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RECRUITMENT & SELECTION POLICY & PROCEDURE

APPENDICES

POLICY NO & CATEGORY HR26 Organisational and Workforce Development

VERSION NO & DATE 5 October 2010

RATIFYING COMMITTEE Trust Clinical Governance

DATE RATIFIED

CNST Reviewed

October 2010

October 2012

NEXT REVIEW DATE October 2014

EXECUTIVE DIRECTOR Director of Organisational Development & Performance Improvement,

POLICY LEAD Deputy Director of Human Resources

POLICY AUTHOR (if different from above)

Human Resource Manager – Support Services

FORMULATED VIA Workforce Forum

POLICY STATEMENT

All recruitment to Birmingham and Solihull Mental Health NHS Foundation Trust must follow the Recruitment & Selection Policy and procedure to ensure that the Trust is compliant with employment legislation, operates fair recruitment processes and has a consistent approach.

KEY POLICY ISSUES

Key principles & procedures to apply and follow when undertaking recruitment & selection.

Recruitment processes

Trust templates for use when undertaking recruitment & selection

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CONTENTS

These Appendices constitute Section 6 of the Recruitment & Selection policy. The Appendices present management guidance on each stage of the recruitment and selection process.

APPENDIX 1 - VACANCY IDENTIFIED 5

Appendix 1.1 - Job Description 5

Appendix 1.2 - Person Specification 7

Appendix 1.3 - Knowledge & Skills Framework (KSF) Outline 8

APPENDIX 2 - ADVERTISING & ATTRACTING THE RIGHT CANDIDATE 8

Appendix 2.1 - Job Advertisements 9

Appendix 2.2 - External Advertisements 10

APPENDIX 3 - SHORTLISTING 10

APPENDIX 4 – INTERVIEW AND ASSESSMENTS 12

Appendix 4.1 - Selection tests 12 Appendix 4.1.1 - Types of Test 13

Appendix 4.2 - Assessment Centres 14

Appendix 4.3 - Presentations 14

Appendix 4.4 - The Traditional Interview 14

APPENDIX 5 - JOB OFFER 17

APPENDIX 6 – PRE-EMPLOYMENT CHECKS 18

Appendix 6.1 - Verification of identity checks 19

Appendix 6.2 - Right To Work 19

Appendix 6.3 - Work Permits 19

Appendix 6.4 – References 21

Appendix 6.5 – Professional Registration and Qualification checks 21

Appendix 6.6 - Pre Employment Health Screening 22

Appendix 6.7 - Criminal Records Bureau Checks 22

Appendix 6.8- NHS Employers - Pre Employment Declaration Forms 24

APPENDIX 7 – AGENCY / LOCUM STAFF 25

7.1 PASA Approved Agencies 25

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7.2 Non –PASA Approved Agencies 25

APPENDIX 8 - UNSATISFACTORY PRE EMPLOYMENT CHECKS 25

APPENDIX 9 - WITHDRAWAL OF CANDIDATE OFFER 25

APPENDIX 10 - CANDIDATE WITHDRAWAL 26

APPENDIX 11 - UNSUCCESSFUL APPLICANTS 26

APPENDIX 12 - REASONABLE ADJUSTMENTS AND EQUIPMENT PROVISION 26

APPENDIX 13 – INDUCTION & COMMENCEMENT 27

APPENDIX 14 - WRITTEN STATEMENT OF TERMS AND CONDITIONS 27

APPENDIX 15 - EXIT INTERVIEWS 27

APPENDIX 16- EVALUATING THE PROCESS 28

APPENDIX 17 - EMPLOYMENT LEGISLATION. 29

APPENDIX 18 - EQUAL OPPORTUNITIES AND EQUALITY ACTION CHECKS 31

APPENDIX 19 – RECRUITMENT PROCESS FLOW CHART AND PROCEDURAL GUIDANCE 33

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Page No

APPENDIX 20 TEMPLATES

T1 Job Description 32

T2 Person Specification 35

T3 Job Advert pro forma 36

T4 Policy on Recruitment of Ex-Offenders 38

T5 Candidate Assessment Form 39

T6 Invite to Interview letter 41

T7 Panel pack letter 43

T8 Question and answer sheets 44

T9 Interview outcome pro forma 46

T10 Unsuccessful letter 47

T11 Conditional Offer letter 48

T12 Pre-Employment Checklist 52

T13 Verification of Identity- List of Documents 53

T14 Right to Work – List of Documents 54

T15 Reference request letter 55

T16 Reference request questionnaire(written ) 57

T17 Reference request questionnaire (verbal) 59

T18a NHS Employer Declaration Form

[used with Standard & Enhanced CRB Disclosures]

61

T18b NHS Employer Declaration Form

[used with post that are non-exempt]

66

T19 Appointees Proforma 72

T20 Unconditional Offer Letter 74

T21 Equal Opportunities Monitoring Form 76

T22a Exit questionnaire letter 78

T22b Exit questionnaire pro forma 80

T23 Guidelines in providing Employment References 86

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Section 6 - Appendices

Appendix 1 - Vacancy Identified

Approval for substantive and fixed term appointments and bank bookings

Substantive and fixed term posts The manager will review the requirements of the post in terms of role and responsibilities, skills and competencies. The post will also need to be considered in light of workforce development plans to ensure it complies with future requirements. If the job description is new or significantly amended it will be required to go the job evaluation panel who will assess the banding for the post (please refer to HR advisory note 3). In order to commence all recruitment process including substantive, fixed term and medical workforce (excluding Deanery posts) the recruiting manager must ensure completion and sign off of the electronic vacancy requisition (VR) which is available on the Trust‟s intranet. The VR form must include authorisation from the Budget holder, HR Manager and Finance manager without this authorisation the vacancy will not be advertised or processed. For substantive Consultant and Specialty doctor posts consultation with the Royal College of Psychiatrists will be required please contact the Medical Workforce Team if you require advise.

Bank and locum bookings o Bank

If a need for a member of Bank Staff is identified please contact Temporary Staffing Solutions.

o Locums – Please refer to „Ensuring safe clinical practice‟ and contact the Medical Workforce Department.

Appendix 1.1 - Job Description

The job description for a post, supported by a person specification, will be the main source of information used by candidates applying for a post. To fully inform all candidates applying for a post it is essential that the job description and person specification provide clear, accurate and current information about the role, responsibilities, knowledge, skills and expertise required to adequately perform the duties of the post. Individual members of staff should see equality and diversity as an ongoing feature of their working life, actively exploring equality and diversity issues, and taking personal responsibility for ensuring they are culturally competent. Given the multi cultural environment within which staff work it is vital each member of staff ensures the service they provide is culturally sensitive, and responsive to the needs of the individual.

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Job descriptions should be no more than 3 - 4 pages long and include an organisation chart [see template 1].

To develop or review the job description the manager will break the job down into the main areas of responsibility, listing the key tasks and outcomes expected from the post holder. Try linking similar tasks together e.g. office duties, staff management, etc

It may be helpful to use the following headings to analyse the requirements.

Communications

Teaching/training

Management skills

Clinical leadership

Clinical skills

Analytical skills

Essential qualifications and expertise required for the job [be careful not to use years experience as this can been as ageist]

Responsibility for patient care and contact with patients carers

Extent of responsibility for planning and organisational skills

Physical skills

Responsibility for any physical equipment or financial resources

Degree of supervision

Level of independence with decision making/freedom to act

Each responsibility or task should describe activities or behaviours starting with a verb such as approves, assists, conducts, controls, inputs, operates, plans, recommends – always use the present tense of verbs.

Where possible quantify the number of people managed or patients seen, etc.

Use unbiased terminology – for example construct sentences in such a way that gender pronouns are not required.

Avoid using words which are subject to differing interpretations – for example try not to use words such as “frequently”, substitute this with phrases like, daily, weekly, monthly etc.

Use plain language; - do not be tempted to use overly complex sentences. You must demonstrate clearly what exactly the duties and responsibilities of a particular element of the job are.

Ensure the job description is not repetitive. Do not use acronyms.

Do not use the factor headings from the Agenda for Change Job Evaluation Guidance to list the principal duties of the post, or copy into the job description any of the descriptions of particular levels in the job evaluation guidance.

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Check for consistency throughout the job description and ensure it does not give contradictory information. Make sure it is also consistent with the information supplied in the person specification and any other supporting information.

Appendix 1.2 - Person Specification

The person specification sets out the core and minimum knowledge, skills and expertise required to undertake a particular job. It is important that candidates are assessed on the basis of their ability to meet the specification.

Poorly developed and written person specifications can often result in discrimination in the selection process.

To draw up a good person specification it is vital to have a clear and accurate job description ensuring that requirements are measurable or observable, at the same time they should not be unnecessarily restrictive so as to exclude particular disadvantaged groups, as this may be viewed as indirect discrimination [see template 2]. By knowing what the job involves it is easier to assess the qualities needed to do it. To reduce the potential of discrimination it is important that the person specification states has each criteria will be evidenced i.e. application form, interview or test/presentation. A further point to highlight is the requirement for lengths of previous service. This could present an obstacle to the recruitment of people from disadvantaged groups. Recruiting managers should be clear why this experience is necessary and should also indicate whether comparable experience of similar activities could be gained from other roles or outside employment e.g. voluntary and community work.

Be careful not to include:

Unnecessary educational qualifications, rather than an ability to do the job.

Specific qualifications unless these are essential for the job. Please note that the HSC 1999/137 Employment of European Economic Area (EEA) Nationals gives good practice guidelines to help ensure staff who are appointed as doctors, nurses and pharmacists are able to speak and write English to an appropriate standard. Although a national from the European Community may have valid registration to work in the UK, this does not guarantee competence in using the English language. Person specifications and adverts should, therefore make it clear to applicants the level of competency in written and spoken English that is required to carry out the job. Managers should, therefore, ensure that the communication skills of applicants are properly assessed.

Age as a criterion to determine responsibility or maturity, or impose a

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restrictive age range for example: must have 10 years postgraduate experience.

Include criteria preferred by the selector, rather than criteria, necessary for the requirements of the job.

Confusing minimum requirements with artificially inflated requirements.

Unnecessary experience, aptitudes, abilities etc, which are not relevant to the job, for example 12 years previous administrative experience.

There are, very occasionally, posts that may be best carried out by a person of a certain sex or certain racial group and the person specification can reflect this. Such discrimination is provided for in both the Sex and Race Discrimination Acts and is called a genuine occupational qualification (GOQ). Further advice on this must be sought from the appropriate Human Resources Manager before recruitment paperwork is compiled.

reviews Any review of Job Descriptions and Person Specifications should be done in conjunction with your Human Resources Manager to ensure there are no statements that may lead to indirect/direct discrimination and that the position is suitable. However, if a manager develops a new or reviewed, Job Description and Person Specification these should be forwarded to the Directorate of Organisational and Workforce Development for job evaluation.

The job description and the person specification must not be changed once the vacancy has been advertised as it will be used as the basis upon which shortlisting decisions will be made

Appendix 1.3 - Knowledge & Skills Framework (KSF) Outline

A KSF outline defines and describes the knowledge and skills, which staff need to apply in their work. The post outline gives an individual the opportunity to see the level of knowledge and skills required within a post.

Outlines will need to be reviewed on a regular basis (the same as job descriptions and person specifications) in order to reflect any change in the role and responsibilities

Appendix 2 - Advertising & Attracting the right candidate

The Recruitment teams must receive the following completed documentation before a vacancy can be advertised o Completed and authorised VR form o Job Description o Person Specification o KSF Outline o Wording for advert

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In order to attract good quality applicants you need to describe the job, the Trust and the benefits it can offer positively and publicise the opportunity in the right place to attract the widest pool of quality candidates. The most appropriate way of attracting candidates will depend on the job in question but may include one or more forms of advertising. The Trust needs to ensure that advertisements are in a style and in the correct media most likely to attract responses from suitable applicants in the numbers required, and from diverse communities the Trust is seeking to recruit from. To encourage applications from individuals who come under the provisions of the DDA, any form of advertising should include:

A statement encouraging applications,

The trust‟s SMS/text number for individuals with hearing impairments – 07770 700877

Minicom number – 0121 678 2182

Fax number – 0121 301 1234

Appendix 2.1 - Job Advertisements

Job Advertisements must be written in a clear, succinct and positive way to attract suitable candidates. At the same time, they should facilitate a degree of self-selection and self-elimination.

Advertisements should be developed and include [template 3]:

Statement: Birmingham and Solihull Mental Health Foundation Trust is committed to ensuring a workforce representative of all levels of the diverse communities it services. The Trust is committed to ensuring equality of opportunities in all aspects of employment to enable staff to reach their full potential and will not tolerate discrimination on the grounds of age, sex, race, disability, sexual orientation, gender identity, ethnicity, religion and belief.

The job title, location, salary details and hours

A brief description of the post taken from the from the job description. AVOID JARGON AND ABBREVIATIONS. Avoid using language that could be construed as age-related, for example, must be physically fit or must have 2 years post registration experience.

Brief requirements from the person specification – it is very useful to include the main criteria from the person specification, which helps with self-selection

Contact details for further information - all informal enquiries regarding the post should be dealt with by the appropriate Line Manager. From an equalities point of view it may be better if the person who provides further information about the post is also involved in the shortlisting and interviewing.

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Details about how to obtain an application form – include telephone number, email address. Advertisements should also include the Trust‟s minicom number 0121 678 2182 and the SMS/Text facility for the hearing impaired on 07770 700877. Individuals dealing with the vacancy should not be potential applicants for the post.

The closing date – usually no less than two weeks after the advert appears (this can be extended). The HR Department will be able to give you publication deadlines etc to set the closing date.

An interview date – should be no less than 14 working days after the closing date of advertisement. It is extremely important that all advertisements include an interview date for the following reasons:

The panel‟s diaries are arranged in advance;

Applicants are aware of the interview date at the first stage of the

process (advertisement) and can provisionally make arrangements in case they are shortlisted;

Venues, visual aids, refreshments can also be booked in advance;

There is a short time span between closing date and interview date

and therefore you should not lose applicants because of time delays; The shortlisting date must also be organised at the same time as arranging the interview date, which should be within 4 days after the closing date.

