Recruitment and Selection - wsh.nhs.uk · the Recruitment and Selection of new and existing Staff....

Source: HR & Communications Directorate Status: APPROVED Document Ref: PP(18)049 Issue Date: April 2018 Review date: April 2021 Page 1 of 60

Trust Policy & Procedure Document Ref No: PP(18)049

RECRUITMENT & SELECTION POLICY

For use in: All areas of Trust

For use by: All staff covered by Agenda for Change

For use for: Recruitment & Selection of Staff

Document Owner: Executive Director of HR & Communications

Status: APPROVED

Purpose of this Document: To provide clear guidance on the correct procedure to all staff in the Trust who are responsible for the Recruitment and Selection of new and existing Staff. Ensuring that all candidates are treated fairly and equally and that safe recruitment decisions are made to protect both children and vulnerable adults in the care of the Trust. To support managers in the implementation and use of Values Based Recruitment to ensure we attract and select employees on the basis that their own individual values and behaviours align with the values and behaviours expected by the Trust. To ensure that all appropriate pre and post employment check are carried out in accordance with current guidelines and legislation. This policy must be used in conjunction with the following policies:

Identity Checks & Right to Work in the UK PP()245

Equal Opportunities PP()021

Disclosure & Barring Policy PP()125

Resignation of West Suffolk Hospital Employees PP()128

Registration/Statutory Responsibility of Professional Staff PP()096

Reference Policy PP()190

Fit & Proper Persons Test for Directors PP()331 Contents Page

1. Policy Statement 2

2. Exceptions 2

3. Vacancy Approval Form 3

4. West Suffolk Professionals 3

5. Values Based Recruitment 4

6. Roles & Responsibilities 7

7. Pre Advertising Stages 7

8. Attracting Applicants - Advertising 11

9. Applications 11

10. NHS Jobs - Short-listing Process 12

11. Interview arrangements 14

12. Pre-employment checks 17

13. Pre-employment checks and Responsibility Table 22

14. Fit & Proper Person Test For Directors 23

15. Following the Interview 23


16. Retention of Recruitment Records & Data Protection 25

17. Equal Opportunities 26

18. Awareness raising of Recruitment & Selection 27

19. Clearing House Arrangements 27

20. Queries 27

21. Review & Monitoring 28

22. Document Configuration 28

Appendices Page

1. Vacancy Authorisation Form & Time Scales 29

2. Job Description Format 32

3. Sample Job Description 33

4. Guidance on Disclosure & Barring Categories 38

5. Criminal Records & Fitness to Practice Declaration 39

6. Sample KSF Outlines Generic Profile final Gateways 42

7. Person Specification Format 43

8. Sample Person Specification 44

9. Checklist for Advertisements 45

10. Guidance on Language Competency 47

11. Interview Record Form 48

12. Conditional Offer of Employment 49

13. Unconditional Offer of Employment 51

14. Confidential Reference Form 54

15. Letter of Resignation template – Leaving the Trust 56

16. Letter of Resignation template – staying in the Trust 58

17. Advert Requisition Form 59

1 POLICY STATEMENT Everyone who works at the West Suffolk NHS Foundation Trust (permanent/temporary, NHS Professionals, Agency/Locum or volunteers) or anyone who applies to work at the West Suffolk NHS Foundation Trust should be treated fairly and valued equally. All conditions of service and job requirements should fit with the needs of the service and those who work in it, regardless of age, disability, race, nationality, ethnic or national origin, gender, religion, beliefs, sexual orientation, domestic circumstances, social and employment status, HIV status, gender reassignment, political affiliation or Union membership. The Trust has an Equal Opportunities Policy PP()021 aiming to promote equality and diversity in all employment processes. This Recruitment and Selection policy aims to ensure that the Trust has fair, open and non discriminatory systems for recruiting, developing and promoting people based on high standards to ensure the recruitment and retention of high quality staff. The processes in this policy must be followed by all Trust managers recruiting to all Trust appointments whether permanent, open-ended, fixed-term, NHSP Bank or temporary; this includes the recruitment process for NHS Professionals. For fixed-term appointment refer to Policy PP()071.

Any Employment Agencies used to supply staff must be recognised as being part of the East of England Agency Framework (under the CPP Collaborative Procurement Partnership), and therefore will have completed the appropriate employment checks as required by this agreement. The recruitment and selection of volunteers will be in accordance with the general principles of this policy.

2. EXCEPTIONS – There will be a number of exceptions to the above as follows:


Where an agreed separate process exist (e.g. appointment of permanent medical staff and NHS Professionals for Doctors). The Trust will follow the guidance from Consultants Best Practice and GMC recommendations and the Deanery Good Practice Guidance.

Where specific arrangements are agreed with the Executive Director of HR, or where posts are identified for redeployment in the case of redundancy, reorganisations, disability, ill health or some other appropriate reason identified by the Trust.

Where an individual has been in a Fixed Term Post for a period of time and has been trained and developed and is performing well in the role and there is a requirement to make the post permanent. Justification must be sent in writing to the HR Directorate to make the post permanent. If there is justification the post would not need to be readvertised and the fixed term contract would be made permanent once a Vacancy Approval Form (VAF) has been approved.

Where there is an urgent business need to appoint to a post and the Trust have to act quickly to provide an essential service. This may be in response to a grant of funding to provide a service within a short timescale, or an urgent project. With the support of HR a manager can fill an urgent vacancy on a temporary basis, with either a current member of staff with the appropriate competencies or go out to an Agency.

Where there is a Secondment or Acting Up opportunity and there are suitable candidates already within the team/ward/department. With the support of HR a manager can offer a Secondment/Acting up opportunity to their own staff without having to advertise the post on NHS Jobs. If there is more than one suitable candidate within the team/ward/department all members should be made aware of the opportunity.

3. VACANCY APPROVAL FORM The manager must obtain appropriate authorisation to recruit by completing a electronic Vacancy Authorisation Form – e-VAF (Appendix 1). This must be signed by both the Budget Holder and Finance. The completed form must be submitted to the Vacancy Approval Panel which sits twice per month and consists of two Executive Directors, who will either approve or decline the application. Positions that are not approved will not be advertised.

Authorisation is required for new posts, replacement posts, extensions to fixed-term contracts, permanent regrading and increase/decrease of contracted hours.

Exempt from the VAF panel are all Clinical based Nursing Staff from Band 2-6, this includes Community Nursing Staff, Emergency Department, AMU, CCU, Day Surgery Unit and all wards.

A form is not required for the replacement of junior medical staff, but is needed for new/additional posts, long- term medical locums and all consultant appointments.

At certain times a Vacancy Approval Panel will be put in place with strict guidelines on the approval of VAF’s to manage financial expenditure on recruitment. 4. WEST SUFFOLK PROFESSIONALS The West Suffolk Professionals (WSP) service is administered by the West Suffolk NHS Foundation Trust. Staff registered with WSP will follow the same recruitment process as substantive staff to the Trust. As a member of West Suffolk Professionals staff are not an employee of West Suffolk Professionals or of the Trust. Staff have no entitlement to guaranteed or continuous work and it is for the Trust to determine in any one week whether they shall be called into work, where work is available.


If a ward/area manager mutually identifies a member of WSP they think would be suitable for a permanent position in their area, an appointment can be made without further advertising. Managers are advised to speak to the WSP Manager to discuss this further.

5. VALUES BASED RECRUITMENT

Following the Francis Report (2013), Values Based Recruitment (VBR) has been identified as a key objective for the Trust and NHS overall. The Francis Report (2013) highlighted the key role that our workforce plays in the provision of high quality and safe healthcare services. In particular, it identified the significance of staff values and behaviours on the level of care and patient experience.

The VBR method aims to attract and select employees on the basis that their own individual values and behaviours align with the values and behaviours of the Trust. The Trust’s Recruitment & Selection process is moving towards VBR to ensure that employees are selected against the Trust values to enable us to recruit the right workforce (with the right skills and in the right numbers) and also with the right values to support our teams in the delivery of excellent patient care and experience.

VBR can be delivered using a range of recruitment methods including pre-screening assessments, values based interviewing techniques, role play, written responses to scenarios and assessment centre approaches. This will be initially introduced on a post-by-post basis, with a goal to use VBR for all vacancies, not just those with direct patient contact.

Changes using Values Based Recruitment: Job descriptions – will include details which tell job applicants about our values and Patients First Service Standards. The person specification may also include a compulsory section entitled “Values and Behaviours” under the Essential criteria.

Job adverts – managers will be provided with assistance from HR to write an advert to reflect the values based recruitment method.

Interview questions and interviewing – interview panels will be provided with an interview question matrix and a selection of compulsory questions. In each section the panel will need to add questions from the compulsory questions, to answer the following:

CAN they do the job (abilities, experience, qualifications, technical skills),

HOW will they do the job (personality, style, pressure, relationships) and

DO THEY WANT to do the job (aspiration, values and motivation, “fit” with organisational culture, how will they be engaged?)

Managers will be required to ask each applicant to talk about one of the Patients First Service Standards, why they think it is important within the Hospital overall, how they think it relates to the job they have applied for and how they would hope to incorporate it into their daily working activities. This will enable you to find out whether the candidate has read and identified with the Patients First Service Standards.

What are our values? The following will appear on all job descriptions for vacancies being advertised within the Trust. They will encourage prospective employees to find out about our Trust Values and Patients First Service Standards at the time of application. It will also make them aware that should they be shortlisted they will be expected to discuss the Patients First Service Standards with the interview panel. They will be reminded of this at the invite to interview stage too.


Our FIRST Trust values First for patients and community We will provide the highest possible quality

service and care for our patients and their relatives within the available resources

Integrated team working We will adapt our skills and attitudes as needs

change and develop, working in partnership with colleagues and service users in an environment conducive to learning

Respect and courtesy We will show understanding and respect for each other, being open and honest in our communication with colleagues and service users

Supporting and valuing staff We will provide equipment, training and an appropriate working environment for all staff, to help them do their job effectively and progress in their personal development

Two way open communication We will take responsibility for maintaining a two way flow of communication and providing a welcoming, safe and secure environment for patients and staff, providing information about changes to our processes when they happen.

Find out more about our visions and values Putting You First By creating a safe, supportive and honest environment; by caring for each other, listening and being helpful and by working together, valuing each other’s time and contribution we can create a working environment in which every member of staff can thrive.

In support of our culture of Putting You First, we ask all of our teams to make it the norm for everyone working at West Suffolk Hospital to start every interaction with “Hello, my name is…” It is a small gesture, but one that really makes a difference. It’s the least we can do as part of building good working relationships with both patients and other colleagues. It is the first rung on the ladder to providing compassionate care and often getting the simple things right, which means the more complex things will follow more easily and naturally. Find out more about Hello, my name is... To help us achieve our vision and values, we also have a set of Patients First Service Standards. As a member of our team, you will need to live these standards, placing them at the heart of everything you do. On the next page, you will find some further information on our Patients First Service Standards. If you are invited to attend for a job interview, you will be asked to talk about one of our Service Standards, explaining why you think it is relevant to the position you have applied for and how you would incorporate it into your everyday working life.

http://www.wsh.nhs.uk/Corporate-information/Our-vision-and-values/Our-vision-and-values.aspx

https://hellomynameis.org.uk/


Patients First Service Standards – Putting You First

Putting You First recognises the importance of both patients and staff members. When patients and staff work together with mutual respect and understanding, real achievements can happen. Our ten behavioural standards underpin this value. Our staff members play an important role in ensuring that the behavioural standards become a way of working. Paying attention to detail, embracing diversity, listening to ideas, being open, honest and aware – these are just some of the key principles we ask of our staff. Hospitals can be daunting places to come, and it is up to us to ensure that the experiences of those people having treatment here and working here are as pleasant as possible. When recruiting new staff to our teams, we look for people who will place these standards at the heart of everything they do. Find out more here 1. Clean – patients are safe We will be vigilant across all aspects of safety, practice hand hygiene and show attention to detail for a clean and tidy environment wherever we work. 2. On stage – patients feel safe At all times, we will look and behave professionally, acting as an ambassador for the Trust so that patients, families and carers feel safe and are never unduly worried. 3. Honest – patients stay safe We will be confident to speak up if standards are not displayed, appreciative when they are and we will be open to ‘positive challenge’ by colleagues. 4. Courteous and respectful Whatever our role, we will be polite, courteous and positive in the face of adversity and we will always be respectful of people’s individuality, privacy and dignity. 5. Communicate and listen We will take the time to listen, asking open questions and keeping people informed of what’s happening, providing smooth handovers. 6. Helpful and kind We will keep our “eyes open” for (and will not avoid) people who need help; we will take ownership of delivering, ensuring that we are all people that others can rely on. 7. Informative We will involve patients as partners in their own care, helping them to be clear about their condition, choices, and care plan and how they might feel and we will answer their questions without using jargon. 8. Timely We will appreciate that other people’s time is valuable and offer a responsive service to keep waiting to a minimum, helping patients to get better quicker and spend as little time in hospital as appropriate 9. Compassionate We understand the important role that patients and families feelings play in helping them feel better and will be compassionate, gentle, reassuring and considerate of patients’ pain. 10. Improving is everyone’s job We will look to simplify processes, eliminate waste and increase efficiency by putting patients first. We will seek out and act to solve patients’ frustrations and take part in evidence-led quality improvement. We will be happy to be measured and held accountable for our own roles, quality for patients and Trust performance.

http://www.wsh.nhs.uk/CMS-Documents/Staff/General-Documents/11237SPT-WSFT-Putting-you-first-6-page-A5-v4-repro-2.pdf


6. ROLES AND RESPONSIBILITIES All Trust employees involved in the recruitment and selection process are responsible for ensuring that this policy and procedure are followed. Trust managers have a particular responsibility for ensuring that the processes are followed by all members of their staff involved in recruitment and selection. Interview Panel Chairs are also responsible for ensuring the process at short listing and interview is adhered to, and that no unlawful discrimination or other infringement of legislation takes place.

