Dear Colleague Please find enclosed the following documents to ...

Dear Colleague
Please find enclosed the following documents to assist you with the selection process for your
vacancy. It is essential that the process outlined and the documentations enclosed are fully
utilised in order to ensure that:
a) we appoint staff with the relevant skills and knowledge required for the post
b) the Trust’s legal responsibilities are met.
c) procedures are fair and consistent
The following documents are enclosed for your assistance.
Shortlisting Monitoring form – Return to HR and Wellbeing Business Services
Request to Appoint Form - Return to HR and Wellbeing Business Services, with
the successful applicant’s application form and references
Regret Letter
Please note that recruitment documents, and recruitment guidelines regarding Employment
Monitoring; Redeployment; Work Permits/Leave to Remain; Shortlisting; Conducting Interviews;
and References can be found on the HR&OD website: www.whnt.nhs.uk/hrod.
Once you have made your appointment, a verbal recommendation of appointment can be given,
subject to a CRB Disclosure Check, Occupational Health check, satisfactory references and when
required evidence of professional registration and proof of permission to work in the UK (please
refer to Work Permit Guidelines). A date should then be booked on the Corporate Induction and
Initial Mandatory Training programme via the HR and Wellbeing Business Services.
You should then return the following documentation for successful candidates to the HR and
Wellbeing Business Services.
Successful applicant’s application form
Completed Request to Appoint Form
2 x References
Completed Shortlisting Monitoring Form
The Key Recruiter should send regret letters to the unsuccessful applicants; a template is included
in the Resource Pack for this purpose. The job file with the unsuccessful application forms, and
supporting interview documentation must be stored for 6 months in a secure place within your
Directorate.
In the meantime, if you have any queries regarding Recruitment please contact:
HR and Wellbeing Business Services or email coc-tr.recruitmentbusinessservices@nhs.net
For Facilities recruitment, please contact:
Stephanie Jones, Acting Hotel Services Manager on ext 8577 or e-mail
Stephanie.jones4@nhs.net
1

For Staffing Solutions enquiries, please contact:
Di Hutchinson, Staffing Solutions Manager, on 01244 365230 or e-mail
d.hutchinson@nhs.net
If you have any queries regarding the selection process, please do not hesitate to contact the HR
and Wellbeing Business Services or alternatively your Divisional Senior HR&OD Manager.
Yours sincerely
Linda Cunningham
Recruitment & Advisory Business Services
2

Key Recruiter Guidelines
3

C O N T E N T S
Page
Employment Monitoring 5
When should a vacancy be advertised 6
Legal Right to Work Guidelines 8
Shortlisting Guidelines 11
Interview Guidelines 12
Employment Reference Guidelines 13
Selection Guidelines 15
Appendices:
Appendix 1 Invitation to Interview letter 16
Letter to Panel Members 17
Schedule of Candidates 18
Supplementary Question Sheet 19
Appendix 2 Letter to Referee 20
Reference Reply form 21
Reference Reply form – Verbal 23
Appendix 3 Request to Appoint form 25
Mandatory Training Matrix 28
Regret Letter 31
Appendix 4 Shortlisting Monitoring Form 32
4

EMPLOYMENT MONITORING
The Trust is required to provide monitoring information in respect of employment processes, in
particular recruitment, training and progression, to ensure that we are compliant with the Equality Act
2010 and that our statistics reflect the Community regarding:
Age
Disability
Gender
Race
Religion or belief
Sex
Sexual Orientation.
A system has been set up whereby each of the recruiting areas are monitoring applications, source
of application, shortlisted candidates, and candidates appointed, in the areas detailed above.
The E-recruitment system will support the current monitoring system, and information will be
inputted, and statistics extracted from this system when required.
In order that we can provide meaningful statistics, it is vital that all completed monitoring
documentation is returned to the Employment Services Centre following the interview process, to
enable completion of the employment monitoring.
5