Further information relating to the post and the service can be added to the application pack as additional service information. Appendix 2.2 - External Advertisements

All posts will be advertised on the NHS Jobs website in the first instance. Approval can be sought from the Executive Director of Organisation and Workforce Development to use other advertising media at the same time where there is a clear case to do so. To improve recruitment from under represented groups and communities specific jobs will also be advertised through community groups and voluntary organisations. Once a vacancy has been posted onto NHS Jobs website, it is automatically posted on the award winning www.jobsite.co.uk website. This site has been running since 1995 and is one of the top 10 Internet sites in for the UK. Posts with a salary up to £25K will also be advertised by Jobcentre Plus. All Trusts posts are also advertised in the Trust vacancy bulletin. Copies of the bulletin can be found on the Trusts Intranet and Internet sites.

Appendix 3 - Shortlisting

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Once the closing date has arrived, the online applicants will be forwarded to the relevant Recruiting Managers. The Recruiting Manager will commence the Equal Opportunities in Employment monitoring form [template 21]. In the case of other posts the nominated individuals should record this information ensuring that it is kept confidential [once the recruitment process is fully complete, forms should be forwarded without delay to the HR Department]

When an application is received via the E Recruitment, part A of the application form needs to be split from part B before shortlisting begins. Part A should be retained with the monitoring form as it relates to equal opportunities information. Shortlisting should take place within 4 working days from the closing date.

The interview panel [a minimum of two individuals] should be involved in the shortlisting process at least one of which should have completed the Trust‟s recruitment and selection training course. This will allow for the shortlisting to be completed objectively. In the event that the panel are unable to get together collectively within this timescale, it is advised that each panel member shortlists individually and then discusses their outcomes together co-ordinated by the Chair of the panel. Compiling a shortlist from the full list of job applicants must be done objectively. All applicants should be assessed consistently against the criteria specified in the Person Specification. Applicants should not as a matter of course be disqualified if they are unable to complete an application form without assistance, unless personal completion of the form is a valid test of the standard of English required for the safe and effective performance of the job. At the same time, should you find that an application has not been signed or information is missing from the form, it is advisable to continue shortlisting from the criteria provided if possible. Should the individual be shortlisted for interview, the panel can then request the form be completed and signed. It is important to note, that you should not disregard these application forms, as it could just have been an error on the candidate‟s part as they may be otherwise an excellent candidate. PLEASE NOTE: Interview panels should note, under the Jobcentre Plus Disability Symbol [the Two Ticks Award] the Trust has agreed to take action to meet five commitments regarding the employment, retention, training and career development of disabled employees. One of these commitments is that we are required to operate a guaranteed interview scheme. This action guarantees an interview to all disabled applicants who meet the minimum criteria for a job vacancy and consider them on their abilities. Late applications should only be considered if the shortlisting process has not already commenced.

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As a general guide it is not advisable to shortlist more than six people for one post. If more than this number meets the essential criteria, you should then assess the candidates against the desirable criteria.

PLEASE NOTE: if an interview date has not been set this should be at least 10 days in advance. Once shortlisted the candidate assessment form must be fully completed [template 5] and returned to the Recruitment team for nursing vacancies, the Medical workforce team for medical posts or the recruiting manager for other vacancies. The recruitment team (nursing vacancies), medical workforce (medical vacancies) or the recruiting manager (other vacancies)are responsible for updating the equal opportunities monitoring form, again, once shortlisting has taken place. Appendix 4 – Interview and Assessments

The process Upon receipt of the candidate assessment form the Recruitment team (nursing vacancies)/ medical workforce (Medical)/ Recruiting Manager (other vacancies)/ Temporary Staffing (Bank) will be responsible for sending out:

o Invitation to interview letters (template 6) o including the relevant declaration form [templatesT19 and T20] and if

applicable CRB application Letter will be sent out to short listed candidates 1st class within 24 hours from receipt of assessment form. The letter should include time, venue, panel members and format of assessment. A location map of the interview venue should also be enclosed. Assessments

Evidence shows that effective selection decisions are more likely when a range of selection methods are used. These can include job related tests, presentations, group exercises and the use of the traditional interview. As a minimum, the assessment should include shortlisting the application form against the set person specification criteria and an interview. Whatever assessment is used, panel members must independently assess the candidates individually against the criteria, using the Person Specification assessment form. Appendix 4.1 - Selection tests

Tests can be an effective way of assessing candidates; however applicants must be informed of the purpose of any tests in advance. It is important that all tests are:

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related to the requirements of the job

used to test levels of a particular skill essential to undertake the job.

Before setting tests a decision must also be taken about the standard that is expected and whether to set a pass mark. This should be applied consistently and objectively to all candidates.

If psychometric tests are to be used they must be administered and evaluated by a qualified practitioner.

Tests that have been used in the past should be reviewed before being set again to ensure they are still relevant.

A further way to assess candidates is the use of a case study in which previous events have arisen, i.e. ask candidates how they would deal with this situation. This type of assessment could either be via a written assessment or asked as a scenario question in the traditional interview.

There is significant potential for discrimination to occur in the selection and administration of selection tests and great care must be taken to ensure that no candidate is disadvantaged by the test used or is indirectly discriminated against, as many tests could carry a cultural bias.

It is essential, when a shortlist includes a candidate with a disability that reasonable adjustments are made in the administration of assessments to avoid the candidate being disadvantaged. For example a candidate with dyslexia should be allowed additional time to complete any type of written test: candidates with visual impairments may need to have written instructions given to them in a large font or be given the use of a text magnifier. Further guidance is available from the Directorate of Organisational and Workforce Development.

Appendix 4.1.1 - Types of Test

Intelligence tests – are based upon a theory of what constitutes intelligence. They are a complex concept with a variety of theories and test instruments available making the choice of test a difficult one. For general selection purposes, an intelligence test that can be administered to a group of candidates is best.

Personality tests – attempt to assess the personality of candidates in order to make predictions about their likely behaviour in a role. There are many different types of personality tests and include measured interests, values and work behaviour.

Ability tests – measure job-related characteristics such as number, verbal and mechanical ability.

Aptitude tests – are job specific tests that are designed to predict the potential an individual has to perform tasks within a job. These cover such areas a clerical, numerical, mechanical aptitude and dexterity.

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Attainment tests – measure the abilities and skills that have already been acquired by training or experience. A typing test is the most typical example.

Appendix 4.2 - Assessment Centres

These provide a good opportunity to measure how far candidates match the culture of the organisation. This will be established by observation of candidate‟s behaviour in different but typical situations, and by the range of the tests and structured interviews that are part of the proceedings. Assessment centres also give candidates a better feel for the organisation and its values so that they can decide for themselves whether or not they are likely to fit in. Appendix 4.3 - Presentations

Depending on the nature of the role, candidates may be asked to give a presentation. The nature and format of the presentation should be relevant to the job. Candidates must be made aware of the types of equipment which will be available to them for their presentation.

Candidates must know if they are being assessed on the content of their presentation, their presentation skills or both. If presentation skills are important then this must be included in the person specification.

Appendix 4.4 - The Traditional Interview The interview provides an opportunity to gather further information and to assess the candidate‟s suitability against a job description and person specification. It also enables the candidates to obtain information about the job and the terms and conditions of service. The interview is a crucial stage in assessing the applicant‟s suitability for the job before final selection. It should be clearly recognised that the more time spent in planning the interview, the higher are the chances of a successful appointment being made. Well-planned and professionally conducted interviews ensure candidates have the opportunity to give a good account of themselves and enhance the Trust‟s reputation as an employer. Consideration should be given to the accessibility of the interview location, examples include

Is there level access to the premises, this means no steps or steep slopes?

Are ramps available if required?

Is a bell or buzzer available?

Do you have visual as well as audible alarms?

Are door handles easy to grip and reach?

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Are doormats flush to the floor?

Any colour contrast between floors, walls, ceiling and doors?

Are corridors and aisles clear enough for wheelchair access?

Is there somewhere to sit down if candidates have to wait?

Is lighting easy for visually impaired people to see everything they need to?

A good interview plan will usually include some, or all of the following:

Decisions on which panel members will ask which question

Agreement on who will start the interview and how it will begin

Time for panel members to be introduced to the candidate

A description of the structure the interview will take

If there is a presentation, will this be immediately after the normal introductions

A description of the role that has been applied for (take into consideration if there is a need to work from another base, undertake further development, working conditions which may affect religious beliefs, i.e. working on a mixed ward or handling certain types of food)

Check notice requirement

Time for candidates to ask questions

A decision about how the interview will end and when candidates are likely to be notified of the outcome

Prior to the interviews, panel members should have all the relevant documents

including:

The job description and person specification

Candidates‟ application forms [without equal opportunities information]

Copies of agreed questions and the structure of the interview Detailed below are good practice guidelines to help you improve your

interviewing skills.

Normally an interview panel should consist of no more than 3 people. It is essential that at least one member of the interviewing panel should have attended the Trust‟s recruitment and selection workshop. Where possible the panel should be made up of a diverse mix of individuals, for example including service users, both male and female staff. Should you have difficulty in co-ordinating this within your division; it would be wise to use your links with other areas to develop a diverse panel.

It is suggested that a minimum time for an interview should be 30 minutes.

Get the panel together at least 30 minutes before the arrival of the first candidate.

Agree who will be the Chair of the panel. The Chair will be the main spokesperson for the panel and will be responsible for completing the necessary paperwork including the question and answer form [template 8] and the interview outcome form [template 9]

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Ensure that the interview environment will allow candidates to give their best.

Agree who will ask each question and in what order – the normal practice is for one of the other panel members to write the answers rather than the person asking the question, as this allows the interviewer to be attentive to the answer and maintain eye contact with the candidate.

Consider other means of recording candidates‟ answers e.g. tape or video recording but you would need to seek the candidates‟ agreement to this prior to interview.

Remember to check each application form for ambiguities and omissions (e.g. gaps in employment history) and decide how you will handle these at interview.

The Chair of panel should greet the interviewees in a friendly, polite and open manner, going out from the interview venue to meet them.

Introduce the other panel members; inform candidates that you will write their answers down in order to remember them when making a decision.

Be prepared – muddling through is inefficient and time wasting. Don‟t ask for information already supplied.

All candidates should be asked the core questions. However, you should follow these up with probing questions when you are not satisfied with the answer or you need further information.

Questions should relate to the requirements of the job and, where it is necessary to assess whether personal circumstances will affect performance of the job (e.g. ability to work evenings or be part of an on call rota) this should be discussed objectively with all candidates without detailed questioning based on assumptions.

Ensure that you are not interrupted and that the interview room is free from distractions, like noise and bright lights. Telephone and mobile phones should be turned off or re-directed. Chairs should be arranged so that you can see and hear each other without strain. Sit in a circle or semi-circle rather than in a line opposite the candidate.

Develop the art of good listening. This means concentrating on what the interviewees are telling you, showing them that you are doing so and „hearing‟ what the interviewees convey by gestures and expressions.

Interviewers must take into account the impact of differing cultural norms and behaviours within the selection interview. For example Asian candidates may be reluctant to „talk up‟ their skills and achievements and sell themselves. In some cultures selling yourself and not deferring to those in authority and in this context an interviewer would often be seen as a figure of authority, would be seen as disrespectful.

Keep eye contact, but do not stare.

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Do not be frightened of silences. Pauses between questions indicate that the interviewees have more to say. Do not rush them – give them the chance to answer you in full.

Maintain a steady, unhurried pace and be systematic in completing each section of the interview before moving on to the next.

Do not be scared to ask difficult questions. If the interviewees become hostile or emotional, maintain calm detachment and try to get them to concentrate on the facts rather than their feelings.

Avoid all references to the interviewee‟s appearance, sex, age, religion or race.

Do not ask disabled candidates about their disability directly; however enquire about what reasonable adjustments they would require if successful.

Work to a time limit, as it helps concentrate the mind. If you are conducting a number of interviews on one day and are running late, do not forget to apologise personally to those who are waiting. Better still; offer them a drink.

References may not be referred to by members of the interviewing panel until AFTER all interviews have taken place.

Members of the interviewing panel should not solicit information concerning the applicant from persons other than nominated referees.

End the interview in the same friendly manner in which it began. Ensure you offer the candidate the opportunity to ask any questions, once answered the chair of panel should thank the candidate for coming, and explain the next stage in the process, i.e. when a decision will be made and how they will be informed (telephone/letter). The interviewee should leave feeling confident and with a good impression of the organisation.

All interviewers must keep adequate notes on this form to ensure that a fair comparison can be made between candidates and reasons provided to justify the decision. At the conclusion the chair/appointing officer will lead the discussion on the assessment of each candidate. The appointing officer/chair must collate the comments/scores of the members of the interview panel to determine an appointment and, if appropriate a reserve appointee. Appendix 5 - Job Offer

Once the successful candidate has been chosen, a nominated panel member should be made responsible for contacting all candidates. This should be within an agreed timescale [which should have been relayed at interview] once the appointing manager has been able to assess the employment criteria, i.e. eligibility to work and references. When verbally offering a post, please ensure that the successful candidate is fully aware of the conditions of the offer. These will be:

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Verification of Identity

Confirmation of right to work in the UK

Subject to satisfactory CRB clearance

Registration and qualifications check

Employment History and references

Subject to satisfactory medical clearance.

Conditions may also include:

Subject to the completion of a particular course of study or level of registration.

Care must be taken when verbally offering a job, as it can be constituted an actual job offer as much as the written statement of terms and conditions.

A conditional offer letter must be used for all appointments and be sent to the successful candidate. Nothing should be removed from the letter, however, the line manager may add to it [template 11]. In some circumstances, individuals can commence in post subject to supervision; however, the offer will still be conditional subject to receipt of all pre employment checks. If the successful candidate has negotiated for removal expenses as well as expenses associated, with interview, the cost of these will be funded from within the department‟s own budget. The removal expenses policy for the Trust can be found on the intranet. If you are unsure of the suitability of any clearances that you receive, contact the Directorate of Organisational and Workforce Development for advice. At the end of the process, the Equal Opportunities in Employment Monitoring form [template 20] should be completed and returned to the Directorate of Organisational and Workforce Development, HR Department.