The HR & Communications Directorate have an Administrator in post to check that all Pre and Post employment checks have been carried out in line with Trust policy and that all appropriate procedures have been followed. While the Interview Panel may select a preferred candidate, the responsibility for offering the CONDITIONAL OFFER and determining the salary level will remain with the Trust as the employer, as represented by the Chair of the selection panel. The HR and Communications Directorate will provide advice on starting salary as required in line with the Agenda for Change Terms and Conditions of service and the Starting Salaries Policy PP()207.

The HR and Communications Directorate will:

Advise on the process, including mandatory Pre and Post appointment checks

Receive all job advertisement paperwork, ensuring that information is entered into ESR to maintain Work Structures.

Place the job advertisement on the National NHS Jobs website and in the Green Sheet.

Arrange for the advert to be published in the press and journals, if authorisation has been given.

Provide the terms and conditions sheet for the job, including salary band

The HR Administrator – Employment Checks will ensure all Pre-employment checks have been carried out satisfactorily before an UNCONDITIONAL offer of employment is made.

Issue the Contract of Employment in line with legal requirements.

Monitor vacancies for redeployment opportunities

Audit the process and take action on breaches of procedure

Review and update the policy in conjunction with the Trust Equality and Diversity Group to take account of any developments in employment legislation, good practice and NHS employment policy

7 PRE ADVERTISING STAGES 7.1 Review of job requirements Before advertising a post in the Trust, managers must:

Review the requirements of the department to check whether there is a need to recruit on a different basis.

Review options for flexible working (see Trust policies - Annualised Hours PP()103, Home Working PP()095, Term Time Working PP()091, Job Sharing PP()047) consider whether this is a useful opportunity for secondment or other form of development in consultation with the HR and Communications Directorate.

Submit a VAF and obtain approval (see Section 3)


7.2 Job Description Every job must have an up to date electronic job description, summarising the duties and responsibilities of the post. This must be reviewed in consultation with colleagues for accuracy, taking account of any changes required in the light of organisational design, costs, and overlap of responsibilities, workload and clinical risk.

A standard format for Trust job descriptions is attached at Appendix 2 and a sample job description is attached at Appendix 3. Patients First Service Standards - All job descriptions must include the following statements: At West Suffolk NHS Foundation Trust we promise to put Patients First. Our commitment to every patient, every day, doing our best to ensure they feel safe, in a clean and comfortable environment with highly professional staff who work together to achieve this. We want our patients to feel cared for, with a courteous and respectful attitude from kind and helpful staff who have the time to listen and keep them informed at every step. We want them to feel confident that their treatment is provided by skilled and compassionate teams who will involve them in their care and who understand their time is valuable. The Trust delivers services to patients seven days a week and aims to provide equality of treatment and outcome regardless of the day of the week. To meet these aims and changing service requirements, the Trust may need you either to work temporarily outside of your core hours or to permanently change your core working days and hours. The Trust will give you reasonable notice, where possible, of temporary changes to your days or hours of work and will consult with you and/or your staff representatives about substantial permanent changes, but ultimately, these are changes which may be required of you. 7.3 Disclosure & Barring and Protection of Children Managers must follow the Trust’s Disclosure & Barring Policy PP()125.

The Rehabilitation of Offenders Act 1974 allows certain convicted persons who have not been reconvicted after certain lengths of time to consider their convictions ‘spent’. Under such circumstances a person need not reveal such convictions.

The Act applies to the NHS but an Exception Order excludes those NHS posts that normally involve direct contact with patients, providing that job applicants and referees are made aware of this fact. The purpose of the Act is to safeguard the public.

The majority of posts within the Trust will be classed as ‘Regulated Activity’ see 7.4 below and job applicants are asked to divulge any convictions if appropriate. Managers must seek advice from the HR and Communications Directorate if they are in any doubt about the status of a post. The HR and Communications Directorate will also provide advice on whether offences stated should exclude an applicant from being shortlisted or appointed. When considering a new post or filling an established post that has become vacant, managers must determine or review if:

a. The post is exempt from the Rehabilitation of Offenders Act 1974(Exceptions) Order 1975. (If the post is covered by the Act the panel should only consider any pending criminal convictions or any that are not considered to be “spent”.)

b. It is necessary to obtain a DBS Disclosure check, and if so, the level of Disclosure

required. Guidance on levels of DBS Disclosure required for Trust staff groups is attached at Appendix 4.


c. If a DBS Disclosure is required, the applicant will also need to complete a self-declaration form ‘Fitness to Practice’ Appendix 5.

d. The post is a “regulated position” under the terms of the Protection of Children Act

1999 (as amended by the Criminal Justice and Court Services Act 2000). Checks must be carried out in accordance with the act by which anyone whose name is on the list is barred from working with children. It is an offence for an individual knowingly to offer work to or procure work for such a person.

7.4 DEFINITION OF ‘REGULATED ACTIVITY There are six categories of Regulated activity as defined by the Protection of Freedom’s Act 2012 as follows:

Healthcare

Personal care

Social work

Assistance with cash, bills or shopping

Assistance with the conduct of their own affairs

Conveying services

Any person engaging in ‘regulated activity’ (paid or unpaid) must have an enhanced DBS check with barred list information.

It is an offence for the Trust to appoint or to continue to employ a person in ‘regulated activity’ knowing they are barred from working with children and/or adults

‘Regulated activity’ also includes a person providing ‘unsupervised’ teaching, training, instruction, caring for or supervision of children where these activities are carried out on a ‘frequent’ basis. To be eligible to apply for a DBS check for ‘regulated activity’ the activity required in the post must be carried out frequently, intensively or overnight.

Frequently In the health sector the activity must be carried out once a month or more.

Intensively In all sectors the activity is carried out four days or more in any 30 day period.

Overnight In all sectors the activity is carried out between the hours of 2am and 6am

7.5 Person Specification The Person Specification is derived from the Job Description and sets out the essential and desirable criteria required in the employee, and how these will be assessed. An accurate Person Specification is absolutely key in order to attract the people with the right qualifications, skills, knowledge, values and experience. A distinction must be made between essential criteria and the desirable criteria. Extreme care should be taken when considering both the essential and desirable criteria to ensure that the assessment does not have any in-built bias against any of the 9 Protected Characteristics as follows:

Age

Disability

Race

Religion or Belief

Sex

Sexual Orientation

Gender Reassignment

Marriage & Civil Partnership

Pregnancy and Maternity.


A model Person Specification template is attached at Appendix 7 and a sample Person specification is given at Appendix 8. When a job becomes vacant, any existing Person Specification must be reviewed in line with the revised Job Description and Trust Equal Opportunities Policy PP()021.

7.6 Discrimination check

Legislation and NHS policy requires that there should be no direct or indirect discrimination on the grounds of any of the 9 Protected Characteristics (as above) in the recruitment and selection process. All requirements in the Person Specification will be checked by the HR and Communications Directorate to ensure there is no disadvantage to candidates on these grounds. Advice on wording of Person Specifications is also available.

Disability - the Person Specification should clearly reflect the needs of the job and must exclude requirements that unnecessarily place disabled applicants at a disadvantage. Take care also to avoid unnecessary requirements that may lead to discrimination. For example, if the job is to be carried out at different locations, rather than requiring applicants to have a driving licence or are car drivers / owners, it should be enough to require that they are able to travel to the required sites to perform the role.

7.7 Use of the person specification Person Specifications are used throughout the recruitment and selection process in the following ways:

Recruitment - the Person Specification will be available with the Job Description to download from the NHS Jobs web site. A copy of this is also sent to the preferred candidate’s referees, and will form part of the Interview Panel’s information pack.

Short-listing - to ensure objectivity, short-listing is carried out on the basis of the Person Specification and Job Description. Candidates who meet the essential criteria of the job will be selected for interview unless this produces too long a list. In that case further short-listing will be made on the basis of the desirable criteria, weighted if appropriate by the Panel.

Selection - the interview process, to ensure objectivity, will be structured with values based interview questions linked to the Person Specification and Job Description covering all essential and desirable criteria.

7.8 Knowledge Skills Framework Outlines The NHS KSF defines and describes the knowledge and skills that staff need to apply in their work to deliver quality services. All posts are required to have an agreed KSF Outline See Appendix 6.

7.9 Composition of the Selection Panel Panel membership may vary according to the type of job: for example, panel memberships for some senior professional appointments are covered in national guidance. However the standard panel for Trust appointments should normally be:

Panel chair - directorate senior manager or manager/supervisor of the post who has attended the Skills Plus Recruitment & Selection Workshop and has a good understanding of their legal role and responsibilities in relation to recruitment and selection.

An HR representative for senior posts (e.g. Band 6 or higher grade appointments) or where the Panel Chair requests HR Support (e.g. where internal candidates are to be interviewed and an independent view is needed, or there is no-one on the panel who has attended the Skills Plus Recruitment & Selection Workshop).

Individual(s) with knowledge of the job area who can provide an objective view.


It is recommended that appointments should be made with a panel of three, and no appointments may be made with a panel of less than two people. A minimum of one person per panel must have completed the Skills Plus Recruitment & Selection Workshop. The Panel must not include anyone who may be related to or be a close friend of any of the candidates. If a panel member is known to a candidate they must make the other panel members aware of this fact.

8. ATTRACTING APPLICANTS - ADVERTISING The Trust are committed to the National NHS E-Recruitment website NHS Jobs and all advertisements will be placed on the site and in the Green Sheet. The Advert Requisition Form (Appendix 17) should be emailed to Job. Adverts along with an electronic copy of the Job Description, and Person Specification.

The advertisement wording should be designed to attract as wide a group of suitably qualified applicants as possible and promote a culturally diverse workforce. An advertisement checklist is attached at Appendix 9.

Advertisements should be expressed in clear language with no unlawful bias, particularly in terms of the 9 Protected Characteristics. The job advertisement should also state if a DBS Disclosure will be required for the successful applicant, which HR will add to the advert if appropriate.

The recruiting manager will receive an email from the Recruitment Team to confirm the date that the post will close on NHS Jobs. Recruiting managers should allocate time in their diaries for shortlisting once they know the closing date of their vacancy. On occasion it may be necessary to close a vacancy after a set number of applications have been received, if this is the case the advert will clearly state that the post will close after a sufficient number of applications has been received. The NHS Jobs website ensures that all jobs are widely advertised and filled in open competition unless there is a redundancy exercise in progress, or some other redeployment need. Authorisation from the Budget Holder and Executive Director of Workforce & Communications is required before any advert is placed in national, local, specialist press or journals, if approved the individual department/ward are responsible for the cost of any advertisement. Recruitment agencies should not normally be involved. If an agency is engaged the HR and Communications Directorate should be involved to ensure that the agency is on the East of England Agency Framework (under the CPP).

9. APPLICATIONS The Trust has made the decision to use electronic recruitment for all posts, and will only accept paper applications in special circumstances. Candidates who do not have access to a computer are advised to try the local library facilities; internal candidates can use the Time Out Internet Cafe, or the Education Centre Library. Appointments can also be arranged within the HR & Communications Directorate to complete an electronic application form if necessary. 9.1 NHS Jobs Recruitment - Application Forms The NHS Jobs site uses the NHS National application form to ensure applicants give the information required, and that this process is not unlawfully discriminatory. Once an applicant has completed and sent a NHS Jobs application form, they can save their completed application and use for other vacancies on the NHS Jobs web site.


The NHS Jobs site does not allow candidates to attach a CV with their application form and the HR Recruitment Team do not accept CV’s, this is to ensure there is no discrimination and all candidates are considered for short listing using the same process and form. Disabled candidates wishing to submit an application in a particular medium, eg audiocassette will be accommodated.

The application form makes clear to whom the information is being provided and how it will be used (i.e. by West Suffolk NHS Foundation Trust for the purpose of recruitment to the specified post only).

All NHS Jobs applications are stored securely on the system. When copies are given to Interview Panel members, they must ensure similar safe storage. All interview paperwork must be returned to the HR Recruitment Team following the interviews.

Any applications, which are not completed in full or do not meet the specified filter selection questions required for the post will be automatically eliminated by the system. 9.2 Paper Application Forms Exceptions will be made in certain circumstances where the candidate is unable to access the NHS Jobs site and word processing skills are not required as part of the post being applied for.

Any paper applications received will be manually input onto NHS Jobs as an Offline Application, and the original form will be scanned into the electronic job file, before being securely shredded.

