights Act 1993

Disability Discrimination Act 1995

Asylum and Immigration Act 1996

Employment Rights Act 1996

Working Time Regulations 1998

Data Protection Act 1998 and Freedom of Information (Scotland) Act 2002

Human Rights Act 1998

Employment Relations Act 1998

Sex Discrimination (Gender Reassignment) Regulations 1999

Part Time Workers (Prevention of Less Favourable Treatment) Regulations 2000

Fixed Term Employees (Prevention of Less Favourable Treatment) Regulations 2002

Employment Equality (Religion or Belief) Regulations 2003

Employment Equality (Age) Regulations 2006

Civil Partnership Act 2004

Gender, Race & Disability Equality Duties

1.4 The Recruitment Section

The Recruitment Section provides an administrative service to all recruiting managers within NHS Fife processing all vacancies with the exception of Medical & Dental posts and most Bank posts. In conjunction with the wider Human Resources Directorate they also provide professional support and guidance to managers, staff and applicants throughout the recruitment and selection process.

1.5 Further Advice

Further advice and guidance should be sought from the Recruitment Section or the wider Human Resources Directorate. Where there are concerns that the procedure within this document has not been followed this should be raised with the Recruitment/HR Officer in the first instance. Associated Documents

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This document should be read in conjunction with:

Guidance on Medical & Dental Appointments

National Panel of Specialists

NHS Fife Appointment of Medical Staff Policy

NHS Fife Employment of Locum Medical Staff Policy

Guidance on the Appointment of Senior Pharmacists

International Recruitment Code of Practice

NHS Fife Equal Opportunity Policy

NHS Fife Redeployment Policy

NHS Fife Disclosure Policy

NHS FIFE Organisational Change Policy

1.6 Process Flowchart

Please see flowchart below which outlines the whole recruitment process. Recruitment Standards can be found in section 2.0.

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Section A - Vacancy Approval

See Section B (following page)

VACANCY ARISES

Vacancy signed by HR Department and submitted to Recruitment Section (Wednesday by 12noon)

Recruitment Section bring all vacancies to attention of redeployment group

Job Description, Person Specification and, Advert and Vacancy Approval submitted to HR Department (by Tuesday 4pm on week of internal advert date, one week earlier for external)

Manager conducts Exit Interview

Job submitted for evaluation

Vacancy Approval Obtained including SMT

New Post

Employee Resigns

Changes to Job Description?

Yes

No

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Section B - Redeployment/Advertising

See Section C

(following page)

Yes

Responsible Officer contacts manager

Post to be advertised externally?

Job identified as potentially suitable for redeployment?

Post used for redeployment?

Vacancy Closed

Advert submitted to Recruitment Officer for

authorisation

Advert placed with agency

Advert placed in bulletin, on SHoW and with Job Centre

Yes No

No Yes

No

Recruitment Officer meets with Depute Director

of HR for vacancy approval

Paperwork returned to recruiting manager

Approved

Not Approved

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Section C - Applications/Shortlisting See Section D (following page)

Post Closed

Recruitment Section contact manager to inform

them of no applications

Recruitment Section deal with application pack requests (within

1 working day of receipt)

Recruitment Section forward short-listing pack to manager

(within 5 working days of closing date)

Manager completes short-listing and forwards paperwork to Recruitment

Section

(Within 10 working days of interview)

Closing Date

Applications received?

To be re-advertised?

Refer to Section B

Yes No

Yes

No

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Section D - Interviews

See Section E (following page)

Recruitment Section send letters inviting candidates to interview and enclose OHSAS forms, declaration forms and Disclosure Scotland forms (if appropriate)

within 5 working days of the interview date

Recruitment Section send panel packs to the Chair of the Panel enclosing all

necessary documentation/forms within 3 working days of interview date

Chair of the panel distribute panel packs to panel members prior to interviews

Panel interviews candidates collecting completed OHSAS and Disclosure Scotland forms, checking ID and completing all necessary documentation

Once preferred candidate has been selected chair requests written

(email) references (recruitment and HR to be copied into email)

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Section E - Post Interview

Chair may telephone candidate to make a verbal offer subject to

appropriate pre-employment checks

Chair telephones to inform other candidates that they have been

unsuccessful

Chair may telephone candidate to make a verbal offer subject to appropriate pre-

employment checks - including references

Chair returns all paperwork to the Recruitment Section

Chair returns all paperwork to the Recruitment Section

HR sends an email to chase outstanding reference

Recruitment Section issues regrets to unsuccessful candidates

Recruitment Section process preferred candidate’s paperwork, send OHSAS form to occupational health and forward to appropriate HR Assistant within 2 working days

HR Assistant processes Disclosure Scotland application (if appropriate) within 1 working day

HR Assistant issues a conditional offer to candidate and awaits confirmation of pre-employment checks normally within 3 working days

When pre-employment checks are complete HR Assistant issues an unconditional offer to candidate

normally within 3 working days

Yes No Have written

(email) references been obtained?

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2.0 STANDARDS The following tables illustrate standards, responsibilities and timescales for each stage in the Recruitment and selection process. Please refer to further sections for guidance for each stage.

Stage of Process Action Form / Documentation Responsible Person

Timescale

Resignation of an Employee (Refer to Section 3.1)

Exit interview is undertaken before employee leaves Notification of Termination or Notification of Change form is forwarded to HR Notification of change/termination forms are processed and forwarded to Payroll

Exit Interview Form Notification of Termination / Change Form

Manager Manager HR Assistant

Minimum of 2 weeks prior to leaving date Minimum of 2 weeks prior to leaving date Actioned within 2 working dates of receipt

Vacancy Management (Refer to Section 6.0)

Vacancy Management Form is completed by responsible manager and appropriately authorised Authorised Vacancy Management Form, Job Description, Person Specification, Advert & KSF Outlines are forwarded to appropriate HR Section Vacancy Management Form and all recruitment paperwork is approved by appropriate HR Department and forwarded to Recruitment Section

Vacancy Management Form –(FORM R1a&b) Vacancy Management Form (FORM R1a&b), Advert Details Form (FORM R2) Job Description, Person Specification, KSF Outlines Vacancy Management Form, Job Description,

Manager Manager HR Department

As soon as possible. 5 working days prior to bulletin publication date or Advertising Agency deadline 2 working days prior to bulletin publication date or 7 working days prior to Advertising Agency deadline

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Person Specification, KSF Outlines

Advertising (Refer to Section 5.0)

Advert is placed in appropriate media. Vacancy Bulletin is compiled and circulated

Recruitment Section

Deadlines set by Agency & Press Every Friday

Applications (Refer to Section 8.0)

Application pack requests are processed

Application Packs Recruitment Section

Within 1 working day of request

Shortlisting (Refer to Section 9.0)

Shortlisting pack is sent to manager Shortlisting form is fully completed and forwarded to the Recruitment Section

Application Forms & Shortlisting Pack Shortlisting Form (FORM R3) & Interview Details Form (FORM R4)

Recruitment Section Manager

Within 5 working days of closing date Minimum of 10 working days prior to interview date

Interviews (Refer to Section 10.0)

Letters inviting shortlisted candidates to attend interview are sent with pre-employment check forms enclosed Panel packs are forwarded to chair of panel All interview paperwork returned to the Recruitment Section

Disclosure Scotland Applications, Model declaration & Pre-employment health questionnaires Panel Packs FORMS R5, R6, R7, R8 & R9

Recruitment Section Recruitment Section Manager

Minimum of 5 working days prior to interview date Minimum of 3 working days prior to interview date As soon as possible

References (Refer to Section 11.1)

References are obtained once preferred candidate has been identified Where email references have not been obtained a

Reference template (FORM R7)) Recruitment reference

Manager HR department

As soon as possible Within 2 working days of

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chaser email will be sent email template receipt of paperwork

Pre-Employment Checks (Refer to Section 11.0)

Pre-employment Health Questionnaire is forwarded to OHSAS Candidate’s paperwork is forwarded to relevant HR Assistant Disclosure Scotland application is processed

Pre-employment Health Questionnaire Disclosure Scotland Application Form

Recruitment Section Recruitment Section HR Assistant

Within 3 working days of receipt of paperwork Within 3 working days of receipt of paperwork Within 1 working day of receipt of paperwork

Conditional Offer (Refer to Section 12.1)

Conditional Offer of Employment is issued subject to pre-employment checks including references

Conditional Offer Letter HR Assistant Normally issued within 3 working days of receipt of paperwork

Unconditional Offer (Refer to Section 12.2)

Unconditional Offer of Employment and Contract are issued once pre-employment checks are complete and a start date has been arranged

Unconditional Offer Letter & Contract

HR Assistant Normally issued within 3 working days of receipt of checks

Commencement of Employment (Refer to Section 13.0)

Notification of Appointment Form is completed and forwarded to HR Assistant Paperwork is processed by HR Assistant and forwarded to Payroll Dept Paperwork for security badge, IT Login, pharmacy forms and authorised signature forms (if applicable) is completed

Notification of Appointment Form Notification of Appointment Form Relevant forms

Manager HR Assistant Manager

Within 2 working days of start date Actioned within 2 working days of receipt As soon as possible

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3.0 ESTABLISHING A VACANCY

A vacancy occurs when either the current post holder leaves or a new post is created. At this stage check with the head of department for approval in principal and funding is available.

3.1 Resignation From an Existing Post

When a vacancy arises due to a resignation from an existing post the opportunity should be taken to assess if the vacancy should be recruited to, reassess the duties of the post and decide if the same knowledge, skills, qualifications and abilities are required. If there are any changes to be made to an existing job description this should be done with the advice of the HR Department. Significant changes to a job description may necessitate a re-evaluation of the post through the Job Evaluation process. Other issues to be considered include:

Roles and Responsibilities

Whether the post can be better organised

Potential for part time/job share

Opportunity to convert post from temporary to permanent Exit Interview An attempt should be made to obtain feedback from all employees leaving the organisation. This can provide useful information to assist with the development of existing posts. During the exit interview managers should discuss with the employee their reasons for leaving and invite suggestions as to how the post could be improved. By considering this information the post and/or the operation of the department may be enhanced. An Exit Interview Questionnaire can be found in Appendix A. Payroll Documentation Managers should complete a Notification of Termination form within one week of the employee formally resigning. This is forwarded to the appropriate HR Assistant who action it within two working days of receipt. If the employee is transferring to another department within NHS Fife a Notification of Change form should be raised and forwarded to the HR Department. Managers should also inform IT of any leavers or internal transfers to ensure that user accounts are disabled or amended in accordance with the IT Security Policy.

3.2 New Posts

Before any arrangements to recruit are made it is essential to consider the funding stream for the vacancy as the process will differ depending upon this criteria as detailed on the recruitment authorisation flow chart.

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RECRUITMENT AUTHORISATION FLOWCHART

FOR ALL POSTS OTHER THAN NEW POSTS*

RECRUITMENT AUTHORISATION FLOWCHART

FOR NEW POSTS

Vacancy Management Form (VMF) completed

and submitted to relevant EDG member for approval

Post Approved Post Not Approved

VMF and other

documentation submitted to

Recruitment Co-ordinator for

consideration at

Redeployment Group weekly

meeting

Redeployee

identified Recruiting Manager

notified

No Further Action

NOTES

(a) Authorisation of the EDG member should normally be by way of signature on the VMF however a copy of an e-mail

or memo from the EDG member to the Recruiting Manager will be accepted to ensure the process continues

efficiently.

(b) The VMF and supporting documentation should not be sent to the Recruitment Team in advance of EDG member

approval.

(c) A ‘new post’ is where new funding is required and has been secured for this post.

No Redeployee

identified Post passed to

Recruitment Team

to progress and

Recruiting

Manager notified

Post considered by

Recruitment panel and

outcome notified by

Recruitment Co-ordinator

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New posts from a funding perspective are where new funding is received for a new post or additional posts. In addition a new post is also where no current job exists within NHS Fife. This creation of a new post will necessitate the development of duties and a job description from the outset. In these instances or where significant changes are made to an existing post advice can be sought from the HR Department. Please refer to the document: “Evaluation of New Agenda for Change (AfC) Posts or Banding Review of Existing Post Subject to Significant Change”.

The form R1b Request to Recruit to New Post

is submitted to the appropriate EDG member for authorisation together with

completed Vacancy Management Form (VMF).

Post Approved

R1B, VMF and other

documentation submitted to

Recruitment Co-ordinator for

consideration at

Redeployment Group weekly

meeting

Post not Approved

EDG Member notifies

manager of outcome

Post considered by

Recruitment panel and

outcome notified by

Recruitment Co-ordinator

No Redeployee

identified Post passed to

Recruitment Team

to progress and

Recruiting

Manager notified

Redeployee

identified Recruiting Manager

notified

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4.0 DEFINING THE REQUIREMENTS OF THE POST

Before a post is advertised the job description, person specification and KSF outlines must be forwarded to the HR Department. All potential candidates will be provided with a copy of the job description and person specification with the application pack. Electronic versions of these must be sent to HR as these will be made available on the SHOW website. Electronic versions must be sent to HR to be made available on SHOW.

4.1 Job Description

The job description will be made available to all prospective applicants and to interview panel members to ensure that all those involved in the recruitment process are clear about the scope, content and purpose of the job. Job descriptions need not be exhaustive accounts of every duty and responsibility but should summarise the key elements of the post. It should be accurate, clear, up to date, detailed, flexible and non-discriminatory, particularly in terms of gender, sexual orientation, ethnic background, religion or belief, disability or age. The job description should also be made available to referees in order for them to accurately provide a reference as to the suitability of the candidate to the post. Job descriptions should be written in the agreed Agenda for Change format. For advice on writing job descriptions please refer to “Agenda for Change – A Guide to Preparing Job Descriptions”. A job description template can be found in Appendix B.

4.2 Person Specification

A person specification describes the person capable of properly undertaking the job. It details the experience, qualification/training, knowledge, skill & aptitude necessary to perform the job effectively and promotes the elimination of discrimination by ensuring that selection decisions are competence based. Person specifications are provided to all prospective candidates and to the shortlisting and interview panel to ensure that all those involve in the recruitment process have a clear understanding of the criteria required for the job. The criteria within the person specification become the benchmark against which applicant suitability is measured, the shortlist is drawn up and eventually the selection is made. It is therefore essential that it is consistent with the information contained in the job description and that it contains no irrelevant or potentially discriminatory criteria. Further guidance on writing person specifications and a person specification template is available in Appendix C.

5.0 ATTRACTING CANDIDATES

5.1 Writing the Advert

To ensure equality of opportunity all posts should be advertised unless there are valid reasons for not doing so such as redeployment or reorganisation.