WHEN SHOULD A VACANCY BE ADVERTISED
If you have determined that you have a vacancy within your service or department you will
need to obtain approval via the Vacancy Control Process. When you have sought
approval you will need to consider advertising the post and the various approaches you
can take.
It is recommended in terms of best practice that all vacancies are advertised, ensuring that
as a Trust we offer equal opportunities to everyone. Vacancies can be advertised both
internally and externally. We do recommend exhausting all internal options (this should
include placing adverts on NHS jobs for a minimum period of 2 weeks) prior to placing
adverts in the press or professional journals as this can be expensive. If the decision is
taken to advertise externally, the Trust will take advice from an external agency. The
agency will assist with advert design, a form of words and the most suitable publications to
use in order to gain the best results.
There will be instances when vacancies are advertised for a fixed period of time:
Fixed term appointments due to limited funding
Secondments to support development
Acting-up to cover situations such as maternity leave or the long term absence of a
team member due to sickness, this would not usually exceed a period of 12 months.
Such opportunities should always be advertised, if the relevant knowledge, skills and
experience can only be sourced internally then vacancies can be ring fenced to a specific
team. The recruiting manager can decide to advertise externally providing all internal
options have been exhausted. Adverts should make clear that the position is available for
a fixed period of time; this should also be discussed directly with candidates at interview.
An extension to the fixed term period, for all of the examples referred to above, can be
applied for by the line manager and will be subject to the Trust’s approval process. If a
permanent opportunity arises then the vacancy must be advertised when the term ends.
This process will ensure that the Trust‘s commitment to equal opportunities is sustained.
There will be certain times throughout the calendar year when newly qualified students
graduate. At such times recruiting managers should consider vacancies that may be
suitable for newly qualified students and alert the HR and Wellbeing Business Services to
this via the Vacancy Control process. In turn the HR and Wellbeing Business Services
Team will also recommend vacancies that should be held for such circumstances. In
either event managers will be notified if the vacancy is to be held.
If the Trust makes a decision to reduce staffing in a particular area, staff employed in the
area at the time may be considered for re-deployment. Alternatively, redeployment may
be offered to a member of staff for other reasons such as being unable to continue in a
role due to medical reasons. In all cases suitable alternative positions across the Trust will
be discussed with the member(s) of staff concerned. Divisional HR Managers and
members of the HR and Wellbeing Business Services will co-ordinate the process liaising
6

with recruiting managers prior to the post being formally advertised.
circumstances Managers will be notified if the vacancy is to be held.
In such
Further guidance in respect of the redeployment process can be found via the
Redeployment Guidance Notes for Managers on the Employment Services Centre
microsite (link available on Trust Intranet site) or via the Redeployment policy available on
the HR&OD website.
7

LEGAL RIGHT TO WORK IN THE UK
Introduction
The Immigration, Asylum and Nationality Act (2006), makes it an offence to knowingly employ
anyone who does not have permission to be in, or work in the UK.
In November 2008, The UK Border Agency introduced the Points-Based System to enable improved
management of economic migration. Under these revised arrangements employers who benefit
from employing migrant workers can agree to act as sponsors.
Who can apply under Tier I or be issued with a Certificate of Sponsorship under Tier II
Under the arrangements of the Points-Based System (PBS) migrants will need to demonstrate that
they have sufficient points to qualify for either one of the 5 tiers available in the system. Below are
the details outlining the requirements for Tier’s I and II :
Tier I (Minimum 75 points required) – Highly Skilled Migrants
o Qualifications
o Previous earnings
o Age
Under Tier I arrangements highly skilled migrants are granted unlimited access to the UK labour
market and do not require sponsorship or an offer of employment at the time of application.
Tier II Minimum 50 points required) – Medium to Highly Skilled Migrants
o Qualifications
o Prospective Earnings
o Job Offer
Under Tier II arrangements migrants must have a job offer and a commitment of sponsorship from a
UK Employer. The Certificate of Sponsorship is applied for by the Trust and recruiting managers
should discuss arrangements for this with a member of the Contract Services Team.
Under Tier II arrangements we as an employer are required to demonstrate that we are either
recruiting to a “Shortage Skill Occupation” or that we are not displacing a worker from the UK labour
market. The Trust may be required to produce evidence of the advertising and shortlisting process
undertaken for the postion when applying for the Certificate of Sponsorship.
Conversion/Adaptation training or Supervised Practice
People who qualified overseas in some professions may need to do conversation/adaptation training
or supervised practice in order to meet UK statutory requirements to Work here.
8

When to make an application for a Certificate of Sponsorship
Certificates of Sponsorship are granted on the basis of a job offer being issued to a migrant worker.
Applicants are asked when applying for a post to state their immigration status on the application
form. If it is identified that a person will require an offer of employment and sponsorship under the
Tier II arrangements in order to work at the Trust, then the HR&OD Department should be notified
via the Request to Appoint form and arrangements will be put in place to process an offer of
employment and initiate the Sponsorship application via online methods.
Progress of the Sponsorship can be tracked online and once the Certificate of Sponsorship is
authorised and a unique certificate number has been generated this should then be relayed to the
employee in order that they can make an application for their Leave to Remain. Applications for
Leave to Remain can take up to 8 weeks to process via the UK Border Agency.
An individual employed under Tier II arrangements will be allowed to move to different jobs/areas
within the Trust, as long as their duties, and conditions of employment do not alter from those
indicated in their previous application. If you have any doubts, please contact your Divisional
HR&OD Manager.
Conditions of Certificate of Sponsorship
Under the revised arrangements the Trust can sponsor a migrant worker for an initial period of 3
years, extensions can be applied for thereafter. The person can continue working whilst the
application is being considered providing an application is in progress before the existing Certificate
expires and their Leave to Remain has not expired.
During the initial 3 year period the UK Border Agency will continue monitor the migrants Leave to
Remain status. In some cases this can lead to an application being made by the individual for
permanent residency in the UK.
If the Certificate of Sponsorship expires before an application for extension is submitted then the
person cannot continue working whilst the application is being considered. If these circumstances
arise, the person would have to take unpaid leave until the extended had been granted by the
Contract Services Team.
If an application is made prior to the expiry date and is therefore in progress then the individual can
continue to work in the Organisation until a decision is made providing their Leave to Remain status
has not expired.
It is the responsibility of the individual to ensure that they are legally residing and working in the UK.
Expiry dates need to be observed for both Sponsorship and Leave to Remain with application
enquiries initiated within 3 months of a deadline occurring.
If a person Leaves the Trust
The UK Border Agency must be notified in the event of a person’s employment ending with the
Trust, whether the Trust or the person ends the employment.
9