9.3 Work Permits It is particularly essential that the Identity Checks & Right to Work in the UK Policy PP()245 is read, understood and followed for this section. EEA Countries Citizens of countries, which are signatories to the European Economic Area Agreement (EEA), are able to work in the UK without obtaining any formal immigration clearances. Additionally, Commonwealth citizens given leave to enter or to remain in the UK on the basis that a grandparent was born here may obtain clearance from the Home Office. Advice should be sought from the HR and Communications Directorate where any candidate is applying for work from outside of the UK.

Non EEA Countries The Asylum and Immigration Act 1996 (and subsequent amendments) makes it a criminal offence to engage a worker without proper immigration clearance and anyone involved in the recruitment process may be personally liable for the offence, which carries a £10,000 fine. It is therefore essential that the applicant complete the questions on the application form relating to Immigration Status and Work Permits and appointing officers use the ID Identity Checks and Right to Work in the UK Policy. Immigration guidance and advice should be sought from the HR & Communications Directorate. 9.4 NHS Jobs Recruitment - Applicant Pack Applicants will be able to download a copy of the job description, person specification, and supplementary information about the Trust and Bury St Edmunds from the NHS Jobs recruitment site.

10. NHS JOBS - SHORTLISTING PROCESS 10.1 General The HR recruitment team will email the manager to advise of the closing date of their vacancy and suggest that the manager blocks out some time in their diary to carry out the shortlisting as soon as it is received.


The day after the vacancy ‘close date’ the recruitment team email the electronic applications to the persons nominated to shortlist for the post requesting comments. Paper applications will be scanned and emailed separately but the shortlisting comments must be made on the NHS Jobs Recruitment system. Only Part B of the application form (detailing qualifications, skills, experience, and work history) will be sent for shortlisting, ensuring there is no discrimination during the process. Shortlisting must be based on the information contained in the application form using the Job Description and Person Specification as the criteria. This must be consistently applied to all applicants and candidates should be assessed against selection criteria and not against each other.

Part A of the application form, containing the equal opportunities monitoring form will remain confidential on the system, and be used for recruitment monitoring only.

To avoid allegations of 'favouritism', no-one connected by close friendship, marriage or partnership or related to an applicant should be involved in the recruitment and selection process.

10.2 Objectivity and Equality The Chair of the panel should be responsible for the preparation of a shortlist. As a minimum the shortlist must be drawn up by two of the panel members and measured against the Person Specification. A shortlisting meeting is the best way to do this where possible and avoid unlawful discrimination. The application form should not be used as a test of literacy unless a high standard of literacy is a genuine requirement of the job (See Appendix 10 Guidance on Language Competency). Any skills specified should be strictly relevant to the requirements of the job and be justified. These should not be unnecessarily restrictive so as to exclude particular or disadvantaged groups, since this may be unlawful discrimination. HR will inform the recruiting manager if any of the applications have been submitted with the Guaranteed Interview box ticked. If the applicant meets the essential criteria (may need to consider some reasonable adjustments) they must be offered an interview.

10.3 Process at NHS Jobs Recruitment Shortlisting This process is to be used at a shortlisting meeting:

Identify any candidates not eligible for consideration (e.g. incomplete application).

Consider the applications in turn and identify those who meet the essential criteria on the Person Specification. This results in a preliminary list of potential applicants to interview.

Where the list of those meeting the essential criteria are too many to interview (maximum of 8 per 1 WTE), the applications are reviewed to identify those who most closely match the desirable criteria. If this still results in too many to interview, a simple scoring system (0-2) based on any weighted factors, should be used. Reserve candidates should be identified from among those reaching the last stage prior to final short-list

Chairs must confirm the short-list and reserves with the Panel and ensure the comment boxes on the NHS Jobs site has been completed for every applicant. Individual member's notes and a formal record of the panel's decisions on each applicant will be kept on NHS Jobs for 13 months.

Once the final shortlisting has been made check the appropriateness/ relevance of the referees and if there are any queries ask the candidate to obtain more appropriate references at the interview – See Reference Policy PP()190.

The shortlisting comments should be sent back to the recruitment team via Job. Adverts, giving details of date, time, venue of the interviews, the interview panel members, and any


presentation or tests required by the candidates. A minimum of 7 working days must be allowed from completion of shortlisting to the interview date. Alternatively an email can be sent to Job. Adverts confirming the interview details.

Invitations to interview will be sent by the recruitment team which ask the candidate to contact HR to arrange a time slot for their interview. Applicants will be asked if they require any specific adjustments to be made to allow them to attend the interview.

A maximum of eight candidates should be shortlisted for a post. More may be invited to interview only in exceptional circumstances and with the agreement of the Executive Director of HR and Communications. If more than eight candidates meet the essential criteria on the Person Specification, a reserve list may be drawn up. 10.4 Informing unsuccessful candidates Unsuccessful candidates are advised by email via NHS Jobs if they have not been shortlisted for interview when the HR Recruitment team receive the list of candidates to interview. 10.5 Preparation for the Interview Points for the Chair to cover with the Panel at the shortlisting meeting are as follows:

Agree candidate order, length of interview and values based questions to be asked

Determine any other selection methods to be used and their weighting e.g. presentations, in-tray exercise.

10.6 Selection Tests Where selection tests are deemed to be necessary, they should be specifically related to the Job requirements and should measure an individual's actual or potential ability to do or train for the particular work or career. Candidates should be informed of the selection process in their interview letter. The HR and Communications Directorate must be consulted about any tests to be used. Selection tests must be administered in such a way that the nature of the test itself does not put applicants with disabilities at a disadvantage e.g. test format or time allowed. 11. INTERVIEW ARRANGEMENTS

11.1 General Principles

All interview processes must conform to employment law and ensure equal opportunities in terms of the 9 Protected Characteristics.

At least one member of every panel must have attended the Skills Plus Recruitment & Selection workshop.

A full interview pack will be sent to each panel member who are then responsible for printing the information prior to the interview.

All members of the Interview Panel should play an integral part in the selection process and their views given equal weight.

Requests can be made to the HR & Communications Directorate for a representative from HR to be included in the interview panel, if needed.

All interviews will be conducted on a structured basis, which research indicates has greater validity. NB. Structured interviews ask the same, pre-determined questions of each candidate, allowing their responses to be compared both against each other and against the requirements of the job. This does not preclude further probing questions where appropriate.


The use of a matrix scoring system is encouraged.

Values Based Questions should be developed that will test the candidates understanding of the Patients First Standards and their ability to support these standards if appointed.

The interview should aim to allow each candidate to show evidence of how they meet the essential (and desirable) criteria of the Person Specification – the essential criteria must be assessed using observation, questioning, evidence of qualifications and any in-tray tests.

Any discussions around the selection process must remain confidential.

An Interview Record Form (Appendix 11) must be completed in full for each candidate.

11.2 Interview Panel Before the interviews start the chair should:

Consider the environment and layout of the room.

Ensure there will be no interruptions during the interviews, i.e. telephones, bleeps.

Give the expected candidates’ names to the reception area so they are aware of who is attending.

Review any change to the timetable.

Review Interview needs of any disabled candidates - any special arrangements required.

The Chair should then obtain Interview Panel agreement to the following parts of the process:

Order of questions and the questions to be asked by which panel member, ensuring all key areas of the Person Specification are covered.

Ensure one member presents any special conditions attached to the job (travel, shifts, on-call etc) to establish whether candidates fully understand the requirements of the job.

Agree when decisions are likely to be made and whether candidates should be asked to remain until later or be contacted about the outcome.

Arrange who will provide initial feedback to unsuccessful candidates, usually the Chairperson.

Conducting the interviews – The Chairperson must:

Greet the candidate, make introduction and explain the process of the interview.

Try to put the candidate at ease to get the best out of them.

Ensure the Interview Panel keeps to time.

Ensure no questions are asked which could be seen as directly or indirectly discriminatory.

Obtain no information about sickness, health issues or disabilities during the interview, unless information is given freely by the candidate.

Using the Identity Checks & Right to Work in the UK Policy verify the identity of candidates (from a photo driving licence or passport) and retain the copy bought by the candidate (or ensure a photocopy is taken if they have not bought one).

Confirm candidate’s immigration status and requirement for a work permit.

Ensure any gaps in employment and reasons for leaving are explored and explained.

Ensure you test whether the candidate possess your essential criteria from your Person Specification.

Offer candidates the opportunity to ask questions of the panel.

Allow time during each interview to complete the Interview Record Form.

Ensure the language competency necessary for the post is tested appropriately.

Inform candidates of the likely timescales for a decision to be made and agree the best way to contact each candidate with the outcome.


Where appropriate chairs must:

Check original certificates of relevant qualifications and sign and retain the copy/copies bought by the candidate (or ensure a photocopy is taken and signed).

Check original certificates of professional registration

Verify original copies of candidate’s publications (up to five most recent publications) if applicable.

Fitness to Practice/Disciplinary Issues Declaration (i.e. Appendix 5): ensure any relevant information declared by an applicant on their Declaration Form is thoroughly explored. If no relevant information has been declared, following the interview of each candidate the Chairman is requested to ask:

- I note that you have completed Criminal Records and Fitness to Practise Self

Declaration Form and you have made no declarations. Can you confirm today that this is still the case?

- Could you also confirm that there is no disciplinary action either taken against you, pending or outstanding with your current or most recent employer?

-

Group Interviews

The Trust conducts group interviews for selected job vacancies. This process involves interviewing a number of shortlisted candidates (usually up to a maximum of 12) for a position simultaneously. It is cost effective, fast and helps to streamline the recruitment interview process.

Group interviews can be particularly useful when recruiting to a number of vacant positions within the same staff group, for example Band 2 Nursing Assistants. The group interview format allows recruiting managers to assess how a candidate responds and behaves in a group/team setting. It also enables managers to spend a longer period of time with candidates and deliver information relating to the job role to all prospective candidates at once.

The format for group interviews has been developed to ensure candidates take part in a range of interview activities including working individually, in pairs and in small groups. The format will also include a visit to a ward so that the candidates can see the environment they would be working in.

There is also a one-to-one section where candidates are required to answer a number of interview questions to access their suitability to the role. Evidence is also recorded to prove eligibility to work in the UK. Candidates are also given the opportunity to ask questions during the one-to-one section.

After the Interviews

After the interviews, the panel members will discuss their views on each candidate. Scoring must be individual and prior to any discussion. When the interviews have all been concluded the Chair will:

Collect the individual views on each candidate

Hear any discussion points from panel members. Check opinions of qualifications and experience

Consider any fitness to practise or criminal record declarations

Agree the preferred candidate

Agree 2nd and 3rd choices if more than one appointable candidate

Consider if unsuccessful or reserve candidates have skills/qualifications making them eligible/suitable for WSP.

The Chair must ensure the Interview Record Form in respect of each candidate has been completed and the panel agree the content. It is important that this record is accurate, full and objective, as interviewees may see this record on request in accordance with the Data Protection Act 1998 Code of Practice.


11.3 Informing Candidates and Feedback The Chair of the Panel is responsible for contacting the preferred candidate to make a CONDITIONAL offer, subject to all Pre-employment checks being satisfactory. The Chair must advise the preferred candidate not to resign from their current job until they receive the UNCONDITIONAL offer letter.

If the candidate accepts the post the Chair of the Panel will complete the Employee Checklist, and return all recruitment interview paperwork to the HR. HR will send a written CONDITIONAL offer of employment with an Occupational Health Questionnaire and send the candidate the link to the e-DBS Disclosure online Application system, if required for the post. This may also be completed by the Operational Directorate PA’s. HR will also obtain references for the preferred candidate at this point.

The Chair of the Panel is responsible for ensuring all candidates who are unsuccessful at interview are notified formally of the result of their application as soon as a decision is made. Any unsuccessful candidates identified by the interview panel as having skills/qualifications making them suitable/eligible for WSP should be notified of appropriate opportunities and how to access them. Paperwork should be taken to the WSP office.

Further feedback to unsuccessful candidates should be available on request and, should be given in a structured way. To ensure that feedback is of the greatest value to candidates and is objective and free from bias, the following procedure should be applied:

If a candidate requires more detailed feedback the Panel Chair will then be responsible for contacting the candidate and giving feedback in a meeting or by telephone. If they meet with the candidates, they should have a colleague present.

The Chair should make a written record of the feedback given and send a copy to the HR and Communications Directorate for the records.

No comparisons must be made with other candidates.

If candidates wish to see their interview notes, they must write to the HR and Communications Directorate recruitment team who will send a copy of the Interview Record Form.

12. PRE-EMPLOYMENT CHECKS Reasons for Vetting - As a Health Care Employer, the Trust have a duty to ensure safe recruitment to all appointments.

The pre-employment checks listed in Section 13, must therefore be carried out for successful applicants as applicable to the type of appointments, and candidates must be informed of the vetting to be carried out by the Trust. All checks must be undertaken before an UNCONDITIONAL offer of employment is made.

The Trust has a duty to eliminate any excessive pre-employment vetting, and ensure that any comprehensive vetting for shortlisted applicants is justified and cannot be obtained in a less intrusive way.

It is essential to carry out these checks to support safe recruitment decisions and protect our patients. If managers need advice on any checks, and how to make them, they must seek the advice of the HR Recruitment Advisors.

Confidentiality of the checking process must be maintained at all stages.