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Recruiting managers are required to write the job advert for the vacancy; however advice can be sought from the Recruitment Section. Adverts should clearly state essential criteria (as detailed in the person specification) in order to attract people with the right skills and knowledge. All adverts must be consistent with the requirements of the post and any discriminatory phrases must avoided. Adverts will normally include a contact name and telephone number for informal enquiries. Where a post involves shift or weekend working this should clearly be stated in the advert. We also recommend the use of composite, block and across directorate adverts. This can increase the number of applications received, reduce timescales and in turn reduce costs. Where possible it can be beneficial to include a proposed interview date. If this is not practical or appropriate this could be included in the application pack. Details of any selection test can also be included in the application pack. Recruiting Managers are responsible for providing the recruitment team with this information. It’s also important when indicating interview dates that you carefully consider the recruitment timescales (it would normally be around three to four weeks from advert closing date but this can be discussed with recruitment). The Recruitment Section will insert instructions on how to apply for the post. Further advice on writing adverts can be found in Appendix D. The Advert Details Form is included in the Recruitment Forms Index (Form R2).

5.2 Closing Date

The Recruitment Section will insert a closing date of two weeks after the publication date unless otherwise stated.

5.3 Advertising Media

All vacancies are placed in NHS Fife’s weekly vacancy bulletin. The bulletin is circulated to all NHS Fife staff and to Fife Council staff. Vacancies are also placed on the SHOW website, Jobcentre Plus, NHS Fife Intranet and other healthcare associated websites free of charge. These media are extremely cost effective methods of advertising. It may be appropriate to advertise certain vacancies within an external publication in addition to the Bulletin, SHOW and other websites. Using external media is extremely expensive and therefore consideration must be given to the cost-efficiencies of different publications. If a manager wishes to place an advert in an external publication they should indicate their publication of choice on the Vacancy Management Form and provide justification/reason for advertising externally. External advertising is costly and often in the region of £1,500 + VAT even for local publications. Once this has been received the Recruitment Officer/HR Manager may contact the recruiting manager to discuss the advertising of the vacancy. Such discussions will vary for each post; however they will include a review of recent response rates to similar adverts, cost-effectiveness of wording of the advert and of the chosen publication. It may be appropriate at this stage for the Recruitment Officer/HR Manager to seek advice from the contracted Advertising Agency.

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Please note external publication deadlines are out with the control of the recruitment section. All vacancies must go to redeployment prior to authorisation for external advert. For this reason external advert requests must be received by the recruitment section one week prior to external publication date to enable them to be considered for redeployment and meet advertising timescales. Where managers are processing authorisation to a vacancy they know will be hard to fill they can contact the Recruitment Section in advance to discuss an appropriate recruitment strategy. This will allow for exploration of different options prior to paperwork being completed and received by the Recruitment Section. All vacancy advertising should be processed through the Recruitment Section who will process any external advertising through the contracted Advertising Agency. There have been instances in the past where NHS Fife has been the subject of recruitment advertising scams. Rogue publications lift authentic adverts from publications (such as the BMJ & RCN) and then email or fax managers direct in order to confirm authorisation of the advert in their own publication. Some of the methods used to persuade managers to enter into a contractual agreement include asking for the advert to be proof read or for any changes to be confirmed. NHS Fife is then invoiced for a considerable sum of money. It is important to note that there is never any requirement for a manager to give authorisation for an advert or liaise with a publication/agency. If any recruiting manager or other member of staff receives any communication regarding a current or future advert they should ensure that no action is taken and the details are forwarded directly to the Recruitment Section in order to avoid any potential scam.

6.0 VACANCY APPROVAL

Managers should complete a Vacancy Management Form (Form R1) as soon as possible following notice that a vacancy will arise. It is recognised that on certain occasions this may be delayed by circumstances such as the reorganisation of a department. The following documentation should be provided with the form:

Job Description

Person Specification

Advert

KSF Outlines

Any other information that may assist prospective applicants The Vacancy Management Form must be authorised by the relevant authorised signatory including responsible SMT member and by the relevant Management Accountant who will confirm if funding is available to fill the post, the Management Accounting is not approving costs for external advertising. Ultimately this decision rests with the Head of Recruitment. For any new posts the R1B – Request to Recruit to New Post must also be completed in accordance with the good housekeeping memo and should be submitted to SMT for approval as per the recruitment authorisation flow chart. Approval must be obtained before progressing to HR. All paperwork including electronic copies should then be forwarded to the relevant HR Department who will confirm that all documentation is attached and conforms to standards and legal requirements and forward to the Recruitment Section.

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Paperwork should reach the HR Department no later than 4pm on Tuesday prior to bulletin publication date or one week earlier for external adverts to allow time to process the paperwork. Prior to the advert being published, a confirmation email will be sent to managers which will provide the vacancy reference number of the post, publication date and closing date.

7.0 REDEPLOYMENT

The Redeployment Process supports the implementation of NHS Fife policy on redeployment. The Recruitment Section will bring all vacancies to the attention of the Redeployment Group in advance of being advertised. The Redeployment Group consider individual cases of those on the NHS Fife ‘at risk’ register and in turn identifies possible matches ‘holding’ any suitable vacancies. The Redeployment Group will inform responsible HR Officers and the Recruitment team of any potential suitable vacancies. The recruitment team will in turn send an email to the recruiting manager if the post is pulled for redeployment. Please refer to the NHS Fife Redeployment Policy and the NHS Fife Redeployment Process for further information.

8.0 APPLICATION PACKS

Requests for application packs will be made to the Recruitment answer phone number or the Recruitment email inbox. Application packs will be despatched by the Recruitment Section within 1 working day. Application Packs will include the following:

Covering letter which informs candidates that if they do not hear from the organisation within 4 weeks their application has been unsuccessful

Guidance notes for completing the application form (including guidance on suitable referees and contact email addresses)

Statement of Main Terms and Conditions

Procedure for the Disclosure of Criminal Convictions

Job Description


Application Form including Equal Opportunities Monitoring Form Candidates will return completed application forms to the Recruitment Section. Details are logged onto the system, personal details and equal opportunity monitoring forms are detached from the application form and each one is given a unique candidate identification number.

9.0 SHORTLISTING

9.1 Timescales

The Recruitment Section will forward a shortlisting pack to managers within 5 working days of closing date. The pack will include:

Shortlisting Form (Form R3)

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Interview Details Form (Form R4)

Original Application Forms (personal details removed)

Person Specification Managers can indicate on the Vacancy Management Form if they would like to be contacted when the shortlisting is ready for dispatch and if they would like to collect it directly from the recruitment office. If you are collecting the pack from the office you will need to contact the recruitment team prior to collection. Candidates are informed at application stage that they should assume that their application has been unsuccessful if they are not contacted within 4 weeks of the closing date. Therefore managers should ensure that they return the shortlisting as soon as possible and ideally within 2 weeks. Where this is not possible managers should contact the Recruitment Section who can arrange for candidates to be informed of the delay. In order to be able to provide candidates with sufficient notice for interview the shortlisting should be received by the Recruitment Section no later than 10 working days prior to the interview date. Where candidates are required to prepare for a selection test such as a presentation they will require additional notice of the interview date. In these cases the shortlisting should be received by recruitment within 15 working days of the interview date.

9.2 Selecting Candidates for Interview

Overall responsibility for shortlisting rests with the recruiting manager responsible for the posts advertised. However, in most cases, it will be appropriate to involve other members of the interview panel. For some posts, the views of an internal or external assessor may need to be sought. Shortlisting is an important part of the selection process and it is essential that the principles of best practice are applied to ensure fairness and objectivity. The person specification details the essential and desirable criteria for the post and all applications should be checked against these criteria. An applicant who does not meet all the essential criteria on the person specification will not normally be called for interview. Reason for selection/non-selection should be recorded on the Shortlisting Form. NHS Fife is “Positive About Disabled People” as part of our continued commitment to extend job opportunities for people who have a disability. As part of this, a Job Interview Guarantee (JIG) Scheme is operated. All candidates who indicate they have a disability and meet the minimum criteria outlined in the person specification must be shortlisted and offered an interview. Further guidance on selecting candidates for interview is included as Appendix E. Managers must also complete the Interview Details Form (Form R4) providing the following information: interview location, reporting instructions, interview times, panel members and details of any selection test or presentation. Please note that it is the manager’s responsibility to arrange an interview venue and any equipment required.

9.3 Candidates Requiring Work Permits

Current Home Office regulations dictate that employers are unable to offer a position to a candidate requiring a work permit unless they can demonstrate that they were unable

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to find a suitably qualified or experienced candidate from within the European Economic Area. Recruitment will identify any candidates declaring that they require a work permit. This will be indicated on the shortlisting form and their application form will be omitted from the shortlisting pack. If no appointment is made from the initial interview these applications should then be revisited and managers should contact the Human Resources Department for guidance. Candidates are unable to commence employment until a Work Permit has been received, and the candidate has obtained the necessary right for leave to enter the United Kingdom for work permit employment.

10.0 INTERVIEW PROCESS

10.1 Timescales Recruitment will send letters inviting candidates to interview no later than 5 working days prior to the interview date. Included in the letters will be interview details, panel members and details of any presentation or assessment they will be required to undertake. Enclosed with the invite to interview letters will be a Pre Employment Health Questionnaire, An NHS Fife Declaration Form, Proof of ID check list and a Disclosure Scotland application form (if appropriate). Candidates are provided with guidance for completing these forms and are asked to bring them to interview along with evidence of their identity. The Recruitment Section will send the Chair of the Panel Interview Panel Packs no later than 3 working days prior to interview date. This pack will contain:

Copies of Application Forms (including personal details)

Interview Schedule

Terms & Conditions

Job Description


Interview Selection Forms (Form R5)

Manager’s Declaration Form – ID checklist (Form R6)

Email Reference Template (Form R7)

Preferred Candidate Information Form (Form R8)

Employment Information Form (Form R9) The chair of the panel is responsible for distributing panel packs to other panel members. Where doing this will present difficulty (for example if panel members are based across different geographical locations) this should be indicated on the Interview Details Form returned with shortlisting. Managers should ensure that they clearly state the location of panel members, including full postal address if appropriate and packs will be sent by the Recruitment Section direct to them under separate cover.

10.2 Appointment of the Interview Panel

The appointment of the interview panel is the responsibility of the recruiting manager and is determined prior to candidates being invited to attend for interview. The panel’s component must be consistent throughout the process.

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The composition of an interview panel will be determined according to the nature of the post being filled, but will comprise of no less than two members of which one must be the immediate line manager. The most senior member of the panel will normally act as chair. This person must be trained in all the procedures relating to Recruitment. NHS Fife run a Recruitment and Selection training course and bookings can be made through the Training Department. Our Interview details paperwork requires you to indicate if any of the panel members have attended training and if it was within the past two years. The recruitment team will encourage the Chair to attend the training prior to the interviews if they have not already attended and will keep a record of those who attended training more than 2 years ago. Assessors will normally be used for relevant senior posts in accordance with national guidelines. The role of Assessor is to advise the Selection Panel on the technical/professional suitability of the candidate.

10.3 Pre-Interview

Each member of the interview panel will be provided with copies of all application forms, a job description, a person specification and an interview selection form for each candidate. The panel should meet to agree the questions and structure of the interview in advance of the interview.

10.4 Interview

The interview should follow a structured and consistent format and care should be taken to avoid questions that may indicate an intention to discriminate, even if discrimination is not intended. All candidates should be assessed against the requirements of the person specification and the job description only. A competency based approach to interview and assessment takes into account a candidates experience, knowledge and skills which in turn can help predict how they will perform in the future. Any other tools used as part of the process, such as selection tests or practical exercises, must have been previously validated to show that they predict performance. All methods of assessments must have the ability to be fairly and equally applied to all candidates. For further advice regarding acceptable and effective tests please contact the HR department. The selection process should be well documented with any selection decisions being supported by clear, non-discriminatory rationales. The Chair of the Panel should collect Pre Employment Health Questionnaires, NHS Fife Declaration forms and Disclosure Scotland application forms (if necessary) from each candidate. Health Questionnaires and Declaration forms should be provided in a sealed envelope. This information is confidential and therefore, the envelope should remain sealed. The declaration form is treated in the strictest confidence as per the Part B (declarations) section of the application form. If appropriate, the Chair should also collect Disclosure Scotland applications. It’s important to ensure the disclosure application form is completed in full including the mother’s maiden name, address history and signature. All candidates are required to produce evidence of identity at interview. For a post requiring a Disclosure Scotland check its essential the following forms of ID are provided as per NHS Fife Disclosure Scotland Policy:

Two of the following – Photographic UK Driving Licence, Passport and Full Birth Certificate.

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One of the following – Bank statement, credit card statement, utility bill or some other form of ID confirming the individuals address.

If you experience any difficulties obtaining the above documentation advice can be sought from the HR Department and where applicable discretion can be applied but only if approved by Human Resources and it is the case that this will only be applied in exceptional circumstances. For post that don’t require a disclosure at least one form of ID must be photographic e.g. Passport or Driving License and one confirming address e.g. utility bill or bank statement. The Manager’s Declaration Forms – ID checklist (Form R6) will be included in the panel pack. The chair must complete the Manager’s Declaration – ID Checks (Form R6) to confirm that the evidence has been checked (Please refer to Appendix L – Guidance on Checking Documentation). Human Resources are unable to progress appointment paperwork without the Manager’s Declaration as evidence of having had checked a candidates identity and eligibility to work in the UK. The paperwork must be completed in full including the individual’s nationality, eligibility to work and record of passport, birth certificate and driving license number where applicable. Each panel member should complete an Interview Selection Form (Form R5) for each candidate. Individual ratings and reasons for decisions made should be recorded on this form and should be signed as a record of the interview. These forms will be returned to recruitment with all other documentation and will be kept on file in accordance with the Data Protection Act. They may form important evidence in defence of any subsequent allegation of discrimination. The panel may identify a second placed candidate in order of suitability in the event of the first choice candidate declining any offer of employment. At the interview it’s also advised to check the period of time the referees have known the candidate and where possible obtain email addresses to contact referees. This will speed up the recruitment process. Further interview guidance can be found in Appendix F.

10.5 Post Interview Feedback

It is good practice to provide the opportunity for post-interview feedback for both successful and unsuccessful candidates. Feedback should be honest, constructive and positive and candidates should be thanked for the interest they have shown in NHS Fife. The discussion might include any of the following:

Completion of application

Response to questions

Presentation technique

Perceived preparation for interview

Questions asked by candidate

Advice on future applications

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Feedback is a two-way process and it is important to ask the candidate’s views on the recruitment process and the interview. Information gathered should be fed back to the Recruitment Section and/or interviewers.

10.6 Interview Expenses

Reasonable costs of mileage or transport at public rate will be paid to candidate attending interview provided they do not unreasonably refuse an offer of employment. Expenses are only paid at point of entry in to the UK. The decision to refuse payment is at the discretion of the recruiting manager in light of individual circumstances.

