Our Service To You. Provision of Recruitment Services. Barnet and Chase Farm Hospitals

Transcription

1 Our Service To You Provision of Recruitment Services Barnet and Chase Farm Hospitals

2 CONTENTS Title Page 1 Contents 2 1.0: Purpose 3 2.0: Performance Review 3 3.0: Modifications 3 4.0: Confidentiality and Data Protection Act 3 5.0: Lists of Services 4 6.0: Provisions of Recruitment Service : Quality of Recruitment Service 9 8.0: Contract of Employment 9 9.0: Induction : Feedback 10 Appendix 1&2: Recruitment Flow-Charts

3 1.0 Purpose The objective of this document is to set out a clear framework ensuring the provision of high quality, efficient and speedy recruitment services in accordance with the details described in the following sections. The Human Resources department in conjunction with the Recruitment Bureau will engage with all managers in the Trust in partnership to provide a high quality recruitment and selection service to the satisfaction of potential applicants, managers and staff. We will agree to work positively together with all line managers to give a speedy, efficient and user-friendly service. In order for the Human Resources Team and the Recruitment Bureau to provide excellent service, all stakeholders have to be responsible for their own obligations within the process and comply with the timetables appropriate to the service. 2.0 Performance Review 2.1 The Service Level Agreement will be subject to a six-monthly review by a user group consisting of the Recruitment Manager and representative managers across all divisions. The content and format of the meetings will be mutually agreed by both parties, and the contact points in respect of complaints will be as follows: Human Resources Team Director of HR Line Managers ADOs/Clinical Managers/Service Managers/Office Managers 3.0 Modifications This agreement may be modified, if mutually agreed in writing, by the Human Resources department and line managers. 4.0 Confidentiality and Data Protection Act 1998 The Human Resources team will undertake to treat as confidential, all information obtained as a result of providing a service, unless otherwise specifically agreed to be covered by statutory disclosure or by written authority of the line manager. Documentation ownership is vested in the Human Resources team who will ensure the safety and security of any documents which it holds for the Trust. 3

4 5.0 List of Services The services to be provided by the Recruitment Bureau and the Human Resources Team are within the following 5 key stages of the recruitment process: Core Functions The Vacancy HR Manager will check and grade Job Description and Person Specification and agree with line manager. Advertising the Post Advertising posts in the media identified by the line manager where appropriate or suggest alternatives. Shortlisting Forwarding application packs to applicants. Processing completed and returned application forms on SAP (integrated payroll/hr)system. Sending application forms to line managers for shortlisting. Sending invitation to interview letters to shortlisted candidates. Interviews Attending specified interviews for professional groups of staff at senior level, where appropriate. Ensure Occupational Health questionnaire is completed and forwarded to Occupational Health department for clearance. Checking for valid registrations, i.e GMC,NMC. Signing off and checking Criminal Records Bureau (CRB) forms for successful candidate. Chasing up delayed references, occ-health clearance and CRB response. Work Permits Booking venues (for doctors interviews only). Attending all doctors interviews. The Appointment Sending out first provisional offer letter to successful candidate on receipt of appointment form from line manager. Forwarding all clearances and agree start date with line manager. Sending out final offer letter to successful candidate and confirm start date in employment, Trust Induction date and venue, and the date for Patient Safety Day course. Postgraduate Centre Administration Team, Training and Development Department and Service Managers will receive a copy of the final offer letter for all doctors to ensure they are included in induction outside of February/August start dates. 4

5 Training and Development team will book all staff on Trust Induction courses according to dates stated on offer letter. Managers (Service Managers for doctors) will ensure staff are released from the service to attend Trust Induction. A copy of the final offer letter will be sent by HR to the Lead Consultant and the Service Manager. HR induction and setting staff up on payroll will take place in the first week of employment. 6.0 Provision of Recruitment Services The responsibilities of the Provider in the provision of Recruitment services include the following: Recruitment Manager s Role The Recruitment Manager will inform all line managers of the estimated response times to queries or actionable tasks and will update them on progress or slippage as appropriate. The Recruitment Manager will conduct appropriate checks on a weekly basis to ensure all recruitment process meet the response times as agreed. An annual quality assessment questionnaire will be sent to all line managers to monitor the improvement in the service. Recruitment Manager will ensure all adverts are composite adverts to provide a cost effective service. Any stand alone advert will require the authorisation of the Recruitment Manager and any advert deviating from Trust Corporate style will need the authorisation of the Director of HR. Recruitment Manager will ensure all job vacancies are checked and placed on the Trust web-site, and published in the two-weekly vacancy bulletin. Telephone Calls The Recruitment Bureau and the entire Human Resources team will respond and action telephone enquiries immediately. All members of the team will take responsibility for picking up phone calls no later than three rings. We promise to respond to calls from managers, staff and members of the public within the same day of leaving messages on the answerphone, and also use for response as appropriate. 5

