Toolkit for Recruiting Managers · to:[email protected]. The recruitment email address is monitored by all members of the RT so do not use personal email addresses as this

Toolkit for Recruiting Managers

Toolkit for Recruiting Managers v3 July 2019 1

Contents

1.0 Introduction ................................................................................................................ 2

2.0 Responsibilities .......................................................................................................... 2

3.0 The process ............................................................................................................... 3

4.0 How to contact the Recruitment Team ....................................................................... 9

Appendix 1: Advert Template .............................................................................................. 10

Appendix 2: Advert Tips ...................................................................................................... 11

Appendix 3: Vacancy Requisition Form (VRF) .................................................................... 12

Appendix 4: VRF Flowchart................................................................................................. 13

Appendix 5: Shortlisting ...................................................................................................... 14

Appendix 6: Interview Setup Form ...................................................................................... 22


1.0 Introduction

1.1 This toolkit is designed to support recruiting managers in the process to recruit the right person for the vacant role. It should be read in conjunction with the Trust’s policy on Safer Recruitment.

1.2 The toolkit will provide you as a Recruiting Manager (RM) with the information you need to recruit to your vacancy in a timely manner and within the employment legislation and relevant policies of the Trust.

2.0 Responsibilities

2.1 To get the best effective use of this toolkit there are a number of responsibilities that you as a Recruiting Manager (RM) and the Recruitment Team (RT), will need to be aware of and adhere to. These are outlined below.

Recruiting Manager (RM)

2.2 To complete the necessary paperwork to authorise the RT to advertise your vacancy and then throughout the process.

2.3 To return all paperwork to the RT as soon as each part of the process is complete within the set deadlines.

2.4 To complete all forms fully, not omitting any information.

2.5 Work with the RT where there is a need to provide or obtain further information on the applicant.

2.6 Arrange any uniform, access to IT systems, relevant mandatory training and local induction once a start date is confirmed.

Recruitment Team (RT)

2.7 To provide all the necessary information to the RM and applicant to complete the process.

2.8 To gain the necessary information to enable applicants to start their employment, undertaking the necessary checks in line with relevant legislation.

2.9 To advise managers on all parts of the process.

2.10 To communicate effectively and in a timely manner with the RM and applicants.

http://www.shropscommunityhealth.nhs.uk/content/doclib/10564.pdf


Recruitment Timeline

2.11 Where all stages of the process are completed in a timely manner it is expected that the recruitment process will take:

Table 1: Timeline for recruiting to a vacancy

Stage Description Working days allocated

(Target KPI)

1 Advert published by the Recruitment Team 2

2 Advert Published to Closing Date 10

3 Closing Date to Interview Date 7

4 Interview Date to Conditional Offer 2

5 Conditional Offer to Unconditional Offer (pre-employment checks) 20

6 Unconditional Offer to Hire Date (notice period) 20

Total 61

2.12 You should send all completed paperwork to the RT via email to:[email protected]. The recruitment email address is monitored by all members of the RT so do not use personal email addresses as this may result in a delay in the process.

3.0 The process

Vacancy Requisition Form (VRF)

3.1 As the RM you will need to ensure that you have the authority to recruit to a vacancy. You do this by completing a VRF and arranging for it to be authorised.

3.2 You will need to identify if you have the necessary funds for the post and will need to liaise with your accountant/named finance contact for your directorate before you can complete the VRF. If the post is new then you will also need to complete section 2 of the VRF.

3.3 If you wish to advertise in an external media e.g. British Medical Journal following discussion with the RT/HR, you will need to provide your budget code to the recruitment team. External advertising is paid through your own budget and any invoices received by the RT will be coded to ensure correct payment.

3.4 The VRF form is completed electronically and the approval process is managed by email, forwarding the VRF through the various approval stages.

3.5 Once this process is completed, the authorised VRF is forwarded to the Workforce Lead to verify the post number on ESR or to setup a new post. NHS Jobs links to ESR and ‘downloads’ the relevant successful candidate information from NHS Jobs to ESR when the recruitment process is complete.

3.6 If the post is newly established you will also have written a job description which will have been evaluated and banded via the HR team.