10.7 Relocation Expenses

Relocation expenses will be paid to the successful candidate in line with NHS Fife’s Relocation Policy.

11.0 PRE-EMPLOYMENT CHECKS

Once the Recruitment Section has received the paperwork back from interview they will process the preferred candidate’s paperwork and forward to the appropriate HR Assistant within 3 working days of receipt. Recruitment will also issue regret letters to any unsuccessful candidates within 5 working days.

11.1 References

The purpose of references are to confirm selection decisions. They should not be used as a selection tool. For this reason, references are followed up for the preferred candidate only and should therefore only be requested once the preferred candidate has been selected by the selection panel. For all candidates at least two satisfactory references must be received. All references must be in writing and cover a minimum period of three years. It is strongly recommended you check details of references at interview to ensure you have email addresses and three years worth of employment history. One reference must be from the candidate’s current or most recent line manager and where possible the last or most recent employer. References for internal candidates who have been in our employment for a substantial period of time, where the risk to the organisation is low will only require a reference from the current line manager. For candidates recently recruited who have written references already on file it will only be necessary to obtain a reference from the current line manager. Advice can be sought from HR on an individual basis. All referees should have knowledge of the candidate’s skills, knowledge, abilities and should be in a position to offer an opinion of suitability for the post. Referees should be provided with a copy of the job description. Additional references are required under the following circumstances:

1. If individual has been overseas for single spell of three months or more or six months cumulative. In this eventuality a reference from an overseas employer should be obtained.

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2. If a work reference is not available then a second personal reference from a standing member of the community should be obtained.

3. If individual has been in full-time education a reference from academic institute is

required. 4. If individual has served in Armed Forces or Civil Service in last 3 years then a ref

from relevant service or dept is required The Clothier Report requires specific issues to be addressed when obtaining references for nursing appointments, and therefore if a manager is requesting references for a newly qualified nurse they must ensure that the educational establishment where the qualification was attained is contacted as one of the referees. Managers must obtain written (email) references using the Reference email template (Form R7). Where it has not been possible for the manager to obtain references HR will send a reminder email within two working days of receipt of paperwork after interview. While efforts are made to maintain confidentiality, reference reports are not exempt from disclosure under third part exemption within the Data Protection Act 1998. Individuals therefore have the right to request disclosure of any reference of which they are the subject. Any such request should be forwarded to the HR Department.

11.2 Occupational Health Clearance

All new employees to NHS Fife or employees moving internally into certain posts within the organisation must be screened by the Occupational Health and Safety Advisory Service (OHSAS) before an unconditional offer of employment can be made. The procedure for screening candidates is:

Manager collects OHSAS confidential Pre-Employment Health questionnaires (in a sealed envelope) from candidates during interviews and completes an Employment Information Form (Form R9) for the preferred candidate after interview. This form will contain information about the job which will assist OHSAS when screening candidates

Recruitment forward preferred candidate’s confidential Health Questionnaire and Employment Information Form to OHSAS within 3 working days of receipt of interview paperwork for external candidates. If the preferred candidate is currently employed by NHS Fife, recruitment will forward the questionnaire to the HR Assistant who will determine if a further assessment is required.

OHSAS make a pre employment health assessment based on the applicant’s responses to the questionnaire and information about the post contained in the Employment Information Form

If further information is required from the candidate or the manager initial follow-up from OHSAS will be by telephone

After this, if there is still uncertainty regarding the candidate’s fitness for the job, the person will be sent an appointment to attend OHSAS to be assessed clinically by an Occupational Health nurse or doctor

OHSAS will confirm the candidate’s fitness and any recommendations in the form of a fit slip to the HR Assistant. HR will then liaise with the manager regarding any recommendations. Non-fitness will be confirmed in letter format by the Consultant in Occupational Health Medicine.

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Once the fit slip has been received by HR and providing all other pre-employment checks are complete and are satisfactory the HR Assistant will contact the manager to arrange a start date for the new employee

Clearance for Serious Communicable Diseases Some posts require health clearance for serious communicable diseases such as TB /chickenpox/ Rubella. Where such screening is necessary, the manager should contact OHSAS either before their start date or as soon as possible after to arrange an appointment for assessment. Once a fit slip has been received HR will send an email to the recruiting manager confirming the candidate’s fitness and that a screening appointment is required. Recruiting managers will be required to risk assess whether or not they are comfortable to facilitate a start date for the individual prior to this clearance. Please note that this clearance is applicable to all staff with clinical contact and is separate from clearance to perform Exposure Prone Procedures. Clearance for Exposure Prone Procedure Posts If the post has been identified as an Exposure Prone Procedure (EPP) post a fit slip should only be received where the worker has been cleared to perform EPP work (this clearance includes all relevant EPP blood tests/immunisations). This may occur by paper screening if the appropriate IVS – (Identified Validated Sample) documentary evidence has been attached to the pre-employment questionnaire by the candidate. If the documentation required is not available, the candidate will be offered an appointment with a member of Occupational Health staff to assess their fitness for EPP work. During this appointment, the candidate will also be screened for serious communicable diseases. If only a paper screening has been performed for EPP work, managers will still be required to arrange an appointment for the candidate for serious communicable diseases screening as per the above. A short description of EPP work - this is where the gloved hand of a health care worker may be at risk of injury in a patient’s body cavity such that any bleeding of the health care worker poses a risk to the patient from blood borne viruses. All EPP workers need to be assessed for blood borne viruses to prevent transmission to their patients. A full definition of EPP posts is contained within the Employment Information Form (Form R9). A flow chart illustrating this procedure is shown in Appendix H.

11.3 Procedure for the Disclosure of Criminal Convictions

The Rehabilitation of Offenders Act 1974 is aimed at helping people who have been convicted of a criminal offence and who have not re-offended since. Anyone who has been convicted of a criminal offence, and received a sentence of not more than 2.5 years in prison, benefits as a result of the Act, if he or she is not convicted again during a specified period of time otherwise known as the ‘rehabilitation period’. This period of time depends on the sentence given for the offence. If the person does not re-offend during this rehabilitation period, they become a ‘rehabilitated person’ and their conviction becomes ‘spent’. Custodial sentences of more than 2.5 years can never become spent. All candidates are provided with NHS Fife’s Procedure for the Disclosure of Criminal Records and are required to disclose all unspent convictions in Part B of the Application Form. There are exceptions under the Rehabilitation of Offenders Act and for certain

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posts within NHS Fife applicants are also expected to disclose convictions which can otherwise be regarded as ‘spent’. Such posts are clearly highlighted within the procedure. In addition all candidates called to interview will be issued with an NHS Fife Declaration Form (appendix M). The form issued will depend on the level of disclosure required and therefore, this must be indicated on the Vacancy Management Form. The use of this declaration is mandatory and is in addition to current pre-appointment checks. Part B of the application form or the NHS Fife Declaration Form is not made viewed by the recruiting managers at any stage within the recruitment process. If a preferred candidate has declared convictions the appropriate HR Officer will then contact the recruiting manager to discuss the conviction and offer support in the decision of whether or not to continue in the offer of employment. This ensures that it is only those persons who need to see information regarding criminal convictions who have access to it. The interview panel should not ask candidates any question relating to criminal convictions during the interview or at any other stage of the process.

11.4 Disclosure Scotland

In accordance with the Police Act 1997 and the Protection of Children Act 2003, there are certain posts within NHS Fife which require potential employees to be cleared by Disclosure Scotland. There are three levels of Disclosure check: basic, standard and enhanced. For certain roles this may also include a search of the Lists of Individuals Disqualified from Working with Children and/or the Lists of Individuals Disqualified from Working with Adults at Risk. Further information can be found in NHS Fife’s Disclosure Policy. The policy also includes a full list of posts requiring a Disclosure check and the level of check required. The HR Assistant will process the Disclosure Scotland application within 1 working day. Once the outcome of the application has been received the HR Assistant will notify the recruiting manager and if all other pre-employment checks are complete a start date can be arranged. The Disclosure Scotland report will be held on file within the HR Department for 30 days, after which time it will be confidentially destroyed. The Disclosure Scotland and the Criminal Records Bureau (CRB) cannot currently access overseas criminal records or other relevant information as part of its service. Therefore, candidates who have spent a recent period of time overseas, whether British Nationals or otherwise, will need to produce evidence of a criminal records check from overseas in addition to the Disclosure Scotland check. If there is difficulty in obtaining such evidence the Chair of the Panel must discuss this with their appropriate HR representative. Even if an individual claims never to have lived in the UK a Disclosure Scotland check is still required for disclosed posts. In addition staff outside of the UK must have a Protection of Children Act (Poca) check before being appointed to a regulated childcare position.

11.5 Code of Practice for International Recruitment

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NHS Scotland has a Code of Practice for the recruitment and employment of healthcare professionals from developing countries. The code seeks to avoid damaging healthcare provisions within developing countries by losing domestic medical expertise to developed countries keen to solve staffing shortages. NHS Fife fully supports the values and principles of the code and requires recruiting managers to ensure that all overseas appointments consider the ethical and moral implications of appointing from developing countries. NHS Fife’s HR Department will support recruiting managers in interpreting the application of the code of practice and will submit monitoring information to the Scottish Executive Health Department. Appendix G contains a briefing and guidance document which illustrates the requirement of the code of practice for international recruitment of healthcare professionals in Scotland and the implications for NHS Fife. Should any recruiting manager consider appointing from overseas they should take advice from the appropriate HR Officer in the first instance.

11.6 Work Permits

Candidates who are not Nationals within the European Economic Area may require a Work Permit. Part A of the application form requires candidates to declare whether or not they require a work permit and it is extremely important that the panel check each candidate’s application form to ensure a work permit is not required. The candidate may not have realised they require a work permit or they may have provided false information and therefore, it’s important at interview when conducting ID checks that the panel ensure they receive a form of ID that identifies the individuals nationality e.g. passport, driving license, birth certificate or VISA. If a candidate who requires a work permit is appointed to a post a work permit application will be made by NHS Fife. However, current Home Office regulations dictate that employers are not in a position to offer employment to a candidate requiring a work permit where it can be demonstrated that EEA candidates meet the minimum requirements for the post. Recruitment will identify those candidates indicating they require a work permit at application stage. These applications will not be put forward to the shortlisting panel. If, however, there is no appointment made to the post and there are applications from candidates requiring work permits the recruiting manager should contact the HR department to discuss. Where it is deemed that EEA candidates are not appointable (i.e. do not meet the minimum requirements for the post) a rationale for this decision must be provided as it would be required for a work permit application. Where the preferred candidate requires a work permit advice should be sought from the HR Department before an offer is made. The HR Assistant will process a work permit application and will inform the manager once this process is complete.

11.7 Prevention of Illegal Working

Section 8 of the Asylum and Immigration Act 1996 requires all employers in the United Kingdom to make basic document checks on every person they intend to employ.

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Before commencement of employment managers should ensure that the new employee is eligible to work in the UK. To avoid discrimination, the checking of eligibility to work in the UK should be carried out for every potential employee and assumptions should not be made that a certain individual has eligibility. In order to comply with legal requirements eligibility to work in the UK should be checked for all new employees prior to commencement in post in accordance with the guidance provided in Appendix I. Please also refer to Appendix L – Guidance on checking documentation.

11.8 Workers Registration Scheme

The Government has set up a Workers Registration Scheme to monitor the participation in the UK labour market of workers from the following countries:

Czech Republic

Estonia

Hungary

Latvia

Lithuania

Poland

Slovakia

Slovenia When a new worker from the above country is employed they must apply to register with the Home Office within 30 days. The manager’s declaration form requires you check if the candidate has been working legally in the UK for at least 12 months. If this is not the case then a Workers Registration Card will need to be presented or be applied for by the candidate within 30 days. The HR department will ensure this is adhered to as per the HR Checklist. Applications for registration are the responsibility of the individual. However, it is an offence to employ a National of one of the above countries if they have not registered with the Home Office within 30 working days. Therefore, it must be ensured that:

a copy of the individual's completed application form is taken and retained as

evidence that they have applied for registration within one month of the person starting work; and

a copy of a valid registration certificate is taken and retained.

11.9 Employing a Bulgarian or Romanian National in the UK

From 1st January 2007, as European Economic Nationals, Bulgarians and Romanians will be able to move and reside freely in any EU Member State. However those wanting to work in the UK will still need to obtain authorisation to work before starting any employment unless they are exempt from doing so. For further information about exemptions please contact the Human Resources department. The authorisation will normally take the form of an Accession worker card. For certain categories of employment, the Bulgarian or Romanian national will be able to apply to the Home Office for an Accession worker card without the need for an employer to apply for a work permit. These categories are:

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(a) Airport based operational ground staff of an overseas airline (b) “Au pair” placements (c) Domestic workers in a private household (d) Ministers of religion, missionaries or members of a religious order (e) Overseas government employment (f) Postgraduate doctors, dentists and trainee general practitioners (g) Private servants in a diplomatic household (h) Representatives of an overseas newspaper, news agency or broadcasting organisation (i) Sole representatives (j) Teachers or language assistants (k) Overseas qualified nurses coming for a period of supervised practice

If the employment does not fall into one of these categories, the process for obtaining authorisation to work is in two stages:

The UK employer first applies for approval of the employment under the work permit arrangements (see section 11.5)

The Bulgarian and Romanian national must then apply for an Accession worker card.

Irrespective of whether the candidate requires a Work Permit it is an offence to employ a Bulgarian or Romanian national before they have obtained an Accession Worker Card. The Managers Declaration – ID Check requires you to indicate if evidence of eligibility has been produced.

11.10 Qualifications

Original educational certificates must be sought where required. The original certificates must be viewed to ensure that they have not been tampered with.

11.11 Confirmation of Registration

Suitability for employment and standards of practice for many groups of health care professionals are regulated by means of maintenance of professional registers. Individual members of each profession must satisfy specified requirements with regard to qualifications and experience in order to be admitted to the relevant register, and are liable to removal from the register for failing to maintain appropriate standards in the exercise of their professional duties. Regulatory requirements apply to staff directly employed, supplied by an employment agency, or working on a voluntary basis, as well as to the staff of independent contractors providing services to NHS patients. Failure to check a practitioner’s details against the appropriate register places the public, the organisation and professional colleagues at risk. It is essential therefore that a potential employee’s current registration is verified prior to appointment and periodically thereafter. Although practitioners have a personal responsibility to maintain their registration, the only sure method to verify registration of new, or existing, employees is to use the appropriate council’s confirmation service. Registration can usually be checked by telephone or via the internet. A list of statutory regulators and contact details are included as Appendix J.

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12.0 OFFERS OF EMPLOYMENT

A contract of employment exists when an offer of employment is made and in turn accepted. The offer can be verbal or in writing.