12.1 References Factual References are requested by HR following the written CONDITIONAL offer being sent out. An UNCONDITIONAL offer cannot be made unless we receive satisfactory work or study related factual references for the candidate, covering the last 3 years employment/study. The Panel must ensure that the reference is supplied by the candidate's Line Manager/ Course Tutor or a company’s HR Department.

References for health professionals should be obtained from candidate’s clinical line manager and Medical Director or Chief Executive as appropriate. If you have any doubt about the appropriateness of the referee, this must be checked with the applicant at interview. In certain circumstances it may be necessary to obtain a verbal reference if the written response has not been received or clarification is required. It is important to ensure that where an UNCONDITIONAL offer of employment is made, any such verbal reference should also be confirmed in writing.

References are privileged documents and as such their contents must not be divulged to the candidate nor should references be photocopied. The contents of a reference must not be disclosed to anyone other than members of the interview panel. If an applicant wishes to see their reference, they may request this in writing from the HR Directorate. Referees are informed that their reference may be made available to the applicant on request in the reference proforma (see Appendix 14).

It is important to distinguish between references and testimonials. The latter are usually documents given to the candidate by a referee (often worded 'to whom it may concern'). The Trust does not accept these in place of a referee’s reference.

In some situations where it is difficult to obtain appropriate references we can consider offering the post with a Probation Period. Advice must be sought from the HR Directorate before any such offer is made.

Satisfactory References: If the references received on the preferred candidate are satisfactory and support the information in the application form and from the interview an UNCONDITIONAL offer of employment can be made, so long as all other pre-employment checks have been satisfactorily obtained. Unsatisfactory References: If the references received are unsatisfactory and give serious cause for concern it is possible to revoke the CONDITIONAL offer of employment. However, in all such cases advice must be sought from the HR & Communications Directorate prior to this action being taken. It may be necessary to meet with the candidate again to express the Trusts concerns and give the candidate the opportunity to explain any circumstances that might have led to a poor reference being given. Care should also be given to poor sickness records as they may have a health condition that falls under the Equality Act.

Please read the Reference Policy PP()190 for further guidance. 12.2 Disclosure and Barring An electronic link will be sent to all candidates that have been offered a position of ‘Regulated Activity’ and therefore are required to apply for and obtain a satisfactory DBS check. The candidate will be required to apply online, providing the appropriate identity information. Once the check has been completed the candidate will receive a DBS certificate, and the Trust will receive notification as to whether the certificate is clear. If it is clear, the DBS check has been completed satisfactorily, if there is any other status the candidate will be asked to forward the DBS certificate to the HR Department for consideration.


Existing Employees – HR will check to see when the employee was last checked by DBS and will require a recheck if there is a significant change to the job role i.e. if the new post is ‘regulated activity’ and the old post was not. The Trust will carry out a rolling programme of DBS Checks on appropriate existing staff in high risk areas to ensure the on-going safety to children and vulnerable adults in the care of the Trust.

If information arises that gives you cause for concern you must meet the employee with HR and Union/Work Colleague support and allow them the opportunity to provide an explanation. Please read the Disclosure & Barring Policy PP()125 for further guidance. 12.3 Identity Checks and Right to Work in the UK All candidates will be sent a check list showing the original documentation that they will be required to bring with them to the interview to confirm their identity and their right to work in the UK. All candidates will be required to also bring photocopies of their documents. The interview paperwork should be completed by the panel to confirm what documentation has been seen and all copies should be signed to acknowledge the originals have been seen. Please read the Identity Checks and Right to Work in the UK Policy PP()245 for further guidance. 12.4 Occupational Health Clearance All candidates given a CONDITIONAL offer will be required to complete a confidential Declaration of Health Form, this will be sent to them by HR and should be returned directly to the Occupational Health Department at the earliest opportunity.

Occupational Health will give clearance to the candidate or they may need to make an appointment for a more in-depth medical assessment to be carried out prior to any appointment being made.

All newly qualified staff will be required to attend Occupational Health before they commence employment, this can be arranged as part of the interview process to prevent candidates travelling to the Trust twice before they start work.

Existing Employees – a suitable and sufficient occupational health and risk assessment must be undertaken before a person already employed by the Trust transfers to a new position involving a significant change of duties, or where it has been more than 6 months since the previous check. Account should be taken of current or previous illnesses and duties imposed by the Equality Act 2010 (the HR and Communications Directorate can provide guidance if needed).

Health Clearance for Tuberculosis, Hepatitis B, Hepatitis C and HIV: New Health Care Workers

This document dated March 2007 included new measures intended to provide further protection for patients, but may impact on the length of the recruitment process. It is recommended that all appointments are conditional on satisfactory completion of standard and additional health clearance where applicable, and should therefore be carried out early in the appointment process to ensure there is no delay in commencing duties. The action recommended by this guidance forms a necessary part of the implementation of HSC 2002/008 Pre and Post Employment Checks and the Management of Health, Safety and Welfare Issues for NHS staff in relation to occupational health assessment for new healthcare workers, as follows:


All new Healthcare Workers must have a Standard Health Clearance, which currently includes:

Checks for TB disease/immunity

Offer of Hepatitis B vaccination with post-immunisation testing

Reminder of their professional responsibilities in relation to serious communicable diseases with an offer of testing for Hepatitis C and HIV ab’s

Additional Health checks must now be carried out for all New Healthcare Workers carrying out Exposure Prone Procedures (EPP* see below) for the first time in their career, prior to clearance, as follows:

Hepatitis Bsag (even with a history of vaccination)

Hepatitis Ab blood test

Hepatitis C ab’s

HIV ab’s New Healthcare Workers carrying out EPP includes:

Healthcare workers new to the NHS eg, overseas recruits

Junior Doctors entering surgical specialities up to first SHO (Foundation Year 2) post if no record

GP trainees (if role includes minor surgery)

Healthcare Workers returning to the NHS following research/voluntary work/exchange or elective in country with high incidence of blood borne diseases and may have been exposed

Post registration Nurses entering Theatre, A & E,

Locum and Agency staff Exposure Prone Procedures (EPP) - are those where there is a risk that injury to the worker may result in exposure of the patient’s open tissues to the blood of the worker. These procedures include those where the worker’s gloved hand may be in contact with sharp instruments, needle tips or sharp tissues (spicules of bone or teeth) inside a patient’s open body cavity, wound or confined anatomical space where the hands or fingertips may not be completely visible at all times. NB - This guidance does not apply to healthcare workers who are already employed in the NHS with the exception of those moving to a post requiring the performance of EPP’s for the first time in their career. 12.5 Registration of Professional Staff The Chair of the panel must see original evidence of registration for all candidates applying for a post that requires registration to a professional body. All original registration documents should be photocopied and sent with the other documents to HR. The HR recruitment team will check that the registration papers are valid and in date and will also check on the web site of the appropriate professional body to ensure registration is current and there are no restrictions on their practice. Please read the Registration/Statutory Responsibility of Professional Staff PP()096 for further guidance. 12.6 Work Permits Any candidate from outside of the European Economic Area will require a Certificate of Sponsorship and ‘Leave to Remain’ approved by the Border Agency before they can take up paid employment. Please read the Identity Checks and Right to Work in the UK Policy PP()245 for further guidance.


12.7 Driving Licence The Trust have a number of posts that require the post holder to hold a current Driving License, i.e. Community Midwife (Please be mindful of Section 7.6 Disability). When interviewing for such a post it is the responsibility of the Chair of the Panel to see an original Driving License, photo-card and paper. The Chair of the Panel should also record any points on the license and the reason for the points, with expiry dates.

On an on-going basis any member of staff who is required to hold a current license, who then lose that license must report this to their manager as a matter of urgency. The Trust will consider each situation individually before making a decision about the ongoing employment status of that employee. 12.8 Failure to comply with recruitment checks – Revoke Offer There may be occasions during the recruitment process where it becomes evident that a candidate is unable to comply or provide evidence to satisfy the various Pre and Post employment checks. The following points are for guidance but advice should always be taken from the HR and Communications Directorate.

References – the Trust should not offer UNCONDITIONALLY without appropriate work/study references– please see Reference Policy PP()190 for further information, covering a 3 year employment/study period. There may be an option to offer on a Probationary Period with HR guidance.

Unsatisfactory References: If the references received are unsatisfactory and give serious cause for concern around the candidate’s ability to carry out the role, or attend on a regular basis, it is possible to revoke the CONDITIONAL offer of employment. However, in all such cases advice must be sought from the HR & Communications Directorate prior to this action being taken. It may be necessary to meet with the candidate again to express the Trusts concerns and give the candidate the opportunity to explain any circumstances that might have led to a poor reference being given. Care should also be given to poor sickness records as they may have a health condition that falls under the Equality Act

Occupation Health - if the candidate is not medically fit to undertake the role and reasonable adjustments will not change the decision by Occupational Health, the candidate will be advised by letter or in person that the post cannot be offered to them on health grounds.

Disclosure – a decision will be taken with the support of the HR & Communications Directorate as to the element of risk to patients following the guidelines in the Disclosure & Barring Policy PP()125.

Work Permits – if the Trust is not able to secure a work permit and/or the candidate is not able to secure Leave to Remain, the candidate cannot be legally employed and would be advised in writing. See Identity Checks and Right to Work in the UK

Identification – no candidate should be appointed unless they can provide the required evidence to prove identity and the right to work in the UK.

If they are unable to provide this evidence they will be written to and advised that the Trust cannot offer employment. See Identity Checks and Right to Work in the UK PP()245

Professional Registration – any candidate not able to provide the required evidence relating to their Professional Registration will not be offered a post and will be written to. See Registration/Statutory Responsibility of Professional Staff PP()096.


13. PRE EMPLOYMENT CHECKS & RESPONSIBILITY TABLE Note: The checks in this Section apply to all appointments at the Trust including permanent and temporary employees, WSP registrations, volunteers and those whose services are hired (e.g. agency staff, persons holding honorary contracts and locum appointments).

CHECK – ALL CANDIDATES

ACTION – Pre or during interview

RESPONSIBILITY

Language competency

Ability to communicate in written and spoken English to the standard required for the post (see Appendix 10 for guidance)

Interview Panel Chair

Employment history

Checked at interview. Any gaps in employment must be explained and reasons for leaving explored


Disciplinary record

Check on any outstanding written warnings/dismissals, Fitness to Practise Form and discussion at interview


Right to work in UK

Right to work in the UK verified at interview. See Identity Checks and Right to work in the UK PP()245.

Interview Panel Chair/HR Adviser

Identity Checks

Photographic evidence (e.g. passport or photo driving licence to be verified at interview and photocopied Checked at interview by sight of originals, and photocopies taken. See Identity Checks and Right to Work in the UK Policy PP()245.


Driving License if appropriate

Check ID details, check points, reasons, expiry dates.


Publications (if applicable e.g. consultant posts)

Five most recent publications to be brought to interview and verified by the panel


Self Declaration Form

Declaration completed if appropriate. Any issues checked at interview. If any issues, check restrictions on practice/progress with the relevant regulatory body

Interview Panel Chair/HR Advisor

Qualifications

Checked at interview by sight of original certificates and photocopy


Professional registration

Checked at interview by sight of original certificates. Copies retained. Online check with registration body (e.g. GMC, NMC, Health Professionals Council)

Interview Panel Chair & HR Directorate

Risk assessment For candidates aged under 18 HR Advisor/Voluntary Services


and of duties to be performed by prospective volunteers

Manager

Alert Doctors and Alert Health Staff

Check candidate against alert doctors/alert health staff database

HR Advisor

CHECK – PREFERRED CANDIDATE

ACTION – After CONDITIONAL offer made

RESPONSIBILITY

DBS Disclosure

Successful candidate required to obtain an on-line DBS Standard or Enhanced Disclosure (with Barring Lists check if appropriate)

Interview Panel Chair & HR Advisor

Satisfactory Factual references

Satisfactory factual references to be received (from present, and next most recent employer or if not in employment most recent employers or place of study) covering a 3 year period of employment or study

Obtained by HR Advisors Approved by Interview Panel Chair

Sickness absence record

Checked when references received


Occupational Health Questionnaire

Pre-appointment Health Questionnaire sent to preferred candidate, who completes and sends to OH Department.

Sent out by HR recruitment team Assessed by OH Approved by Interview Panel Chair

Disability adjustments

Discussed if recorded on CONDITIONAL offer as needing adjustments.

Interview Panel Chair /HR Advisor

14. FIT & PROPER PERSON TEST FOR DIRECTORS The Trust are now required to carry out a number of additional Pre-employment checks on all Executive and Non-Executive Directors to ensure they meet the Fit & Proper Person Test for Directors Test. Please see Policy PP()331. 15. FOLLOWING THE INTERVIEW 15.1 CONDITIONAL Offer of Employment Following the interview the panel make a decision on the preferred candidate, the Chair of the Panel can verbally make a CONDITIONAL offer to this candidate and if this is accepted, return the interview paperwork to HR. HR will send a written CONDITIONAL offer with the Occupational Health Questionnaire and send the link to the e-DBS on-line Application system (if required), and obtain references for the preferred candidate.

The CONDITIONAL letter and above attachments may also be sent by the trained Secretaries in the Medical and Surgical Directorates.