3.7 If you require the post to occasionally be covered by bank staff, please indicate this on your VRF.


3.8 If it is a bank post only that you are recruiting to, you will still need the VRF approved so that any bank staff recruited can be set up on the system to an ‘assignment’.

3.9 Once all the above is complete the VRF is sent to the RT. The RT cannot advertise any vacancy without an authorised VRF. It is important that you submit the job advert and the job description to [email protected] in addition to submitting your VRF for approval.

Advertising

3.10 Once the VRF is received by the RT and they have received your job advert (including the interview date) and job description they will advertise your vacancy. For all clinical vacancies that require a professional registration, the RT will check the Talent Pool at this stage. If there is a suitable candidate in the Talent Pool, the RT will forward their application form and a ‘successful applicant’ form to you and if you confirm the candidate is suitable you should make contact with the candidate and offer the post. If the candidate accepts the post, you must complete and submit the ‘Successful Applicant Form’ to the RT to initiate the pre-employment check process. The post will therefore, not be advertised. If there are no suitable candidates from the talent pool, the RT will post the advert to NHS Jobs. A guide to successful advert writing can be found at Appendix 1.

3.11 The job description (JD) should be in the Trust format and have a current job evaluation banding:

Job Description Template

Job Description Template (Manager or Clinical Leader)

If your JD is not in the correct format the RT will return it to you with the current template for formatting. Should you need advice on your job description and its evaluation (banding) you should contact the HR team and refer to the Trust policy on job banding, available on the Trust’s intranet. Medical and Dental job descriptions may differ in format as required by the relevant Royal College. Medical job descriptions need approval by the relevant Royal College each time they are advertised. Please check with HR each time you recruit to one of these roles.

3.12 The RT will check your advert text to ensure that it meets the requirements of current legislation and will feedback to you if they believe that the text requires changing.

3.13 All posts will be advertised for two weeks – this is a requirement of the immigration legislation and is the minimum we can post a vacancy for, however, internal vacancies can be advertised for a minimum of 1 week.

3.14 You should note that the NHS Jobs system uploads all adverts to the Jobcentre Plus overnight, so there should be no requirement to advertise in other media. Should you wish to do so you will need the relevant authorisation on your VRF and approval.

3.15 Your advert must include an interview date within 7 working days of the closing date. You will have arranged for the shortlisting process to be completed within 2 working days of the closing date and set up the interview panel to take place within 5 days following shortlisting. You should advise the RT at this point of the contact emails of the panel so they can be set up on the NHS jobs system if not already. Prospective applicants will be aware of interview date from the advert, this will avoid any delays in the process.

mailto:[email protected]

https://www.shropscommunityhealth.nhs.uk/content/doclib/13093.doc

https://www.shropscommunityhealth.nhs.uk/content/doclib/13092.doc


Important: The interview panel must have undertaken the Safer Recruitment and/or Values Based Interview training.

3.16 You will receive a confirmation email from NHS Jobs to notify you when your vacancy is live on the system. The Recruitment Team will monitor any queries and forward them to you if necessary. Requests for paper applications will also be managed by the RT.

3.17 Please note, when creating an advert, the Trust does not offer relocation expenses except in exceptional circumstances, such as hard to recruit to posts. All applications for relocation expenses in exceptional circumstances should be made using the Relocation Expenses policy on the Trust website.

Shortlisting

3.18 There can only be one RM on the system to manage the advert / applications and if you do not already have a logon for NHS Jobs the RT will organise one for you, please note however that your login details will be sent to you directly from NHS Jobs and not the RT. This may take up to 1 day to process. You will not have access to personal information of applicants during this process. (See Appendix 2 for Shortlisting Quick Reference)

3.19 Long listing is completed for all apprentice positions by the training provider with the exception of apprentice assistant practitioners which is completed by the recruitment team prior to shortlisting.

3.20 All vacancies on NHS Jobs expire at midnight and vacancies cannot be closed early due to a high volume of applications. You should complete the shortlist decision within 2 working days of the closing date. You must send the link to the interview panel from NHS Jobs using the example instructions sent to you from the RT.