12.1 Conditional Offer

A conditional offer of employment can be made prior to completion of pre-employment checks including references. The manager may offer employment verbally, however they should ensure that they clearly state that the offer is conditional and subject to receipt of satisfactory pre-employment checks. The HR Assistant will issue a written conditional offer.

12.2 Unconditional Offer

An unconditional offer of employment can be made once all pre-employment checks are complete and a start date has been arranged. Whilst the offer may be verbal in the first instance, this would require to be followed up in writing including the necessary statement of terms and conditions of employment. The HR Assistant will issue an unconditional offer of employment. This letter will advise the prospective employee of their terms and conditions of employment, their start date, details concerning their induction and details of the paperwork that they are required to bring on their first day of employment, in order to complete all payroll and other related documentation. The contract of employment will also be issued at this stage. Copies of the offer letters and the contract will be copied to the recruiting manager.

13.0 COMMENCEMENT OF EMPLOYMENT

On the day that the employee commences employment the line Manager must ensure that a Notification of Appointment form is completed. Managers must ensure that all relevant information is produced by the employee to support payroll documentation start papers and that copies are provided, as appropriate. The information required is as follows: -

P45 (if available)

National Insurance Number

Bank details (including account number, sort code and bank address)

Passport or Original Birth Certificate

Original registration details

Original qualification certificates

Original payslip (if appropriate, or unless already submitted)

Original copy of Staff Transfer Certificate, if not already submitted The Notification of Appointment form and associated documents must then be forwarded to the appropriate HR Assistant within 2 working days of them being completed. These papers will then be actioned by the HR Assistant within 2 working days of being received from the Manager. The Manager also has the responsibility to ensure that the employee is issued with a photo ID badge, appropriate pharmacy forms are completed (if required to do so) and appropriate authorised signature forms are raised.

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A login request form must be completed and submitted to the IT Department if the new employee is to have access to any IT systems. Where possible this should be done prior to the new employee commencing in post. Mangers can complete the form and send to IT before the employee’s start date, but must ensure that this is followed up with a copy signed by the employee as soon as possible. A copy of the login request form is included in Appendix K.

14.0 INDUCTION

The induction of the employee into the organisation is essential as it marks the beginning of the formal relationship between the employer and employee. A structured and positive induction programme will:

Help the employee settle into their new environment;

Help employees understand their responsibilities; and

Ensure that the organisation receives the benefit of a well trained and motivated employee as quickly as possible.

All new employees are required to attend a Corporate Induction Day which should be booked through the training department. Induction of the new employee remains the responsibility of the line manager to ensure flexibility, ownership and focus on the specific needs of the individual. The induction should normally be work place based and take place in short, concentrated bouts of activity – say 2 hours at a time – interspersed with work activities. This staggering of the induction process avoids the pitfalls of information overload and enables the new member of staff to learn and retain the necessary information. The use of an induction checklist to ensure all essential topics are covered is strongly recommended, as is the setting of reviews to check that learning has taken place. The Training Department are available to offer assistance as required.

RECRUITMENT FORMS INDEX

Form Ref No Form Title Stage of Process

R1

Vacancy Management Form

Vacancy Authorisation

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R2

Advert Details Form

Prior to Advertisement

R3

Shortlisting Form

Shortlisting

R4

Interview Details Form

Shortlisting

R5

Interview Selection Form

Interview

R6

Manager’s Declaration – ID Checks

Interview

R7

Email Reference Form

Post-Interview

R8

Preferred Candidates Info Form

Post-Interview

R9

OHSAS Employment Information Form

Post-Interview

Appendix M

Model Declaration

Interview

Recruitment Use Only

Reference No

Bulletin Insert Date

This form must be completed in full prior to any post being advertised Original hard copy sign off is required by all signatories

POST DETAILS

VACANCY MANAGEMENT FORM

FORM R1a

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Division/ Corporate Directorate:

Directorate:

Department/Ward: Location:

Post Title: Banding:

Hours & Work Pattern:

WTE:

Contract Type: Permanent Fixed Term Duration:

Reason for fixed term contract:

Please note fixed term contracts will only be advertised for a maximum duration of 21 months. Please be mindful of the implications of fixed term contracts and your managerial responsibilities for managing contracts of this nature.

REASON FOR VACANCY

Replacement Annual Leave Development *

Sickness Maternity Leave

Establishment Change

*If the reason for the vacancy is a development where new funding is to be received or a new post, you are required to complete an R1B form which should be authorised by the appropriate EDG member and submitted with the Vacancy Management Form

Is an R1B Required for this post Yes No If yes, is it attached Yes No

Case for vacancy (please state why this post should be filled):

Previous Postholder:

Final Date of Employment:

Banding: WTE:

Contract Type: Permanent Fixed Term Duration:

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Is this post open to NHS Fife internal candidates only? If yes, please provide reasons ……………………………………………………………………………………………... Does this post involve shift or weekend working?

Yes No Yes No

DISCLOSURE / REGULATED WORK REQUIREMENTS

Does this post require a Standard Disclosure check as defined by NHS Fife policy?

Does this post involve regulated work with children, vulnerable adults or both?

If yes PVG Membership is required, please circle the category required

Yes No

Yes No

Children/Vulnerable adults /Both

RECRUITING MANAGER DETAILS

Name:

Base:

Designation:

Telephone:

Email Address:

Do you want shortlisting to be sent to the recruiting manager? Yes No

If no who should it be sent to? ……………………………………………………………

Would you like an email to be sent to the recruiting manager / contact when shortlisting is available for collection / post? Yes No

Would you like to arrange to collect shortlisting rather than it going in the internal mail? Yes No

ADVERTISING INFORMATION

All posts will be placed in the NHS Fife Vacancy Bulletin, on SHOW, Job Centre Plus and other associated websites.

If the advert is to be placed in an external publication please give details of publication and reason for requesting external advert

AUTHORISATION

Recruiting Manager:

I confirm that the information given is correct and that I have considered all options and alternatives to recruitment. I have ensured vacancy approval is obtained and where an R1B is required for a new post I have included this. I have attached all relevant documentation including: Person Specification Advert Form

Job Description KSF Outline

Signed: ………………………………………………………

Date: ……………………………

Name: ………………………………………………………

Designation: ……………………………

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Directorate Manager/Divisional General Manger/Other Authorised Signatory:

I confirm that the recruitment to this post is consistent with the service requirements of the Division/Corporate Directorate.

Signed: ……………………………………………………… Date: ………………………….

Name: ………………………………………………………


Directorate or Community Services Accountant Authorised Signatory:

Financial Code: ………………………………………………

I confirm that there is funding available for this post or it is a new post with an R1B attached

Signed: ……………………………………………………….. Date: ……………………………

Name: ………………………………………………………


Executive Director Group (EDG) Member Authorised Signatory:

I confirm this post has been approved and I am satisfied with the requirements to recruit to the post

Signed: ……………………………………………………… Date: ………………………….

Name: ………………………………………………………


NOTE:

On completion this form should be forwarded to the Human Resources

Directorate Inbox [email protected] along with the appropriate

advertisement, Job Description and Person Specification

HR USE ONLY

I confirm that the appointment to this post is consistent with the Human Resource Policies of NHS Fife and that the documentation provided is consistent with the requirements of NHS Fife’s Recruitment and Selection Standards.

Signed: ……………………………………………………….. Date: ……………………………

Name: ………………………………………………………


https://web.nhs.net/OWA/redir.aspx?C=ukhrmzfSE0yDQY-fzxrZInjRE5fW2NBIPg_c2NbntwQ24LRvjRZHGs2Lxze00nImQ-VZM9bKvL4.&URL=mailto%3afife-uhb.HRVMF%40nhs.net

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REQUEST TO RECRUIT TO NEW POST

FORM R1b

TITLE OF POST:

LOCATION:

GRADE:

DATE:

This form must be completed in full for all new posts

Please give clear details of the purpose of this post:

Please give details as to why this post is required and there are no other alternatives:

Please detail how this post will be funded: CONFIRM FUNDING RECURRING: YES / NO

AUTHORISATION

Recruiting Manager:

I confirm that the information given is correct. Signed: ……………………………………….. Date: ………………………….. Full Name: …………………………………… Designation: …………………..

Executive Director Group Member: I confirm that the recruitment to this new post is consistent with the service requirements of the Division / Corporate Directorate.

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Signed: ……………………………………….. Date: ………………………….. Full Name: …………………………………… Designation: …………………..

Directorate or Community Services Accountant Authorisation: I confirm that there is funding available for this new post. Signed: ……………………………………….. Date: …………………………..

Full Name: …………………………………… Designation: …………………..

This form should be attached to the completed Vacancy Management Form (R1a) and forward to the Human Resources Directorate Inbox [email protected] along with all relevant documentation for processing.

RECRUITMENT PANEL POST APPROVED / NOT APPROVED (delete as appropriate) Signed: …………………………………… Date Approved: ………….. Full Name: …………………………………… Designation: ……………..……..

mailto:[email protected]


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ADVERT DETAILS FORM

This form should be completed to ensure the correct details are included in the advert for the post.

Post Title:

Location:

Salary/Banding:

Hours:

Advert Text:

Informal Enquiries: (If appropriate)

Recruitment will insert details of how to apply for the post and a closing date of two weeks after publication date unless otherwise specified.

Signed: ………………………………………………………..

Date: ……………………………

FORM R2

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SHORTLISTING FORM

FORM R3

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This form must be completed and received by Recruitment with all other Shortlisting paperwork no later than 10 working days prior to interview date

Post Reference: Post Title:

Interview Date: Interview Venue:

Reporting Instructions:

Shortlisted Candidates for Interview

Interview Times

Panel Members (Chairperson’s name first)

Designation Contact Number Attended Recruitment and Selection Training

Yes / No

If yes within 2 years Yes / No

Yes / No


Yes / No


Yes / No


Please note that it is the Chairperson’s responsibility to distribute panel packs to panel members. If however there are external panel members please provide their full address.

Details of any assessment which the candidate may have to undertake:

Details of any equipment provided for the assessment: (please note it is the panel’s responsibility to ensure booking of any equipment)

Signed: ………………………………………………………..

Date: ……………………………

INTERVIEW DETAILS FORM

FORM R4

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Panel members should complete a form for each candidate

Candidate Name: Candidate ID No: Post Title: Post Reference:

Essential Desirable Interview Comments Score

Experience

As per Person

Specification

As per Person

Specification

Qualification/Training

Knowledge

Skills

Aptitude

Other

Successful? Yes No Reason:

KEY 1. Does not meet minimum requirements 2. Meets minimum requirements 3. Above average 4. Very good

Signed: …………………………………………

Print: ……………………………………………………

Date: ……………………………

INTERVIEW SELECTION FORM

FORM R5

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This form must be completed for every candidate attending interview

Post Reference:

Candidate Name:

A member of the interview panel is required to check evidence of identity for each candidate and sign the declaration below to confirm that they have done so and the candidate is eligible to work in the UK without a work permit (check of nationality). If the post requires a disclosure you must check that the Disclosure Scotland Application has been completed correctly and that you have seen 3 forms of ID of which at least two are the following – Birth Certificate, Passport or UK Photo Driving Licence as per Disclosure Policy. Guidance for checking identity and Disclosure Scotland applications is available within recruitment and selection standards. Passport, Driving License and Birth Certificate number must be recorded when this form of ID is presented at interview. In addition candidates are asked to bring their National Insurance (NI) number.

Three items from the lists below (and at least one item from each list) must be checked and one form of ID must confirm the individual’s nationality. Please show which items have been checked by ticking the relevant box:

List 1 – Photographic Confirmation of Identity and Nationality

List 2 – Confirmation of Address (Cross reference with current Address on form)

Passport* Utility Bill

UK Photo Driving Licence* Credit Card Statement

Non Disclosure Post: Signed passport picture (inc supporting statement).

Bank Statement

Other ……………………………

For Disclosure Scotland Posts – if you don’t have BOTH a Passport and UK Photo Driving Licence you MUST see a Birth Certificate YOU MUST RECORD THE NUMBER OF THE FOLLOWING EVIDENCE IF PRESENTED: Birth Certificate Number …………………………………Passport Number ……………………………… Driving Licence Number ………………………………….. What is the individuals Nationality ………………………………NI No…………………………………..

I declare that I have checked the evidence of identity as shown for the above named candidate and confirm the candidates full name, signature, date of birth and full permanent address. I also confirm I have checked the individual’s eligibility to work in the UK and have attached copies of the evidence. I have seen original documentation and attached a copy. Signed: ……………………………………………………… Date: ………………………….

Print Name: ………………………………………………… Designation……………………………………

Managers Declaration – ID Check FORM R6

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You have been selected as a referee for the following individual. I would be grateful if you could complete the following questions and return it by email or hard copy.

All information will be treated in confidence and in accordance with Data Protection. If requested it may be necessary to disclose a reference.

Candidate’s Name: . Position applied for: .

Previous Employer: . Person Contacted: .

Telephone Number: . Date: .

We are looking for you to confirm the candidate’s suitability for employment with NHS Fife. We would be grateful if you could complete and return ASAP.

We can accept references by email which can be returned to [email protected].

1. (Candidate’s Name) has applied for the post of (Post Title). Permission has been granted to contact you to verify information that has been given to us. 2. Can you please confirm dates known? From:…………………….. to:…………………………. 3. In what capacity have you known them? If known in employment – how long was he/she in your employment for: From:…………………….. to:…………………………. 4. Please describe the main qualities and attributes of the candidate and give your views as to his/her suitability for the post:

5. Were attendance and time keeping satisfactory? Yes No Please give details of the number of episodes and total days of sickness absence in the last 12 months: 6. What was the reason for leaving? (if applicable)

Thank you for answering my questions. I appreciate your co-operation.

Signed: ………………………………………………………..

Date: ……………………………

FORM R7

Written / Email References


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This form should be complete after interview when a preferred candidate has been selected.

POST INFORMATION

Post Title: Appointing Manager:

Ref No: Base & Designation:

PREFERRED CANDIDATE INFORMATION

Name: Base: Hours:

Is the candidate a current employee of NHS Fife? Yes No

Does the candidate require a work permit / Tier 2 Sponsorship? Yes No

For PVG posts, is the candidate already a member of the PVG Scheme? If yes, please indicate the category of membership? Yes No Adult / Child / Both

Candidates National Insurance Number (ask at interview for this) ………………………….

Have you completed the OHSAS Employment Information Form? Yes No

Have you included the references (it’s the recruiting manager’s responsibility to request written references please see reference guidance)? Yes No

Have you included the R6 ID Checks form and copies of documents? Yes No

Does this post require a post qualification registration? Yes No

Is this individual a newly qualified Nurse/AHP eligible to participate in Flying Start? Y N

Is this a secondment Yes No

Does this post require a post qualification registration? Yes No

If yes, please detail:……………………………………………..