The CONDITIONAL offer letter makes it clear that the offer of the post is subject to the appropriate pre employment checks:

Satisfactory References and sickness record

Occupational Health Clearance


Satisfactory DBS Disclosure result

Work Permit Status (if required)

The CONDITIONAL offer of employment will ask the candidate which of the following statements relates to their ability to take up this post:

□ I am not aware of any health conditions or disability which might impair my ability to undertake effectively the duties of the position which I have been offered.

□ I do have a health condition or disability which might affect my work and which might require special adjustments to my work or at my place of work.

Candidates should be advised not to resign from their present employer until an UNCONDITIONAL offer of employment has been received.

15.2 UNCONDITIONAL offer of Employment Once all of the pre employment checks have been received and are satisfactory a written UNCONDITIONAL offer of employment can be made. The candidate should be contacted by telephone by the Chair and a start date agreed. The HR and Communications Directorate will issue a statement of Terms and Conditions of Employment within eight weeks of new employees starting work. An electronic personnel file will also be created containing the relevant recruitment documentation. 15.3 REVOKING a CONDITIONAL offer of Employment If one or more of the pre employment checks are unsatisfactory and give serious cause for concern around the candidate’s ability to carry out the role, or attend on a regular basis, it is possible to revoke the CONDITIONAL offer of employment.

It is essential that advice is sought from the HR & Communications Directorate and the revoke letter must be sent from HR. The candidate should be advised of the decision to withdraw the CONDITIONAL offer in person or by telephone and this should then be followed up in writing.

Before this decision is taken it may be necessary to meet with the candidate again to express the Trusts concerns and give the candidate the opportunity to explain any circumstances that might have led to a poor reference or poor attendance. Care should be given to poor sickness records as they may have a health condition that falls under the Equality Act. 15.4 Documentation Required for Appointment, Amendments, Resignations and

Termination.

DOCUMENT

ISSUED BY

Conditional & Unconditional Appointment Letter

To be issued by the HR and Communications Directorate, or other specially trained and authorised Service Manager’s secretaries, on the instructions of the Appointing Officer following interview

Statement of Terms and Conditions of Service

To be issued by the HR and Communications Directorate as soon as possible, and by law no later than eight weeks after commencement of employment. Statements of Terms and Conditions should be signed by the Service Manager or HR Manager.

P2 Appointment Form Controlled Stationery

To be issued by the HR & Communications Directorate to employees along with the


unconditional offer letter. Part 1 to be completed and signed by the individual and Part 2 to be completed by an HR Advisor.

P3 Amendment Form Controlled Stationery

To be completed and authorised in respect of any changes to a post or personal details by an HR Advisor, by written instructions from the Line Manager

P4 Leaving Form Controlled Stationery

To be completed and authorised to terminate a contract by a HR Advisor. A copy of the employee resignation letter and the managers formal response letter (found in Exit Interview Policy PP()128 to be sent to HR & Communications Directorate. This should be done in good time to prevent any overpayment of salary.

15.5 Induction The HR Recruitment team will book all new employees via the Workforce Team onto the Trust Corporate Induction and detail the date and time of the Induction in the Employee’s UNCONDITIONAL offer letter. The candidate’s Line Manager will receive an email from Workforce to confirm the date and time of the Corporate Induction. Clinical staff will also be booked on to the Clinical Induction. It is the manager’s responsibility to ensure that all employees who are new to the Trust attend the Trust Corporate Induction programme and also arrange a departmental induction, this should be recorded using the check list in the Induction Policy and recorded in OLM (Training Record). It is essential that new staff are welcomed into the Trust and supported to ensure that these staff are made to feel valued and remain with the Trust for many years.

The Trust Corporate Induction gives important information and guidance to new employees, this includes some mandatory training. Please see Induction Policy PP()076 (in addition to clinical induction programmes as appropriate). Non-attenders will be charged to the department/ward budget.

16. RETENTION OF RECRUITMENT RECORDS AND DATA PROTECTION All processing of data on candidates for Trust appointments will be in accordance with the Data Protection Act 1998 Employment Code Part 1: Recruitment and Selection. The Executive Director of HR and Communications is responsible for delivery compliance. 16.1 Applicant Records Managers and Interview Panel members must return all papers connected with an appointment to the HR and Communications Directorate for safe storage or secure shredding. The job file containing all paper records concerning the appointment will be will be scanned and kept electronically for 12 months in the event of any legal action, NHS Jobs data will be kept on the system for 13 months. This includes:

Recruitment correspondence and documentation for each post

Formal records made by the short-listing and Interview Panel

Candidate information - 1 copy only for each candidate of the application form, references and Interview record

Job description and person specification


All duplicate copies will be shredded or disposed of by the HR Recruitment Team, as confidential waste immediately after the interview.

16.2 Employee Records Information about successful candidates subsequently appointed to a post is placed on an electronic personal file in the HR and Communications secure directorate. This information will also form part of the Electronic Staff Record (ESR), this includes:-

Application details

References

CONDITIONAL and UNCONDITIONAL letter

Job Description, Person Specification

Pre-employment checks - a note of any checks carried out and the outcome. Copies of qualification certificates and registration documents are to be retained on the electronic employee file. All other records, particularly relating to DBS Disclosures will be held separately for six months and will then be deleted.

The electronic personal file will be kept for 6 years following the end of the employment in accordance with current legislation, after which time it will be deleted from the system.

Confidentiality and safe storage will be maintained at all stages. Access to any records used in the recruitment and selection process will be through a designated member of the HR and Communications Directorate at all times.

17. EQUAL OPPORTUNITIES This policy must be read in conjunction with the Trust Equal Opportunities Policy PP()021.

17.1 Special Rules Relating to Disabled Candidates The Trust is under a legal obligation to fully consider making reasonable adjustments to working practices, equipment and premises to ensure a disabled person is not put at substantial disadvantage due to their disability. This should be considered throughout the recruitment and selection process. The Trust Equal Opportunities policy provides full details.

17.2 Disability symbol The Trust is signed up to Disability Confident. This demonstrates the Trust's commitment to good employment policies for disabled people and makes it clear to disabled applicants that we welcome them on the basis of ability.

We are required to make a number of commitments with regard to the recruitment and selection process. This will entail a guaranteed job interview for all disabled applicants who meet the essential criteria for the job vacancy. Appointing officers will therefore be required to shortlist all disabled applicants who meet the essential criteria outlined on the Person Specification. In assessing an application from a candidate who has a disability, detailed consideration must be given to the adaptation of buildings and making reasonable adjustments to the post to enable a disabled person to be considered for employment. Full advantage must be taken of the advice, training, and loans of equipment and grants available. Please seek advice on the type of adaptations appropriate from the HR and Communications Directorate.

17.3 Complaints of Discrimination The Trust will not tolerate unlawful discrimination of any kind in the recruitment and selection process.

If a candidate considers they have been unlawfully discriminated against, they may raise this with a member of the Recruitment Team, or write formally to the Executive Director of Workforce and Communications.


If a member of the Interview Panel, or anyone else involved in the recruitment and selection process, considers that they have witnessed or suffered unlawful discrimination, they must similarly raise this with the Recruitment Team, or write formally to the Executive Director of Workforce and Communications.

17.4 Monitoring As part of the NHS Jobs recruitment application form candidates must complete an equal opportunities monitoring form, which will be retained on NHS Jobs for monitoring purposes only, unless the content includes information about a disability. A summary report will be produced each year and the results reviewed for any bias in decision-making or low representation in applications. The outcomes will be used to inform Trust recruitment and selection strategy and our Race Equality Scheme. 17.5 Training in Equal Opportunities and Interview Skills A minimum of one person per panel, but preferably all panel members should have received training in Equal Opportunities in recruitment and selection by attending the Skills Plus Recruitment & Selection Workshop. In addition Equality & Diversity training is now mandatory – The Trust want to ensure both service users and staff are treated fairly and valued equally. We have therefore made the Equality & Diversity E-Learning Training mandatory for all staff to work towards an environment that is free from discrimination, victimisation or harassment. 18. AWARENESS RAISING of RECRUITMENT & SELECTION The Trust will raise awareness of the policy by the following:

Copies of the policy will be available on the Trust web site.

Copies will also be available from the HR and Communications Directorate.

Managers should keep a copy in an accessible file with other Trust HR policies and procedures, and be aware of the provisions.

Employees appointed at Band 6 and above will automatically have this included in their induction programme

Training will be arranged for managers and union representatives. 19. CLEARING HOUSE ARRANGEMENTS There may be occasions during national or regional restructures that the Trust is required to participate in Clearing House arrangements, to ensure NHS employees are given every opportunity to secure alternative employment within the NHS.

During such situations the HR & Communications Directorate will advise in writing the specific Clearing House arrangements and the timescales that these arrangements will be in place for. 20. QUERIES Any queries on the operation of the policy should be addressed to the HR and Communications Directorate.

21. REVIEW & MONITORING The HR & Communications Directorate will monitor and check the vacancy paperwork to ensure the policy has been followed and appointment paperwork will be thoroughly checked by the HR


Administrator – Employment Checks, to ensure all pre-employment checks and equal opportunities have been carried, and UNCONDITIONAL appointment letters will not be issued until the HR & Communications Directorate are satisfied this has been done.

This policy and procedure will be reviewed and monitored annually by the Executive Director of Workforce and Communication in consultation with Trust Council

22. DOCUMENT CONFIGURATION

Author(s): Angie Manning, HR Manager

Other contributors:

Approvals and endorsements: Trust Council

Consultation: Trust Council

Issue no: 7

File name: CharlieS/Personnel/Angie/policies/Recruitment & Selection Policy

Supercedes: PP(15)049

Equality Assessed Yes – Form completed

Implementation Policies will be distributed by the IG Manager to General Managers, Service Managers and all Ward/Department Managers. Policy will be available on the Trust Intranet Site.

Monitoring: (give brief details how this will be done)

Implementation, compliance and effectiveness of this policy will be monitored by the HR & Communications Directorate on an ongoing basis. All vacancy paperwork will be checked to ensure the policy has been followed and appointment paperwork checked to ensure pre-employment checks and equal opportunities have been carried out in 100% of vacancies, before any offer letter is issued.

Other relevant policies/documents & references:

The Rehabilitation of Offenders Act 1974 The Protection of Children Act 1999 Care Standard Act – Protection of Vulnerable Adults. Equality Act 2010 Data Protection Act 1998 Criminal records Bureau Code of Practice Disclosure & Barring Policy PP()125 Records Retention, Storage & Disposal Policy PP()170 Reference Policy PP()190 Identity Checks & Right to Work in the UK Policy PP()245 NHS Employers Guidance – 2013 Registration/Statutory Responsibilities of Professional Staff Policy PP()096 Equal Opportunities Policy PP()021


APPENDIX 1



VAF & Recruitment Process Flow Chart


APPENDIX 2

JOB DESCRIPTION FORMAT WEST SUFFOLK HOSPITAL NHS TRUST - JOB DESCRIPTION

Job Title: Band: Responsible To: Accountable To: Professionally Accountable To:

PATIENTS FIRST – SERVICE STANDARDS At West Suffolk NHS Foundation Trust we promise to put Patients First. Our commitment to every patient, every day, doing our best to ensure they feel safe, in a clean and comfortable environment with highly professional staff who work together to achieve this. We want our patients to feel cared for, with a courteous and respectful attitude from kind and helpful staff who have the time to listen and keep them informed at every step. We want them to feel confident that their treatment is provided by skilled and compassionate teams who will involve them in their care and who understand their time is valuable. The Trust delivers services to patients seven days a week and aims to provide equality of treatment and outcome regardless of the day of the week. To meet these aims and changing service requirements, the Trust may need you either to work temporarily outside of your core hours or to permanently change your core working days and hours. The Trust will give you reasonable notice, where possible, of temporary changes to your days or hours of work and will consult with you and/or your staff representatives about substantial permanent changes, but ultimately, these are changes which may be required of you.

JOB PURPOSE: KEY TASKS: Consider the following headings (some may not be appropriate)

Communication and Team Working

Planning and Organising

Managing – People and Resources

Training and Teaching

Research and Development

Policy and Service Development

Administration

Clinical and Professional GENERAL NOTES (Standard mandatory notes – see Sample Job Description – Appendix 3) DATE:


APPENDIX 3

SAMPLE - JOB DESCRIPTION This job description is compiled to take into account the competencies as contained in the Nursing and Midwifery Council, Code of Professional Conduct (June 2002)

JOB TITLE: Staff Nurse BAND: Band 5 RESPONSIBLE TO: Ward Manager ACCOUNTABLE TO: General Manager

PROFESSIONALLY ACCOUNTABLE TO: Director of Nursing and Governance

PATIENTS FIRST – SERVICE STANDARDS At West Suffolk NHS Foundation Trust we promise to put Patients First. Our commitment to every patient, every day, doing our best to ensure they feel safe, in a clean and comfortable environment with highly professional staff who work together to achieve this. We want our patients to feel cared for, with a courteous and respectful attitude from kind and helpful staff who have the time to listen and keep them informed at every step. We want them to feel confident that their treatment is provided by skilled and compassionate teams who will involve them in their care and who understand their time is valuable. The Trust delivers services to patients seven days a week and aims to provide equality of treatment and outcome regardless of the day of the week. To meet these aims and changing service requirements, the Trust may need you either to work temporarily outside of your core hours or to permanently change your core working days and hours. The Trust will give you reasonable notice, where possible, of temporary changes to your days or hours of work and will consult with you and/or your staff representatives about substantial permanent changes, but ultimately, these are changes which may be required of you.