Appendix 6 – Pre-employment Checks

The Pre-employment checks in appendix 6 are in line with Standards issued by NHS Employers in July 2010. These checks are either required by law, are Department of Health policy and/ or required for access to the NHS Care records service. Failure to comply with these standards could potentially put the safety of our patients and staff at risk.

We will be required to show evidence of compliance as part of the CQCs annual regulatory framework. Therefore personal files will be subject to ad hoc auditing by the HR Team. Please use the pre –employment checklist [Template12]. Recruiting managers within the Trust have a responsibility to ensure that robust employment checks have been undertaken. All „unconditional‟ offer letters will now only be produced by the relevant Recruitment Teams following receipt of the completed Employment Checks .

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Appendix 6.1 - Verification of identity checks Verification of identity checks are designed to:

Determine that the identity is genuine and relates to a real person Establish that the individual owns and is rightfully using that identity

Prospective employees will need to provide either of these two combinations

Two forms of photographic personal identification and one document confirming their address;or

One form of photographic personal identification and two documents confirming their address.

Please find attached the list of acceptable documents [template 13]

The Chairperson on the panel will be responsible for ensuring verification of identity checks are completed at interview. Checking a document for authenticity is an integral part of verification of

identity checks. Check quality and condition of documents including print and photograghs, wording for evidence of alteration or spelling mistakes and that watermarks and security features are intact.

Appendix 6.2 - Right To Work Right to work documentation will also be checked on the day of the interview [Template T14]. There are three steps employers must go through to confirm a prospective employee has the right to work in the UK:

1. request right to work documents 2. validate the documents 3. copy and store

The Trust risks breaking the law unless we check the entitlement to work in the UK for all prospective employees. Failure to do so could result in a civil penalty of up to £10,000 per illegal worker. Assumptions must not be made about a person‟s right to work or immigration status on the basis of their colour, race, nationality, ethnic or national origins, or the length of time they have been in the UK. To avoid discrimination all job applicants must be treated in the same way at each stage of the recruitment process. All documents provided must be photocopied and retained on a file to provide an ongoing defence against a penalty.

Appendix 6.3 - Work Permits

It is the responsibility of the Trust to apply for a work permit; individuals cannot apply for a work permit themselves.

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A UK Work Permit is issued by Work Permits (UK) and gives permission to employ a specific person in a specific job at a specific location. The permit is a type of Immigration Employment Document [IED]. In order to stay and work in the UK a non- European Economic Area [EEA] national requires an IED and Leave to Remain granted specifically for the duration of the IED.

If you appoint individuals requiring a work permit, a new work permit will be required. A work permit from a previous employer cannot be used to employ the person, as it is not transferable. Should the successful candidate be moving posts within the Trust the UKBA will need to be notified if there is a change to the core duties and may issue a new work permit. Further Guidance on work permits is available from the recruitment team within the Directorate of Organisational and Workforce Development. What is a shortage occupation application?

Work Permits (UK) acknowledge that there are certain occupations where suitably qualified/skilled people are in very short supply. The NHS occupations that are included in the shortage occupations list change over time to reflect labour market trends please check the website for current list of shortage occupations. PLEASE NOTE: Band 5 & 6 Nurses and Junior Physiotherapist have been withdrawn from the Shortage Occupation list – hence the recruiting manager must firstly offer these posts to resident workers. If you are unable to recruit, then these posts can be opened to individuals who require a work permit, however, you will be required to demonstrate that a resident worker was unable to be recruited. A work permit will NOT be available for level entry posts, which can be filled by resident workers Further guidance on work permits is available from the recruitment team within the Directorate of Organisational and Workforce and Development.

Supplementary employment [for example applies to Temporary Staffing

Function

A person who has a work permit and wishes to take work additional to that for which the work permit was issued may do so without further permission from the Home Office provided the work:

Is outside of their normal working hours;

Is no more than 20 hours per week;

Is in the same profession and at the same professional level for which the holder's work permit was issued; and

Is not employed by a recruitment agency, employment agency or similar business to provide personnel to a client.

If you wish to employ an individual under the “supplementary employment” option, you will need to take into consideration hours the individual currently

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works, ensuring that in their supplementary employment they do not exceed the working time directive. At the same time, you will need to ensure that the work offered is at the same professional level. Directorates need to be aware of the requirements stipulated by the Home Office and are managed accordingly. Should these requirements not be met, it may lead to serious implications for the Trust [i.e. illegal working]. Appendix 6.4 – References Any offer of employment is subject to maintaining satisfactory references. The following essential checks must take place

o check at least 3 years of previous employment/ training. Ideally a period which covers two separate employers (where possible), one of which should be the applicants current or most recent manager

o always obtain references in writing (ie company letter by post or email,

or a standardised form. Where necessary clarify information with the referee over the telephone.

o make all reasonable efforts to check that referees are bona fide and

references are genuine. References will be requested by the recruitment team [nursing posts], medical workforce [medical posts], Temporary Staffing [bank staff] and the recruiting manager [all other posts]. When requesting a written reference, a reference request letter [template 15] and a reference questionnaire [template 16] should be sent to the nominated referees. Once received the recruiting manager must confirm that they are satisfied with the content of the references before an unconditional offer letter is issued. Appendix 6.5 – Professional Registration and Qualification checks Before appointing any health professional we must always check the

following three areas:

o that the applicant is registered to carry out the proposed role o whether the registration is subject to any current restrictions which

might affect the duties proposed

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o if the applicant has investigations against them about their fitness to practise that the regulatory body has a duty to disclose. If a qualification is essential for the position, we must:

request original certificates and take copies

check that the details on certificates match those the prospective employee provides as part of their application

contact the awarding body directly, where possible, to confirm the applicant‟s attendance, course details and grade awarded.

If a prospective employee has gained their qualifications overseas, employers will need to check that this qualification exists, that it is equivalent to the stated UK qualification and that the prospective employee does, in fact, hold the qualification. These checks should be carried out directly with the awarding institution, where possible.

Appendix 6.6 - Pre Employment Health Screening

The Recruiting Manager will be responsible for completing section A of the Work Health Assessment Questionnaire which is available from the Trust intranet and this will be sent with the conditional offer letter. All potential employees will be required to complete section B and further health screening will be required for individuals who declare a medical condition and/ or those who will have direct patient contact.

If the successful candidate is an existing member of staff, our Occupational Health Department state that there is no requirement to be occupational health (OH) screened if they have been through OH screening in the last 5 years unless -

There is a significant change to your duties.

There is a perception by either the manager or the member of staff of an increased risk.

There is a change in your health

Once cleared confirmation is forwarded to the recruitment and retention department.

Appendix 6.7 - Criminal Records Bureau Checks

The Trust is committed to ensuring patient and staff safety and will request CRB disclosures for posts that require access to children or vulnerable adults. This guidance relates to all staff including permanent, fixed term, honorary, volunteers, bank, agency and contractors. There are two levels of disclosure – enhanced and standard Enhanced disclosures are appropriate for roles with a greater degree of responsibility and access to children and vulnerable adults. Therefore the Trust will request an enhanced CRB for the following roles:

o All nurses and health care assistants

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o All Doctors o All therapists and healthcare professionals o Research Staff with access to patients o Estates staff with access to patient areas o All Porters o Pals and complaint staff o Volunteers with access to patients o Chaplains

Standard disclosures will be requested for:

o All cleaners o All administrative staff in patient areas or with access to patient

information e.g. Epex/ RiO

Staff who are exempt from CRB checks

o Posts which do not have patient access or contact(e.g. to wards or information systems) for example finance clerks, HR staff etc

CRB disclosures undertaken by previous employers will not be accepted except for the following groups;

Doctors in training Doctors on an educationally approved training rotation should be checked once every 3 years. The Medical Workforce Department must obtain a copy of the disclosure from the junior doctor or seek written assurance from the host organisation that an appropriate check at the correct level has been carried out within the last 3 years.

Agency workers

Agency workers must be checked once a year. Managers/ temporary staffing/ Medical workforce department must obtain written confirmation that the correct level disclosure has been carried out within that 12 –month period. If assurances cannot be obtained a fresh CRB check must be requested.

CRB Checks for Existing Staff

A new CRB check is not normally required where an existing member of staff moves jobs within the same organisation and their roles and responsibilities and level of contact with the vulnerability group has not significantly changed. The trigger for a new check is where:

o They have never had a CRB check with the Trust or not had a CRB check in the previous 3 years and are moving to a post which requires a standard or enhanced CRB check.

o They have previously only had a standard level disclosure and the

new post requires an enhanced check.

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o There has been a break in service for more than of 3 months between

leaving the old and taking up the new position.

o There is a concern about that individual‟s suitability for the post.

Commencement without a CRB Disclosure In very exceptional cases (i.e. urgent need to appoint due to risks to patient safety) applicants may be appointed prior to receipt of full disclosure but only where all of the following 3 steps have been taken

1. An appropriate CRB has been applied for 2. Tough safeguards are put in place to manage the individual such as

restricted duties and / or full supervision. 3. A risk assessment has been completed and discussed with the HR

Manager who will submit to the CRB panel for final approval. Further Information Further information on CRB disclosure is available in HR Advisory note.

Appendix 6.8- NHS Employers - Pre Employment Declaration Forms

Intended for use in connection with positions that are both exempt and non-exempt from the Rehabilitation of Offenders Act 1974. Use of these declaration forms has been made mandatory by NHS Employers. It should be seen as complementing existing good recruitment practices, and as one part of the overall selection process. The appropriate declaration form should be forwarded to candidates with the invite to interview letter, requesting completion and to bring with them at interview to present to the Chairperson.

Form A - used for individuals who require an enhanced and standard disclosure[template 18a].

Form B - used for individuals who do not require a CRB disclosure [Template 18b].

To limit the risk of the non-return of the declaration form, the conditional offer letter informs the candidate that should they be unable to produce any of the required documents including the declaration form within 7 days, it may result in the withdrawal of employment. However, it should be remembered that appointing persons on the basis of information that applicants have themselves provided can never be risk free. NHS Employers state that the introduction of these forms should be seen as complementing existing good recruitment practices, and as one part of the overall selection process and not a substitute for the full range of pre-

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appointment checks that are required by law or that are available to health bodies.

Once returned, should the declaration form highlight any areas of concerns, these should be immediately addressed with the candidate with support and guidance from the Directorate of Organisational and Workforce Development before continuing with the appointment. Appendix 7 – Agency / Locum Staff Where there is a requirement for temporary / locum staff the appropriate department must be contacted e.g. TSS (non medical) , Medical Workforce (medical). If the post cannot be filled via internal bank staff/locums the appropriate department will then facilitate the placement of a temp/locum in line with PASA and pre-employment requirements. External agency staff are subject to the pre-employment checks detailed in appendix 6.

7.1 PASA Approved Agencies PASA approved agencies have responsibility to carry out all pre-employment checks for individuals they place with the Trust. It is the responsibility of PASA to audit this compliance and the Trust may view the results. The Trust will seek assurance from the agency that pre-employment checks have been completed. It is the responsibility of the Bank/ Medical Workforce Department/ Line Manager to check the agency workers ID badge on arrival. 7.2 Non –PASA Approved Agencies In exceptional cases the Trust may use non PASA approved agencies. It is the agency‟s responsibility to complete pre-employment checks, however the Bank/ Medical Workforce department must check all photocopies of original documentation and pre-employment checks. It is the responsibility of the Bank/ Medical Workforce Department/ Line Manager to check the agency workers ID badge on arrival. Appendix 8 - Unsatisfactory pre employment checks

Where the decision has been made for a candidate to commence employment, prior to receipt of all employment checks and unsatisfactory checks are received, these should be discussed with the Directorate of Organisational and Workforce Development to discuss the most suitable course of action.

Appendix 9 - Withdrawal of Candidate Offer

Should you receive unsatisfactory clearance, in certain circumstances there may be the need to withdraw the conditional offer. If you are considering withdrawing an offer of employment advice should be sought from the Directorate of Organisational and Workforce Development in the very first instance.

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Examples of the reasons why offers may be withdrawn are:

As a result of an adverse check from, for instance the CRB or Occupational Health

As a result of incomplete documentation, i.e. CRB form and supporting paperwork,

Failure to commence employment. Appendix 10 - Candidate Withdrawal Should a candidate withdraw from an offer of employment, it is advisable to ask the candidate to confirm this in writing and indicate the reasons.

At this stage, it is worth re-assessing the job description and person specification prior to advertising again, as certain elements within these documents may have been the cause for the candidate to withdraw Appendix 11 - Unsuccessful Applicants

Unsuccessful candidates should be offered the opportunity to gain feedback about their interview performance. The recruitment department or nominated individuals will send regret letters to unsuccessful candidates as soon as possible after the appointment has been confirmed (Template 10). A paragraph is also included within the regret letter offering the unsuccessful candidates the opportunity to contact the nominated individual within the directorate to give feedback on their performance. Managers should ensure they give clear reasons why they were unsuccessful i.e. related to the person specification criteria. Application forms from unsuccessful applicants who were not shortlisted will be held for a maximum of 12 months within the appropriate recruiting department. Both the application form and interview notes from candidate who were not successful at interview should also be held for 12 months. All other photocopies of application forms and supporting documents will be shredded immediately after interview. Appendix 12 - Reasonable adjustments and equipment provision

If you are considering appointing an individual who has a disability, there may still be practical issues to overcome. Jobcentre Plus offer a scheme called Access to Work [AtW], which is available to help overcome the problems resulting from disability. The scheme offers practical advice and help in flexible ways that can be tailored to suit the needs of an individual in a particular job. AtW will not replace the normal responsibilities of the Trust to implement Health and Safety regulations or replace the responsibilities required by the DDA. AtW can offer a grant towards the approved costs that arise because of an individual‟s disability. For people who are starting a job in the Trust, the grant is up to 100% of the approved costs. Should reasonable adjustments and equipment provision be required the appointing Manager should contact

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the local Disability Employment Advisor [DEA] through the nearest Jobcentre Plus Office. The DEA will put you in touch with an Access to Work Advisor who will discuss your particular circumstances. Appointing Managers should discuss any appropriate reasonable adjustments required with employees who have a disability, prior to commencement in post.