3.21 Each panel member should shortlist individually and as RM you should be the last one to complete the shortlisting and mark each applicant as either shortlisted or rejected before selecting ‘Shortlisting Complete’. The RT will provide advice and guidance to you and the interview panel, on this stage where requested.

3.22 Each panel member shortlisting should ensure they complete the reasons for their decision on the system should anyone in the process enquire as to why they were not shortlisted.

3.23 The system will automatically notify candidates that have not been shortlisted when you select ‘shortlisting complete’. You need to ensure that you do this to complete the shortlisting process so the system can then move to the next stage of the process.

3.24 Following the final shortlist decision, you must now complete and submit the ‘Interview Setup Form’ to [email protected] which was emailed to you following the expiry date of the advert. The recruitment team will setup and manage all interviews using the details you provide on the form.

3.25 If there are no candidates suitable for shortlisting, please notify the recruitment team. The recruitment team will check the shortage occupation list to see if the post is eligible for a Tier 2 Certificate of Sponsorship and any other advertising options. The RL will advise a HR Manager who will then work with you on possible solutions (role redesign, flexible working options, and risk assessment). If you wish to re-advertise the vacancy, the HR team will work with you to ensure that your advert is attracting the right candidates and advise if there are other options available to fill your post.



Prior to interview

3.26 The RT will invite your shortlisted applicants to interview, organise the interview schedule, collate your questions for interview, communicate with applicants and advise you of attendance. You will need to arrange a suitable venue and put together the interview questions. The RT will send you the interview pack via email which you should print prior to the interview date.

3.27 If you are recruiting for a consultant post, the RT will arrange an AAC interview panel prior to advertising as per the Department of Health guidance for appointment of consultants. Please note that this process is not required for Consultant Clinical Psychologist positions, however, where possible an assessor will be arranged by the RT to ensure best practice.

3.28 The RT holds a bank of questions that you can access should you wish to. These include Values Based questions however you should be devising your questions based on the Job Description and Person Specification.

3.29 You will print the interview pack from NHS Jobs and you will be sent instructions how to do this 2 working days before the interview date unless you have specified a date. The guidance is also available on the Staff Zone / Recruitment / Useful Documents.. You will print:

Application forms

The advert

The JD and person specification

Interview questions

The interview schedule (you should provide a copy of this to

anyone who will be receiving your applicants e.g. reception)

Following interview

3.30 Once you have completed your interviews, selected your successful candidate and verbally offered them the post you must mark the successful candidates as ‘appointable’ on NHS Jobs using the guidance sent to you in the interview pack email from the recruitment team. You will then receive an automated email from NHS Jobs instructing you to complete an ‘offer checklist’. You must complete your appointable candidates and offer checklists in NHS Jobs within 24 hours of the interview date. The recruitment team cannot start the recruitment process until the offer checklist is complete.

It is very important that you do not omit any information from the offer checklist as it is the basis for the RT to provide a conditional offer and the employment contract. Should you be unable to appoint to the position the recruitment team will follow the actions outlined at paragraph 3.26.

Talent Pool

3.31 The talent pool is an area on NHS where applicants that are appointable at interview but not successful are held. If a suitable vacancy arises, the recruitment team will access the pool for candidates resulting in an improved recruitment process. The pool is in use for all candidates that hold the following professional registration: NMC, HCPC, GMC and GDC. If you have a candidate suitable for the talent pool, you must enter their full name into the ‘talent pool’ section of the NHS Jobs ‘Offer Checklist’. The RT will action the request and the candidate will receive an automated email from NHS jobs requesting permission to add their details to the talent pool. Candidate details are held for 6 months.


3.32 Please include the name of all candidates that do not attend their interview in the 'Name of candidates that Did Not Attend their interview and did not inform the panel’ section of the offer checklist as the details will be recorded for monitoring purposes. The candidates will be contacted to request their reason for not pursuing their application with the Trust.

3.33 All the paperwork relating to the interview including all interview questions should be returned to the Recruitment Team, The Bungalow, William Farr House, Shrewsbury, SY3 8XL within 7 days of the interview. The RT are required to store this for 12 months in line with Data Protection Act and General Data Protection Regulations.