JOB PURPOSE:

Staff Nurses are responsible for the delivery of care and the assessment, development, implementation and evaluation of individual programmes of care. They are expected to take delegated responsibility in a given shift for a group of patients. With experience, they may be expected to take charge of the ward/department regularly in the absence of the Sister/Charge Nurse.

NOTE: This job description outlines the Trust’s expectation of an experienced Band 5 nurse. Nurses will not be expected to fulfil the tasks marked with * until they have moved through the foundation gateway and are progressing towards the full KSF competencies.

KEY TASKS 1. LEADING/MANAGING CARE (Within delegated responsibilities for a group of patients)

1.1 Assesses nursing care to be delivered. Plans, prioritises and supervises care within an allocated time frame. Delegate activities to team members appropriately

1.2 *Organises and deploys staff according to workload, ensuring appropriate staff cover and reporting any deficiencies to Ward/Clinical Manager.

1.3 *Supervises the delivery of care to maintain agreed standards 1.4 Identifies problems and risks, decides on appropriate actions via a structured approach and reports promptly to other staff on matters requiring their input


1.5 Works collaboratively with the inter-professional team and other staff on the ward/department and with increasing experience coordinates care given by the inter-professional team and other staff on the ward/department

1.6 Ensures all emergencies, untoward incidents, complaints and grievances are responded to and reported in accordance with Trust Policies

1.7 Is fully conversant with all policies and procedures, including Major Accident, Resuscitation, Fire, Health and Safety, and acts within them

1.8 Contributes to the effective and efficient use of resources. Including safe use, checking, maintenance and storage of equipment

1.9 *Works collaboratively with the patient Flow Team in relation to decisions on patient flow issues

1.10 Reviews and evaluates the effectiveness of nursing care for area of responsibility for the shift. Delivers clear, concise records and handover. 1.11 *Formally monitors quality of care for area of responsibility 1.12 Manages own time and responds to unexpected demands in a professional manner 2. DELIVERY OF CARE 2.1 Carries out the assessment of patients identifying nursing problems and needs in partnership

with the patient, and with appropriate members of the inter-professional team 2.2 Assesses risks to patients which need to be managed in relation to their health and wellbeing

within scope of nursing practice 2.3 To plan, implement and evaluate individual programmes of care for patients and with increasing

experience uses an holistic approach and an evidence based approach, 2.4 Ensures that skilled care is given to patients and that all drugs and treatments are administered

as prescribed 2.5 Ensures the maintenance of accurate clinical observations of patients condition

2.6 Ensures the significance of data relating to patient’s condition and progress is interpreted and acted on

2.7 Evaluates the effectiveness of interventions and updates care plans and goals to take account of any changing needs of the patient

2.8 Contributes to health promotion and raising of health awareness with patients and relatives 2.9 Ensures safe practice to minimise the risk of infection to patients and staff 2.10 Plans discharge needs of patients from admission, ensuring appropriate involvement of inter

professional team and other agencies in the process 2.11 Assesses the learning needs of individual patients and/or relatives 2.12 Instructs and demonstrates procedures to patients and/or relatives when competent to do so. 2.13 *Evaluates the effectiveness of patient teaching and takes necessary action to achieve

objectives 3. COMMUNICATION AND TEAM WORKING 3.1 Ensures and demonstrates effective communication takes place between patients, relatives and

staff 3.2 Participates and communicates effectively with the inter-professional team and other agencies

as necessary 3.3 Supports bereaved and distressed patients/relatives 3.4 Ensures when patient’s concerns are identified they are addressed where possible, and

informal complaints dealt with appropriately 3.5 Assist in the teaching of junior staff and learners in nursing practices. Acting as link

nurse/mentor for named learners as required 3.6 Assist in the supervision, support, training and assessment of non-registered skilled workers 3.7 Participates in the induction of staff 3.8 *Takes lead responsibility for teaching and assessing learners in practice and encourages

critical reflection as in clinical supervision 3.9 *Undertakes preceptorship and supervises junior qualified staff 3.10 Demonstrates verbal communication through the ability to give basic information and support to

individuals. To listen effectively and modify communication to individual needs 3.11 Demonstrates written communication through the ability to record accurate, succinct, clear and

legible reports and documentation


4. PROFESSIONAL CONDUCT AND PROFESSIONAL DEVELOPMENT Responsible for exercising professional accountability and ensuring that; 4.1 Patients’ interests and rights are respected and acts as an advocate on behalf of patients 4.2 The privacy of the patient is respected 4.3 High standards are achieved and maintained 4.4 Through working in partnership with patients ensures they are the focus of effective care 4.5 The role of other persons delivering health care is recognised and respected 4.6 Public trust and confidence is not jeopardised 4.7 Any action or decision not to act taken in the course of professional practice can be justified 4.8 Insight into own needs for professional development, education and in-service training;

accesses development opportunities through an agreed PDP 4.9 Understands and uses evidence based practice within own area, produces literature to share

with colleagues and shares knowledge and clinical expertise 4.10 Contributes to service and practice development initiatives within the clinical setting 4.11 Demonstrates critical reflection skills and the learning gained from experience 4.12 Abides by the legal and statutory rules relating to practice

4.13 Complies with the Trust uniform policy. GENERAL NOTES CHANGES TO JOB DESCRIPTION The duties outlined above are subject to changes, after consultation with post holder, which meet the needs of the service as a result of the full implementation of the Trust Plans. INFORMATION TECHNOLOGY Employees of the West Suffolk NHS Foundation Trust are expected to develop the IT skills necessary to support the tasks included in their post. They will, therefore be required to undertake any necessary training to support this. HEALTH AND SAFETY The post holder is required to conform to the West Suffolk NHS Foundation Trust’s Policies on Health and Safety and Fire Prevention, and to attend related training sessions as required. MAJOR INCIDENTS As the Trust is a receiving hospital for major incident casualties, the post holder is required to conform to the West Suffolk NHS Foundation Trust's Policy on Major Incidents and to attend related training sessions and exercises when required. CONFIDENTIALITY In the course of their duties employees will have access to confidential material about patients, members of staff and other Health Service business. On no account must information relating to identifiable patients be divulged to anyone other than authorised persons, for example, medical, nursing or other professional staff, as appropriate, who are concerned directly with the care, diagnosis and/or treatment of the patient. If there is any doubt whatsoever, as to the authority of a person or body asking for information of this nature, advice must be sought from a superior officer. Similarly, no information of a personal or confidential nature concerning individual members of staff should be divulged to anyone without the proper authority having first been given. All identifiable information about patients and staff must remain secure at all times. Access to Computer systems is for work purpose only. Usernames and passwords must not be shared with others. Failure to observe these rules will be regarded as serious misconduct, which could result in serious disciplinary action being taken including dismissal. POLICIES AND PROCEDURES The duties and responsibilities of the post will be undertaken in accordance with the policies, procedures and practices of West Suffolk NHS Foundation Trust, which the Trust may amend from time to time. INFECTION CONTROL It is the personal responsibility of the post holder to adhere to the West Suffolk NHS Foundation Trust policies and procedures outlined in the Infection Control Manual and any other Infection Control policies, procedures and practices which may be required from time to time.


SAFEGUARDING CHILDREN & ADULTS All Staff within the Trust must share the commitment to safeguard and promote a child's or adult’s wellbeing. As an organisation we need to ensure that all staff who come into contact with children/adults in their daily activities or provide services to adults with children or adults deemed at risk receives mandatory safeguarding training which is appropriate to their role. In addition to this you will be expected to work in accordance with the policies and procedures relating to Safeguarding children and adults that have been agreed by the Trust. NO SMOKING POLICY In recognition of the Trust’s commitment to health promotion and its health and safety responsibility, the Trust has a no smoking policy that prevents all staff from smoking whilst on duty whether this be on or off the hospital site. EQUAL OPPORTUNITIES West Suffolk NHS Foundation Trust’s duty is to ensure that no existing or potential employees receive less favourable treatment on the grounds of sex, sexual orientation, race, colour, nationality, ethnic origin, religion or beliefs, marital status, age or disability, or are disadvantaged by conditions or requirements that cannot be shown to be justifiable. This also applies to patients – the Trust has a duty to ensure patients have the right to equal access, care and treatment. All employees are expected to comply with this policy. DATA QUALITY The information that you record as part of your duties at the Trust must be ‘fit for purpose’, reliable and easily accessed by appropriate/authorised personnel. To achieve this standard the information must be: accurate, legible, recorded in a timely manner, up-to-date, appropriately filed.

All staff must monitor and take responsibility for data quality in their area. Data must be validated with the patient at every patient contact.

FREEDOM OF INFORMATION ACT 2000 As an employee of West Suffolk NHS Foundation Trust, you are required to recognise a request from the public for Trust information and treat the request in accordance with the Trust’s Freedom of Information Policy. INFORMATION ASSET OWNERS All Corporate Managers & Heads of Department are expected to understand;

How information assets in their departments are used and for what purposes

How information is created, amended or added to over time

Who has access to the information and why

Who the information is shared with and how

Carry out any risk assessments regarding the safe handling of information

CODES OF CONDUCT FOR NHS MANAGERS Managers are required to carry out their duties in a manner which complies with the Codes of Conduct for NHS Managers Directions 2002. STANDARDS OF BUSINESS CONDUCT & CONFLICT OF INTEREST The NHS Code of Conduct and Standards of Business conduct for NHS Staff require all employees to declare all situations where you or a close relative or associate has a controlling interests in a business [such as a private company, public organisation or other NHS or voluntary organisation] or in any activity which may compete for any NHS contracts to supply goods or services to the Trust. All such interests must be declared in the register of interests either on appointment or when such interests are gained. All employees are required to ensure they understand and adhere to the Trust’s governance policies, such as Standing Orders and Standing Financial Instructions. FRAUD AND BRIBERY The Trust has a zero tolerance stance towards fraud and bribery. All staff should be conversant with the Fraud and Financial Irregularities and Anti-Bribery Policies. Staff identified as having committed fraud or bribery will be subject to criminal and/or disciplinary action by the Trust. If you believe that fraud or bribery has occurred this should be reported immediately to the Trust’s Local Counter Fraud Specialist.


SUSTAINABILITY In supporting the Trust’s policy on Carbon Reduction it is the responsibility of all staff to minimise the Trust’s environmental impact by recycling wherever possible, switching off lights, computer monitors and equipment when not in use, minimising water usage and reporting faults promptly. REVIEW & MONITORING This policy and procedure will be reviewed and monitored annually by the Executive Director of Workforce and Communication in consultation with Trust Council.


APPENDIX 4

GUIDANCE ON DISCLOSURE & BARRING CATEGORIES

STAFF GROUP NONE

STANDARD ENHANCED

without barred list

ENHANCED with barred

list A& E Receptionists

Chaplaincy Volunteers & Chaplains

Doctors

Domestics

Nursing Assistants (all areas)

Midwifery Care Assistants

Midwives

Near Patient Pharmacists

Nursery Nurses

Nurses (all areas)

Dieticians

Occupational Therapy

Orthoptists

Phlebotomists

Physiotherapists

Physiotherapy/OT Assistants

Porters

Radiographers

Theatre staff

Volunteers (Assist with feeding)

Volunteers (Reception)

Volunteers – Students

Ward Clerks

Care Co-ordinators

Pharmacists

Pharmacy Technicians

Estates (Maintenance staff)

Pharmacy Assistants

Pathology – all posts

Mortuary Posts

Medical Secretaries

Health Records

General Administration Posts

General Admin Posts (with patient assistance)

General Reception Posts

General Reception Posts (with patient assistance)

Catering

This list is not exclusive, for any job role not listed above, advice from the HR & Communications Directorate should be sought.

Standard – Regular contact with those under 18 or all vulnerable people of all ages. Enhanced – A greater contact with children or vulnerable adults, e.g. work involving regularly caring for, supervising, training or being in sole charge of these people. Further advice on both Disclosure and Barring Service and the Child Protection Act 1999 are available from the HR and Communications Directorate and in the Disclosure & Barring Policy PP()125.