Appendix 13 – Induction & Commencement

New staff will only be able to attend induction once all appropriate employment checks have been completed and must attend induction on their 1st day of employment (including staff employed by TSS). New staff can only be booked onto induction via the recruitment teams. Therefore the following documents must be forwarded to the recruitment teams

o Completed Appointee proforma [see template 19] o Completed Employment Checks – personal file checklist together with

copies of all documentation.

Once received the Recruitment team will send an unconditional offer letter [Template 20] to the candidate notifying them of their start date and details of their induction. Failure to attend a full induction will result in the deferral of commencement date. On the third day of induction new staff will be issued with an ID badge, training passport and complete a commencement form.

Appendix 14 - Written Statement of Terms and Conditions

Employment law dictates that every employee must have a contract of employment within 8 weeks of joining a new organisation. Therefore it is essential that the appointment pro forma be returned to the recruitment department within one week of an unconditional offer being produced. The Medical Workforce Department are responsible for issuing contracts of employment to doctors.

Appendix 15 - Exit Interviews

An Exit Interview can highlight the reasons for staff leaving and may identify issues, which need to be addressed to improve staff retention. Staff leave for a variety of reasons, but where these reasons are due to issues within the Trust it is important to try and resolve these problems. Retention of staff can support morale and enables continuity of care for patients. Therefore, following notification of a member of staff‟s intention to leave the Trust, the Line Manager should complete the relevant paperwork in line with the Exit/Leavers Interview Guidelines.

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In order to be able to monitor reasons for leaving, it is important the Exit Questionnaire is completed. Whilst the individual questionnaire is confidential, the general patterns will be used to inform the Trust‟s Recruitment and Retention philosophy. For this reason the Exit Questionnaire [Template 22b] and accompanying letter [Template 22a] will be issued by and collated by the Directorate of Organisational and Workforce Development, HR Department. An Exit Interview should ideally be conducted on the last day of an individual‟s employment, as staff are likely to be more comfortable and speak freely. It is important to find out about specific issues relating to the job, department or organisation. Emotions should be taken into account if a grievance or unlawful conduct is discovered this should be investigated. The interviewer should remain neutral and end by wishing the individual good luck for the future.

Appendix 16- Evaluating the process

At the end of each recruitment campaign, it is advisable for the recruiting manager to evaluate the overall process as this will assist in planning future campaigns differently if necessary. The following should be considered:

Were the applicants suitable – what percentage met the minimum requirements?

Were sufficient applicants attracted – was there a reasonable choice to shortlist?

Were those interviewed employable – how many could not have been offered the job?

How well did the chosen candidate meet the requirements – what areas did they exceed or fail to meet the job requirements?

Was the appointment successful – how effectively did they function as a team member – how long did they stay?

How much did it cost to recruit the applicant – advertising, staff time, travel expenses, venue hire, agency fees, administration

What went well, how and why?

What went badly, how and why?

What lessons can be learned?

What could be done better or differently in the future?

As a Practice Plus Employer it is suggested that evaluations are shared at both Directorate and Trust level as appropriate to enable the Trust to learn from these processes.

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Appendix 17 - Employment Legislation.

Recruitment and selection is an area of employment practice covered by the main anti-discrimination legislation. You need to be aware that it is against the law to discriminate on the grounds of race, sex, marriage, disability, religious belief and sexual orientation. The Trust also has a legal responsibility to take reasonable steps to prevent unlawful discrimination. The Sex Discrimination Act, Race Relations Act, Disability Discrimination Act and Employment Equality Regulations Act (covering religion or belief and sexual orientation) make employers liable for the discriminatory acts of their staff done in the course of their employment whether or not such acts are done with the employer‟s knowledge or approval. This section describes the main items of employment law that are relevant to the recruitment process. Equality Act 2010 has brought many different equality laws together making equality law simpler and easier to understand. The Act states that it is unlawful to directly or indirectly discriminate, harass or victimise a person if they have, are associated with or you perceive the individual to have a protected characteristic. Protected characteristics include age, disability, gender reassignment, marriage and civil partnerships, pregnancy, maternity, race, religion, belief, sex and sexual orientation. Sex Discrimination Act 1975, 1986 and 1999 states that it is unlawful to discriminate directly or indirectly on the grounds of gender or marital status or gender reassignment or to apply requirements or conditions which have a disproportionately disadvantageous effect on people of a particular gender or marital status where these cannot be justified. It is also unlawful to apply pressure to discriminate or to aid discrimination by another person.

Race Relations Act 1976 and Race Relations (Amendment) Act 2000 states that it is unlawful to discriminate directly or indirectly on the grounds of race, colour, nationality, ethnic origin and national origin. It is also unlawful to apply requirements or conditions, which have a disproportionately disadvantageous effect on people of a particular race, colour, nationality, ethnic origin and nationality where these cannot be justified. It is also unlawful to apply pressure to discriminate or to aid discrimination by another person. The Race Relations Amendment Act 2000 reaffirms the 1976 definition of unlawful discrimination; however it closes the gap on the accountability of public bodies by imposing a general duty to promote racial equality. It states “one of the government‟s central aims is to achieve a society where there is respect for all, regardless of their race, colour and creed and a society that celebrates its cultural richness and ethnic diversity. In doing this, the government wants the public sector to set the pace in the drive for race equality, to lead by example”.

Disability Discrimination Act 1995 and the Disability Discrimination Act Amendment Regulations 2003 states that disabled people must be given the opportunity to compete for jobs and exercise their skills and abilities to

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gain access to goods and services on a fair and equal basis. The Act makes it unlawful to discriminate against current and prospective employees due to a reason relating to their disability. The Disability Discrimination Act 2005 builds on and extends the earlier legislation and introduces a duty on public bodies to promote equality of opportunity for disabled people. This means that the Trust must take account of the needs of disabled people as an integral part of the Trust policies, practices and procedures, and not as something separate or as a tag-on. Should the Trust be perceived as failing to comply with these duties then anyone, could apply to the High Court for judicial review. Equal Pay Act 1970 states that it is unlawful to treat an employee of one sex less favourably in respect of pay and terms and conditions of employment that another employee of the opposite sex who does the same or broadly similar work. Rehabilitation of Offenders Act 1974 (Exception Orders 1975 and 1986) states that if no further offences are committed, and according to the severity of a sentence imposed, a person has a right to class that conviction as spent after a set period and does not have to reveal it. These „spent‟ sentences should, therefore, not be used to exclude people from employment or promotion. However, in certain occupations and many of these are within the Health Service, any convictions whether spent or not, have to be disclosed. Asylum and Immigration Act 1996 (Section 8) states that it is unlawful to employ someone who does not have permission to be in or to work in the United Kingdom. Proof of the right to work must be sought prior to taking up employment. Employers must be aware of their responsibilities in relation to the Act, but must ensure that they do act not in a discriminatory way in applying this legislation.

Employment Equality Regulations (2003) states that it is unlawful to discriminate against workers because of religion / belief or sexual orientation. The law gives rights to workers and people who apply for work, direct and indirect discrimination is prohibited. This regulation also covers harassment and victimisation. PLEASE NOTE – advice should be sought from Human Resources Department should you feel you have a post with genuine occupational requirements. Employment Equality (Age Discrimination) states that is it illegal for employers to discriminate against employees, trainees or job seekers because of their age and ensure that all workers, regardless of age, have the same rights in terms of training and promotion. The regulations cover direct discrimination, indirect discrimination, harassment and victimisation; and include all workers and those taking part in or applying for employment-related training including further and higher education courses. Genuine Occupational Qualifications or Requirements within the Sex Discrimination Act, Race Relations Act and Employment Equality Regulations make it lawful for employers to employ individuals of a specific sex, race, national or ethnic origin, colour, nationality, sexual orientation, religion or belief, where there is a genuine need, due to the nature of the job

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concerned. However, all such cases must, in the first instance, be discussed with a member of the Human Resources team.

Appendix 18 - Equal Opportunities and Equality Action Checks

During any candidate assessment, the equal opportunities legislation aims to ensure all candidates are judged on their ability to do a job and not on other factors. Recruiting Manager‟s need to be aware however, that decisions taken at interviews may be influenced by personal prejudices and preconceptions. To ensure that this does not happen interviewers must:

Use the person specification to plan questions before the interview, focusing on how the responses can be measured. This will ensure that candidates are asked broadly the same questions, helping to preserve the fairness of the interview.

Ask questions that relate to candidates ability to do the job

Avoid questions about personal circumstances or domestic arrangements. Instead ask all candidates whether they can manage the hours/shift patterns that are necessary.

Under no circumstances should questions be based on race, gender, sexuality or age.

If a candidate is being interviewed for a supervisory or management post, it is legitimate to test their commitment to equal opportunities and their knowledge of Trust policies in this area.

At interview, consideration must be given to any adjustments to the job, the working environment or provision of equipment to recruit a suitable disabled candidate.

The Monitoring Process As part of the monitoring process, anyone recruiting staff should be alert for evidence that people from certain groups, including individuals with a disability:

Either do not apply for employment or promotion or do so in fewer numbers than might be expected;

Are not recruited or promoted or are in lower proportion to their rate of application;

Are under-represented in jobs within the organisation which are more highly paid, of higher status or higher authority;

Are concentrated in certain jobs, sections, shifts or departments within the organisation.

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To assist the Trust in monitoring the above, the Equal Opportunities Monitoring Form [template 4] should be completed at various stages in the recruitment process. The purpose of this is to check whether a significantly lower proportion of applicants from minority or under-represented groups have been shortlisted. This may highlight unfairness, allowing you to take action as a result. Either the nominated individual within the recruiting directorate or the recruitment department will conduct this check. The following is an example, which is an analysis of the ethnic origin of applicants and those shortlisted for a management post.

EXAMPLE

PROFILE No of applications & % of total

No. Shortlisted & % of total

Success rate (no. shortlisted / no. applied)

WHITE 16 64% 5 71.4% 31.2%

BLACK 5 20% 1 14.3% 20%

ASIAN 4 16% 1 14.3% 25%

OTHER 0 0 n/a

DDA TOTAL 25 7

As you can see from the example above, the success rate of the white candidates was significantly higher that candidates from BME communities. This may indicate that either the criteria used, or the way that shortlisting was carried out, have been directly or indirectly discriminatory. Therefore this may be investigated taking all mitigating circumstances into account. If you are concerned that your criterion has been indirectly discriminatory, the next step is to ask for monitoring data by applicant. This will enable you to identify, which criteria minority applicants have “failed” against and, where there is an obvious trend or pattern and to consider whether it was reasonable to have used those criteria. If you are concerned about the way that shortlisting was carried out, you should seek guidance from the Directorate of Organisational and Workforce Development, or another experienced recruiter to help with the checking process by shortlisting again.

You should then compare lists, discussing any areas of disparity, before deciding on a final, acceptable shortlist.

Bear in mind too, that where such analysis shows that you had a low number of applications from ethnic minority groups, you should consider what you can do to address this the next time you recruit e.g. by thinking carefully about where to advertise the post.

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Appendix 19 – Recruitment Process Flow Chart and Procedural Guidance

Vacancy Identified

ALL OTHER VACANCIES

The recruiting manager contacts the recruitment team to allocate a VR number and the electronic VR is emailed to Finance, HR and the

budget holder for approval.

Vacancy Advertised on NHS Jobs /Trust website and other publications if approved.

Completed and approved VR along with job description, person

specification and advert submitted to the recruitment team.

For Nursing Vacancies additional paperwork

should be sent to recruitment advisor at this

stage

ALL MEDICAL VACANCIES ALL NURSING VACANCIES

Upon closing date contact will be made and a Medical Workforce Representative will complete processes

Applicants apply online for the vacancy

Applicants apply online for the vacancy

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HR Department will send invite to interview letters, request reference [if appropriate] and distribute panel packs to all panel

members

Shortlisting completed by recruiting manager and interview panel within 4

days. Shortlisting form to be faxed/emailed to HR department.

Interview takes place

Upon Closing Date shortlisting pack issued to recruiting

Manager

Recruiting Manager to complete all paperwork and submit to recruitment

department [P4]

HR Department arrange: -

Interview regret letters

Conditional offer

Arrange CRB disclosure [if required]

Occupational Health clearance

Request references [if not called for]

Work permit if required

Confirm Pin number with NMC

On receipt of the completed appointee proforma and copies of documentation relating to pre-employment checks the HR department will confirm start date with recruiting manager, book induction, send unconditional offer letter and issue Statement of Terms and conditions.

Recruiting Manager responsible for sending out invite to interview letters

10 days prior to interview and request reference [if appropriate] [P7]

Interview takes place

Upon closing date shortlisting to be completed within 4 days

by recruiting manager and interview panel

Panel Pack to be distributed to interview panel members

If work permit required, seek guidance from Nurse Advisor Recruitment & Retention Dept

Complete post-interview paperwork

Recruiting Manager to sort paperwork into Successful & Unsuccessful

UNSUCCESSFUL SUCCESSFUL

Write Regret Letter(s)

File paperwork on Job File and archive

Make up Personal File

Write Conditional Offer Letter

Procedure for completing pre-employment checks

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Work Permit Required

Personal File to be forwarded to employing manager

On receipt of the above checks the recruiting manager will complete an appointee proforma and forward to the Recruitment team along with

copies of related documentation. The recruitment team will book induction, send an unconditional offer letter and issue a statement of

their terms & conditions

Recruiting Manager to complete Equal Ops monitoring and Contract Pro-Forma and return to recruitment department no later than 1 week from issue of unconditional offer [P16]

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TEMPLATE 1 BIRMINGHAM AND SOLIHULL MENTAL HEALTH NHS FOUNDATION TRUST

JOB DESCRIPTION

Job Title:

Grade:

Reporting to:

Accountable to:

Location:

Job Purpose

The job purpose should be a summary describing the primary functions, activities or behaviours of the job, identifying its key roles and responsibilities (in most posts this will comprise no more than four separate functions or expected outcomes). It should be very short and be no longer than 4 to 8 sentences, (between 50 to 100 words). The job purpose should answer the question „why does the post exist and expected outcomes.