3.34 The RT will issue a conditional offer letter based on the information in the form that you return. They will provide the applicant with an appointment to attend for their pre-employment checks which will be within the 7 days following the date the conditional offer is issued. You will receive a copy of the conditional offer by email from the RT on the day the conditional offer is issued.

3.35 All conditional offers will state that the candidate will start at the bottom of the pay scale unless they provide evidence that they are currently a NHS member of staff or have left within the last three months. If this criteria is not met and the candidate wishes to start on an alternative pay point, the RM will need to refer to the Salary on Appointment Guidance and advise the RT that the salary point is under review.

All salary on appointment applications are subject to approval from the Recruiting/Budget Manager, Deputy Director and Head of HR. Exceptional circumstances will be considered.

Once the RM has completed this process they should advise the RT and supply a copy of the authorised salary on appointment application. Only when the salary has been confirmed and authorised will the RT be able to issue a start date and unconditional offer.

3.36 The RT will request factual references via NHS jobs or ESR (if candidate has NHS employment) once they have issued a conditional offer. The NHS jobs system will automatically remind the referee if they have not returned the reference within 5 days. The system will issue reminders on two occasions. If this does not result in a reference the RT will contact the referee and the applicant to advise of the requirement to receive a reference. The RT will advise the RM if there continues to be a problem in gaining the relevant references.

3.37 The Recruitment Lead will approve all satisfactory factual references and any concerns with regard to the references will be raised with the RM and/or the HR advisory team.

3.38 The RT will submit the completed new starter form, pensions questionnaire and e-expenses form to the Workforce Information Lead. Please note that when the candidate is setup with an e-expenses account, they will be asked to give consent for DVLA access. If the candidate does not wish to give consent, they will be required to meet with a member of the RT and provide their driving licence details

3.39 The RT checks a valid driving licence, a current MOT certificate (where appropriate for the vehicle) and appropriate business insurance on their vehicle if this is required for their role as part of the pre-employment check and the RM is required to check these on an annual basis. Please refer to the Policy and Procedure on Travel Expenses and Subsistence Claims

3.40 The RT will produce a Trust ID badge which will be sent to the Recruitment Manager in the personal file.


3.41 Smartcards are required for all posts. The RT will advise the Registration Authority (RA) Team, who will produce the Smartcard and the Smartcard will be sent to you by the RA team.

3.42 The RM can view the status of the pre-employment checks on NHS Jobs. Please ensure you do this before contacting the recruitment team for an update. The pre-employment checks can take up to 4 weeks to complete. Once all the pre-employment checks are completed and satisfactory to the Trust and RM, the RT will issue the RM a start date notification email. The email will instruct you to contact your new starter to arrange a start date. Contact details, notice period and corporate induction dates will be included in the email.

3.43 The RM must contact the candidate by telephone within 24 hours of receiving the start date notification from the RT. It is important that you reply to the email immediately after a start date is confirmed to ensure the new employee is paid correctly and that they are able to access systems on their first day. You must provide the following information: Start Date, Start Time, Name and Address of where to report to on their first day and the date they are to attend Corporate Induction. Once this information is received the unconditional offer can be issued, this is sent via email to the new starter with the Statement of Employment Particulars (contract).

3.44 The RT will book your new starter onto the 2 day Corporate Induction for all staff and if your new starter is clinical, the OD team will book the remaining 3 days clinical training. The RM must organise further mandatory training relevant to the job role which includes Local Induction, this should be undertaken within the first month of employment. Ideally Corporate Induction should be attended on the first day of employment.

3.45 The RT will issue the statement of employment particulars (contract) and staff induction handbook directly to the employee and RM by email. The contract must then sign and returned to the RM on their first day with 1 signed copy placed in the personal file.

Please note that if the RT do not hear from the candidate within one month from the date the contract is issued, it is presumed the candidate has accepted their terms and conditions of employment.

3.46 Where the checks are not satisfactory to the Trust the offer of employment may be withdrawn. This will be following discussion with a member of the HR Team prior to contacting the applicant. It will be the responsibility of the RM to advise to the applicant that the offer is being withdrawn prior to the withdraw letter being issued by the RT. The RM must provide the RT with the reason to withdraw the offer. The RT will then issue a formal letter confirming to the applicant that the offer has been withdrawn.