APPENDIX 5

PLEASE NOTE YOUR APPLICATION CANNOT BE CONSIDERED UNLESS THIS FORM IS COMPLETED AND RETURNED

CRIMINAL RECORDS AND FITNESS TO PRACTICE

SELF-DECLARATION FORM CONFIDENTIAL

Before you can be considered for appointment in a position of trust with West Suffolk 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 Human Resources Department. All enquiries will be treated in confidence. West Suffolk NHS Foundation Trust’s duty is to ensure that no existing or potential employees receive less favourable treatment on the grounds of sex, sexual orientation, race, colour, nationality, ethnic origin, religion or beliefs, marital status or disability, or are disadvantaged by conditions or requirements that cannot be shown to be justifiable. 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 records and other information declared. 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. The information that you provide in this Declaration Form will be processed in accordance with the Data Protection Act 1998, and will only be used for the purpose of determining your application for this position. Once a decision has been made concerning your appointment, we will not retain this Declaration Form longer than is necessary. This Declaration Form will be kept securely and in confidence, and access to it will be restricted to designated persons within West Suffolk NHS Foundation Trust and other persons who need to see it as part of the selection process and

who are authorised to do so. If you answer "Yes" to any of the following questions, please provide full details in the space indicated. Please also use the space below to provide any other information that may have a bearing on your suitability for the position for which you are applying. You may continue on a separate sheet if necessary, and you may attach supplementary comments should you wish to do so. The position for which you have applied is exempted from the Rehabilitation of Offenders Act 1974. This means that you must declare all criminal convictions, including those that would otherwise be considered "spent", unless they are ‘protected’ as defined by the Rehabilitation of Offenders Act 1974 (Exceptions) Order 1975. You can visit the below link to read up on the Rehabilitation of Offenders Act: http://www.legislation.gov.uk/uksi/2013/1198/pdfs/uksi_20131198_en.pdf With the exception of question 6* 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.

http://www.legislation.gov.uk/uksi/2013/1198/pdfs/uksi_20131198_en.pdf


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.

4. Have you ever been disqualified from the practise 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. 5. Are you currently the subject of any investigation or fitness to practise proceedings by any licensing or

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

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.

6. 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.

You only need to answer the next two questions if the post you are applying for requires an ENHANCED Criminal Records Bureau Disclosure (the level of disclosure required is stated in the job advertisement).

7. 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. 8. 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.


If you have answered "yes" to any of the questions on this form, please use this space to provide details. Please indicate clearly the number(s) of the question that you are answering:

DECLARATION

I consent to the information provided in this Declaration Form being used by West Suffolk NHS Foundation Trust for the purpose of assessing my application. I confirm that the information that I have provided in this Declaration Form is correct and complete. I understand and accept that if I withhold information or provide false or misleading information this may result in my application being rejected, or if I am appointed, in my dismissal. Please sign and date this form. SIGNATURE ……………………………................................................ NAME (in block capitals) ……………………………................................................ DATE ……………………………................................................ JOB REFERENCE NO.: 179-………………………................................................ NOTE: if you wish to withdraw your consent at any time after completing this Declaration Form, please contact the Recruitment Team on 01284 713510 or 01284 713526.


APPENDIX 6

KSF Post Outlines Generic Profile for Final Gateways

Communication Personal & People

Development Health, Safety &

Security Service

Improvement Quality

Equality & Diversity

Band 1

1 1 1 1 1 1

Band 2

2 1 2 1 1 2

Band 3

2 2 2 1 2 2

Band 4

2 2 2 2 2 2

Band 5

3 3 2 2 2 2

Band 6

3 3 2 2 3 3

Band 7

3 3 3 3 3 3

Band 8a, b

4 4 3 4 4 4

Band 8c, d & Band 9

4 4 4 4 4 4

Specific Dimensions: Managers may choose to continue to use these and they are available as a downloadable extract from the national KSF Framework which can be found on the Trust intranet.


APPENDIX 7

Person Specification Example

Job Title:

Essential Criteria Desirable Criteria Assessment

Qualifications

Experience

Skills/

Knowledge

Personal

Qualities


APPENDIX 8

SAMPLE - Person Specification

Care Co-ordinator, Medical Services

Essential Criteria Desirable Criteria Assessment

Qualifications GCSE or equivalent in English and Maths RSA II typing or equivalent

Evidence of original

certificates at

interview

Experience Computer skills People skills

Medical/Nursing

Terminology

Experience of work in a

healthcare setting

In Tray exercise

Evidence on

application form

Skills Clear and precise communication skills Good interpersonal skills Good organisational skills

At interview and

through questioning

Personal

Qualities

Organised and methodical Ability to remain calm under pressure Evidence of good time keeping Flexible approach to working hours Reliable

At interview and

through questioning


APPENDIX 9

CHECKLIST FOR ADVERTISEMENTS

1 Job title 2 AfC Salary Band 3 Location and directorate/department/ward 4 Full-time, part-time, hours, shift/rota etc 5 Open ended/permanent or temporary/fixed term 6 Key responsibilities/tasks* 7 Essential and desirable qualifications, experience, skills etc 8 Positive features eg training/development opportunities, flexible working, team

working, and environment 9 Equality/flexible working statement (PROVIDED BY THE HR AND

COMMUNICATIONS DIRECTORATE) 10 How to apply for further information and an application form, with the name of a

contact person (DETAILS PROVIDED BY THE HR AND COMMUNICATIONS DIRECTORATE)

11 Level of DBS Disclosure required (if appropriate) 12 Interview date 13 Closing date (PROVIDED BY THE HR AND COMMUNICATIONS DIRECTORATE) 14 Time to be blocked out for shortlisting The HR and Communications Directorate will be responsible for ensuring that all advertisements are in keeping with the corporate style *It is often useful to give information in respect of where the post sits in the department or organisation structure. For example, to supervise a team of ten catering assistants; to manage a 26 bedded ward; a member of a small administrative team.


APPENDIX 10

GUIDANCE ON LANGUAGE COMPETENCY

1. Introduction

Under the terms of NHS circular HSC 1999/137, the following guidelines on language competency are relevant: "Employers are responsible for ensuring that any job applicant has the necessary language and professional skills to carry out the duties of their employment”. The circular states that: -

For each vacancy (post), employers are advised to consider carefully the level of language competency and communication skills necessary to do the job safely and effectively.

Advertisements should make it clear that all applicants (whatever their nationality or country of origin) will be expected to supply evidence of their competence in English to the standard required for the post for which they are applying.

Job and person specifications should also make the requirement for competence clear. 2. Legal Advice

2.1 Language competency and race discrimination The position is that this issue of whether or not language can be taken into account is dealt with by the Race Relations Act 1976 - a condition requiring a certain level of proficiency in English is an indirectly discriminatory condition and it can only be applied if it is justified. That means showing that the level of English competency required is an appropriate one and ensuring that it is accurately and fairly assessed.

2.2 Provision regarding doctors The following advice has been received from Eversheds Solicitors, on the circular and the implications of Directive 93 /16 EEC on the mutual recognition of qualifications in medicine:-

The Directive imposes an obligation on all European Member States to ensure that certain standards are met in relation to various medical qualifications and requires each Member State to recognise the medical qualifications of other Member States. It also requires Member States to permit doctors qualified in other Member States to participate in the Nation Health scheme of that country. As a result of this, recognition of a newly qualified doctor as a doctor cannot be refused in the UK mainly because he or she has poor English, since that would be to impose an additional requirement. However there is nothing in the Directive which prevents employers of doctors from requiring any particular proficiently of communication in any particular language

2.3 Consequences Practical consequences to be drawn are therefore:-

The interview process should be able to test out language skills if the range of questions which is drawn up allow candidates to show their language skills, in for example, the scenario questions - it is suggested that a range of questions be drawn up for use in the interview situation.


The wording on the person specification should be strengthened within the area of communications.

Written tests are not recommended at present - these will take time to administer and would need to be undertaken by all candidates.

Language competency should be only one element of the assessment process, and not in itself a reason for rejection.

3. Trust guidance on Language Competency - This guidance applies to all candidates.

Advertisements must include the phrase: ' All applicants will be required to demonstrate a working knowledge of the English language' if appropriate to the appointment (eg medical, nursing and other professional appointments).

Person specification should include essential criteria:- Communication skills - to be clear, fluent and articulate in communication in the English language. (if appropriate as above).

Shortlisting - account to be taken of overall presentation of the application form according to the requirements of the job, for example:

overall neatness good spelling good grammar completed in full

Interview - language competency to be assessed in two ways:-

1) If required by the job, within the course of the interview itself, there must be an overall assessment of language skills demonstrated by fluent, clear and articulate use of English. This must be within the context of the interview itself, and in making this assessment, there must be no discrimination, in terms of race, nationality or ethnic origin.

2) Specific questions must be asked to assess communication skills, for example:

How would you explain a complex clinical procedure to a patient? What approach might you use if dealing with a family or group? How would you check to make sure the listener has understood? What are good communication skills? Why does [this job] need good communication skills?

In assessing responses, there must be no bias in terms of race, nationality or ethnic origin


APPENDIX 11 WEST SUFFOLK NHS FOUNDATION TRUST

INTERVIEW RECORD FORM THIS FORM MUST BE COMPLETED FULLY AND SIGNED FOR ALL CANDIDATES

The interview panel chairperson must complete an Interview Record Form for each candidate that they interview, in order to confirm that all necessary checks have been carried out and that the reasons for appointment/non-appointment are documented.

Candidate’s Name: Post: Job Reference Number:

Names of interview panel members:

ALL CANDIDATES

Check the candidate’s application form for any gaps in their employment history. Discuss any gaps with the candidate and record reasons given

Check the candidates reference details listed on their application form. HR require a minimum of two factual references (more if necessary) to cover a minimum of the past three years of employment/study Please note that if the candidate has been with the same organisation for 3 years or more than one reference will suffice.

Check the candidate’s eligibility to work in the UK. (For assistance, refer to the Eligibility to Work Checklist which is enclosed in the Chairperson’s interview pack)

Ask the candidate if they have any disciplinary records with current/previous employers. If they answer yes, discuss and record the details they give.

Check the candidates language competency during the interview View originals and verify photocopies of the candidate’s identification documents. Please sign and date all of the photocopied ID documents to show you have verified the originals and tick which ID was seen:

□ Passport □ Other – please state: □ Driving Licence …………………………………….

□ Birth Certificate □ Utility Bill

Discuss car parking with candidate – refer to enclosed interview guidance document

Collect the following checklists from candidate:

Right to work in the UK checklist

Identity Checklist

DBS Valid ID Documents (If a DBS is required)

Discuss the working hours/shift pattern of the post and ensure the candidate is aware of the hours they will be required to work, should they be successful.

IF A DBS DISCLOSURE IS REQUIRED

Collect the candidates Fitness to Practice Form. If the candidate has recorded details of any convictions/warnings etc., discuss these with them and ensure that you record any details given

Self-Declaration: If there are no issues for discussion on the candidates Fitness to Practice form, confirm the following: “I note you have completed Fitness to Practice Self Declaration form and you have made no declarations. Can you confirm today that this is still the case?”

IF QUALIFICATIONS AND/OR PROFESSIONAL REGISTRATION IS REQUIRED:

Obtain copies of the candidates qualification certificates

Document candidates professional registration number and expiry date: Type of Registration: Registration number: Expiry date:

DECISION:

SUCCESSFUL □ Reasons for appointment (Refer to the person specification and consider both essential and desirable criteria, including qualifications/experience/skills etc.

UNSUCCESSFUL □

Reasons for non-appointment (Refer to the person specification and consider both essential and desirable criteria, including qualifications/experience/skills etc.

Candidate informed of outcome by Manager (Please tick)

Suitable for West Suffolk Professionals? (Please tick)

Interview panel Chair to complete (Please use block letters) Name: Post: Signed: Date:


APPENDIX 12

PRIVATE & CONFIDENTIAL

Human Resources & Communications Directorate

Hardwick Lane Bury St Edmunds Suffolk IP33 2QZ

Tel:

Dear

CONDITIONAL OFFER OF EMPLOYMENT Following your recent interview I am pleased to confirm your Conditional Offer of appointment as Job, Band. If your offer of employment is made Unconditional, your hours of duty will be XX hours per week, and you will be responsible to the XXXX. You will shortly receive an email that encloses a link for your online DBS application form. You will need to complete the online application and submit it as soon as possible. Until this is returned back to us, we are unable to proceed with your offer of employment. This offer is subject to the following pre-employment checks:

Appropriate References – these will now be requested from the referees listed on your application form.

Occupational Health Clearance – Please complete the attached Occupational Health Questionnaire and return it to [email protected] as soon as possible. If you are a current member of West Suffolk Hospital staff or a member of the WSP Bank, you will still need to complete and return this questionnaire

*Disclosure clearance – A satisfactory result must be received before you can start work. The Trust reserves the right to charge for the cost of disclosure (£60, inclusive of admin fee) should you decline the offer of employment.

Please note: If your post is Band 1 or Band 2 and this offer is subsequently made unconditional, the cost of this Disclosure will be met by the Trust. However, if you leave the Trust within six months, a £10 administration fee will be deducted from your final pay. If your post is Band 3 or above and this offer is subsequently made unconditional, the cost of this Disclosure will be met by you. Payments will be deducted from your salary over a period of three months. If you leave the Trust within three months, any outstanding payments will be deducted from your final pay, plus a £10 administration fee.

*HPAN (Health Professional Alert Notice) – A clear result must be received to confirm there are no current alert notices on your file.

*Copy of most recent NHS Pay slip After the above pre-employment checks have been completed to a satisfactory level, we will send you an Unconditional Offer of employment and further joining instructions. Please note – if the conditions of this offer of employment have not been met within four weeks from the date of this letter, our recruitment decision will be reconsidered. It is your responsibility to ensure your Occupational Health form is returned promptly, and that you chase up your references.

mailto:[email protected]


As this letter constitutes a conditional offer we advise you not to resign from your current post until all our pre-employment checks have been completed and you receive our unconditional offer. Yours sincerely HR Recruitment Assistant DO NOT DETACH

Please indicate which of the following statements relates to your ability to take up this post:

□ I am not aware of any health conditions or disability which might impair my ability to undertake effectively the duties of the position which I have been offered.