Are there any special contract requirements or comments? Yes No

If yes, please state:………………………………………………

REPORTING INSTRUCTIONS FOR FIRST DAY OF EMPLOYMENT

PREFERRED CANDIDATES INFORMATION

FORM R8

48

Report to: Base: Time:

FOR COMPLETION IF RECOMMENDING FOR NURSE BANK

For Nursing and Midwifery Posts only: If the candidate was apointable and you would have offered them a job in your ward then you should offer the candidate the option to join the nurse bank. Please complete the following questions and return all paperwork to recruitment .

Q1) If another post was available within your area would you appoint the candidate?

Q2) Did the candidate score at least 12 / 24 at interview?

Q3) Does the candidate want to be added to the nurse bank?

Please forward all paperwork to recruitment and we will send the relevant paperwork to the nurse bank but only if the 3 questions above are answered positively.

Signed:

Date:

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EMPLOYMENT INFORMATION

To be completed by the recruiting manager – All sections MUST be completed

NAME OF PREFERRED CANDIDATE: ____________________________________________

DETAILS OF POST:

POST TITLE: _________________________ POST REF: __________________________

Employer: ____________________________ Division/CHP: _________________________

Directorate/Service: ___________________________________________________________

Band/Grade: __________________________ Employment Type (Permanent/ temp/ bank): _______

Recruiting Manager: ____________________ Tel and Ext No.: _______________________

Recruiting Manager’s Address: __________________________________________________

Recruiting Manager’s email address: ______________________________________________

Signature: ____________________________ Date: ________________________________

PLEASE TICK APPROPRIATE BOXES IF THE POST INVOLVES WORKING WITH OR HAS SIGNIFICANT EXPOSURE TO: (this is necessary to allow occupational health to assess the applicants health status against the identifiable hazards)

Exposure prone procedures* Immuno-compromised patients

Exposure to body fluids/blood Vulnerable patients-children/emotionally disturbed

Moving &handling of patients Control & restraint of patients/CALM

Maternity / paediatrics Use of latex gloves / products

Psychological stress including violence/trauma Gluteraldehyde

Frequent hand-washing Ionising radiation

Clinical waste Animals or animal products

Lasers Hazardous micro-organisms –

Cytotoxic drugs (Lab staff, Infectious Disease Unit)

Shift work / on call duties Food handlers – individuals involved in production of food

Night work Heights - using step-ladders / ladders / roofs

Genetically manipulated organisms Vibrating tools

Noise – individuals who are exposed to noise above 85dB (e.g. strimmers / lawnmowers / grinders / drills / saws)

Manual handling Skin exposure to hazardous substances (e.g. solvents)

Driving – e.g. car/van/LGV/PCV/transporting of patients Inhalation exposure to hazardous substances

Outside work or deep freeze (e.g. dust, fume, mist, gas, vapour) - specify

Hot temperatures e.g. boiler house Office based hazards – please specify

Pesticides Other – please specify

Lone working

*Exposure prone procedures (EPP) are those invasive procedures where there is a risk that injury to the worker may result in the exposure of the patient's open tissues to the blood of the worker. These include procedures where the worker's gloved hands may be in contact with sharp instruments, needle tips or sharp tissues (e.g. spicules of bone or teeth) inside a patient's open body cavity, wound or confined anatomical space where the hands or fingertips may not be completely visible at all times. However, other situations, such as pre-hospital trauma care should be avoided by health care workers restricted from performing exposure prone procedures. This list is not exhaustive, but in this organisation the jobs likely to be involved are, for example, Nursing: Theatre, Accident & Emergency, Midwives and Student Midwives. Medical: Accident & Emergency, Obstetrics and Gynaecology, Junior (or other) Doctors entering all types of surgical specialities. Dental and Podiatry: Dental Practitioners and Surgical Podiatrists and their students. Dental Nurses, Dental Hygienists and their students. Ambulance Staff:

Paramedics and Ambulance Technicians

For OH use only

Actions:

Sent on:

By:

Cohort entered:

Delay slip sent: Fit Slip sent

For HR use only:

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APPENDICES

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Appendix A – Exit Interview Form

DEPARTMENT: GRADE: LENGTH OF SERVICE: 1. What is your reason for leaving? 2. Have there been any particular factors that have contributed to your

decision? 3. What kind of work will you be moving to? 4. Who will you be working for? 5. Why do you consider this new appointment to be better?

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6. Please rate the following?

Poor

Fair

Good

Very Good

N/A

a) Accuracy of job description

b) Quality of supervision

c) Working relations with colleagues

d) Workload

e) Physical environment

f) Health & safety provisions

g) Adequacy of training

h) Training & development opportunities

i) Career progression opportunities

j) Pay

k) Other benefits

l) Facilities

m) Morale of staff

n) HR practices of NHS Fife (eg Family Friendly policies)

Where either a poor or N/A (not applicable) has been indicated please give the reason below. If you require more room please use an additional sheet of paper.

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7. What did you like best about your job? Why? 8. What did you like least about your job? Why? 9. Have you any suggestions for improvements that could enhance your

job? 10. What could the organisation have done differently to make you stay? 11. Any other comments?

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Appendix B – Job Description Template

JOB IDENTIFICATION

Job Title:

Responsible to (insert job title):

Department(s):

Directorate:

Division:

Job Reference:

No of Job Holders:

Last Update (insert date):

2. JOB PURPOSE

3. DIMENSIONS

To include:

Number and level of staff supported

Staff Management/Supervisory responsibilities, including numbers and levels

Budgetary Responsibilities (supplies ordering, petty cash)

Client group

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4. ORGANISATIONAL POSITION

5. ROLE OF DEPARTMENT

Specifically, this section should answer the following questions: -

What services does the department, division or section provide?

How does these services help the Organisation achieve its objectives?

6. KEY RESULT AREAS

7a. EQUIPMENT AND MACHINERY

7b. SYSTEMS

Manager

Colleague Colleague This Job Colleague

Report No 3 Report No 4 Report No 2 Report No 1

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8. ASSIGNMENT AND REVIEW OF WORK

9. DECISIONS AND JUDGEMENTS

10. MOST CHALLENGING/DIFFICULT PARTS OF THE JOB

11. COMMUNICATIONS AND RELATIONSHIPS

Please state how often this takes place, eg constantly, frequently, occasionally, once daily etc

11. PHYSICAL, MENTAL, EMOTIONAL AND ENVIRONMENTAL DEMANDS OF

THE JOB

Please use key words to describe duties eg occasionally, constantly, frequently etc

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13. KNOWLEDGE, TRAINING AND EXPERIENCE REQUIRED TO DO THE JOB

Minimum required to undertake the role.

14. JOB DESCRIPTION AGREEMENT

A separate job description will need to be signed off by each jobholder to whom

the job description applies.

Job Holder’s Signature:

Head of Department Signature:

Date:

Date:

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Appendix C – Writing the Person Specification

The person specification details the experience, qualification/training, knowledge, skills and aptitude required to perform the job effectively. These criteria become the benchmark against which you measure the applicants, draw up the shortlist and eventually make the selection. It is therefore essential that the person specification is consistent with the information contained in the job description and that it contains no irrelevant or potentially discriminatory criteria. Criteria stated within the person specification must be:

Job related and link to the job description

Ability based and stated in terms of exactly what is required

Clearly defined to avoid misrepresentation

Measurable with the method of assessment indicated

Consistently applied to all applicants

Justifiable and fair Other points to consider when writing the person specification are:

Age is a meaningless way of determining experience and is discriminatory

Equivalent qualifications should be considered

References and occupational health clearance are pre-employment checks and not methods of selection assessment

Experience criteria should not be over stated as this can be discriminatory What to include in the Person Specification: Experience Any experience gained overseas should be rated fairly and accurately. In order to avoid indirect discrimination on the grounds of age it is preferable to state the level of competencies which may normally be associated with the level of experience or the type of experience required rather than a definitive length of experience. Qualifications/Training The requirements must be tailored to the level of the post; therefore it may not be necessary to ask for qualifications gained at school, but those gained in further education. It may also be a requirement of the post that applicants possess professional qualifications, membership of professional bodies and other examples of professional registration. These must be clearly stated within the person specification. It is advisable to specify the areas/subjects in which applicants must have received training and whether or not certified evidence of training is required. Knowledge Specific knowledge required for the post holder to perform in the job effectively should be stated here. For example, “A good working knowledge of employment law”. Requirements should be specific and concise. Skills Specific skills required by the post holder to perform effectively in the job should be stated here. Again requirements should be specific, concise and measurable. For example, “capable of typing 30wpm” should be used rather

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than, “good typing skills”. Any level of English competency must be specifically related to the post. Aptitude Any specific aptitude required by the post holder such as, “ability to work on own initiative” should be stated here. Other Requirements Any other requirements of the post holder should be stated here. An example of this would be “ability to travel throughout Fife”. Please note that a driving licence should only be stated as a criterion for posts that specifically require the post holder to have the ability to drive. Where the post holder is required to travel between locations “ability to travel” should be stated. The person specification should state whether each criterion is essential or desirable. Essential criteria are the minimum qualities expected to perform the job effectively. Desirable criteria are the qualities of an ideal candidate who would be expected to perform the job at the maximum level and must be relevant to the job. Try not to set unrealistically high standards by having your requirements too strict. The inclusion of unnecessary or marginal requirements can lead to discrimination. Once the person specification has been prepared the following should be checked:

All the factors are necessary and justifiable

Each requirement can be assessed

All requirements are free from discrimination Please see below for a Person Specification template.

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RECRUITMENT AND SELECTION STANDARDS

PERSON SPECIFICATION FORM

Post Title/Grade:

Department/Ward:

Date:

ESSENTIAL DESIRABLE MEASURE

Experience

Qualifications/ Training

Knowledge

Skills

Aptitude

Other

e.g. Team Player,

Be able to travel

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Appendix D – How to Write a Successful Advert

The easiest way to write strong, concise and accurate copy is to follow the ‘classic’ advert structure. This is recommended for a number of reasons. Firstly, you won’t miss anything vital from the advert and secondly, a set structure means you have more writing time and more time to get it right.

THE “CLASSIC” ADVERT STRUCTURE Job Title, Location, Banding, Salary, Hours of Work The Recruitment Section will ensure that these details are included at the beginning of the advert. These will appear in bold and there should be no need to repeat this information within the body of the text. Essential Information about the Job Think about what’s going to attract the right person, and try not to state the obvious about the job. For instance, secretaries know that they’ll need to type. Also consider what will dissuade the wrong type of applicant. Qualifications, Skills and Experience Here, if you are likely to be inundated with applications – or in the opposite case, if the role is likely to be difficult to fill – you can strengthen or weaken your requirements as appropriate. This must, however, be consistent with the person specification. Informal Contact Details Give the name, designation, telephone number and/or email address of a person who is in a position to answer informal enquiries from potential candidates. How to apply Recruitment will insert these details. The main point is to keep a consistent tone across the advert – particularly if it’s a large composite that’s been put together by a number of people.

WRITING THE ADVERT Sentence and Paragraph Structure Make them consistent with the natural flow. Try reading out loud – if there is a glitch actually listening to the copy will help you to identify it. Always use full sentences rather than notes. Tone Don’t use a tone you think sounds ‘impressive’. It will probably sound pompous. Advertising copy should always engage the reader. So think along

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the lines of the editorial voice carried in The Times or The Guardian. It’s not flippant, but it’s not overly bureaucratic either. You & we It is reckoned that you can save around 20-30 per cent of the space occupied by your advert by simply replacing all the many variants of ‘candidate’ and ‘applicant’ – or discussing the Organisation in the third person – with the direct approach, ‘you’. Similarly, it’s not necessary to repeat the job title or the location within the body copy as it will be clearly flagged up in a sub heading. Phrases to Avoid Things like ‘will be expected to’ or ‘will be required to’ are pretty old fashioned – and of course take up a lot of space. It’s easier to say ’you will’ or ‘your remit includes’. ‘Should be returned to’ or ‘would be advantageous’ are similarly clumsy. And then there are particular bugbears – ‘are currently looking for’, ‘previous experience’ and ‘enthusiastic’. It’s a recruitment ad, so your audience is already aware you’re looking for people, experience is always, by its very nature, previous and who is going to admit to being unenthusiastic? The “Dos” and “Don’ts” of Recruitment Advertising:

Do use you and we

Don’t repeat the job title in the body copy

Do make every word have a purpose

Do keep it simple and avoid jargon

Do be direct and friendly, don’t be imposing

Do vary sentence and paragraph lengths

Don’t get too hung up on ‘proper’ English

Don’t pad with clichés or filler information

Do ask some one else to read it

Do a word count, then edit it down

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Appendix E – Selecting Candidates for Interview

Assess the information on the application form against criteria in Person Specification.

A structured and systematic approach to shortlisting must be taken to avoid unfair and unlawful discrimination.

The information contained in the application form is assessed against the criteria contained within the person specification, however, only those which indicate the application form as a measure of assessment.

Assessment should be made against essential criteria first. Consider desirable factors only if there are too many applicants meeting all essential criteria.

On no account should shortlisting be based on criteria not contained within the person specification. For example, shortlisting should not be based on the highest qualification available, where such qualification was not stated in the person specification.

Personal information in the application form must be regarded as irrelevant.

Candidate personal information (address etc…) are removed from application forms prior to shortlisting; however any personal information volunteered within other sections of the application form must be regarded as irrelevant.

Applications forms should not normally be used of a test of literacy

Application forms should not be used as a test of literacy as this could potentially lead to discrimination.

Shortlisting form must be completed indicating if the candidate has been shortlisted and giving reasons for selection/non-selection

This information must be recorded in full – if you are later challenged on a shortlisting decision it will be the only record of reasoning for your decision.

Forms will be held by the recruitment office in accordance with the Data Protection Act.

“Does not meet minimum criteria” is not a sufficient reason – which criteria is not met?

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Appendix F – Interview Guidance

Objectives of an interview

The interview is a two-way communication which aims to help those involved reach a decision to offer or not to offer a job, to accept or not to accept an offer.

Candidates are judged through an objective assessment of the information obtained relevant to their suitability for the post.

Applicants are assisted in gaining an understanding of the job and the terms and conditions of the post

The interview also gives the opportunity to sell a favourable impression of NHS Fife.

The interview is a crucial stage in assessing the applicant’s suitability for the job. However, unless the interview is carefully structured and planned it can lead to subjectivity, false assumptions and various forms of bias.

Bias

According to the Concise Oxford dictionary to give bias means:

To “influence unfairly” or to “inspire with prejudice”

Bias can creep into the recruitment process in a variety of ways. Two of these are:

“Own-image Recruiting” – selection decisions influenced by the fact that a candidate displays attitudes and characteristics similar to that of the interviewer.

“Stereotyping” – selection decisions or questions during interview based on preconceived assumptions of the capabilities of the candidate because of that person’s race, culture, gender, sexuality, disability, religion or age. Stereotyped candidates are treated unfairly and may be seen as performing badly at the interview or may be tested more severely than others.