If the offer is withdrawn due to an unsatisfactory DBS check, The RM must undertake discussions with the applicant regarding the reasons for withdrawal and the RT will write to the individual, please refer to the Policy Statement on the Recruitment of Ex-offenders.

If the applicant withdraws the RT will check to understand why this is the case. In all cases of offers withdrawn and the post meets the hard to recruit criteria, the RT will take the actions outlined in paragraph 3.26.

3.47 The RT will produce a personal file to send to the line manager or nominated person indicated on the successful applicant form by post in a double sealed envelope. You will be notified by email of this and you must reply to confirm receipt of the personal file.

3.48 The personal file must be kept in the order you receive it and you must complete the checklist of data to be held in the personal file. For further




information, please refer to Information to be Retained on a Personnel File Policy: http://www.shropscommunityhealth.nhs.uk/content/doclib/10534.pdf

3.49 It is the RM responsibility to arrange a uniform (if required), mandatory training with the exception of the Combined Clinical and Corporate Induction and access to IT systems including email setup prior to the start date. An appraisal reivew should be booked to take place within 3 months of the start date of employment.

4.0 How to contact the Recruitment Team

4.1 The RT are happy to support RM’s in any part of the process, please telephone:

01743 277652 or 01743 277659

4.2 The RT have a dedicated email address: [email protected] – please use this address in all email correspondence as the inbox is accessed by all members of the recruitment team.

4.3 You may have a query with regard to completing an ESR form, in which case you should address your query to: [email protected].




Appendix 1 Advert Template

JOB TITLE:

BAND:

HOURS:

CONTRACT:

BASE:

*Advert body* You should write this section and include the information that is

required to attract the right person for the role and deter the wrong person.

Remember you are trying to sell the role to ensure that you have applicants but you

don’t want inappropriate applications so make it clear what qualifications and

experience are needed. Please refer to Appendix 2 Advert Tips

If it is likely there will be a high number of applications, please consider the use of a

filter question in the advert. Please contact the RT for a list of example filter

questions.

The RT will check the content to ensure that it meets any requirements of legislation

e.g. ensuring that we do not discriminate.

Please a named person and contact number for queries regarding the vacancy, this

is usually the recruiting manager unless they are not available for queries during the

advertising period

The Trust does not provide relocation support unless in very exceptional

circumstances. Please refer to the Safer Recruitment Policy for details; any such

support needs to be approved before advertising takes place.

The footer of each advert includes the following:

Applicants should note that where it is deemed that a Disclosure and Barring Service (DBS) check is required, it will be the applicants’ responsibility to cover the cost of the check and payment must be made in advance for all bank positions.

The Trust supports a no smoking policy.

Childcare voucher schemes and subsidised childcare support is available to parents.

Staff who are new to the NHS will normally start on the bottom increment of the payscale advertised.

You should complete this section Where you are recruiting to a Fixed Term contract please advise if you also wish to offer this as a secondment


Appendix 2: Advert Tips

The purpose of any a job advert is to:

To attract attention and make people read the ad

To hold that attention and arouse interest

To develop that interest and so arouse a desire to have the job

To stimulate that desire into positive action

A good advert will ensure that potential candidates can decide if the job is suitable for them as well as promote the Trust and your service. Think about the kind of things you’d tell your ideal candidate in a job interview to paint a picture of the job or the team in the best possible light:

Join us in this new role and you’ll enjoy the freedom to contribute your ideas to our strategy…

Our Accounts team is one of the friendliest you will find…

The Trust’s …. Team (department) recently won an award for innovation ……

Adverts, written in plain English, should be drawn from information contained in the job description and person specification and should include:

The standard information in the Advert template and:

A brief outline of the key responsibilities – be wary of assuming that people will automatically know from the job title

Essential applicant requirements – this will quickly assist the reader to assess his or her suitability for the post

Who to contact for further information – make sure they have the relevant information to hand during the advertising period

Don’t be afraid of contraction – use ‘you’ll’ instead of ‘you will’ and ‘we’re’ instead of ‘we are’ – this will make the tone of your advert warmer. Avoid using long or unfamiliar words where short or everyday ones will do:

utilise X use require X need seeking X looking remuneration X pay

Watch out for grammatical errors such as:

Principle Principal responsibilities

Driving license licence

Finally, ask someone else to read it and get their feedback.