Job Summary

Depending on the complexity of the role, it may be helpful to follow the job purpose with a job summary. The job summary should comprise a list of the principal duties and responsibilities of the post. This may be particularly useful where it is needed to supplement the short statement of job purpose. The job summary should cover the key result areas expected from the post and should be standing features of the job that remain largely unchanging unless the post is restructured. Each principal duty should be distinct and unambiguous and expressed as objectives or outcomes of the post rather than detail of working activities.

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Organisational Chart Department organisation chart, which identifies where the vacancy is and reporting relationships

Key Communications and Working Relationships Internal: External:

Principal Duties and Responsibilities

The job description should then list the specific duties of the post set out under sub-headings, which reflect the main areas of the post‟s responsibilities. Examples of what the headings may comprise are: Clinical, Professional, Education and Research, Organisational, Communication, Managerial, Responsibilities, Accountability, Key result areas etc.

GENERAL

Clinical Posts only Candidates should demonstrate a commitment to working with families and carers and to practicing family intervention according to government and Trust policies.

Confidentiality It is a condition of employment that staff will not disclose any information obtained in the course of their duties other than to those entitled to receive it. The postholder must ensure that the confidentiality of personal data remains secure and the terms of the Data Protection Act and relevant trust policies are met in respect of information held on the Trust‟s computerised systems. Equal Opportunities The Trust is committed to being an equal opportunities employer and welcomes applicants from people irrespective of age, gender, race and disability. All staff are required to comply with current legislation, trust policies and national guidance good practice. Conduct

Office Supervisor

Administrator

Vacancy Admin Assistant

Admin Assistant

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It is expected that all members of staff will conduct themselves and represent the Trust in a responsible manner complying with polices and procedures. Health and Safety Staff must ensure that they are familiar with the requirements of the Health and Safety at Work Act (1974), the Trust‟s Health & Safety policies/codes of practice or regulations applicable to the work place. Safeguarding Every member of staff has a responsibility to be aware of and follow at all times, the relevant national and local policy in relation to safeguarding children and safeguarding adults. This includes attending the statutory/mandatory training (including refresher and update training within the specified timescale) at the level relevant to the job. Training, Education and Development All employees have a responsibility to participate in regular appraisal with their manager and to identify performance standards of the post. As part of the appraisal process every employee is responsible for participating in identifying his or her own training and development need to meet their KSF outline. Research Governance. Research and Development is at the heart of providing effective treatments and high quality services, supporting a culture of evidence based practice and innovation amongst staff. All staff have a duty to be aware of and comply with their responsibilities for research governance, whether as researchers, as part of the team caring for those participating in research, or as research participants themselves. Infection Control

The post holder is required to ensure as a manager / supervisor that

infection control responsibilities are clearly identified allocated and understood within their team and that appropriate resource, training and support is provided to ensure that they are compliant with Trust policies and procedures

staff are supported to attend necessary training and on going professional development to support their responsibilities and ensure full awareness

arrangements are reviewed with staff through the Trust appraisal / development review process

adequate mechanisms for supervision and monitoring exist to ensure that arrangements are effective.

Smoking This trust operates a No smoking policy. This job description is indicative only, and the post will continue to evolve as the Trust‟s priorities develop. It will therefore be revised in consultation with the post holder from time to time, and not less than annually. You may also be required to provide cover in other areas following appropriate discussion.

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Job Description Agreement Budget Holder ………………………………………… Signature ………………………………………… Name Post Holder ………………………………………… Signature ………………………………………… Name Date ……………………………..

Birmingham and Solihull Mental Health NHS Foundation Trust is a major NHS Trust located conveniently to the centre of Birmingham, as a Trust we pride ourselves on the unique environment, which exists, for all our staff. An environment where innovation is encouraged, hard work rewarded and where our staff, play an inclusive role in new developments.

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TEMPLATE 2 BIRMINGHAM AND SOLIHULL MENTAL HEALTH NHS FOUNDATION TRUST

PERSON SPECIFICATION

JOB TITLE:

ATTRIBUTES ESSENTIAL DESIRABLE HOW IDENTIFIED

TRAINING AND QUALIFICATIONS

KNOWLEDGE

AND EXPERIENCE

Managers must make it clear in the person specification for doctors, nurses and pharmacists, the level of English language competency required for the post.

SKILLS

PERSONAL QUALITIES

OTHER

Prepared by : (Name) Designation : (Job Title & location) Date : (Date person spec produced)

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TEMPLATE 3

JOB ADVERT PRO FORMA

Use this form to design your advert.

Job Details

Vacancy requisition number

Position Title

Specialty/Function

Department

Grade

Salary

Job type:

Permanent

Fixed Term Temporary

Volunteer

If fixed term duration of contract …………………………

Interview Date

Whole time equivalent (WTE)

Qualified Position? Yes

No

Staff Group

Area of Work

Job Advert

Wording for advert:

Contact Details

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For more information contact (name and

number):

Email address:

For application forms contact:

Email address:

Closing Date

Closing Date:

The Trust is committed to improving the working lives of its employees, we actively promote equal opportunities, provide NHS discounts, NHS Pension scheme, flexible working opportunities, assistance with childcare facilities and staff support services. The Trust operates a no smoking policy. Successful applicants are subject to a criminal records bureau disclosure.

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TEMPLATE 4

BIRMINGHAM AND SOLIHULL MENTAL HEALTH NHS FOUNDATION TRUST

POLICY ON THE RECRUITMENT OF EX-OFFENDERS As an organisation using the Criminal Records Bureau (CRB) Disclosure service to assess applicant‟s suitability for positions of trust, Birmingham and Solihull Mental Health NHS Foundation Trust complies fully with the CRB Code of Practice and undertakes to treat all applicants for positions fairly. It undertakes not to discriminate unfairly against any subject of a Disclosure on the basis of conviction or other information revealed. The Trust is committed to the fair treatment of its staff, potential staff or users of its services, regardless of race, gender, and religion sexual orientation, responsibilities for dependents, age, physical/mental disability or offending background. The Trust actively promotes equality of opportunity for all with the right mix of talent, skills and potential and welcomes applications from a wide range of candidates, including those with criminal records. The Trust selects candidates for interview based on their skills, qualifications and experience. A Disclosure is only requested after a risk assessment has indicated that one is both proportionate and relevant to the position concerned. For those positions where a Disclosure is required, all application letters and recruitment briefs will contain a statement that a Disclosure will be requested in the event of the individual being offered a position. Where a Disclosure is to form part of the recruitment process, the Trust requests all applicants called for interview to provide details of their criminal record at an early stage in the application process. The Trust guarantees that this information is only seen by those who need to see it as part of the recruitment process. The Trust ensures that an open and measured discussion takes place on the subject of any offences or other matter that might be relevant to the position. Failure to reveal information that is directly relevant to the position sought could lead to withdrawal of an offer of employment. A copy of the CRB Code of Practice is made available to all applicants. The Trust makes every person subject to a CRB Disclosure aware of the existence of the CRB Code of Practice and makes a copy available on request. The Trust undertakes to discuss any information revealed in a Disclosure with the person seeking employment before withdrawing a conditional offer of employment. Having a criminal record will not necessarily bar an ex-offender from employment with the Trust. This will depend on the nature of the position and the circumstances and background of the offence.

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Template 5 CANDIDATE ASSESSMENT FORM

CANDIDATESSESSMENT FORM

Post Title VR Band Department /

Locality

Please complete the information below relating to the candidates suitability for interview complete the information belcandidates suitablity for interview

Applicant Number Shortlisted Yes / No*

*If No, please state reason

Please also complete the second page of this form, stating interview date, panel and presentation details (if applicable).

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Post Title VR Band Department /

Locality

PANEL MEMBERS DETAILS

Name Title Work Base

(Required for distribution of panel packs)

Please indicate name of Panel Member(s) trained in Recruitment and Retention (Equal Opportunities)

INTERVIEW DETAILS

Date of Interview: (please allow 10 clear working days)

Reference

Duration of Interview:

Time allowed for Interview (Including Presentation/Test)

Duration of Presentation Duration of Test Duration of Breaks/Lunch

Location of Interviews: Room For Interviews

Full Postal Address Post Code

Contact Telephone Number: (for venue of interview)

Commencement Time (Panel):

Commencement Time (Interviews):

Please indicate if you would like the candidates to confirm attendance at interview via Recruitment or direct to the Recruiting Manager. Please circle Recruitment/Recruiting Manager. If Recruiting Manager, please state contact name and telephone number.

Presentation Required: Yes / No

Presentation / Title of Test:

Duration of Presentation:

Available Equipment:

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TEMPLATE 6

Directorate of Organisational & Workforce Development

Our Ref: IN CONFIDENCE

Human Resource Department

Trust Headquarters B1

50 Summerhill Road Birmingham

B1 3RB

Telephone: 0121 301 1236/1237 Fax :0121 301 1234

Dear **** Re: Post Title*, Band**, Location ** Further to your Application for the above post, I am pleased to confirm that, following short listing, you have been selected to attend an interview, the details of which are as follows: Date: ** Interview Time: ** (please arrive 15 minutes prior to your interview time) Venue: ** (location map enclosed) Contact Telephone No: 0121 Panel Members: ** Name and title Upon arrival please report to Reception ***If presentation required. As part of your interview you will be required to gave a ** minute presentation on the following subject “***” The following equipment will be available for your use during your presentation: overhead projector/flip chart/power point equipment. If you require any further equipment, please contact *** on *** as soon as possible so that arrangements can be made. *** If typing/paper tray test required. As part of your interview you will be required to undertake a *** minute *** assessment. You will need to bring the following documents for presentation to the Chairperson of the panel:-

copies of all certificates that you may have declared on your application form;

copy of your current professional registration card;

valid full birth certificate or pass port;

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Utility Bill/bank statement (confirming your current address)

work permit or visa (if applicable) *** If CRB required. Please complete the enclosed CRB form and hand into the Chairperson of the interview panel, in addition you are required to provide the following original documents:

Marriage Certificate (if applicable)

Driving Licence

National Insurance Number (e.g. NI card, P45, P60, Payslip) Although the Trust selects applicants on merit, it is essential that all persons working in the NHS are trustworthy and reliable. You are, therefore, required to read, complete and return the enclosed declaration. Information received will be treated in accordance with the Data Protection Act 1998 and with due regard for confidentiality. A criminal conviction will not automatically bar you from an appointment with the Trust, however, in order to comply with our legal responsibilities and requirements, any relevant information declared will be explored with you prior to any formal offer of appointment being made. Failure to provide accurate and truthful information will be considered as serious misconduct which could lead to any appointment offer being withdrawn. Disability Monitoring and Adjustments Birmingham and Solihull Mental Health NHS Foundation Trust welcomes applications from disabled people. The Disability Discrimination Act 1995 defines disability as a „physical or mental impairment which has a substantial and long term effect on a person‟s ability to carry out normal day to day activities‟. All information given is treated confidentially and will only be used in direct relation to the post you have applied for, not in the selection process. If you require adjustments to assist you during the interview process please contact me to inform me of these. Please telephone the direct line above or write to me at the address at the top of this letter to confirm your attendance at interview or to discuss any particular requirements which should be provided for during the interview process. Failure to contact us will result in your interview slot being withdrawn. Yours sincerely *** Enc: Declaration Form CRB (if applicable)

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Template 7 Ref: Date: IN CONFIDENCE

Human Resource Department Trust Headquarters - B1

50 Summerhill Road Birmingham

B1 3RB

Telephone: 0121 301 1236/1237 Fax :0121 301 1234

Dear Colleague

Re:

Please find enclosed the panel pack for the above interviews, which take place as follows:

Date: Time: Venue: Panel:

At interview the Chairperson must check the following documents and indicate that they have been checked on the bottom on the question and answer sheet.

Copies of all candidates „person specification‟ specific qualifications Copy of a current professional registration card Valid birth certificate and/or pass port Utility Bill/ bank statement confirming current address Work permit or visa (if applicable) NHS Declaration Form Complete section A of the Health Assessment questionnaire [enclosed]

The panel should confirm with the candidate the details of referees, it should also be agreed that at least one is the applicants current or most recent line manager. It is then the chair of the panel responsibility to obtain verbal references for the successful applicant, recording the information upon the verbal reference form [copies enclosed]. This process must take place before the chair confirms the outcome with ALL the other applicants – this should ideally be completed within 24 hours (where possible) of the interviews taking place. It should be highlighted to the candidate during interview when they are likely to be informed of the outcome. Once a decision has been reached, a member of this team will then undertake the remainder of the administration processes. We will however, keep you informed of the progress of the appointments as a matter of course and liaise with you when all clearances have been provided. Panel members should return all documentation to the Recruitment Department as a matter of urgency. The Chair of the panel should also complete the interview outcome form and appointee proforma to ensure that unnecessary delays are not incurred. Many thanks in anticipation for your assistance.

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TEMPLATE 8

Birmingham & Solihull Mental Health NHS Foundation Trust Job title

Date of Interview

Candidates Name: ……………………………Interviewers Name………………………. N.B. ALL panel members must record responses, observations, statements and scores within this document. It is important that the information contained within this document is factual and can be used to demonstrate why a candidate was or was not appointed to a position should it be challenged at a later date.