If a person leaves the Trust, they will cease to meet the requirements of the Tier II sponsorship
conditions under which they have stayed in the UK. Unless they have another legal basis of stay in
the UK, they will be expected to leave.
Even if a person’s Leave to Remain has not expired, once they have left the employment for which
Sponsorship was issued, they and any dependants may be required to leave the UK.
If an employee who was employed under Tier II arrangements resigns from their post, please notify
your Divisional HR&OD Manager immediately as the Trust has a responsibility under the
Sponsorship Licence arrangements to inform the UK Border Agency.
Charges for Work Permits/Leave to Remain
Fixed charges are applied to Tier applications. The Trust currently pays for the Certificate of
Sponsorship under the Tier II arrangements and the payment process is initiated via HR&OD.
Applications made using the online system are processed much quicker than the previous paper
based applications. However, Leave to Remain applications can take up to 8 weeks and cannot be
applied for online.
Referred Applications
In our experience it is rare that UK Border and Immigration refuse an application. However, if this
does happen in the case of a request for extension of sponsorship, the person would not be able to
continue working at the Trust beyond the expiry date of their current Certificate of Sponsorship, or
their Leave to Remain date, which ever is the earliest.
10

SHORTLISTING GUIDELINES
1 All selectors must receive the job description and person specification prior to shortlisting.
2 Shortlisting must never be undertaken by one person.
3 Selection criteria must not include requirements which discriminate either directly or
indirectly against the protected characteristics outlined in the Equality Act 2010 :
Age
Disability
Gender/gender reassignment
Marriage and civil partnership
Pregnancy and maternity
Race
Religion or belief
Sex/sexual orientation
4 Candidates who have declared that they have a disability and who meet the minimum
criteria for the post must be shortlisted to comply with the Trust’s ‘two tick’ commitment.
5 Reasons for the rejection or selection of individual applicants for shortlisting must be
recorded on the form enclosed.
6 It is the Manager’s responsibility to notify all internal applicants where they have not been
shortlisted prior to the interviews taking place and provide feedback. Managers should
also be prepared to give feedback to other candidates if requested.
11

INTERVIEW GUIDELINES
1 Questions at interview must be based on the requirements of the job and criteria agreed
for selection.
2 All candidates must be asked the agreed set of questions for the post, however in
addition Panel members do have the opportunity to ask questions specific to each
candidate’s application.
3 Questions must not be asked which may lead candidates to believe that discrimination
has occurred. Questions about nationality, place of birth, length of residence in this
country, religion, marital status, children, family plans and domestic responsibilities,
health and disability may lead to such assumptions.
4 The Chair Person of the Panel must record the selection criteria and reasons for the
selection and rejection of candidates on the Recruitment and Selection Assessment form.
Interview records together with selectors and notes must be retained for at least six
months.
5 Any member of the Selection Panel who believes that unlawful discrimination is taking
place must draw the matter to the attention of the Chair, who must decide whether it is
appropriate for the selection procedure to continue. Any such incidents must be reported
to the Director of Human Resources & Organisational Development. In these
circumstances the recommendation of the Panel must not be made known to the
candidates until the matter has been resolved.
6 Where it is not possible for a member of the HR&OD Department to be present at the
interviews, the Panel must ensure they have a basic knowledge of the Terms and
Conditions of the post, e.g. Grade, Salary, hours per week, etc.
In addition there are a number of set questions which must be asked at all interviews.
These can be found on the Supplementary Question Sheet.
7 At some point during the interview, candidates should be given the opportunity to ask
questions.
8 All candidates must be asked the agreed set of questions for the post, however in
addition Panel members do have the opportunity to ask questions specific to each
candidate’s application.
9 The Chair Person of the Panel must record the selection criteria and reasons for the
selection and rejection of candidates on the Recruitment and Selection Assessment
Form. Interview records together with selectors and notes must be retained for at least
six months.
12