6 When Recruitment Bureau staff are on annual/sick leave, an out-ofoffice message is recorded directing all enquiries to redial other telephone extension lines in the department. Where action is required and cannot be given immediately, the member of staff will aim to answer and respond within 5 working days of receiving the calls or correspondence at the latest. Where possible all Human Resources staff will use s as a means of communication with managers, staff and prospective applicants in all professional groups. Recruitment Assistant will retrieve all answerphone enquiries for job application packs from members of the public and send them out within 48 hours of receipt. To maintain a record of all application packs request and input all completed and returned application forms on SAP within 48hrs of receipt. Recruitment Planning Meeting Up-to-date job description, person specification, and adverts will be ed by the line manager to the Human Resources Manager at least 5 working days before the Recruitment-Planning meeting takes place. Human Resources Manager will hold a Recruitment-Planning meeting with a line manager and grade job description and person specification within 48 hours and in exceptional circumstances no later than 5 working days of receiving all necessary paperwork for the post. Adverts will be checked and agreed at the Recruitment-Planning meeting by the Human Resources Manager and line manager before it s forwarded to the Advertising Agency. Human Resources Manager will ensure a completed and signed vacancy authorisation form with up-to-date job description, adverts and details of shortlisting and interview panel members is given to the Recruitment Assistant for the Division to process. For on-going recruitment to HCA, D and E grade posts, a separate recruitment process is currently under discussion with the aim to have in place a year planner for interviews that would be managed centrally. For junior doctors (SHO and Surgical PRHOs) recruitment will take place every 6/12 months. The Human Resources Adviser will start 6

7 the process by liasing with the Lead Consultant to identify posts that need to be recruited into and seek the appropriate authorisation from the Deanery. The Human Resources Adviser will liase with the Lead Consultant to agree dates for advert placement, shortlisting and interviews. The Human Resource Adviser will ensure the recruitment process is set up every six months as soon as possible after each new batch of SHOs start, and liase regularly with the Deanery to collate information regarding all new SpRs and Flexible Trainees starting employment with the Trust and also liase with the relevant Consultants in each specialty. Advertising All advertised posts will be placed on the web within 24hrs of receipt. Job Vacancy bulletins will be displayed bi-weekly. Application for Jobs All post must be opened daily within a designated hour, date stamped and sorted into order of priority for each team. The Recruitment Assistant will ensure post advertised is always closed on the agreed closing date. Instances where line managers request an extension date this will be agreed with the Recruitment Manager. Shortlisting Recruitment Assistant will forward shortlisting forms and application forms to members of the shortlisting panel within 3 working days of the closing date. Recruitment Assistants will line managers on the day shortlisting pack is dispatched for collection stating clearly, the date of dispatch, where the pick-up point will be, and the latest time for collection on the day. Line managers will ensure that all shortlisted forms are completed and signed and sent to the Recruitment Assistant within 5 working days of receipt. 7

8 Interviews Recruitment Assistant will book the venue for all doctors interviews and line managers will book the venue for their staff interviews. Letter of invitation to interview will be sent to shortlisted candidates 10 working days before the interview date. Recruitment Assistant will forward interview packs to all panel members 5 working days before the interview date. Recruitment Assistant will or fax lists of candidates who have already confirmed their attendance at the interview at least one day before the interview date. Recruitment Assistant will request references after the interview has been completed except when interviewing doctors. In exceptional cases it may be agreed at the Recruitment Planning meeting to request references before the interview date if appropriate. Recruitment Assistant will courier occupational-health questionnaires to Barnet Hospital on a daily basis, while Chase Farm s forms will be hand delivered to the occupational health department at Chase Farm Hospital. The Chair of the interview panel or an agreed member of the panel will notify successful candidate on the day of the interview or not later than two days after and state that his/her appointment is subject to occupational health clearance and a satisfactory employment references. For candidates commencing posts in A&E and Paediatrics, Police clearance must be received before they can be given a start date. The Chair of the interview panel or an agreed member of the panel will notify all unsuccessful candidates with interview feedback preferably on the same day of the interview or no later than two days later. Line manager will send a completed and signed interview record decision form and appointment information record form within 3 working days of completing a job interview and appointing a successful candidate. Occupational Health clearance will provide a written statement to Recruitment Bureau with regard to the applicant s clearance to work within 48hrs. 8