Question

SCORE OUT OF 5

Question

SCORE OUT OF 5

Question

SCORE OUT OF 5

Question

SCORE OUT OF 5

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Question

SCORE OUT OF 5

Question

SCORE OUT OF 5

Question

SCORE OUT OF 5

General Comments/Impression:

TOTAL SCORE OUT OF *** =

Please tick, indicating that the following documents have been checked by the Chairperson

Copies of candidates ‘person specification’ specific qualifications

Copy of current professional registration card and necessary qualifications

Valid birth certificate and/or pass port

Utility bill/ bank statement confirming address

Work permit or visa (if applicable)

NHS Declaration Form

Section A of Work Assessment completed

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TEMPLATE 9 Birmingham & Solihull Mental Health NHS Foundation Trust

INTERVIEW OUTCOME FORM

POST TITLE

DEPARTMENT

GRADE

Applicants Name Appointed

(Yes/No*) *If Not appointed please state reason

NAME OF CHAIR OF PANEL

SIGNATURE

DATE

PLEASE KEEP THIS FORM once completed WITH THE JOB FILE

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TEMPLATE 10

Directorate of Organisational & Workforce Development

Our Ref: IN CONFIDENCE

Human Resource Department

Trust Headquarters B1

50 Summerhill Road Birmingham

B1 3RB

Telephone: 0121 301 1236/1237 Fax :0121 301 1234

Dear *** Re: post title, band*, *department* Thank you for attending the recent interview in respect of the above post. Unfortunately, I regret to inform you that on this occasion you have not been successful. Should you be interested in post-interview feedback, please do not hesitate to contact *** on ***. May I take this opportunity of thanking you for your interest in Birmingham & Solihull Mental Health Trust and wish you all the very best with any future applications. Yours sincerely HR Manager

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TEMPLATE 11

Directorate of Organisational & Workforce Development

Our Ref: 12 October 2012

Strictly Addressee Only

Trust Headquarters B1

50 Summerhill Road Birmingham

B1 3RB

Telephone: 0121 301 1111 Fax :0121 301 1234

Dear «Forename» Re: «Job_Title» - «Job_Ref», «Job_Location» Further to your recent interview, I have pleasure in confirming our conditional offer of employment. This offer is subject to a satisfactory pre-employment checks which includes

o Verification of identity o Confirmation of right to work in the UK and (if applicable) a work permit o NHS Declaration Form o CRB check (if applicable) o References o Confirmation of registration and qualifications applicable to the post o Occupational Health

Appointment Details You will be appointed to a «Job_Title» which has a salary band of «Band». Within each pay band there will be a number of pay points, your manager will confirm your exact salary within this scale. Progression from point to point up to a maximum in your pay band, will normally take place on an annual basis. At two defined points in each pay band, progression will be based on demonstrating the agreed knowledge and skills appropriate to that part of the pay band. Your annual salary will be paid monthly into your bank account. There will be the usual deductions direct from your pay for National Insurance and tax purposes. Your normal hours of duty will be «Hours_of_Duty» hours. This appointment is made in accordance with the Trust‟s terms and conditions of service and those of the NHS Staff Council. You will be subject to any changes to these terms and conditions of service as may be agreed between the Trust and the recognised trade unions from time to time. Your annual leave entitlement is as follows during a full leave year, which runs from April to March.

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Total years of NHS Service Entitlement

0 – 5 years 27 days annual leave + 8 public holidays

5- 10 years 29 days annual leave + 8 public holidays

Over 10 years 33 days annual leave + 8 public holidays

Annual leave entitlements are calculated on total NHS service, regardless of any breaks in service. Notice Periods

Pay Band Notice Period

1 - 5 1 month

6 & 7 2 months

8 & 9 3 months

This is not taken to prevent either party waiving the right to notice or agreeing a lesser period of notice; nor does it affect the right of either party to terminate the contract without notice by reason of the repudiatory conduct of the other party. NHS Declaration Form Before you can be considered for appointment in a position of trust with Birmingham & Solihull Mental Health NHS Foundation Trust we need to be satisfied about your character and suitability. 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. The information that you provide in this Declaration Form will be processed in accordance with the Data Protection Act 1998. It will be used for determining your application for this position. It will also be used for purposes of enquiries in relation to the prevention and detection of fraud. Once a decision has been made concerning your appointment, we will not retain this Declaration Form longer than is necessary. The Data Protection Act 1998 requires us to provide you with certain information and to obtain your consent before processing sensitive data about you. Processing includes: obtaining, recording, holding, disclosing destruction and retaining information. Sensitive personal data includes any of the following information: criminal offences, criminal convictions, criminal proceedings, disposal or sentence.

Criminal Records Bureau Clearance Please find enclosed a Criminal Records Bureau form. As the process involved in checking your CRB can take anything between 4-6 weeks, it is imperative that you complete the form as indicated below as soon as possible. You are required to only complete the first 3 pages of this form. As evidence to support your application, you are required to provide the following original documents to allow this department to complete page 4 and to countersign your form:

Passport

Birth Certificate

Marriage Certificate (if applicable)

Driving Licence

Utility Bill (confirming your current address)

National Insurance Number (e.g. NI Card, P45, P60, Payslip)

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Upon completing the Declaration Form and the CRB please contact Andy Clarke 0121 301 1235 to arrange a mutually convenient appointment within 7 days from receipt of this letter to allow us to witness your original, identification documents (as outlined above). Due to the security of the building you must ensure an appointment is made prior to attending, failure to make an appointment will mean entry to the building will be refused.

Please note, should you be unable to visit the organisation and produce the completed NHS Declaration or CRB Disclosure Application within 7 days it may result in the withdrawal of this offer. If for any reason you are unable to complete this in the necessary timescale you must inform the Divisional HR Manager. Occupational Health All candidates must respond to the statements at the bottom of this letter and return the response within 7 days of receipt of this letter. Should your duties include patient care or patient contact you will also be required to complete a work health assessment (enclosed if applicable). Please seal in the envelope provided and return within 7 days from receipt of this letter. For an existing member of staff, Occupational Health state that there is no requirement to be occupational health (OH) screened if you have been through OH screening in the last 5 years unless –

There is a significant change to your duties.

There is a perception by either the manager or the member of staff of an increased risk.

There is a change in your health.

Eligibility to Work In accordance with the Asylum & Immigration Act 1996, the Trust must verify that new recruits have the right to work in the United Kingdom. I must ask, therefore, for you to bring along with you prior to your commencement of employment and before attendance at the Occupational Health Department one of the following original documents:

A document stating your national insurance number (e.g. P45, P60, NI or payslip) or;

A passport certifying the holder to have the right of abode in the United Kingdom or;

A document issued by a previous employer or relevant government agency, a certificate of registration or naturalisation as a British Citizen, or;

A birth certificate, or;

A United Kingdom residence permit, or;

A work permit, or equivalent letter from the Home Office indicating permission to take up employment, or;

Any other documentation not listed above which the prospective employee believes provides a right to work in the United Kingdom.

All new employees are required to provide the necessary documentation outlined in the Asylum and Immigration Act irrespective of race or nationality. PLEASE NOTE: Some of the above documents may be used for the CRB Check. However, please ensure your read Page 1 of the CRB guidance on completing a disclosure application form. Should you require a work permit, this department on your behalf, will make an application. Until the Home Office has granted this clearance, you will not be allowed to commence duties within Birmingham & Solihull Mental Health NHS Foundation Trust. NHS Pension Scheme

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All members of staff are entitled to join the NHS Pension Scheme by contributing direct from their salary towards a pension. This scheme is a contributory scheme with excellent benefits, and both employee and employer pay contributions towards benefits payable. Please see attached information for further details, alternatively you can contact the Pensions department on 0121 627 8959. However, all employees are entitled to make their own pension arrangements and are not obliged to join the NHS scheme. Please note that unless you state otherwise on your commencement form, pension contributions will automatically be deducted from your salary. It is recommended that you consider your pension options very carefully and to assist you in deciding about these options. Finally, many congratulations on your success. Yours sincerely

Division Enc: CRB Form Occupational Health form & addressed envelope Pensions information

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Template 12

EMPLOYMENT CHECKS - PERSONAL FILE CHECKLIST

Employment Checks Copied and held on file (please tick)

Verification of Identity (to be checked at Interview) - 2 photographic IDs and 1 document confirming address OR - 1 photographic ID and 2 documents confirming address

Photographic Identification

Passport (All non EU passport holders must be checked/signed off by a

member of the HR team for verification.

Birth Certificate

Driving Licence

Other appropriate evidence

Confirmation of Address

recent utility bill

Bank/building society statement

Other appropriate evidence

Right To Work (to be checked at Interview) - 1 of approved documents outlined in List A or B

Passport

Birth Certificate

Other appropriate evidence

Registration and Qualifications

Professional Registration confirmed

Confirmation that no restrictions apply

Essential Qualifications Certificates verified/copied (to be checked at Interview)

Employment History/References

Reference from last employer

Another reference

Criminal Records Checks/ISA registration

CRB Clearance

CRB Number:

ISA Registration confirmed

Occupational Health Clearance

Health Check Clearance received

Appropriate adjustments made (if applicable)

Manager Signature:…………………………………………… Date:……………..

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Template 13

Verification of Identity – Acceptable Documents

List of acceptable confirmation of address documents include:

Utility bill (gas, water,electricity or phone), or a certificate from utility supplier confirming the

arrangement to pay for the services on a pre-payment terms at a fixed address.*

Local authority tax bill**

UK full or provisional photo-card driving licence (must include paper counterpart.

Most recent HM Revenue and customs tax notification. A P45 or P60 is not acceptable**

Financial statement*

Mortgage statement from a recognised lender**

Local council rent card or tenancy agreement*

Benefit statement, book or card**

Insurance certificate**

UK claim form

TV licence**

Confirmation from electoral register search that a person of that name lives at that address *

Documents marked with an * must be dated in the last 3 months. Documents marked with ** must be dated within the last 12 months. List of acceptable non-photographic proof of personal identification documents

Full UK birth certificate- issued within 12 months of birth

UK full old-style paper driving licence. Old-style provisional driving licences are not acceptable.

Resident permit issued by the Home office to EU Nationals on inspection of own-country passport

Adoption certificate

Marriage/ civil partnership certificate

Divorce/ annulment or civil partnership dissolution papers

Deed poll certificate

Police registration document

Benefit statement, book or card**

Most recent HM Revenue and customs tax notification. A P45 or P60 is not acceptable**

UK forearms certificate

Application Registration card

GV3

Home Office letter IS KOS EX or KOS EX2

Grant letter or student loan agreement from a Local Education Authority

When appointing someone who has recently left school or further education, in addition to photographic

personal identification, the following 3 documents can be requested as sufficient proof of their identity:

Full UK birth certificate- issued within 12 months of birth

National Insurance (NI) number card or proof of issue of an NI number (this will also be a HR

requirement for employment)

Certificate of educational qualifications (certificates must be originals from the

school/university/awarding body).

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TEMPLATE 14

Right to Work Documentation In accordance with the Asylum & Immigration Act 1996, the Trust must verify that new recruits have the right to work in the United Kingdom. I must ask, therefore, for you to bring along with you prior to your commencement of employment one of the following original documents: List A

A passport certifying the holder to have the right of abode in the United Kingdom

A passport or national identity card showing that the holder is a national of the European Economic Area or Switzerland

A resident permit or document certifying permanent residence issued by the Home Office or the UKBA to a national of a EEA or Switzerland

A passport/ travel document endorsed to show that the holder is exempt from immigration control, is allowed to stay indefinitely, has the right of abode or has no time limit on their stay in the UK.

A full birth certificate or adoption certificate issued in the UK or Channel Islands, which includes the name(s) of at least one of the holder‟s parents. Produced in combination with an official document issued by a government agency or previous employer, giving the person‟s permanent NI number and their name.

A letter issued to the holder by the Home Office or the UKBA indication indefinite leave to remain. Produced in combination with an official document issued by a government agency or previous employer, giving the person‟s permanent NI number and their name.

List B Only use this list if the individual can not provide documents from List A If a prospective employee shows you one of these original documents, it indicates that they only have limited leave to work in the UK. Therefore documents must be checked every 12 months.

o A passport / travel document endorsed to show the holder is allowed to stay in the UK and is allowed to do the type of work in question, provided that it does not require the issue of a work permit

o A work permit issued by the Home Office or the UKBA, when produced in combination with either a passport or travel document endorsed to show the holder is allowed to stay in the UK and do the work in question

o A certificate of application which is less that 6 months old issued by the Home Office/UKBA for a family member of a national of a EEA country or Switzerland stating the holder is permitted to take employment, when produced with evidence of verification by the UKBA Employer Checking Service.

o A resident card/ document issued by the Home Office /UKBA to a family member of a national of an EEA country or Switzerland.

All new employees are required to provide the necessary documentation outlined in the Asylum and Immigration Act irrespective of race or nationality. PLEASE NOTE: Some of the above documents may be used for the CRB Check.

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Template 15

Directorate of Organisational & Workforce Development

Our Ref: IN CONFIDENCE

Human Resource Department

Trust Headquarters B1

50 Summerhill Road Birmingham

B1 3RB

Telephone: 0121 301 1236/1237 Fax :0121 301 1234

Dear Reference request for: The above named has been invited for interview for the position of (insert job title) with Birmingham and Solihull Mental Health Foundation Trust, and has given us permission to approach you for a reference. To assist you in completing the reference, I enclose an outline Job Description giving general information about the post. An envelope is enclosed for your reply, although a fax copy of your reply on (Fax No 0121 301 1234) would assist the Panel to reach a prompt decision. Alternatively, if you would like to email the reference to me, please let me have your email address and I will forward to you the relevant forms. The interview for this post will be held on ……………….and it would be helpful if the reference could be available to the appointment committee immediately. I have attached a reference form for your use, it is vitally important that all areas of this form are completed fully. Please note the following: 1. REHABILITATION OF OFFENDERS ACT 1974 In order to protect the public, the post for which the candidate is being interviewed is exempt from Section 4(2) of the Rehabilitation of Offenders Act, 1974, by virtue of the Rehabilitation of Offenders Act 1974 (Exceptions) Order, 1975. It is not, therefore, IN ANY WAY CONTRARY TO THE ACT to reveal any information you may have concerning convictions which would otherwise be considered as “spent” in relation to this application and which you consider relevant to the Candidate‟s suitability for employment. Any such information will be kept in strict confidence and used only in consideration of the suitability of this Candidate for this post.