Appendix 3: Vacancy Requisition Form (VRF)

VRF TRACKER NO: Recruiting Manager:

Job Title: ESR Post No:

Division: Choose an item. Department:

Cost Centre: Band / WTE / Hours Choose an item.

Contract Type: Choose an item. If Fixed Term (end date)

Source of Funding: Name of Staff Leaving:

Date resignation received:

Date end of notice period:

Current Year Financial Position for Team:

NB: Team represents your budget holder area of responsibility.

Month: Year to date variance Over/(Underspend):

£

WTE Team

Establishment: WTE Team Actual:

If Overspend please explain key reasons and control action being taken:

Is this post required? (Please give rationale)

Have you considered alternative ways to fill this post? (e.g. Apprentice, lower band, rotational post)

NHS Jobs Method Choose an item. BDJ/BMJ/External Media Please contact the Recruitment Team

Internal Advert - Please contact HR and specify your reason:

To be completed for a new post or change of post

Create a new post: ☐ Delete an existing post: ☐ Change (budget etc): ☐

Post number (if not a new post): WTE: Subjective code:

Post Name:

Service: Team: Post location:

Band Choose an item.

Recurring ☐ Non-recurring ☐ Effective date: Click here to enter a date.

Occ Code

For completion by ESR Team following discussions with RA Team/Line Manager

ACP to be attached to this Post (system Access via Smartcard)

ESR Team (initials/Date)

New Post Number:

VRF APPROVAL (ALL MUST BE COMPLETED IN ORDER)

1. Budget Manager Name: Approved: Choose an item. Date:

2. Senior Management Accountant: Choose an item. Approved: Choose an item. Date:

3. Director or Nominated Deputy /

Ops Deputy Director

Approved: Choose an item. Date:

If not approved, please provide reason:

ESR Team / Recruitment Team Use Only

Post No: Occ.Code:

ESR Team (Initials/Date) Advert/JD Received:

NHS Jobs Ref No: 825-SCHT Date Advertised:


Appendix 4: VRF Flowchart

VRF Electronic Approval Process

To reduce the time taken to recruit, it is imperative that the Recruiting Manager liaises with

their Management Accountant immediately after the need to recruit arises eg following

receipt of a resignation.

The Management Accountant confirmation email must be included in each stage of

the approval process with the VRF attached:

Step 1

•RECRUITING MANAGER

•Contact ESR Team for VRF Tracker No (Tel: 01743 277606 or [email protected])

•Email Advert and Job Description to [email protected]

•Complete the VRF with the exception of the VRF Approval section

•Forward finance confirmation email with the VRF attached to the Budget Manager

Step 2

•BUDGET MANAGER

•Complete row 1 of the VRF Approval section and 'save'

•Forward finance confirmation email with the VRF attached to the Senior Management Accountant

Step 3

•SENIOR MANAGEMENT ACCOUNTANT


•Forward finance confirmation email with the VRF attached to the Director

Step 4

•DIRECTOR or NOMINATED DEPUTY

•For OPS only: DEPUTY DIRECTOR


•Forward finance confirmation email with the VRF attached to [email protected]


Appendix 5: Shortlisting

STEP 1 – Review Applications (Interview Panel)

Reviewing applications involves reading the relevant information on the forms and providing

a recommendation. This must be done by the interview panel including the Recruiting

Manager BEFORE the final shortlist decision.

Recruiting Manager - Login to NHS Jobs: www.jobs.nhs.uk/employers

Go to the My Tasks list, select the ‘Review applications’ link beside the relevant vacancy.

http://www.jobs.nhs.uk/employers


How to request reviews:

In the Review Summary page, click on the ‘Select all’ link and select the Request

Reviews button.

The Request Application Review page will be displayed, listing the applications selected. If

all reviewers are to review all applications, click on the ‘Select applicants’ button with all

checkboxes ticked.


The Request Application Review page is refreshed to list the applications to be reviewed:

Enter any instructions or requests to the reviewers in the ‘Review instructions’ box.