In order to avoid this the interview must be structured in such a way that all candidates are questioned and assessed on criteria previously identified in the person specification and that candidates are treated fairly and in the same way.

Top Tips for Successful Interviewing (CIPD 2006)

A recent article from the Chartered Institute of Personnel and Development identified several tips for successful interviewing:

Prepare, Prepare, Prepare

Structure the Interview

Vary your Questions

Keep it Relevant

Control the Environment

Remember it’s a two way thing

Consider other ways to assess

Leave a good impression

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Train all interviewers

We will now look at each of these areas in turn and identify ways in which you can become more successful at interviewing.

Prepare, Prepare, Prepare

It is vital that prior to any interview a proper analysis of the competencies required is undertaken. In order to structure the interview you must know what information is to be obtained from candidates.

This process should be relatively straightforward as the information should be contained within your person specification. This is one of the reasons why it is extremely important to spend time ensuring that your person specification is accurate prior to advertising.

Each criterion with interview stated as the method of assessment should be assessed during the interview. For example: if knowledge of employment law is stated as an essential criterion you will want to ask candidates a question relating to this; if typing speed of 30 wpm is stated then you will want to assess that in some way.

Each panel member should have read the job description and person specification and be comfortable that they have an understanding of the job itself and the competencies they are looking for in candidates. Panel members should review candidate applications prior to interview identifying any areas which they would like to discuss with candidates. Gaps in employment history should be queried with candidates at interview.

There must be at least two people on an interview panel and it is important to decide on the roles of the interviewers to avoid unnecessary overlap and agree on the method of assessment.

Structure the Interview

Prior to the interview, panel members should convene to discuss the structure of the interview. Questions should be written and each member of the panel should be clear as to which area/questions they have to cover.

A suggested format is:

Introduce yourself and other panel members

One of the panel members should receive the candidate from reception. Use an ice-breaker to relax the candidate such as “did you have a nice journey?” Invite the candidate to take a seat, ask if they would like a glass of water etc…

Explain how the interview will proceed

Give an indication of how long the interview will last – the content of the interview, what stage they can ask any questions

Explain that you will be taking notes during the interview

It is a good idea to ask candidates if they mind you taking notes – they are unlikely to say no, but it may make them feel more comfortable about you doing so. However, during the interview do not furtively take notes as this can be extremely distracting for the candidate. Use memory triggers and use the time between candidates to make more comprehensive notes. All notes taken at interview should be returned to recruitment to be kept on the recruitment file. Please remember that all notes may be used to justify selection decisions at a later date and candidates may request access to these under the Data Protection Act.

Follow a logical sequence of questions and try to avoid jumping around. Link your questions

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Ensuring a logical sequence of questions will help to put the candidates at ease

Conclude the interview

Thank the candidate for attending the interview, ensure that they have no further questions and inform them of the next steps. You may wish to tell the candidates that before any offer of employment can be made you must first obtain references for the preferred candidate, therefore you will inform them of the decision as soon as possible but this will depend on your ability to obtain references.

Vary Your Questions

There are different types of questions you can ask depending on the different types of responses you will be looking for.

Open questions – “why” “when” “how”. Using open questions will mean that the candidate will give you much more information. Examples would be “What experience have you had of….”, “Give me an example of the kind of situation where…..”, “When have you had to…..” Sometimes however, candidates may answer the question too generally or go off into a tangent, be prepare to clarify your question or ask follow up question to obtain the appropriate information.

Probing questions – these are used when answers have been too generalised or when you suspect that there may be some more relevant information which candidates have not disclosed. Example would be – “what knowledge and skills did you gain from that?”, “What was your role in that?”

Closed questions – these are specific questions which are used to clarify a point or fact eg. “When did that happen?”

Hypothetical/Situational based question – present a relevant situation to candidates and ask them to explain to you how they would respond. It can highlight the ability of candidates to deal with certain situations, however you should be aware that candidates might not always do what they say they will – just because the candidate has given a good appropriate answer to the question does not mean that they would deal appropriately with the situation in reality.

Behavioural Event Questions – these questions are used to assess how people have behaved in past situations in order to ascertain if they would demonstrate the correct behaviour relevant to the duties of the post. An example would be “Could you describe any contribution you have made as a member of a team in achieving an unusually successful result?”

DO NOT:

Present statements eg. “You worked at….”

Ask multiple questions

Ask leading questions

Make assumptions

Keep It Relevant

To ensure that your questions do not contravene legislation they must be directly relevant to the requirements of the job.

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The following shows examples of questions which should not be asked:

Do you think your childcare commitments will affect your ability to work weekends?

Would it worry you being a member of an ethnic minority here?

Do you have any plans for early retirement?

This post requires travel to different sites – do you have a car?

Do you feel comfortable working at entry level given your age?

Which newspaper do you read?

How would you cope managing people older than you?

Asking questions relating directly or indirectly to a persons gender, marital status, race, disability, age, sexual orientation, language, social origin, trade union membership or other personal attributes including beliefs or opinions could imply that you would take this into account and unfairly discriminate.

Control the Environment

Interviews are stressful! Whether they appear to be or not candidates attending interview are understandably nervous. Help them by:

Ensuring the interview takes place in a calm, comfortable environment

Ensure you are not disturbed – put a sign on the door and divert phones

Every effort should be made at the beginning of the interview to put the candidate at ease and establish rapport. An interview is two way process of communication not an ordeal! Establishing rapport is not only important as an initial activity but a “climate” or relationship which must be continuously maintained throughout the interview.

Think about seating arrangements – do you want to provide a place for them to place their notes?

Think about your posture – lean slightly forward to indicate interest. Leaning back indicates you have switched off.

Think about your eye contact – it is important to maintain this as it gives the impression you are listening, however continuous eye contact can appear aggressive.

Avoid fidgeting – it suggests you are bored and can distract candidates.

Remember it is a two way thing

The interview is a two way process. The interview should leave all candidates whether successful or unsuccessful with a favourable impression of NHS Fife. Unsuccessful candidates may apply for different posts within the organisation or may encourage others to apply if left with a favourable impression.

The interview provides the means by which managers decide which candidate is most suitable for the post, but it also provides a means by which candidates decide if the job is suitable for them. You must ensure that candidates are given correct and accurate information regarding the post in order that they may make an informed decision. Ensure that you give all candidates the opportunity to ask the panel questions and that all information you give about the job is realistic!

Consider other ways to assess

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For certain posts it may be appropriate to use an additional method of assessment such as a selection test or presentation. All assessments must be specifically related to the job description/person specification and will measure the candidate’s ability to perform or train for the work involved.

Tests should be capable of being applied equally and fairly to all candidates and therefore should not contain irrelevant questions or exercises. Assessments should be administered in such a way that the nature of the assessment itself does not put any candidates with a disability at a disadvantage.

Candidates should be prepared to undertake any type of assessment, and therefore this information must be made available on the interview details form. This will enable the Recruitment Section to include details within the invite to interview letters.

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Appendix G – Briefing and Guidance on International Recruitment Code of Practice

Background NHS Scotland has a code of practice in place for the recruitment and employment of healthcare professionals from developing countries. The code seeks to avoid damaging healthcare provisions within developing countries by losing domestic medical expertise to developed countries keen to solve staffing shortages. The following briefing and guidance illustrates the requirements of the code of practice for the international recruitment of healthcare professionals in Scotland and the implications for NHS Fife. Code of Practice The code of practice applies to the appointment of all healthcare professionals, which includes: Medical staff; nurses; dentists; radiographers; physiotherapists; occupational therapists and all other allied health professions. The attached chart outlines the countries covered by the code of practice. The main principles of the code are:

Guide Scottish healthcare organisations and recruitment agencies in ethical international recruitment practices.

Set principles and standards for all healthcare organisations to follow, particularly by ensuring active recruitment is not targeted at developing countries, and this includes temporary and locum staff.

Raise awareness of health worker migration and to mitigate the adverse effects.

Demonstrate that Scotland is concerned with protecting the healthcare systems of developing countries and as such will incorporate robust monitoring procedures ensuring compliance of the Code.

Build efficient support structures to assist international professionals into a career in NHS Scotland and ensure that the recruitment procedure is a mutually beneficial experience.

Set benchmarks to support the international healthcare professional be recommending robust induction procedures, mentoring support and provision of professional programmes.

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Application of Code of Practice The code of practice identifies 12 practice benchmarks and NHS Fife commits to adhere to these;

1. No active recruitment of healthcare professionals will take place from developing countries.

2. All international recruitment by healthcare employers will follow good

recruitment practice and demonstrate a sound ethical approach.

3. International healthcare professionals will not be charged fees in relation to gaining employment in the UK.

4. Appropriate information about the role applied for will be available to all

international healthcare professionals.

5. All international healthcare professionals will have the appropriate level of English language to enable them to undertake their role effectively and meet registration requirements of the appropriate regulatory body.

6. All appointed international healthcare professionals must be registered

with the appropriate UK regulatory body.

7. All international healthcare professionals required to undertake supervised practice should be fully supported in this process.

8. All international healthcare professionals will undergo the normal health

assessment prior to commencing employment.

9. All international healthcare professionals will have appropriate checks undertaken for any criminal convictions or cautions as required by UK legislation.

10. All international healthcare professionals offered a post will have a valid

work permit before entry to the UK unless they are from the EEA area.

11. Employers should respond appropriately to applications from international healthcare professionals who are making an individual application.

12. All newly appointed international healthcare professionals will be

offered appropriate support and induction to ensure that they are clinically and personally prepared to work safely and effectively within the UK health system. The provision of a mentor is essential.

In summary these benchmarks seek to eliminate active recruitment from developing countries unless there exists a government to government agreement for healthcare professionals from their country or be targeted for employment (Appendix 1). Individual healthcare professionals from developing countries, who volunteer themselves by individual, personal application, should be considered for employment. Details are also provided in relation to levels of communication, support and principles which should be considered in relation to appointments. The guiding principles of the code are:

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1. International recruitment is a sound and legitimate contribution to the

development of the healthcare workforce.

2. Extensive opportunities exist for individuals in terms of training and education and the enhancement of clinical practice.

3. Developing countries will not be targeted for recruitment, unless there is

an explicit government-to-government agreement with the UK to support recruitment activities.

4. International healthcare professionals will have a level of knowledge

and proficiency comparable to that expected of an individual trained in the UK.

5. International healthcare professionals will demonstrate a level of

English language proficiency consistent with safe and skilled communication with patients, clients, carers and colleagues.

6. International healthcare professionals legally recruited from overseas to

work in the UK are protected by relevant UK employment law in the same way as all other employees.

7. International healthcare professionals will have equitable support and

access to further education and training and continuing professional development as all other employees.

Implementation of the Code NHS Fife fully supports the values and principles of the code of practice and requires appointing officers to ensure that all overseas appointments consider the ethical and moral implications of appointing from developing countries. NHS Fife’s HR Department will support appointing officers in interpreting the application of the code of practice and submit annual monitoring return to the SEHD. Should you be considering appointing from overseas you should take advice from the appropriate HR Officer in the first instance.

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Appendix H – Occupational Health – Pre-employment Screening Process

H

YES

Manager collects the Confidential Pre-employment Health questionnaires in a sealed envelope from candidates during interviews and completes an Employment Information Form (Form R9) for the preferred

candidate.

Recruitment forward the Employment Information Form and the preferred candidate’s pre-employment Health questionnaire to OHSAS

Questionnaire to OHSAS

Candidate assessed

clinically by the Occupational

Health Nurse or Doctor

Is further information required?

OHSAS make a pre-employment Health assessment based on the applicant’s response to the questionnaire

Is there uncertainty

regarding the applicant’s

fitness for the job?

Initial follow up by telephone

Has all required documentary evidence been provided?

Candidate is offered an appointment to assess their fitness for EPP. Clearance for Serious

Communicable Diseases is also

performed.

OHSAS confirm candidate’s fitness/non-fitness and any recommendation in the

form of a fitslip to HR.

YES

YES

YES NO

NO

NO

NO

NO

Does the post require

clearance for EPP?

YES

Does the post require the

candidate to be cleared for

Serious Communicable

Diseases?

OHSAS confirm candidate’s

fitness/non-fitness and any

recommendation in the form of a fitslip

to HR. The manager is then

required to arrange an appointment for

the candidate to attend an

appointment for Serious

Communicable Diseases screening.

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Appendix I – Prevention of Illegal Working

Section 8 of the Asylum and Immigration Act 1996 states employing a person who is subject to immigration control and is working without the necessary permission is a criminal conviction.

The Act provides a defence which is available to all employers. In practice it is very unlikely that an organisation would be taken to court if checks are carried out as set out here.

A defence can be established by checking one of the documents in List 1 below. This will usually be a United Kingdom passport or a passport from one of the European Economic Area countries.

Alternatively, a defence can also be established by checking for two of the original documents specified in the combinations in List 2 below.

Prior to commencement all recruiting managers should ensure that they have seen and photocopied one document from List 1 or two documents from List 2. Copies of documents should be sent to HR along with the employee’s Notification of Appointment form where they will be kept on the personal file.

LIST 1

A United Kingdom passport describing the holder as a British citizen or as a citizen of the United Kingdom and Colonies having the right of abode in the United Kingdom.

A passport containing a certificate of entitlement issued by or on behalf of the Government of the United Kingdom, certifying that the holder has the right of abode in the United Kingdom.

A passport or national identity card, issued by a State which is a party to the European Economic Area Agreement or any other agreement forming part of the Communities Treaties which confers rights of entry to or residence in the United Kingdom, which describes the holder as a national of a State which is a party to that Agreement.

A United Kingdom residence permit issued to a national of a State which is a party to the European Economic Area Agreement or any other agreement forming part of the Communities Treaties which confers rights of entry to or residence in the United Kingdom.

A passport or other travel document or a residence document issued by the Home Office which is endorsed to show that the holder has a current right of residence in the United Kingdom as the family member of a named national of a State which is a party to the European Economic Area Agreement or any other agreement forming part of the Communities Treaties which confers rights of entry to or residence in the United Kingdom, and who is resident in the United Kingdom.

A passport or other travel document endorsed to show that the holder is exempt from immigration control, has indefinite leave to enter, or remain in, the United Kingdom or has no time limit on his stay.

A passport or other travel document endorsed to show that the holder has current leave to enter, or remain, in the United Kingdom and is permitted to take the employment in question, provided that it does not require the issue of a work permit.

A Registration Card which indicates that the holder is entitled to take employment in the United Kingdom.

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If the family name or other personal details on the two documents checked do not match further proof of the reason for any difference between the two documents produced must be obtained. This should be in the form of a marriage certificate, divorce document, deed poll, adoption certificate or statutory declaration.