REQUESTING REFERENCES
EMPLOYMENT REFERENCES GUIDELINES
1 Both to ensure standardisation and in an effort to encourage prompt return of references,
a Reference Reply Form is available as an appendix to this document, for all non-medical
reference requests. When requesting a reference, a copy of the relevant job description
and person specification must be supplied to the referee.
2 Where references are sought from a referee in confidence, the Trust should seek the
permission of the referee prior to it being released to the reference subject. Any queries
or concerns regarding the release of references should be discussed with the HR &OD
department.
3 If the candidate states in their application that references cannot be taken up prior to
interview, you will need to gain their permission before proceeding.
4 Standard reference reply forms are available as appendicies to this document and should
be used when recruiting staff to the Trust. The reference proforma’s are designed to
meet the requirements of the Equality Act 2010 which prevents an employer asking
questions about the health status of an individual applying for a post illegal until after they
have made an offer of appointment.
5 At least one of the references must be taken from the candidate’s current or most recent
employer.
WRITING REFERENCES
The publication of Health Circular (HSC) 2002/008 defines standards for the provision of
references as part of employment checks and states:
“All references must be written by a person with management responsibility, be honest,
accurate, fair, made with reasonable care and include an assessment of job related
competency and personal qualities”
1 Employment references may only be supplied by staff with a formal managerial /
supervisory relationship with the reference subject, who will therefore be able to make an
assessment of job related competence and personal qualities. The HR&OD Department
are also authorised to supply employment references, where appropriate, but will
normally be limited to confirmation of employment status and dates of employment and
any disciplinary proceedings. All authorised references should be supplied on Trust
headed notepaper.
2 Trust headed notepaper should not be used for the provision of character or personal
references.
3 Misrepresentation on references and misuse of the Trust’s headed notepaper for
character or personal references, may result in disciplinary action being taken.
13

4 Reference requests often take the form of a questionnaire, which directs a referee to
respond on specific areas. In the case of a more general request for a reference, the
referee should include the following: period of employment, position(s) held, competence
in the job, experience, standard of verbal and written communication (where deemed
relevant to the job specification), honesty, reliability, disciplinary proceedings.
5 Questions relating to the applicants previous sickness absence should not be responded
to unless an offer of appointment has been made and that this has been confirmed in
writing to the referee. In such circumstances referees should only confirm
duration/occasions of sickness absence over the previous 2 years and should exclude
any reasons for absence.
6 Referees have a legal obligation to exercise reasonable care in the preparation of a
reference to ensure that it is honest, accurate and fair. There is also a legal duty of care,
both to the subject of the reference and the recipient of the reference, to ensure
information is not misleading, either as a result of the unfairly selective provision of
information, or by the inclusion of facts and opinions in such a manner as to give rise to a
false impression.
7 HSC 2002/008 stipulated that NHS employer references will contain appropriate details
of any disciplinary proceedings. Also, in instances where a matter is the subject of a
disciplinary investigation and the employer Leaves the Trust before an investigation has
been completed, which is relevant to his or her appointment, this fact should be included
in the reference. It is recommended that in such instances advice should be sought from
the Human Resources Department. It is not appropriate to include details of any issues /
complaints which have not been disclosed to the subject of the reference.
8 The final paragraph of all employment references given on behalf of the Trust should
include the following statement:
“In accordance with Trust policy, I am required to advise that this reference is given
in confidence, without prejudice and without the acceptance of any liability on the
part of the Trust”
14

SELECTION GUIDELINES
1. Following the interview process and using the Recruitment and Selection Form as a
guide, the Panel must select the most appropriate candidate for the post.
2. Where applicable, managers should be aware that professional registration numbers
and the successful candidates legal right to work in the UK, MUST be verified through
the Employment Services Centre before an offer is made.
3. Following the interview process the Chair of the Panel is able to make a verbal offer. If
references are outstanding at this stage then the candidate should be informed that the
panel is considering making an offer of appointment and that it will be our intention to
contact the Referees stated in the application form and we will therefore require their
permission to proceed where the application form states otherwise.
4. Following receipt of two satisfactory the successful candidate should then be advised
that the offer is subject to satisfactory health clearance and criminal records disclosure
check.
5. Following acceptance of the post by the successful candidate, all other candidates must
be informed that they have been unsuccessful at the earliest opportunity. In order to
avoid undue delay, this process should be carried out verbally.
6. The Chair of the Panel must contact the HR and Wellbeing Business Services with the
name of the successful candidate in order that the Criminal Records Disclosure process
can be carried out as soon as possible. The disclosure process can take up to six
weeks, so it is strongly recommended that contact with the HR and Wellbeing Business
Services is made at the earliest opportunity.
7. Interview outcome details should be returned to the HR and Wellbeing Business
Services, this should included the request to appoint form, application form and two
satisfactory references in respect of the successful candidate. This is in order that a
formal offer of appointment can be made. Candidates should also be placed on the
Corporate Induction and Initial Mandatory Training programme immediately on
appointment unless the exceptions procedure is to be invoked.
15