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2. DUTY OF CARE In supplying a reference you are required to exercise a duty of care. “Negligent misstatement” is a common law action which may arise when someone who has “specialist” knowledge gives another person advice on which the “specialist” knows, or ought reasonably to know, that the other person will act upon. “Malicious falsehood” is when someone makes a maliciously false statement about an individual, who can then sue if his or her career is damaged as a result. 3. CONFIDENTIALITY Information obtained will be treated as confidential. No information will be released without the prior consent of the referee. I would like to take this opportunity of thanking you for your assistance and I would hope that the candidate will advise you at an early date as to the success, or otherwise, of the application. Yours sincerely, HR Manager Enc.

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TEMPLATE 16

IN STRICT CONFIDENCE Name of Applicant :

POST APPLIED FOR : BAND :

(TO BE COMPLETED BY RECRUITING MANAGER/CHAIRPERSON) SECTION A: REF :

In what capacity was the applicant employed by you:

Dates of employment: From: To:

Are the dates of employment with you substantially correct? Yes / No (if „no‟ please correct)

Please state days/occurrences of sickness over the past two years?

___________________ days ________________ occurrences

Reason for leaving:

Would you re-employ? Yes / No

If „no‟ please comment

SECTION B: Where relevant, please indicate your assessment of the following by ticking appropriate box:

Above Average

Average Below Average

Quality of work performed

Attendance/Punctuality

Reliability/Trustworthiness

Ability to work within a team

Ability to work without supervision

Professional Conduct

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Ability to work under pressure

Communication Skills

SECTION C:

Please comment on the applicant‟s character in terms of personality and particular strengths and weaknesses ie. Initiative, drive, judgment and organisational ability.

Would you care to make any other comments concerning this applicant?

Signed …………………………………………………… Print Name …………………………………….. Position ………………………………………………….. Date …………………………………………….

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TEMPLATE 17

IN STRICT CONFIDENCE Name of Applicant :

POST APPLIED FOR : BAND :

(VERBAL REFERENCE: TO BE COMPLETED BY RECRUITING MANAGER/CHAIRPERSON) SECTION A: REF :

In what capacity was the applicant employed by you:

Dates of employment: From: To:

Are the dates of employment with you substantially correct? Yes / No (if „no‟ please correct)

Please state days/occurrences of sickness over the past two years?

___________________ days ________________ occurrences

Reason for leaving:

Would you re-employ? Yes / No

If „no‟ please comment

SECTION B: Where relevant, please indicate your assessment of the following by ticking appropriate box:

Above Average

Average Below Average

Quality of work performed

Attendance/Punctuality

Reliability/Trustworthiness

Ability to work within a team

Ability to work without supervision

Professional Conduct

Ability to work under pressure

Communication Skills

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SECTION C:

Please comment on the applicant‟s character in terms of personality and particular strengths and weaknesses i.e. initiative, drive, judgment and organisational ability.

Would you care to make any other comments concerning this applicant?

Name of Referee……….. .……………………………………. Position ………………………………… Name of Recruiting Manager/Chairperson taking reference ……………………………………………….. Signed …………………………………………………… Date ………………………………………………..

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TEMPLATE 18a MODEL DECLARATION FORM A [to be used when post requires either an Enhanced or Standard CRB Disclosure] CONFIDENTIAL Before you can be considered for appointment in a position of trust with Birmingham and Solihull Mental Health NHS Foundation Trust, 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 the Recruitment Team. All enquiries will be treated in confidence. Birmingham and Solihull mental Health NHS Foundation Trust 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 or 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 for the purpose of enquiries in relation to the prevention and detection of fraud. Once a decision has been made concerning the appointment, for successful applicants the declaration will be retained on their personal file; for unsuccessful applicants, 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 trust 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.

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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 exempt 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.

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.

NO YES

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? NO YES

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.

NO YES

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.

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4. Are you aware of any current police investigation in the United Kingdom or in any other country following allegations made against you?

NO YES

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 NHS Counter Fraud and Security Management Service investigation following allegations made against you? NO YES

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 NHS CFSMS.

6. Have you ever been investigated by the Police, CFSMS 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). NO YES

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? NO YES

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? NO YES

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? NO YES

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*

NO YES

If YES, please include details of the nature of the prohibition, restriction, or limitation, 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 [organisation] 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 ................................................ NAME (in block capitals) .......................................................………... DATE................……………………………………………… Note: if you wish to withdraw your consent at any time after completing this declaration form, please contact [insert details]

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TEMPLATE 18b

MODEL DECLARATION FORM B [only to be used when post is non-exempt of the Rehabilitation of Offenders Act].

CONFIDENTIAL Before you can be considered for appointment in a position of trust with Birmingham and Solihull Mental Health NHS Foundation Trust 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 [insert details]. All enquiries will be treated in confidence. Birmingham and Solihull Mental Health NHS Foundation Trust 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 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 information that you provide in this Declaration Form will be processed in accordance with the Data Protection Act 1998. It will be used for the purpose of determining your application for this position. It will also be used for purposes of enquiries in relation to the prevention and detection of fraud.

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 only any current, “unspent” convictions. You are not required to declare convictions that are “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 do you have any current „unspent‟ convictions or cautions, warnings or reprimands?

Note: You do not need to tell us about parking offences.

NO YES

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.

NO YES

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.

You are reminded that, if you are appointed, you have a continued responsibility to inform us immediately where

you are charged of any new offence, criminal conviction, or fitness to practice proceedings in the United

Kingdom or in any other country that might arise in the future. You do not need to tell us if you are charged with

a parking offence.

3. Are you aware of any current NHS Counter Fraud and Security Management Service (NHS CFSMS)

investigation following allegations made against you?

NO

YES

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 NHS CFSMS.

4. Have you been investigated by the Police, NHS CFSMS or any other Investigatory Body resulting in a

current conviction or dismissal from your employment?

NO

YES

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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 Investigatory Body.

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. This list is not exhaustive, and you must declare

any investigation conducted by an Investigatory Body.

5. Have you ever been dismissed by reason of misconduct from any employment, office or other position

previously held by you?

NO

YES

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.

6. Have you ever been disqualified from the practice of a profession, or required to practice subject to

specified limitations following fitness to practice proceedings, by a regulatory or licensing body in the United

Kingdom or in any other country?

NO

YES

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.

7. Are you currently the subject of any investigation or fitness to practice proceedings by any licensing or

regulatory body in the United Kingdom or in any other country?

NO

YES

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.

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8. Do you know of any other matters in your background which might cause your reliability or suitability

for employment to be called into question?

NO

YES

If YES, please include details.

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.

[You may continue on a separate sheet if necessary and may attach supplementary

comments should you wish to do so]

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DECLARATION

Important: The Data Protection Act 1998 requires us to advise you that we will be processing your personal data. 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, criminal offences, criminal convictions, criminal proceedings, disposal or sentence.

The information that you provide in this Declaration Form will be processed in accordance with the Data Protection Act 1998. It will be used for the purpose of determining your application for this

position. It will also be used for purposes of enquiries in relation to the prevention and detection of fraud.

Once a decision has been made concerning your appointment, [organisation] will not retain this

declaration form any longer than is necessary [see further details in „Guidance Notes for Applicants‟]. This declaration will be kept securely and in confidence. Access to this information will

be restricted to designated persons within the trust who are authorised to view it as a necessary part of their work.

In signing the declaration on this form, you are explicitly consenting for the data you provide to be

processed in the manner described above.

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 [organisation] 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................................................

NAME (in block capitals)

.......................................................………...

DATE................………………………………………………

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PLEASE COMPLETE AND RETURN THIS MODEL DECLARATION FORM IN A SEPARATE

ENVELOPE MARKED ‘CONFIDENTIAL’. FORMS SHOULD BE RETURNED TO:

NAME: .........................................................................

JOB TITLE: .........................................................................

ADDRESS: .........................................................................

........................................................................

........................................................................

If you wish to withdraw your consent at any time after completing this declaration form or you have any

enquiries relating to information required in this form, please contact [insert]. All enquiries will be treated in

strict confidence.

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Template 19 APPOINTEES PROFORMA TO BE COMPLETED BY THE APPOINTING MANAGER If all the relevant boxes are not completed this form will be returned to the appointing manager for completion.

PERSONAL DETAILS (PLEASE PRINT IN BLOCK CAPITALS USING BLACK INK)

Name of Employee (1)

Address (2)

Post Title (3)

Grade (4)

Work Base (5)

ATR NUMBER (6) WHERE DID THEY SEE ADVERT (IF KNOWN) (7)

reporting to (8) Name: job title:

Date of Commencement in POST (9)

Date of Commencement in BSMHFT (10)

Date of commencement in the NHS (11)

Date of commencement in grade (12)

POST DETAILS

Notice Period (13)

Special conditions relating to this appointment (14)

Starting Salary (15) £ Spine Point (16)

Additional ALLOWANCES (17)

Contracted Hours (18)

Days worked / Work Pattern (19)

Annual Leave entitlement for a complete year (20)

AUTHORISATION OF APPOINTMENT

Employment checkS VERIFIED AND CHECKLIST FULLY COMPLETED (21)

BUDGET CODE FOR POST (22)

Appointing Manager (23)

Appointing Manager Signature (24)

Date (25)

FOR OFFICE USE ONLY

Date contract issued Contract checked by

RETURN TO: Recruitment & Retention, Trust Headquarters, B1

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NOTES OF GUIDANCE

(1) Please state the NAME OF THE EMPLOYEE in full including any middle names.

(2) Please state the FULL POSTAL ADDRESS including POSTCODE for the new starter (3) Please state the POST/JOB TITLE of the new starter

(4) Please state the GRADE at which the new starter will be commencing in post

(5) Please state WHERE THE EMPLOYEE WILL BE BASED site and directorate (6) Please state the VR NUMBER of the vacancy the new starter was recruited from

(7) Please state WHERE THE NEW STARTER SAW THE ADVERT (this is stated on the application form) (8) Please state the JOB TITLE of WHO THE NEW STARTER WILL REPORT TO

(9) Please state WHAT DATE THE NEW STARTER IS DUE TO COMMENCE IN POST

(10) Please state WHAT DATE THE NEW STARER COMMENCED WORKING AT BSMHT (11) Please state WHAT DATE THE NEW STARTER COMMENCED WORKING WITHIN THE NHS (this can be at

another Trust) (12) Please state THE DATE THE NEW STARTER COMMENCED IN THE GRADE THEY HAVE BEEN APPOINTED

TO (this can be whilst in another job/Trust of the same grade) (13) Please state what NOTICE PERIOD is to be given by the employee if they wish to resign from

this position.

(14) Please state ANY SPECIAL CONDITIONS APPLICABLE TO THIS POST (ie weekends only/Monday - Friday etc)

(15) Please state the STARTING SALARY for the FULL TIME HOURS of the post the new starter has been appointed to

(16) Please state the SPINE POINT of the salary band the new starter has been appointed to.

(17) Please state ANY ADDITIONAL ALLOWANCES associated to the post (ie MUFTI/RSU/Psychiatric Lead etc.)

(18) Please state the CONTRACTED HOURS at which the new starter has been appointed to work. (19) Please specify the DAYS/WORK PATTERN the new starter will be working (ie, Monday - Friday,

Shifts/Rotation etc.) (20) Please state the FULL TIME ANNUAL LEAVE entitlement associated to the grade the new starter

has been appointed to.

(21) Full Employment Check form completed – see separate guidance note (no contract can be issued without this)

(22) Budget Code – required for commencement form (23) Please state the NAME IN FULL OF THE APPOINTING MANAGER

(24) Please get the SIGNATURE OF THE APPOINTING MANAGER

(25) Please DATE THE FORM as at the date of completion.

TEMPLATE 20

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Directorate of Organisational & Workforce Development

Our Ref: MD/ 12 October 2012

Strictly Addressee Only

Adults of Working Age Trust Headquarters

B1 50 Summerhill Road

Birmingham B1 3RB

«Forename» «Surname» «Address_1» «Address_2» «Address_3»

Telephone: 0121 301 1111 Fax :0121 301 1234

Dear «Forename»

Re: «Job_Band» «Job_Title», «Job_Location» - «Job_Ref»

Following your successful appointment to the above post, I can confirm your agreed commencement date is «Start_Date». Your first three days of employment will be attending the Trust Mandatory Induction programme, which will take place on INSERT DATE at Uffculme Centre in Moseley, directions to the venue are enclosed. On third day after you have completed the Induction you should report to «Manager» at «Job_Location». The Trust Induction will commence promptly at 09.10am on each day, therefore please arrive at least 20 minutes before to allow time for registration on arrival. You will be given an information pack during the registration period by the Learning and Development department. Your attendance at Trust induction on the first day of employment is a contractual requirement. Therefore, please note you are expected to arrive promptly and attend all sessions in order to ensure that you have met the Trusts mandatory induction requirements. Failure to attend the full induction will result in the deferral of your commencement in post (see contract of employment). On the third day of induction you will be required to provide your P45 if available, and your bank account details, a copy of your birth certificate or passport and details of your Professional Registration if applicable, to ensure that you can be commenced on payroll for payment of your salary.

A list of HR policies applying to you in your employment in the Trust is attached. As and when new HR policies are agreed you will be notified on the HR Section of the Trust intranet site. Also attached is an Employee Guide to Sickness Absence, which you should read thoroughly. As a member of staff, you will automatically become one of the 15,000 members of our Trust. Membership is fee of charge and will enable you to contribute to the developments a foundation Trust will bring. Although membership is automatic, if you decide that you would prefer to opt-out you may complete the form available on the Trust‟s intranet site. If you have NHS service we will be seeking information from your previous NHS employer, this is known as the Inter Authority Transfer (IAT) and enables us to confirm your recent employment history. Acceptance of this offer will constitute giving your permission for us to view this data. You will also find attached 2 copies of your statement of terms and conditions relating to this post, I would appreciate it if you could sign both copies keeping one for your own records and returning one to me as

75

confirmation of acceptance of this post within 2 weeks of the date of this letter, you are requested to read this document carefully and take up any queries as early as possible. If there are any queries or questions in the meantime, please do not hesitate to contact a member of my team on 0121 301 1235. Yours sincerely Divisional HR Manager Division Enc: HR Policies list Employee guide to sickness absence 2 copies of Statement of terms and conditions

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TEMPLATE 21

BIRMINGHAM AND SOLIHULL MENTAL HEALTH NHS FOUNDATION TRUST

EQUAL OPPORTUNITIES IN EMPLOYMENT MONITORING FORM RECRUITMENT AND SELECTION

Division: Post Ref No.