LIST 2

If the family name or other personal details on the two documents checked do not match further proof of the reason for any difference between the two documents produced must be obtained. This should be in the form of a marriage certificate, divorce document, deed poll, adoption certificate or statutory declaration.

First combination

A - A document issued by a previous employer, Inland Revenue, the Department for Work and Pensions' Jobcentre Plus, the Employment Service, the Training and Employment Agency (Northern Ireland) or the Northern Ireland Social Security Agency, which contains the National Insurance number of the person named in the document; and

One of the following documents from (B- H)

B - a birth certificate issued in the United Kingdom, the Channel Islands, the Isle of Man or Ireland which specifies the names of the holder's parents; or

C - a birth certificate issued in the Channel Islands, the Isle of Man or Ireland; or

D - a certificate of registration or naturalisation as a British citizen; or

E - a letter issued by the Home Office, to the holder, which indicates that the person named in it has been granted Indefinite Leave to Enter or Remain in the United Kingdom; or

F - an Immigration Status Document issued by the Home Office, to the holder, endorsed with a United Kingdom Residence, which indicates that the holder has been granted Indefinite Leave to Enter or Remain in the United Kingdom; or

G - a letter issued by the Home Office, to the holder, which indicates that the person named in it has subsisting leave to enter or remain in the United Kingdom and is entitled to take the employment in question in the United Kingdom; or

H - an Immigration Status Document issued by the Home Office, to the holder, endorsed with a United Kingdom Residence Permit, which indicates that the holder has been granted Limited Leave to Enter or Remain in the United Kingdom and is entitled to take the employment in question in the United Kingdom.

Second combination

A - A work permit or other approval to take employment issued by Work Permits UK; and either

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B - a passport or other travel document endorsed to show that the holder has current Leave to Enter, or Remain in the United Kingdom and is permitted to take the work permit employment in question;

OR

C - a letter issued by the Home Office to the holder, confirming the same.

Steps 1 - 3 set out below should be followed for every potential new employee to ensure that recruitment practices comply with the new requirements for establishing a defence against conviction for employing a person illegally.

STEP 1

Ask all potential employees to provide: one of the original documents included in List 1; or

two of the original documents in the combinations given in List 2.

STEP 2

Under legislative requirements the organisation must be satisfied that the potential employee is the rightful holder of any of the documents they present. These documents should also allow them to do the type of work being offered.

All reasonable steps should be taken when checking any documents presented by the potential employee. The guidance below should be followed:

any photographs should be checked to ensure that they are consistent with the appearance of your potential employee;

dates of birth listed should be checked so that you are satisfied these are consistent with the appearance of your potential employee;

expiry dates should be checked to ensure have not been passed; any United Kingdom Government stamps or endorsements should be

checked to see if the potential employee is able to do the type of work being offered

STEP 3

Finally, a photocopy of the following parts of all documents shown should be made and forwarded to the HR Dept:

the front cover and all of the pages which give the potential employee's personal details. In particular, the page with the photograph and the page which shows his or her signature should be copied; and

any appropriate page containing a United Kingdom Government stamp or endorsement that permits the potential employee to do the type of work being offered.

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Appendix J – Contact Details for Health Regulators

Regulatory body Website address

Telephone

Address Ways to check registration

General Medical Council

www.gmc-uk.org

0845 357 8001 (Mon-Fri)

9.00am-17.00pm (Helpline)

Regent’s Place, 350 Euston Road, London NW1 3JN

Helpline

Automated enquiry service

Website

Smartcards

General Chiropractic Council

www.gcc-uk.org 0207 713 5155

44 Wicklow Street, London WC1X 9HL

Telephone

e-mail

Fax

In writing

Online register

General Dental Council

www.gdc-uk.org 0207 887 3800

37 Wimpole Street, London W1G 8DQ

Online register

Telephone

e-mail

General Optical Council

www.optical.org 0207 580 3898

41 Harley Street, London W1G 8DJ

Online register

Telephone

In writing

General Osteopathic Council

www.osteopathy.org 0207 357 6655

176 Tower Bridge Road, London SE1 3LU

Online register

Telephone

In writing

Scottish Social Care Council

www.sssc.uk.com 0845 60 30 891

Compass House, 11 Riverside Drive, Dundee DD1 4NY

Telephone

In writing

Health Professions Council

www.hpc-uk.org 0845 3004 472

Park House, 184 Kennington Park Road, London SE1 4BU

Online register

Telephone

e-mail

Fax

In writing

Nursing and Midwifery Council

www.nmc-uk.org 020 7333 9333

23 Portland Place, London W1B 1PZ

Online register

Telephone

In writing

Royal Pharmaceutical Society Great Britain

www.rpsgb.org.uk 020 7735 9141

1 Lambeth High Street, London SE1 7JN

Online register

Telephone

In writing

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

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

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

http://www.optical.org/

http://www.osteopathy.org/

http://www.sssc.uk.com/

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

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

http://www.rpsgb.org.uk/

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Section 1 - Personal Details

Title (Dr, Mr, Mrs etc): Organisation

First Name: Practice No. (if applicable)

Initials: Directorate: (if applicable)

Last Name: Department: (if applicable)

Telephone No/Ext: Job Title:

Group Code: Pay Point:

If your name has changed in the last 5 years please detail your previous names below: __________________________________________ Contract Status: Permanent Fixed Term Contractor Contract Start Date: Contract End Date: If you are a contractor you are required to sign the contractor’s obligations form with regard to confidential information

Section 2 - Base of Work

Site: __________________________ Building: _____________________________

Floor: __________________________ Room Number / Ward: -_____________________________

If you are not based on an NHS Fife site please give the full address of your base below including the building, floor, room number, town, county & postcode:

Section 3 - Systems (Select the systems required)

If you don’t already have an NHS Fife network account you will be issued with one as standard. System Tick if Required System Tick if Required NHS Fife Network SCI-STORE

NHS Mail DATIX

Internet Access Fusion Browser (PACS)

Other (please detail) _____________________________

Share Drive/Folder Requirements (If any) – It is essential to indicate the exact file path.

Section 4 - DATIX

Information Technology

Services

LOGIN REQUEST FORM APPLICATION FOR ACCESS TO NETWORKED SYSTEMS Please complete and return to IT Admin Team, Old College, Victoria Hospital Application to be completed in BLOCK CAPITALS. Incomplete forms will be returned to requester.

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Only complete if applicable, if not please proceed to Section 5. Please indicate by ticking the appropriate box the permission level to be granted for each of the modules within the DATIX system (see DATIX information sheet). Please sign and date for each module.

Module All Read Only

No Access Manager’s Signature Date

Incidents

Risks

Claims

Complaints

Contacts

Please specify where the User’s access is restricted to: i.e. Incidents within own Department, Specialty or Directorate/Service

Access Level:

Is access to pre-April 2010 incident data required? Yes No

Section 5 - Authorisation (To be completed by Head of Department and applicant)

By signing this form you are agreeing to abide the terms and conditions of all NHS Fife IT Security Policies Applicants Signature: Date: Head of Department Name (BLOCK CAPITALS) Head of Department Signature Date:

To be completed by IT Services

Service Desk Call Ref: The following section should only be completed by the applicant after the Head of Department has authorised this form. The Head of Department should not see this security question. (Please see user guide for further information)

Section 6 – Security Question

Title (Dr, Mr, Mrs etc) Organisation

First Name: Practice No. (if applicable)

Initials: Directorate: (if applicable)

Last Name: Department: (if applicable)

Telephone No/Ext: Job Title:

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If in future if you forget your password, you will be asked for the following information before your password is reset for you. This is essential for security reasons. Please choose a question and answer that will be easy to remember.

(Example of Security Question: what is your first pet’s name? what is your mother’s maiden name?)

Security Question: Answer:

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Appendix L- Guidance on Checking Identity

Checking the documentation for authenticity

Always:

check for signs of interference

query any document if it looks as though it has been tampered with

take special notice of the name and photo area. Passport (UK or overseas)

Check the general quality and condition of the passport

Accidental damage is often used to hide signs of tampering

Closely examine the photograph for signs of damage to the laminate or for excessive glue or slitting of the laminate. This may indicate that the photo has been swapped

Check to see if the photo is excessively large, this may indicate that the photo has been used to hide another

Ensure that there is no damage to the embossed strip embedded into the laminate; this should also catch a portion of the photograph.

Photo driving licence

Examine the licence carefully looking for any adjustments

Ensure that there has not been any amendment to the printed details.

Birth certificate

It is recommended that you request only the original birth certificate, as copies can be easily obtained

Genuine birth certificates use high grade paper, check the quality of the paper

When held to the light there should be a visible watermark

Any signs of smoothness may indicate that original text may have been washed away

Ensure there are no signs of tampering, changes using correction fluid, overwriting or spelling mistakes.

Checking the documentation to confirm right to work in the UK When checking the applicant has the legal right to work in the UK, you should check the following documents:

A passport showing the holder is a British Citizen, or has a right to live in the UK.

A national passport or Identity Card showing the holder is a national of a European Economic Area (EEA) country or Switzerland.

A residency permit issued by the Home Office to a national from a EEA or Switzerland.

A passport or other document issued by the Home Office which has an endorsement stating the holder has a current right or residency in the UK as a family member of a national from EEA or Switzerland.

A passport or travel document endorsed to show that the holder can stay in the UK; and can do the type of work you are offering if they do have a permit.

An Application Registration Card issued by the Home Office to an asylum seeker confirming the holder is permitted to take employment.

If these documents are not available then a combination of documents can be used. The following combinations are acceptable:

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Combination one:

A document giving the persons’ permanent National Insurance Number and Name e.g. P45 AND

o Original birth certificate issued in the UK with both parents names, OR o Original birth certificate issued IN THE Channel Island/ Isle of Man/ Ireland OR o A certificate of registration or naturalisation stating the holder is a Brittish Citizen OR o A letter issued by Home Office to the holder indicating they indicating the individual can

stay in the UN indefinitely or has no time limit OR o An immigration Status Document issued by the Home Office with an endorsement that the

person can stay indefinitely or has not time limit OR o A letter from Home Office indicating the individual can stay in the UK and this allows them

to do the type of work on offer OR o An Immigration Status Document issued by the Home Office with an endorsement the

individual can stay in the UK and this allows them to do the type of work on offer. Combination two:

A work permit or other approval to take employment that has been issued by Work Permits UK AND

o A passport or other travel document endorsed to show the holder is able to stay in the UK and can take the work permit employment in question OR

o A letter issued by Home Office confirming the individual is able to stay in the UK and can take the work permit employment in question.

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Appendix M – NHS Fife Declaration

Model Declaration Form For Enhanced Disclosure Posts Confidential Before you can be considered for appointment in a position of trust with NHS Fife we need to be satisfied about your character and suitability. Please read the following notes carefully before completing this Declaration Form. If you require further information, please contact Carrie McKnight, Recruitment Officer on 01592 643355 ext 21230. All enquiries will be treated in confidence. NHS Fife aims to promote equality of opportunity and is committed to treating all applicants for positions fairly and on merit regardless of race, gender, marital status, religion, disability, sexual orientation, age. We undertake not to discriminate unfairly against applicants on the basis of criminal conviction or other information declared. Prior to making a final decision concerning your application, we shall discuss with you any information declared by you that we believe has a bearing on your unsuitability for the position. If we do not raise this information with you, this is because we do not believe that it should be taken into account. In that event, you remain free to discuss any of that information or any other matter that you wish to raise. As part of assessing your application, we will only take into account relevant criminal record and other information declared. The Data Protection Act 1998 requires us to advise you that we will be processing your personal data and, generally, to obtain your consent before processing personal data about you. Processing includes: holding, obtaining, recording, using, sharing and deleting information. The Data Protection Act 1998 defines ‘sensitive personal data’ as racial or ethnic origin, political opinions, religious or other beliefs, trade union membership, physical or mental health, sexual life, commission or alleged commission of offences and any proceedings for any offence committed or alleged to have been committed. The information that you provide in this declaration form will be processed in accordance with the Data Protection Act 1998, and may also be used for the purpose of determining your application for this position and may also be used for the purpose of enquires in relation to the prevention and detection of fraud. Once a decision has been made concerning your appointment, for successful applicants the declaration will be retained on their personal file, if unsuccessful, the declaration will be destroyed after 6 months. This declaration will be kept securely and in confidence, and access to it will be restricted to designated persons within the Health Board who are authorised to view it as a necessary part of their work. Please ensure that you read the ‘Guidance Notes for Applicants’ that accompanied your application form carefully before completing this Declaration Form. They provide you with further and more detailed information about how your application will be processed, the persons to whom it will be disclosed and the checks that will be done to verify the information provided. Please answer all of the following questions. If you answer ‘Yes’ to any of the questions, please provide full details in the space indicated. Please also use the space below to provide any other information that may have a bearing on your suitability for the position for which you are applying. You may continue on a separate sheet if necessary, and you may attach supplementary comments should you wish to do so. The position for which you have applied is exempted from the Rehabilitation of Offenders Act 1974. This means that you must declare all criminal convictions, including those that would otherwise be considered ‘spent’.

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Answering ‘Yes’ to any of the questions below will not necessarily bar you from appointment. This will depend on the nature of the position for which you are applying and the particular circumstances. 1. Are you currently bound over or have you ever been convicted of any offence by a Court or Court-Martial in the United Kingdom or in any other country? Note: You do not need to tell us about parking offences. Yes No If YES, please include details of the order binding you over and/or the nature of the offence, the penalty, sentence or order of the Court, and the date and place of the Court hearing. 2. Have you ever received a police caution, reprimand or final warning? Yes No If YES, please include details of the caution, reprimand or final warning, including the date and reason administered. 3. Have you been charged with any offence in the United Kingdom or in any other country that has not yet been disposed of? Please note: you must inform us immediately if you are charged with any offence in the United Kingdom or in any other country after you complete this form and before taking up any position offered to you. You do not need to tell us if you are charged with a parking offence. Yes No If YES, please include details of the nature of the offence with which you are charged, date on which you were charged, and details of any on-going proceedings by a prosecuting body. 4. Are you aware of any current police investigation in the United Kingdom or in any other country following allegations made against you? Yes No

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If YES, please include details of the nature of the allegations made against you, and if known to you, any action to be taken against you by the police. 5. Are you aware of any current NHSScotland Counter Fraud Services investigation following allegations made against you? Yes No If YES, please include details of the nature of the allegations made against you, and if known to you, any action to be taken against you by the NHSScotland Counter Fraud Services. 6. Have you ever been investigated by the police, NHSScotland Counter Fraud Services or any other investigatory body resulting in a caution, conviction or dismissal from your employment? (Investigatory bodies include Local Authorities, Customs and Excise, Immigration, Passport Agency, Inland Revenue, Department of Trade and Industry, Department of Work and Pensions, Security Agencies, Financial Service Authority, Banks and Building Societies, General, Life Insurance Companies – this list is not exhaustive, and you must declare any Investigation conducted by an Investigatory Body). Yes No If YES, please include details of the nature of the allegations made against you, and if known to you, any action to be taken against you by the Investigatory Body. 7. Have you ever been dismissed by reason of misconduct from any employment, office or other position previously held by you? Yes No If YES, please include details of the employment, office or position held, the date that you were dismissed and the nature of allegations of misconduct made against you.