Arrowe Park Hospital
Arrowe Park Road
Upton
Wirral
CH49 5PE
Ref: INVITE TO INTERVIEW
Tel: 0151 678 5111
Date as postmark
Dear
Re: Interview for _______________________________Ref ________________
Following your application for the above post, I am pleased to inform you that you
have been invited to attend for interview at (time _________) on (date_______).
The interviews will take place at (venue).
Please report to _______________________
assistance.
A map is enclosed for your
For your information, the Interview Panel will comprise:-
(name) ____________________
(name) ____________________
(name) ____________________
(name) ____________________
(title) ____________________
(title) ____________________
(title) ____________________
(title) ____________________
(Where appropriate) You are required to prepare a ……. (time) presentation on
“……………..”. An overhead projector and/or PowerPoint is available.
(Where appropriate) You will be required to produce evidence of essential
qualifications and professional registration required for this post.
Should you have any special requirements for the interview (eg hearing loop),
please contact me on the above extension.
Would you please confirm that you will attend on the day and at the time stated by
telephoning (name) ____________________ on extension
____________________
If you have any further queries, please do not hesitate to contact me on extension
____________
Yours sincerely
Key Recruiter
encs
Appendix 2 16

Arrowe Park Hospital
Arrowe Park Road
Upton
Wirral
CH49 5PE
Tel: 0151 678 5111
Ref: LETTER TO PANEL MEMBERS
Date as postmark
IN CONFIDENCE
Name and address
Dear _____________________
Re: APPOINTMENT OF _______________ , ________________HOSPITAL
I write to confirm that the interviews for the above post will be held on
___________
The Panel will meet at _________________ in the ___________ _____ Hospital.
Candidates have been asked to give a 10 minute talk on ____________________
An overhead projector will be available for their use.
I enclose, for your information, a Schedule of the Candidates to be interviewed, a
copy of the Job Description/Person Specification, a copy of their application
form/CV, Guidance Notes for Members of Appointment committees and Selection
Matrix to be completed at interview.
If you have any queries, please do not hesitate to contact me.
Yours sincerely
Key Recruiter
Appendix 2 17

SCHEDULE OF CANDIDATES
INTERVIEW FOR:
DATE:
PANEL TO MEET AT:
INTERVIEWING PANEL:
NAME OF CANDIDATE
TIME OF INTERVIEW
Appendix 2 18

SUPPLEMENTARY QUESTION SHEET
INFORMATION
DIVISION / DEPARTMENT
JOB TITLE
GRADE
SALARY RANGE
HOURS PER WEEK
DAYS PER WEEK/ON-CALL COMMITMENT
HOLIDAYS PER YEAR
GENERAL INFORMATION
1. Section A of the application form asks candidates to confirm if they have a disability
and if they wish to be considered under the guaranteed interview scheme. Section A
is retained by the HR and Wellbeing Business Services. It is the responsibility of the
HR and Wellbeing Business Services to identify to the Key Recruiter any candidates
who have identified a disability. The Key Recruiter should then enquire as to whether
any reasonable adjustments are required by the candidate in order to attend the
interview.
If a candidate has indicated that they have a disability you will need to ask the
following during the interview.
Are there any reasonable adjustments which you would need in order to undertake
the post
2. PANEL MEMBERS MUST NOT ASK AN APPLICANT ANY QUESTIONS THAT
RELATE TO HEALTH OR DISABILITY DURING AN INTERVIEW. Successful
candidates will be required to complete a health screening questionnaire and may be
asked to attend an appointment with a member of the Occupational Health team.
3. If a candidate has indicated that they have had a criminal conviction, you will need to
ask them for further details. If the post is subject to a Criminal Records Clearance the
candidate must be reminded at this point.
4. Successful candidates will be required to prove their legal right to work in the UK.
5. Have you any holidays that you have already booked
6. Can you please confirm your period of notice
7. The candidate must be told when they will hopefully be informed of the outcome and
details should be sought as to where they will be at that time.
Appendix 2 19

Arrowe Park Hospital
Arrowe Park Road
Upton
Wirral
CH49 5PE
Tel: 0151 678 5111
Ref: REFERENCE LETTER
Date as postmark
Name and address
Dear ____________________
Re: APPOINTMENT OF___________________________________________________
______________________ is an applicant for the above mentioned appointment and has
given your name as referee in support of their application.
I have enclosed a job description for your information and I should be grateful if you would let
me have your reviews on the applicant’s suitability for the post, together with any other
information you may think relevant.
This post is exempt from the Rehabilitation of Offenders Act 1974 so that it is permissible to
disclose any criminal convictions. In this connection I should be grateful if you would include
details should any conviction be known to you. Any information given will, of course, be
treated in strict confidence and used only in consideration of the candidate for a post where
such exemption is appropriate.
Interviews for this appointment are scheduled to be held on __________________ and it
would be greatly appreciated if your reply were received by this date. Your reply will be
submitted to the Chair of the Interview Panel and will assist in making an appointment. I
should like to thank you in anticipation of your assistance and assure you that any further
information you provide will be strictly confidential. An envelope is enclosed for your reply.
Yours sincerely
Key Recruiter
Encs
Appendix 2 20