□ I do have a health condition or disability which might affect my work and which might require special adjustments to my work or at my place of work.

Signed ………………………………………………… Name ………………………………………. Date …………………………………………………. Please return one copy of this letter to the HR Department as soon as possible.


Appendix 13

Human Resources & Communications Directorate

Hardwick Lane

Bury St Edmunds

Suffolk

IP33 2QZ

Tel: 01284 713787

Fax: 01284 713795

Date

Dear UNCONDITIONAL OFFER OF EMPLOYMENT Following the satisfactory completion of our pre-employment checks I am pleased to confirm your appointment as XXX, Band XX with effect from XXXX. Your hours of duty will be XXX hours per week, and you will be responsible to the XXX. ***Fixed Term*** This post is offered to you on a fixed term basis. Your contract will expire on ….. Please ensure you read through each section of this letter carefully, as it contains important information relating to your appointment with the Trust. Occupational Health Clearance It is a requirement of this Trust that all new employees attend the Occupational Health Department to complete their health assessment and receive advice on the risks they may encounter in the work place. Please telephone 01284 713424 to arrange an appointment. How we are run You will automatically become a member of West Suffolk NHS Foundation Trust’s staff constituency. Further information can be found on; http://www.wsh.nhs.uk/Corporate-information/How-we-are-run/Members.aspx. If you wish opt out please email [email protected] Prior to your first day….. It is essential you visit the West Suffolk NHS Foundation Trust Website using the link below in order to view and download documents from the online starter pack: http://www.wsh.nhs.uk/Staff/General-staffing.aspx The online starter pack provides access to important documents such as the Computer Access form, ID and Badge form and Application for Car Park Permit, which you will need to complete and bring with you on your start date for your Manager to sign. If you are unable to view or download the relevant documents from the online starter pack, please contact HR Reception on 01284 713528 as soon as possible. Attached to the email is:

P2 new starter form, which enables us to put you on the payroll system

P46 form - please complete and return if you have not been issued with a P45

Auto enrolment questionnaire

http://www.wsh.nhs.uk/Corporate-information/How-we-are-run/Members.aspx


http://www.wsh.nhs.uk/Staff/General-staffing.aspx


Please complete and return the above items to using the freepost address provided, at your earliest opportunity. Failure to return in a timely manner may result in you not being paid at the end of your first month. If you start between the 1

st and the 5

th of the month and you return your form by 5

th, you will be paid on the

25th of your first month. If you start or return your forms after the 5

th of the month your first payment will be

the 25th of the following month.

Trust Induction It is a mandatory requirement that all staff members attend the West Suffolk Hospital Foundation Trust Induction

day. You have been booked to attend this on xxxxxx from 8.45am until 4.00pm in the Education Centre. Please note a £60 charge will be incurred by your department if you do not attend without notification. The full programme will be provided on the day. You must make arrangements with your Manager to enable you to be available for this induction. Duties and Responsibilities The duties and responsibilities of the post you are being offered will be as outlined in the job description previously supplied to you via the NHS Jobs Recruitment website. Salary The pay band for this post is Band XX. Your basic salary will be £XX per annum, pro rata to 37.5 hours per week (subject to confirmation of previous relevant service). This is within the Agenda for Change pay structure, within the scale £XXX per annum pro rata, rising by annual increments to £XXX per annum pro rata. Pension This appointment will include you in the NHS Pension Scheme – full details are in the Scheme Guide which can be obtained from the HR Department. If you have pension rights in another scheme that you wish to transfer, please contact the Serco Payroll Service on 0844 931 2005 or email [email protected]. To opt out of the pension scheme you will need to download an opt out form from the pension website: www.nhsbsa.nhs.uk/pensions. If you have trouble locating and downloading this form you will need to contact the Pensions Administrator at Serco on 0844 931 2005. Auto Enrolment – automatic enrolment into a work place pension. If you choose to opt out as above, the Trust have to continually assess your status and you may be auto enrolled back into the NHS Pension or the alternative NEST Scheme. Car Parking This post does not entitle you to apply to park on the Hospital site. The Trust offer parking off site at the Bury St Edmunds Rugby Club, which is serviced by a regular shuttle bus to and from the Hospital. Details of the bus timetable can be found in the on-line starter pack. If required to work on a weekend, the restriction does not apply. Parking is allowed on site Saturday and Sunday provided a permit and daily ticket (£1.60) is clearly displayed. For posts that include “on call” duties successful candidates will need to complete an application form for access through the barriers from the car park office. Although you are not entitled to park on site please still register on the OCS database, which will allow you to use the free shuttle bus service from the Rugby Club. Please visit the car parking office situated at the front of the hospital to register for this service.


http://www.nhsbsa.nhs.uk/pensions


Terms and Conditions of Service Your Terms and Conditions of Service are the national Agenda for Change Terms and Conditions, as agreed by the NHS Staff Council. You can view the Agenda for Change and West Suffolk Hospital Local Terms and Conditions via the Trust intranet. I would like to take this opportunity to congratulate you on this appointment, and wish you well in your new role. Yours sincerely HR Recruitment Assistant ………………………………………………………………………………………………………………………………

DO NOT DETACH

I confirm that I accept the above offer of employment with the West Suffolk NHS Foundation Trust in accordance with the terms and conditions outlined above. I also confirm I have accessed the online starter pack or contacted HR Reception if unable to do so, as detailed above. Signed: .......................................................... Dated: ........…..…..............………………….

Please sign this letter, and return a copy to the HR Department as soon as possible


APPENDIX 14

Confidential Reference Form

Please complete this form and return it by the date below to the Human Resources and Communications Directorate, West Suffolk Hospital NHS Trust, Hardwick Lane, Bury St Edmunds, IP33 2QZ or fax on our confidential fax line (01284 713795). This reference will be treated in confidence, but could be made available to the applicant at his/her request (under the terms of the Data Protection Act).

CONFIRMATION OF EMPLOYMENT (WITH SICKNESS ABSENCE) REQUEST

Name of Applicant

National Insurance Number

Date of Birth

Employment Dates From: To:

Applicants Current/Most Recent Job Title and Grade/Salary

How many days sickness has the applicant had over the past two years, and in how many episodes?

Are there any current warnings on the applicant’s record?

Yes No

If yes, please give details:

Is the applicant currently under investigation for any matter (including conduct, capability or performance) under any of your employment policies?

Yes No


Please provide details of when you last completed a CRB/DBS check

Date when CRB/DBS check was last completed Date:

Please indicate the level of the CRB/DBS check undertaken (Standard/Enhanced/Enhanced with Barred List check)

Level:

If enhanced with Barred List Check, please indicate which barred list this applies to

Adults Children Both

Did the check return any information that required further investigation

Yes No

Are you aware of any recent/outstanding allegations that were made against the applicant that relate to any safeguarding issues/referrals (including any referrals to the Disclosure and

Yes No


Barring Service or Independent Safeguarding Authority)?


The answers given above have been provided in good faith and are correct to the best of my knowledge and belief. Referee name ( please print): Signature: Title/Post: Relationship to the applicant: Email address: Telephone number: Date:

Data Protection This form contains personal data as defined by the Data Protection Act. This data has been requested by the HR Department exclusively for the purpose of recruitment. The HR Department must protect any information disclosed within this form and ensure that it is not passed to anyone who is not authorised to have this information.

Thank you – Please return this form to the HR and Communications Directorate, West Suffolk NHS Foundation Trust, Hardwick lane, Bury St Edmunds, Suffolk IP33 2QZ


APPENDIX 15

Private & Confidential Date

Hardwick Lane

Bury St Edmunds

Suffolk

IP33 2QZ

Tel: 01284 713000

www.wsh.nhs.uk

Dear <NAME> RE: Letter of Resignation I am writing to formally acknowledge receipt of your letter of resignation dated <DATE>. Annual Leave I would like to confirm that your last working day with the Trust will be <DATE>. Your annual leave entitlement on this date will be as follows: ** XX hours accrued and outstanding, which will be paid to you in your final salary. ** XX hours taken in excess of your entitlement, which will be deducted from your final salary ** All annual leave accrued has been taken. Salary Sacrifice Scheme

Please note if you have entered into a Salary Sacrifice Scheme (excluding Car Parking and Childcare vouchers) the outstanding balance will be deducted from your final salary. If the balance exceeds your final salary then an invoice will be sent requesting final payment. Exit Interview The Trust values the views of its employees and all staff are required to participate in an exit interview. Exit interviewing is a useful method of collecting information which can be used to improve employment practices. We ask all of our staff to share their experiences of working within the Trust. An exit interview can be arranged by contacting the HR Department on 01284 713510. Alternatively, you may access the exit interview questionnaire on any Trust computer via the following link: http://staff.wsha.local/Intranet/Documents/E-M/GeneralForms/GeneralForms/ExitInterview.doc. Completed exit interview questionnaires should be returned to the HR & Communications Directorate. Bank Registration with West Suffolk Professionals (delete this section if not applicable) *You have requested that your West Suffolk Professionals Registration remains active; I will therefore arrange for the appropriate paperwork to be completed by the HR/WSP Team.

http://www.wsh.nhs.uk/

http://staff.wsha.local/Intranet/Documents/E-M/GeneralForms/GeneralForms/ExitInterview.doc


*I am happy to recommend your registration with West Suffolk Professionals; if you wish to register please contact the West Suffolk Professionals office as soon as possible and before your last working day with the Trust to discuss this further. Trust Property Following your last shift, you are required to return all property of the Trust. This includes the following:

□ ID Badge □ NHS Smart Card – if you are leaving the NHS this should be returned to the RA Manager. If you are

moving to another NHS organisation, your manager should inform the RA Manager. □ Car Park Card/Permit □ Keys (if applicable) □ Uniforms (if applicable) – please note a charge will be made if your uniforms are not returned □ Laptop/IT equipment (if applicable) – please note a charge will be made if these items are not

returned I would like to take this opportunity to thank you for all your hard work and dedication and to wish you every success for the future. Yours sincerely <Name> <Job Title> cc. Recruitment Team, HR & Communications Directorate West Suffolk Professionals File


APPENDIX 16

Private & Confidential

Date

Hardwick Lane

Bury St Edmunds

Suffolk

IP33 2QZ

Tel: 01284 713000

www.wsh.nhs.uk

Dear <NAME> Re: Letter of Resignation I am writing to formally acknowledge receipt of your letter of resignation dated <DATE>. Annual Leave I would like to confirm that your last working day with the ward/department will be <DATE>. I can confirm that as you are remaining within the Trust, your annual leave entitlement will be carried forward to your new post. Exit Interview The Trust values the views of its employees and all staff are required to participate in an exit interview. Exit interviewing is a useful method of collecting information which can be used to improve employment practices. We ask all of our staff to share their experiences of working within the Trust. An exit interview can be arranged by contacting the HR Department on 01284 713528. Alternatively, you may access the exit interview questionnaire on any Trust computer via the following link: http://staff.wsha.local/Intranet/Documents/E-M/GeneralForms/GeneralForms/ExitInterview.doc . Completed exit interview questionnaires should be returned to the HR & Communications Directorate. I would like to take this opportunity to thank you for all your hard work and dedication. I am sure your colleagues will join me in wishing you every success with your new post in <add new department>. Yours sincerely <Name> <Job Title> cc: Recruitment Team, HR & Communications Directorate

http://www.wsh.nhs.uk/

http://staff.wsha.local/Intranet/Documents/E-M/GeneralForms/GeneralForms/ExitInterview.doc


Advertisement Requisition Form Use this form to describe your vacancy. On completion, please email to [email protected] with the Job Description & Person Specification. The job description must be on the correct template, which can be obtained from HR.

Please be aware that if any information is missing or incorrect there will be a delay to the advert being posted onto NHS Jobs. Job Details

Employer Name

West Suffolk NHS Foundation Trust

VAF No

Position Title

Band

Speciality/Function

Hours per week

Hours (please also advise on the daily

working hours so we can determine whether or not parking on site is necessary)

Department

Town/Location in which job holder is to be

based

Postcode of address in which job holder is to

be based

Job Type (permanent, fixed term, etc.)

(must match details on VAF)

Interview Date

Would you like the number of applications

capped?

To be advertised internally or externally?



Advert Wording Could you help West Suffolk Hospital to deliver the best quality and safest care to our local community? <<<<PLEASE ADD YOUR ADVERT WORDING HERE>>>> If you have the necessary skills, experience and qualities to help us to put patients first, please contact NAME, JOB TITLE on TELEPHONE NUMBER for an informal discussion or to arrange a visit. Please ensure you include the following information within your advert:

Overview of the job role

Overview of the ward/department the job role sits within

Overview of the service provided by the department

Key requirements for the job role – include a bullet point list of essential requirements from the person specification

If you need any assistance to write your job advert or would like to see an example, please contact the HR Team.

Contact Details

Name for general enquiries

Telephone number for above

Email address for above

Shortlisting to be emailed to

Special Instructions – If you have any other instructions, please add below:

Once your advert has been placed onto NHS Jobs, you will receive a Job Advert Confirmation email from the Recruitment Team. Please read this carefully and ensure you follow the instructions as this will help to minimise any delays to the recruitment process.

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