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8. Have you ever been disqualified from the practice of a profession, or required to practise subject to specified limitations following fitness to practise proceedings, by a regulatory or licensing body in the United Kingdom or in any other country? Yes No If YES, please include details of the nature of the disqualification, limitation or restriction, the date, and the name and address of the licensing or regulatory body concerned. 9. Are you currently the subject of any investigation or fitness to practise proceedings by any licensing or regulatory body in the United Kingdom or in any other country? Yes No If YES, please include details of the reason given for the investigation and/or proceedings undertaken, the date, details of any limitation or restriction to which you are currently subject, and the name and address of the licensing or regulatory body concerned. 10. Are you subject to any other prohibition, limitation, or restriction that means we are unable to consider you for the position for which you are applying* Yes No If YES, please include details of the nature of the prohibition, restriction, orlimitation, when and by whom it was made.

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If you have answered ‘yes’ to any of the questions above, please use this space to provide details. Please indicate clearly the number(s) of the question that you are answering: Declaration I have read the ‘Guidance Notes for Applicants’ that accompanied my application form, and I consent to the information provided in this Declaration Form being used by NHS Fife for the purpose of assessing my application, and for enquiries in relation to the prevention and detection of fraud. I confirm that the information that I have provided in this Declaration Form is correct and complete. I understand and accept that if I knowingly withhold information, or provide false or misleading information, this may result in my application being rejected, or if I am appointed, in my dismissal, and I may be liable to prosecution. Please sign and date this form. SIGNATURE DATE NAME (in block capitals) Note: if you wish to withdraw your consent at any time after completing this Declaration Form, please contact Carrie McKnight, Recruitment Officer on 01592 643355 ext 21230.

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Model Declaration Form For Standard Disclosure Posts Confidential Before you can be considered for appointment in a position of trust with NHS Fife we need to be satisfied about your character and suitability. Please read the following notes carefully before completing this Declaration Form. If you require further information, please contact Carrie McKnight, Recruitment Officer on 01592 643355 ext 21230. All enquiries will be treated in confidence. NHS Fife aims to promote equality of opportunity and is committed to treating all applicants for positions fairly and on merit regardless of race, gender, martial status, religion, disability, sexual orientation, age. We undertake not to discriminate unfairly against applicants on the basis of criminal conviction or other information declared. Prior to making a final decision concerning your application we shall discuss with you any information declared by you that we believe has a bearing on your suitability for the position. If we do not raise this information with you, this is because we do not believe that it should be taken into account. In that event, you remain free to discuss any of that information or any other matter that you wish to raise. As part of assessing your application, we will only take into account relevant criminal record and other information declared. The Data Protection Act 1998 requires us to advise you that we will be processing your personal data and, generally, to obtain your consent before processing personal data about you. Processing includes: holding, obtaining, recording, using, sharing and deleting information. The Data Protection Act 1998 defines ‘sensitive personal data’ as racial or ethnic origin, political opinions, religious or other beliefs, trade union membership, physical or mental health, sexual life, commission or alleged commission of offences and any proceedings for any offence committed or alleged to have been committed. The information that you provide in this declaration form will be processed in accordance with the Data Protection Act 1998, and may also be used for the purpose of determining your application for this position and may also be used for the purpose of enquires in relation to the prevention and detection of fraud. Once a decision has been made concerning your appointment, for successful applicants the declaration will be retained on their personal file, if unsuccessful, the declaration will be destroyed after 6 months. This declaration will be kept securely and in confidence, and access to it will be restricted to designated persons within the Health Board who are authorised to view it as a necessary part of their work. Please ensure that you read the ‘Guidance Notes for Applicants’ that accompanied your application form carefully before completing this Declaration Form. They provide you with further and more detailed information concerning how your application will be processed, they also include details of purposes for which information about you will be processed, the persons to whom it will be disclosed and the checks that will be done to verify the information provided. Please answer all of the following questions. If you answer ‘Yes’ to any of the questions, please provide full details in the space indicated. Please also use the space below to provide any other information that may have a bearing on your suitability for the position for which you are applying. You may continue on a separate sheet if necessary, and you may attach supplementary comments should you wish to do so. The position for which you have applied is exempted from the Rehabilitation of Offenders Act 1974. This means that you must declare all criminal convictions, including those that would otherwise be considered ‘spent’. Answering ‘Yes’ to any of the questions below will not necessarily bar you from appointment. This will depend on the nature of the position for which you are applying and the particular circumstances.

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1. Are you currently bound over or have you ever been convicted of any offence by a Court or Court-Martial in the United Kingdom or in any other country? Note: You do not need to tell us about parking offences. Yes No If YES, please include details of the order binding you over and/or the nature of the offence, the penalty, sentence or order of the Court, and the date and place of the Court hearing. 2. Have you ever received a police caution, reprimand or final warning? Yes No If YES, please include details of the caution, reprimand or final warning, including the date and reason administered. 3. Have you been charged with any offence in the United Kingdom or in any other country that has not yet been disposed of? Please note: you must inform us immediately if you are charged with any offence in the United Kingdom or in any other country after you complete this form and before taking up any position offered to you. You do not need to tell us if you are charged with a parking offence. Yes No If YES, please include details of the nature of the offence with which you are charged, date on which you were charged, and details of any on-going proceedings by a prosecuting body. 4. Are you aware of any current police investigation in the United Kingdom or in any other country following allegations made against you? Yes No If YES, please include details of the nature of the allegations made against you, and if known to you, any action to be taken against you by the police. 5. Are you aware of any current NHSScotland Counter Fraud Services investigation following allegations made against you?

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Yes No If YES, please include details of the nature of the allegations made against you, and if known to you, any action to be taken against you by the NHSScotland Counter Fraud Services. 6. Have you ever been investigated by the Police, NHSScotland Counter Fraud Services or any other Investigatory Body resulting in a caution, conviction or dismissal from your employment? (Investigatory bodies include Local Authorities, Customs and Excise, Immigration, Passport Agency, Inland Revenue, Department of Trade and Industry, Department of Work and Pensions, Security Agencies, Financial Service Authority, Banks and Building Societies, General, Life Insurance Companies – this list is not exhaustive, and you must declare any Investigation conducted by an Investigatory Body). Yes No If YES, please include details of the nature of the allegations made against you, and if known to you, any action to be taken against you by the police/ investigatory body.

7. Have you ever been dismissed by reason of misconduct from any employment, office or other position previously held by you? Yes No If YES, please include details of the employment, office or position held, the date that you were dismissed and the nature of allegations of misconduct made against you. 8. Have you ever been disqualified from the practice of a profession or required to practise subject to specified limitations following fitness to practise proceedings by a regulatory or licensing body in the United Kingdom or in any other country? Yes No If YES, please include details of the nature of the disqualification, limitation or restriction, the date, and the name and address of the licensing or regulatory body concerned.

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9. Are you currently the subject of any investigation or fitness to practise proceedings by any licensing or regulatory body in the United Kingdom or any in other country? Yes No If YES, please include details of the reason given for the investigation and/or proceedings undertaken, the date, details of any limitation or restriction to which you are currently subject, and the name and address of the licensing or regulatory body concerned. 10. Are you subject to any other prohibition, limitation, or restriction that means we are unable to consider you for the position for which you are applying?* Yes No If YES, please include details of the nature of the prohibition, restriction, or limitation, when and by whom it was made. If you have answered ‘yes’ to any of the questions above, please use this space to provide details. Please indicate clearly the number(s) of the question that you are answering:

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Declaration I have read the ‘Guidance Notes for Applicants’ that accompanied my application form, and I consent to the information provided in this Declaration Form being used by NHS Fife for the purpose of assessing my application, and for enquiries in relation to the prevention and detection of fraud. I confirm that the information that I have provided in this Declaration Form is correct and complete. I understand and accept that if I knowingly withhold information, or provide false or misleading information, this may result in my application being rejected, or if I am appointed, in my dismissal, and I may be liable to prosecution. Please sign and date this form. SIGNATURE DATE NAME (in block capitals) Note: if you wish to withdraw your consent at any time after completing this Declaration Form, please contact Carrie McKnight, Recruitment Officer on 01592 643355 ext 21230.

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Model Declaration Form for All Posts that don’t require a Standard or Enhanced Disclosure but are positions non-exempt from the Rehabilitation of Offenders Act 1974. Use of this model Confidential Before you can be considered for appointment in a position of trust with NHS Fife we need to be satisfied about your character and suitability. Please read the following notes carefully before completing this Declaration Form. If you require further information, please contact, Carrie McKnight, Recruitment Officer on 01592 643355 ext 21230. All enquiries will be treated in confidence. NHS Fife aims to promote equality of opportunity and is committed to treating all applicants for positions fairly and on merit regardless of race, gender, marital status, religion, disability, sexual orientation, age. We undertake not to discriminate unfairly against applicants on the basis of criminal conviction or other information declared. To making a final decision concerning your application, we shall discuss with you any information declared by you that we believe has a bearing on your suitability for the position. If we do not raise this information with you, this is because we do not believe that it should be taken into account. In that event, you remain free to discuss any of that information or any other matter that you wish to raise. As part of assessing your application, we will only take into account relevant criminal record and other information declared. The Data Protection Act 1998 requires us to advise you that we will be processing your personal data and, generally, to obtain your consent before processing personal data about you. Processing includes: holding, obtaining, recording, using, sharing and deleting information. The Data Protection Act 1998 defines ‘sensitive personal data’ as racial or ethnic origin, political opinions, religious or other beliefs, trade union membership, physical or mental health, sexual life, commission or alleged commission of offences and any proceedings for any offence committed or alleged to have been committed. The information that you provide in this declaration form will be processed in accordance with the Data Protection Act 1998, and may also be used for the purpose of determining your application for this position and may also be used for the purpose of enquires in relation to the prevention and detection of fraud. Once a decision has been made concerning your appointment, for successful applicants the declaration will be retained on their personal file, if unsuccessful, the declaration will be destroyed after 6 months. This declaration will be kept securely and in confidence, and access to it will be restricted to designated persons within the Health Board who are authorised to view it as a necessary part of their work. Please ensure that you read the ‘Guidance Notes for Applicants’ that accompanied your application form carefully before completing this Declaration Form. They provide you with further and more detailed information about how your application will be processed, the persons to whom it will be disclosed and the checks that will be done to verify the information provided. Please answer all of the following questions. If you answer ‘Yes’ to any of the questions, please provide full details in the space indicated. Please also use the space below to provide any other information that may have a bearing on your suitability for the position for which you are applying. You may continue on a separate sheet if necessary, and you may attach supplementary comments should you wish to do so. The position for which you have applied is non-exempt from the Rehabilitation of Offenders Act 1974. This means that you must declare any current, unspent convictions. Answering ‘Yes’ to any of the questions below will not necessarily bar you from appointment. This will depend on the nature of the position for which you are applying and the particular circumstances. 1. Are you currently bound over or do you have any current ‘unspent’ convictions?

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Note: You do not need to tell us about parking offences. Yes No If YES, please include details of the order binding you over and/or the nature of the offence, the penalty, sentence or order of the Court, and the date and place of the Court hearing. 2. Have you been charged with any offence in the United Kingdom or in any other country that has not yet been disposed of? Please note: you must inform us immediately if you are charged with any offence in the United Kingdom or in any other country after you complete this form and before taking up any position offered to you. You do not need to tell us if you are charged with a parking offence. Yes No If YES, please include details of the nature of the offence with which you are charged, date on which you were charged, and details of any on-going proceedings by a prosecuting body. 3. Are you aware of any current police investigation in the United Kingdom or in any other country following allegations made against you? Yes No If YES, please include details of the nature of the allegations made against you, and if known to you, any action to be taken against you by the police. 4. Are you aware of any current NHSScotland Counter Fraud Services investigation following allegations made against you? Yes No If YES, please include details of the nature of the allegations made against you, and if known to you, any action to be taken against you by the NHSScotland Counter Fraud Services.

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5. Have you been investigated by the police, NHSScotland Counter Fraud Services or any other investigatory body resulting in a current caution, conviction or dismissal from your employment? (Investigatory bodies includeLocal Authorities, Customs and Excise, Immigration, Passport Agency, Inland Revenue, Department of Trade and Industry, Department of Work and Pensions, Security Agencies, Financial Service Authority, Banks and Building Societies, General, Life Insurance Companies – this list is not exhaustive,and you must declare any Investigation conducted by an Investigatory Body). Yes No If YES, please include details of the nature of the allegations made against you, and if known to you, any action to be taken against you by the Investigatory Body. 6. Have you ever been dismissed by reason of misconduct from any employment, office or other position previously held by you? Yes No If YES, please include details of the employment, office or position held, the date that you were dismissed and the nature of allegations of misconduct made against you. 7. Have you ever been disqualified from the practice of a profession, or required to practise subject to specified limitations following fitness to practise proceedings, by a regulatory or licensing body in the United Kingdom or in any other country? Yes No If YES, please include details of the nature of the disqualification, limitation or restriction, the date, and the name and address of the licensing or regulatory body concerned. 8. Are you currently the subject of any investigation or fitness to practise proceedings by any licensing or regulatory body in the United Kingdom or in any other country? Yes No

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If YES, please include details of the reason given for the investigation and/or proceedings undertaken, the date, details of any limitation or restriction to which you are currently subject, and the name and address of the licensing or regulatory body concerned. 9. Are you subject to any other prohibition, limitation, or restriction that means we are unable to consider you for the position for which you are applying*? Yes No If YES, please include details of the nature of the prohibition, restriction, or limitation, when and by whom it was made. If you have answered ‘yes’ to any of the questions above, please use this space Below to provide details. Please indicate clearly the number(s) of the question that you are answering:

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Declaration I have read the ‘Guidance Notes for Applicants’ that accompanied my application form, and I consent to the information provided in this Declaration Form being used by NHS Fife for the purpose of assessing my application, and for enquiries in relation to the prevention and detection of fraud. I confirm that the information that I have provided in this Declaration Form is correct and complete. I understand and accept that if I knowingly withhold information, or provide false or misleading information, this may result in my application being rejected, or if I am appointed, in my dismissal, and I may be liable to prosecution. Please sign and date this form. SIGNATURE DATE NAME (in block capitals) Note: if you wish to withdraw your consent at any time after completing this Declaration Form, please contact Carrie McKnight, Recruitment Officer on 01592 643355 ext 21230.