NAME OF CANDIDATE
POST APPLIED FOR
REFERENCE REPLY FORM
REFERENCE
NO.
Please complete the following background information regarding the candidate
In what capacity do you know the candidate
How long have you known the candidate
If different from above, how long has the
candidate Worked for your organisation
(dates from and to)
Please give a brief description of the candidate’s
main duties and responsibilities
Reason for leaving (if applicable)
Please give your opinion on the candidate’s suitability for the Post (job details attached)
by ticking one of the following
Punctuality
Honesty
Relationship with others
Reliability
Ability to organise and prioritise Work
Communication – Written
Communication – Verbal
Excellent Good Average Poor
Has the candidate ever raised a concern or declared a reason that has impacted on their
ability to fulfill the requirements of their role
Yes □ No □
If you answered yes to the above question, would you have a concern regarding the
candidates suitability for this post Please comment below:
Please note that applicants are exempt from the provisions of the Rehabilitation of
Offenders Act. Please complete the following
Are you aware of any convictions recorded against the candidate
Yes/No
Appendix 2 21

REFERENCE REPLY FORM
Please describe the main features of the candidate’s character with reference to
strengths and/or weaknesses, referring to their qualities, such as initiative, ability to make
decisions, interpersonal skills, etc.
Would you re-employ the candidate in their current/most recent
position
Signed
Name in Capitals
Date
Position
Yes/No
Company Stamp
Appendix 2 22

NAME OF CANDIDATE
POST APPLIED FOR
NAME OF REFEREE
REFERENCE REPLY – VERBAL COMMENTS
Background Information
In what capacity and how long have you know the
candidate
If different from above, how long has the candidate
Worked for your organisation (dates from and to)
Reason for leaving (if applicable)
Please give a brief description of the candidate’s main
duties and responsibilities
Please comment on the candidate’s strengths
Please comment on the candidate’s weaknesses
Punctuality
Honesty
Relationship with others
Reliability
Ability to organise and prioritise Work
Communication – Written
Communication – Verbal
Suitability for the Post
POST REF. NO.
COMPANY
Excellent Good Average Poor
Has the candidate ever raised a concern or declared a reason that has impacted on their
ability to fulfill the requirements of their role
Yes □ No □
If answered yes to the above question, would you have a concern regarding the candidates
suitability for this post Please comment below:
Please note that applicants are exempt from the provisions of the Rehabilitation of
Offenders Act. Please complete the following
Are you aware of any convictions recorded against the candidate
Yes/No
Appendix 2 23

REFERENCE REPLY – VERBAL COMMENTS
General comments
Would you re-employ the candidate in their current/most recent position
Yes/No
Verbal Reference Taken by:
Written request sent by:
Date
Date
Appendix 2 24

Wirral University Teaching Hospital
Request for Appointment of Staff
Vacancy Ref No
……………………...
IMPORTANT: PLEASE ENSURE THAT THE SHORTLISTING MONITORING FORM IS
RETURNED WITH THIS DOCUMENT
This form MUST be completed once the Selection Panel has agreed to recommend the
appointment of the successful candidate. Please return this form with the application
form, job description, and references for the successful candidate to the HR and
Wellbeing Business Services, Moston Lodge.
Once all of the information requested has been received, the offer of appointment,
together with the Statement of Particulars will be sent to the individual concerned.
Whilst Panels may contact the preferred candidate by telephone, they must not be made a
formal offer on appointment and an explanation of the appointment process to be followed
should be given.
Appointment will be subject to a medical assessment by the
Occupational Health Physician and CRB Clearance
Selection Panel Report
Selection Panel Membership (please list):
Date of Interview: ……………………………
.............................................................................. ………………………………………………..
.............................................................................. ………………………………………………..
Post Details
Division/Corporate Department..........................................................................................................
PostTitle .............................................................................................................................................
Line Manager ……………………………………………………………………………………………….
Authority to fill Post …………………………………………Previous Post holder ………………………
Please state whether post is: P – Permanent; S-Secondment; FT – Fixed Term
If Temporary, or Fixed Term, please state reason: …………………………………………………….
Salary Band ………… Payroll No ………... Paypoint No …………Cost Centre ……………
Hours …………... …
Work Pattern ……………………………………………………………
Appendix 3 25