9 The Recruitment Assistant will notify line manager of Occupational Health clearance on the same day of receipt. The Appointment Recruitment Assistant on the receipt of appointment information form from the line manager will ensure that the first offer letter is sent to the successful candidate within 3 days of interview informing them that their appointment is subject to receipt of satisfactory references, i.e employment reference, occupational health clearance, work permit if applicable, NMC, GMC, Police Clearance if applicable. Recruitment Assistant will send at least two reminders to chase up any outstanding references. Recruitment Assistant will allow a maximum of 5 working days from the date reminders are sent before contacting the candidate using telephone and letters to inform them that their referee has not provided a reference. If successful candidate is unable to provide a reference, line manager will be contacted as to whether post should be withdrawn and candidate will be contacted for a final attempt to get their reference and if unsuccessful, the line manager will be contacted to consider withdrawal of offer of employment. Recruitment Assistant will only confirm start date in final offer letter once the line manager is happy with the clearances and has confirmed a start date and time. A copy of the Trust s staff handbook will be sent to new staff with final offer letter. The new starter file will be passed to the Human Resources Adviser within 24hrs of sending final offer letter out to successful candidate. For internal candidates applying for a post in a higher grade, all line managers must complete a change of circumstances form for promotion purposes after they have agreed a start date with the Recruitment Bureau (when all clearances are in place). This will enable the HR Adviser to process pay and failure to do so may result in staff being paid inaccurately. Human Resources Adviser will aim to place new starter s on payroll on the first Monday of starting employment. If staff fails to attend the Human Resources Department as requested in the final offer letter, line manager will be contacted via to notify staff to register on payroll. 9

10 Human Resources Adviser will give staff forms for ID Badges and complete and stamp Staff Car Park forms on the day of HR Induction. 7.0 Quality of Recruitment Service The following quality criteria will be supplied in respect of the service provided: Any concerns with the Recruitment Service should be raised with the Recruitment Manager in the first instance. This will normally be responded to within 5 working days. The appendix attached shows maximum days expected throughout the recruitment process. 8.0 Contract of Employment All new and current staff who have been successfully at interview and satisfied all pre-employment checks will be issued a contract of employment by the Human Resources Adviser within four to eight weeks of commencing employment with the Trust. 9.0 Induction All new starters will receive a departmental induction from their line manager in their first to second week of employment with the Trust. The new starter induction with the Human Resources Adviser will take place within the first week of employment within the Trust. At this induction, the following will be discussed and issued as appropriate: terms and conditions of employment payroll information Change forms (for managers) Termination forms (for managers) Leave forms (for managers) 10.0 Feedback Please discuss or forward all your comments to: Nicky Colson Recruitment Manager Recruitment Bureau, HR Department Block 8, Ground Floor Chase Farm Hospital,The Ridgeway, Enfield EN2 8JL Telephone: ext

11 Appendix 1 Recruitment Flow-Chart Vacancy Authorisation Form completed via by manager, finance and HR Manager. 3days Recruitment Planning Meeting held between HR Manager and Line Manager. 5 days HR Manager gives job to Recruitment Asst to advertise in line with Trust advertising schedule. 2 days Recruitment Assistant places advert at least two weeks before the closing 15 days Recruitment Assistant sends application forms to shortlisting panel 3 working days from Closing Date. 3 days Line manager returns shortlisting forms to Recruitment Assistant within 5 working days of receipt. 5 days Recruitment Assistant sends Candidates Letter of invitation to interview 10 days before interview and packs to panel members 5 days 10days Interview completed and line managers submits interview record form, appointment information form and interview record sheets to Recruitment Assistant. 3 days Successful Candidate. The Chair of the Panel or an agreed member will notify them and state appointment is subject to occupational health and satisfactory employment references and for A&E and Paediatrics, Police checks clearance. Unsuccessful Candidate, Chair of the panel or an agreed member of the panel will notify them and provide feedback. 2days Chair of the panel will ensure candidate submits occ-health questionnaire at the end of the interview. 11

12 Appendix 2 Recruitment Flow-Chart- Successful Candidate at Interview Stage Recruitment Assistant will create a file (brown) for successful candidate and send request for reference for successful candidate. The first provisional offer letter subject to receipt of satisfactory references must be sent within 2 days of receiving appointment information record from the line manager. 2 days Recruitment Assistant will confirm employment references, occ-health clearance and police checks with line manager. If not received, will chase up. After 2 reminders, if no response, will line manager to update and consider sending letter re- withdrawal of job offer. 4 wks (max) Recruitment Assistant will write final offer letter to candidate within 48hrs of receiving all clearances and confirming line managers satisfaction. Line manager will confirm start date with Recruitment Assistant. 2 days Recruitment Assistant will pass file to HR Adviser to prepare contract of employment and set up payroll information as well as HR Induction in the first week of employment. 1 day HR Adviser will contact line manager on the first date of employment if staff does not attend appointment. 12