Date of Interview: Post Title:

Where Post Advertised: Band:

Reasons for rejecting - See codes

Application

Form No.

Ethnic

Origin

Gender

M/F

Age Disability

Yes/No

Prior to Interview After

Interview

Candidate Selected (App No.) Male/Female

Ethnic Group: Registered disabled Y/N

Once fully completed, please ensure that this form is returned with any other relevant documents to Recruitment and Retention Department, Trust Headquarters, B1.

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A White British/Mixed British

B White Irish

C White Other

D Mixed White/Black Caribbean

E Mixed White/Black African

F Mixed White/Asian

G Mixed Other

H Asian Indian/British Indian

J Asian Pakistani/British Pakistani

K Asian Bangladeshi/British Bangladeshi

L Asian Other

M Black Caribbean

N Black African

P Black Other

R Chinese

S Other Stated Origin

Z Not Stated

Marital Status

Married Single

Widowed Divorced

Separated Not Given

Reasons/Codes for Rejecting Candidates A Failure to meet minimum qualification requirement

B Insufficient relevant experience, that cannot be rectified by training

C Insufficient relevant training or skills/special knowledge

D Insufficient supporting information on Application Form

E Fails to meet personal qualities required

F Late Application

G Application Withdrawn

H Candidate failed to attend

I Offer of post refused

J Candidate failed pre-employment checks

K Inability to articulate knowledge and experience at interview

The candidate meets the following to a lesser degree than the successful candidate

L Relevant Experience

M Relevant Training or skills/ special knowledge

N Relevant Personal qualities

O Relevant qualifications

P Other reason - Please state: ……………………………………………………………

…

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TEMPLATE 22a

Directorate of Organisational & Workforce Development

Our Ref: IN CONFIDENCE

Human Resource Department

Trust Headquarters B1

50 Summerhill Road Birmingham

B1 3RB

Telephone: 0121 301 1236/1237 Fax :0121 301 1234

Dear Re: Leaver Questionnaire/Exit Interview Further to notification that you have resigned from your post at Birmingham and Solihull Mental Health NHS Foundation Trust, I can confirm that you have the opportunity to complete a Leavers Questionnaire or attend an Exit Interview. The Trust is committed to continuous improvement and value feedback from all staff to ensure that we are able to provide the highest level of care to our service users whilst providing staff with a safe and professional environment to work within and develop their career aspirations. Staff views provide valuable feedback that can assist the Trust in reviewing practices and processes and we would therefore be grateful if you could take the time to complete the enclosed questionnaire. Should you wish to provide us with any additional information, please continue on a separate sheet of paper and attach it to the form. Your responses will remain strictly confidential but will allow us the opportunity to make any improvements to your role or to the working practices within the Trust. Alternatively, you can take part in a one to one discussion with your Line Manager or a lead HR Manager. I would be grateful if you could indicate your preferred method of feedback by completing the section below and return it to the Recruitment and Retention Department, Unit 1 – B1, 50 Summerhill Road, Birmingham, B1 3RB, in the envelope provided. On behalf of Birmingham and Solihull Mental Heath NHS Foundation Trust, I would like to thank you for your loyal support and wish you well in the future. Yours sincerely Lead HR Manager

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DO NOT DETACH

Please tick appropriate box. (a) I have completed the questionnaire and returned it to the Recruitment and Retention Dept (b) I wish to have a exit interview with my Line Manager

(c) I wish to have a exit interview with a Lead Human Resources Manager, please

contact me on ……………..to arrange the interview.

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TEMPLATE 22B

Birmingham & Solihull Mental Health NHS Foundation Trust

LEAVERS QUESTIONNAIRE

Your comments and views are important to us and we would therefore be grateful if you could take the time to complete this short questionnaire. Your response will remain confidential but will allow us the opportunity to make any improvements to your role or to the working practices within the Trust. Should you wish to provide us with any additional information, please continue on a separate sheet of paper and attach that to this form. Please not the personal information below is only collected for equal opportunity monitoring purposes.

Personal Information

Name :

Ethnicity (see attached sheet for code)

Disability (Yes/No)

Religion/Faith

Sexual Orientation

Job Title of post leaving :

Grade of post :

Hours : Permanent/ Secondment / Fixed Term Duration :

Department :

Date of Leaving :

Length of Service :

NHS :

Trust :

New Post Details

Job Title of New Position :

Band / Salary of New Post :

Area of Work of New Post (please tick) :

NHS BSMHF T

NHS Other Trust

Other Healthcare Private Sector

Education Other (please state)

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1. Please give the 3 main reasons for leaving your job (List in order of priority from 1-3)

Career progression

Dissatisfaction with working environment

Change in career

Dissatisfaction with manager

Further study/development

Dissatisfaction with working hours

Personal/domestic

Dissatisfaction with work colleagues

Dissatisfaction with job

Maternity

Dissatisfaction with terms and conditions

Move out of area

Dissatisfaction with organisation

Other: Please state:

2. PLEASE COMMENT ON THE FOLLOWING WITHIN THE TRUST (only tick one box on each row)

Excellent Very good

Good Satisfactory Poor

Opportunities for career progression

Training

Pay

Holidays

Dining room facilities

Parking

Flexible working arrangements

Working Conditions

Childcare facilities

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Please answer the following questions giving reasons as appropriate 3) Has your decision to leave been influenced by your job content? Yes / No If yes, how? --------------------------------------------------------------------------------------------------------------------------- --------------------------------------------------------------------------------------------------------------------------- --------------------------------------------------------------------------------------------------------------------------- --------------------------------------------------------------------------------------------------------------------------- 4) Did your job description and person specification accurately reflect Yes / No your role? --------------------------------------------------------------------------------------------------------------------------- --------------------------------------------------------------------------------------------------------------------------- --------------------------------------------------------------------------------------------------------------------------- --------------------------------------------------------------------------------------------------------------------------- 5) Are there any improvements that could be made to your role? Yes / No --------------------------------------------------------------------------------------------------------------------------- --------------------------------------------------------------------------------------------------------------------------- --------------------------------------------------------------------------------------------------------------------------- --------------------------------------------------------------------------------------------------------------------------- 6) Do you feel that staff had a good relationship with managers in the department? Yes / No

--------------------------------------------------------------------------------------------------------------------------- --------------------------------------------------------------------------------------------------------------------------- --------------------------------------------------------------------------------------------------------------------------- ---------------------------------------------------------------------------------------------------------------------------

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7) Would greater flexibility in working hours influence your decision to leave Yes / No

--------------------------------------------------------------------------------------------------------------------------- --------------------------------------------------------------------------------------------------------------------------- ----------------------------------------------------------------------------------------------------------------------------- ----

8) Was your decision to leave a result of a change to terms and conditions Yes / No

of service? If yes, please explain the change and its effect. --------------------------------------------------------------------------------------------------------------------------- --------------------------------------------------------------------------------------------------------------------------- --------------------------------------------------------------------------------------------------------------------------- ---------------------------------------------------------------------------------------------------------------------------

9) Do you feel that communication within the organisation is good? Yes / No --------------------------------------------------------------------------------------------------------------------------- --------------------------------------------------------------------------------------------------------------------------- --------------------------------------------------------------------------------------------------------------------------- --------------------------------------------------------------------------------------------------------------------------- 10) Do you feel that you have been treated with dignity and respect whilst Yes / No

at work? (if no, did this influence your decision to leave) --------------------------------------------------------------------------------------------------------------------------- --------------------------------------------------------------------------------------------------------------------------- --------------------------------------------------------------------------------------------------------------------------- --------------------------------------------------------------------------------------------------------------------------- 11) Have you encountered any violence or aggression in the course of Yes/ No

your work? --------------------------------------------------------------------------------------------------------------------------- ---------------------------------------------------------------------------------------------------------------------------

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--------------------------------------------------------------------------------------------------------------------------- --------------------------------------------------------------------------------------------------------------------------- 12) Do you feel that reasonable adjustments were made to accommodate Yes/No your specific needs? (if no, what adjustments could have been made) -------------------------------------------------------------------------------------------------------------------------- -------------------------------------------------------------------------------------------------------------------------- --------------------------------------------------------------------------------------------------------------------------- 13) Does you new post offer better terms and conditions? Yes / No If yes, what is the difference? --------------------------------------------------------------------------------------------------------------------------- --------------------------------------------------------------------------------------------------------------------------- --------------------------------------------------------------------------------------------------------------------------- 13) Would you consider returning to the Mental Health Trust in the future? Yes / No

--------------------------------------------------------------------------------------------------------------------------- --------------------------------------------------------------------------------------------------------------------------- -------------------------------------------------------------------------------------------------------------------------- --------------------------------------------------------------------------------------------------------------------------- 14) Would you like to make any comments about working for the Trust in Yes/ No general?

--------------------------------------------------------------------------------------------------------------------------- --------------------------------------------------------------------------------------------------------------------------- --------------------------------------------------------------------------------------------------------------------------- --------------------------------------------------------------------------------------------------------------------------

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Thank you for taking the time to complete the questionnaire. Please return it in the envelope provided to: Recruitment and Retention Department

Unit 1 – B1 50 Summerhill Road Birmingham. B1 3RB

Ethnic Codes Please select the appropriate code from the list below and enter the code in ethnicity box on the front of the questionnaire.

Ethnic Group Code

White - British A

White - Irish B

White - Other C

Mixed - White and Black Caribbean D

Mixed - White and Black African E

Mixed - White and Asian F

Mixed - Other G

Asian / Asian British - Indian H

Asian / Asian British - Pakistani J

Asian / Asian British - Bangladeshi K

Asian / Asian British - Other L

Black / Black British - Caribbean M

Black / Black British - African N

Black / Black British - Other P

Chinese R

Any Other Ethnic Group S

Not Stated (person declined) Z

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Template 23

Directorate of Organisational & Workforce Development

Guidelines on providing Employment References

The following guidelines are intended for the advice of staff that may be asked to give references for current or past members of staff.

Legal Background General Referees are under a legal obligation to use due care when compiling references to ensure that they are based on accurate information. If the subject of a reference is defamed, orally or in writing, or suffers a financial loss as the result of inaccurate statements in a reference, which were knowingly untrue and given with malice intended, then a civil action for defamation or malicious falsehood may follow. Referees also have a duty of care to the recipient of the reference, which means that they should not supply a good reference when they have grounds for suspecting the competence or honesty of the subject. Liability may also arise through carelessness either as to matters of fact or in the formulation of an expression of opinion. If either the recipient or the subject of the reference suffers as a result of a negligent misstatement made by the referee then he or she will have grounds to sue the referee (not the organisation) for negligence through a civil action in the courts. Confidentiality of references under Data Protection Act 1998 The references written by an organisation for the purposes of employment are specifically excluded from the rights to access established by the Act, in the sense that employees are not entitled to have access through their own employer to an employment reference given or to be given, in confidence, by that employer. However, once the reference has been received by the organisation requesting it, it is in principle accessible through the organisation. This means that individuals can apply to see references written by you through the other employer and to see references given to you, through you. In most cases, disclosure of the reference would necessarily entail disclosure of the referee‟s identity and if it were given in confidence the referee‟s consent would be required before the reference could be disclosed. If the referee‟s consent is refused the recipient can refuse access. The recipient will need to decide whether it is reasonable in all circumstances to dispense with consent.

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General Principles Although there is no obligation to provide references, it is considered as normal practice within the Trust to provide these for staff. It is however good practice that permission is sought from the referee before their name is submitted. Someone who has line management responsibility for the individual and can comment on their ability to complete the post applied for should provide references. They should also have access to the personal file so information on sickness, attendance etc can be sought. It is not appropriate to provide a reference for an individual of the same grade. Aims of the Reference To confirm facts – to confirm the accuracy of the statements made in the application To provide opinions – give the referee‟s opinion as to the candidate‟s suitability for the position applied for and his/her potential for the future Responsibilities of Staff Providing References: To ensure that they are in a position of authority and are able to fully comment on an individuals ability to complete the tasks To take reasonable steps to ensure that any data which they release outside of the Trust is accurate To ensure that there is a reasonable expectation that the person seeking the reference is authorised to do so by the intended subject. Guidelines for Writing References If you are unwilling to or uncertain about whether you should provide a reference, or would like advice on how to prepare a reference, please contact your Lead Human Resources Manager. When writing references: Be fair to both the member of staff and the recipient of the reference

Ensure the reference is factually correct – if you are unsure of any facts or wish to check employment information please speak to the most senior staff member and always refer to the staff member‟s personal file for accurate and up to date information. Ensure that your opinions are clearly stated as opinions, that they are based on verifiable facts and that you are in a position to give such opinions.

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If you are asked to express an opinion on areas where you have limited knowledge it might be necessary to use phrases such as, “I know of no reason to question xxxx‟s honesty/integrity” “Although xxxxx has not undertaken xxxxxx role/responsibilities whilst working with me, based on my experience of ……… I am confident he/she has the required experience and skills.”

You should not include anything, which you are not prepared to discuss with or show to the member of staff. If you have concerns about conduct or performance but have never raised it with the member of staff, you should not include it in the reference. It is always advisable to share the reference with the staff member it is being provided for this ensures that information is open and transparent. If you use information which is not personally known to you, it should be clearly acknowledged and the source of the information consulted, if possible, e.g. if the request requires information about an element of work that you are not familiar with, you might wish to use “having consulted xxxxx xxxxx who has most interaction with xxxxx on this area of work I can advise that ……”

If in doubt about providing a reference, it is advisable to provide only the basic facts, i.e. Dates of employment and a brief description of duties and responsibilities. The above guidelines apply equally to references provided by email. It is useful to remember that emails provide a permanent record of your views and they should not be used as an informal method of communication.