Applicants’ Details
Title of Successful Applicant
………………......
Forename(s)........................................................... Surname ...........................................................
Address………………………………………………………….Postcode…………………………………
…
Contact Number………………………………………….Salary Band .............................……………
Notice Period ……………………………………………
Starting Date …………………………
End Date (where applicable) ………………………...
Special conditions (if any): .................................................................................................................
Details of Referees (copies attached) ................................................................................................
............................................................................................................................................................
Professional Registration No. (if applicable) ......................................................................................
Essential Qualification: If you have validated original documentation in respect of essential
qualifications, please ensure you sign and date the photocopied certificates and forward them with
this form to HR&OD. If you have been unable to view original documentation you will need to
indicate this by ticking the box □.
In the event of this happening the appointee will be required to produce original certificates to
HR&OD prior to appointment.
Is a Certificate of Sponsorship required for this role YES/NO
If the appointee is not a U.K. or EU national and a Certificate of Sponsorship is not
required, please enclose documentary evidence of this.
Initial Mandatory Training (Block) requirements:
The table below outlines the initial mandatory training requirements identified by “Staff Group”. For new
Appointments. Please place a tick in the relevant box to ensure that a place is reserved on the required
sessions.
Clinical Staff Groups
Registered Nurses & Midwives
Clinical & Health Care Support Workers
Allied Health Professional (not listed in
Non-clinical Group)
Medical Staff
Porters
Theatre Practitioners
Yes
□
Non-Clinical Staff Groups
Executive Directors
Senior Managers
Administrative & Clerical
Professional and Scientific
Estates & Ancillary
Pharmacy
Laboratory staff
Dieticians
Yes
□
If this is an internal appointment please indicate this by placing a tick in the box □.
You will need to ensure that this member of staff has attended the refresher mandatory training
and therefore compliant in the workplace.
There is a copy of the Mandatory Training Matrix attached for your reference.
Appendix 3 26

REASONS FOR APPOINTMENT
Please state the reasons why the Selection Panel is recommending the appointment of the
candidate named above:
Key Recruiter Signature ......................................................................................
Directorate or Corporate Manager Signature ..........................................................................
Date .........................................................
-----------------------------------------------------------------------------------------
FOR OFFICE USE ONLY: -
Post approval attached:
References attached:
Monitoring Form attached:
CRB Documentation attached:
Work Permit Documentation attached (if applicable):
Signature ...............................................................
Date ………………………………
Appendix 3 27

Mandatory Risk Management Training Prospectus
Mandatory Subject
For All Staff Groups
*/**Risk Management, Health
& Safety inc Slips, Trips and
Falls and Innoculation
Incidents
Registered
Nurse
Clinical
Support
Worker
AHP Midwife Medical Staff Other Staff Source Reference
Every 2 years Every 2 years Every 2 years Every 2 years Every 2 years Every 2 years HASWA Mgt Regulations.
NHSLA Min Data Set (MDS)
*/**Fire Safety Every 2 years Every 2 years Every 2 years Every 2 years Every 2 years Every 2 years Fire Code HTM 05-01
Regulatory Reform (Fire
Safety) Order 2005
* /**Infection Control
Including Hand Hygiene
*/** Moving & Handling
Theory
Every 2 years Every 2 years Every 2 years Every 2 years Every 2 years Every 2 years CQC Standards
NHSLA MDS
Every 2 years Every 2 years Every 2 years Every 2 years Every 2 years Every 2 years Management of H&S at
Work Regulation 1999.
Manual Handling Operations
Regulations. 1992 /2002 as
amended. NHSLA MDS
* Conflict Resolution/Violence
and Aggression
Once on initial
mandatory
training on
induction then 3
yearly refresher
for staff in high
risk areas
Once on initial
mandatory
training on
induction then 3
yearly refresher
for staff in high
risk areas
Once on initial
mandatory
training on
induction then 3
yearly refresher
for staff in high
risk areas
Once on initial
mandatory
training on
induction then 3
yearly refresher
for staff in high
risk areas
Once on initial
mandatory
training on
induction then 3
yearly refresher
for staff in high
risk areas
Once on initial
mandatory
training on
induction then 3
yearly refresher
for staff in high
risk areas
NHSLA MDS
Managing Violent and
Abusive Behaviour Policy.
Quarterly Incident
Reports/trend analysis
Safeguarding - Level 1 Basic
Awareness via CD/Booklet
Includes Children, Adults,
MCA and Domestic Violence
On induction
then every
3 years
On induction
then every
3 years
On induction
then every
3 years
On induction
then every
3 years
On induction
then every
3 years
On induction
then every
3 years
Working Together to Safeguard
Children 2006.
Laming Report 2003. (17.114).
NHSLA MDS
Mental Capacity Act 2005/2007
Vulnerable Groups Act 2005
CEMACH 2004/2007
Deprivation of Liberty
Safeguards 2007
Appendix 3 28