The reviewers must be entered in the box titled ‘Additional email address’. The reviewer(s)

email address should be entered in this box, one per line.

Select the ‘Request review’ green button at the bottom of the page and select the ‘Confirm

review’ on the following confirmation screen.

NHS Jobs will now send the reviewers an email requesting them to review and providing

them with a link to a page where they can access any vacancies and applications they have

been asked to review.


How to review an application

Click on the application reference number link for the application in the Review Summary

page (left hand side menu).

The application being reviewed is displayed in the centre panel of the page. At the top of

each application there are link(s) to the job description and person specification, so that

these can be accessed during the review.

The top of each section of the application form includes links for ‘Next application’ and

‘Previous application’ enabling the user to move between the applications without needing

to return to the Review Summary page.


To the right of the application form is the recommendation selectors and easy-access

buttons are displayed. To provide a recommendation on an application, select the

appropriate option from the Recommendation drop-down list. Applications can be

recommended to be shortlisted or rejected.

When the ‘Reject’ option is selected the reason or reasons for rejection must be recorded, by

selecting one or more options shown below.

Selecting the ‘Save as draft’ saves the recommendation and leaves the user on the same

application.

Selecting the ‘Submit’ button saves the recommendation and identifies the application

review as ‘Complete’.


Step 2 - Shortlisting (Recruiting Manager)

To shortlist applications login to NHS Jobs: www.jobs.nhs.uk/employers

Go to the applications list for the vacancy (left hand side), select the ‘Finalise shortlist ’ link

in the left navigation menu.

The ‘Finalise shortlist’ page provides a list of the applications ‘In Review’ along with the

recommendations from the reviews completed. In the example below two reviews have been

completed with both reviewers recommending to shortlist.

How to view the recommendations

In the ‘Finalise shortlist’ page the recommendation of the reviewers is summarised using

the tick and cross icons. In the two applications shown above, both reviewers have

recommended that the applicants are shortlisted.

The green tick icon indicates a shortlist recommendation and the red cross icon a reject

recommendation.

http://www.jobs.nhs.uk/employers


In the example below, the last two applications show that both reviewers have

recommended that the applicants are rejected. The application at the top of the list below,

shows one reviewer recommending to shortlist and one to reject.

The recommendations for an application can be viewed by clicking on the ‘Show scores &

recommendations’ link.


How to shortlist an application

Click on the ‘Actions’ button for the application and then select the relevant action

option.

When selecting ‘Reject’ the system will combine and store the rejection reasons recorded

during the reviews, so it is not necessary to enter a reason at this stage.

A note can be added against the application, for internal use by the recruiting manager and

recruitment team and for future reference.

Multiple rejects / shortlists - To process a number of applications at once, select the

relevant applications and then the ‘Group Actions’ button. Select the relevant option

and the ‘Action’ green button. All selected applications will then be changed to the chosen

status.

Once all the applications have been identified as ‘shortlisted’, ‘rejected’ and you are satisfied

with the outcome, click on the ‘Shortlisting complete’ button to indicate that the activity is

completed.


Appendix 6: Interview Setup Form

INTERVIEW SETUP FORM

1. Complete ALL sections and return (attaching the interview questions) to [email protected]. 2. The interview panel must have completed the Safer Recruitment Training/Values Based Interviewing Training within

the last 3 years. 3. The recruitment team will issue the interview invites on NHS Jobs 4. The recruitment team will contact you by email when your interview pack is ready for printing

NHS Jobs Ref No:

(825-SCHT)

Interview Date:

Job Title:

No. Shortlisted Applicants:

Interview Address

(in full including post code)

Interview Panel:

(min of 3 for Standard)

(min of 2 for Values Based)

1.

2.

3.

Date interview pack to be printed:

Time Slots for interviews (e.g. 11:00, 12:00, 13:00 etc.)

1. 7.

2. 8.

3. 9.

4. 10.

5. 11.

6. 12.

Presentation, Test or other details:

If applicable, please state details, approximate length and include if PowerPoint / laptop will be included

Recruiting Manager Name: Tel No:

Interview Questions submitted? Yes / No If no, reason:

Values Based or

Standard Interview questions?

Values Based – YES / NO

Standard – YES / NO