Mandatory Subject
For All Staff Groups
Registered
Nurse
Clinical
Support
Worker
AHP Midwife Medical Staff Other Staff Source Reference
*/** Health Record Keeping Every 2 years Every 2 years Every 2 years Every 2 years Every 2 years Every 2 years NHSLA MDS
Information Governance
Toolkit. Freedom of
Information Act 2000.
Data Protection Act 1998.
Records Management NHS
Code of Practice.
Information Security
Management.
NHS Code of Practice 2007
Professional Body Standards
for Record Keeping.
Health Records Management
Policy 2009
* Harassment and Bullying
Training
Once on
Corporate
Induction
Once on
Corporate
Induction
Once on
Corporate
Induction
Once on
Corporate
Induction
Once on
Corporate
Induction
Once on
Corporate
Induction
NHSLA MDS
*/** Moving & Handling –
People (Practical)
Every 2 years Every 2 years Every 2 years
except for,
pharmacists,
Dieticians and
laboratory staff
who do not
require People
Handling
Every 2 years
Not required
following risk
assessment
Every 2 years for
Porters only
Management of H&S at work
Regulation 1999.
Manual Handling Operations
Regulations.
1992 (2002 as amended).
The guide to the Handling of
People 5 th Edition.
NHSLA MDS
*/** CPR
Included in block refresher
programme now 2 yearly but
staff will need to meet annual
CPR refresher requirement by
attending ad hoc sessions in
between the block programme
Annual Every 2 years Every 2 years
except for
radiographers
and theatre
practitioners who
attend annually
Annual
Annual for cardiac
arrest team-
Medical, DME,
Anaesthetic &
Paediatric Doctors
(grades- F1/2,
SPRs, SHO’s (ST
1-6).
All other medical
staff 2 yearly
2 yearly for
porters except
Waste, Post and
Stores Porters
who do non
clinical block
Resuscitation Council (UK)
and European Resuscitation
Council.
NHSLA MDS
Appendix 3 29

Mandatory Subject
For Certain Staff Groups/
Specialities
Registered
Nurse
Clinical
Support
Worker
*/** Medicines Management Every 2 years Every 2 years Every 2 years
Not required
for OT’s
AHP Midwife Medical Staff Other Staff Source Reference
Every 2 years Every 2 years Every 2 years for
Pharmacists and
other staff
involved in
Medicines
Management
National Patient Safety
Agency.
Medicines Act 1968.
Misuse of Drugs Act 1971.
NHSLA MDS, CQC Standards
*/**Consent Generic Training
Part 1 ( included in block
programme from Jan 2011
until July 2013, thereafter on
induction only)
Part 2 under essential training
matrix for those who undertake
delegated formal consent to
interventional procedures that
they are not capable of
performing themselves
Once N/A Once Once Once N/A NHSLA Standards
Consent to Treatment Policy
(May 2009)
Mental Health Act 1983
Mental Capacity Act 2005/7
*/**Venous
Thromboembolism (VTE)
NEW programme commencing
January 2011. Target for 85%
identified staff to have
completed by January 2013
Every 2 years
except for
Paediatric Staff
N/A N/A Every 2 years Every 2 years
Except for
Paediatricians
N/A
NHSLA MDS
*/** Blood Transfusion
Theory (via MT
supplementary booklet)
Every 2 years Every 2 years Every 2 years
for Biomedical
scientists
involved in the
blood
transfusion
process
Every 2 years Every 2 years Every 2 years for
theatre porters,
phlebotomists,
and ODPs
DOH BBT3
Better Blood Transfusion.
NHSLA MDS
Appendix 3 30

Mandatory Subject
For Certain Staff Groups/
Specialities
Blood Transfusion
Competency Training
Senior Staff Risk Management
Training (including
investigation of incidents,
complaints and claims)
Registered
Nurse
Clinical
Support
Worker
AHP Midwife Medical Staff Other Staff Source Reference
Categories
1.Components collection;
Nurses, Midwives, ODPs, Theatre Porters, Clinical Support Workers
2. Administer Transfusion;
Nurses, Midwives, ODPs and Anaesthetists
3. Venepuncture;
Nurses, Midwives, Doctors, Phlebotomists and ODPs
Blood Transfusion Competencies must be completed within the first 3 months (Local Induction period) for new starters
and staff must not participate in the process until this training has been completed.
Staff must renew their competency every three years. An exception report must be completed by managers and sent to
the Clinical Skills Centre for staff working in areas / roles where the competencies are not applicable.
Attendance is annual
Target group is Trust Board, ADO’s and Corporate Department Heads
DOH BBT3
Better Blood Transfusion.
NPSA requirement (an
amendment to SPN14)
NHSLA MDS
NHSLA RM Standards 2008
NOTES:
* Included in Initial Mandatory Risk Management Training Programme during Corporate Induction week
** Included in the Corporate Refresher Programme
*** Includes slips, trips and falls, inoculation incidents training and incident reporting and the investigation of incidents complaints and claims.
Staff Groups for Clinical Block Training Programme – Bi Annual
Registered Nurse
Clinical and Health Care Support Workers
Allied Health Professionals (not listed in Non Clinical Group)
Midwives
Medical Staff
Porters (except those listed in non clinical group)
ODA/ODPs
NB CPR annual requirement
Any exceptions within the above groups identified in prospectus. Any new exceptions
must follow exceptions process through HROD. Details on Mandatory Training website
Staff Groups for Non Clinical Block Training Programme – Bi Annual
Executive Directors
Senior Managers
Administrative and Clerical
Professional and Scientific
Estates and Ancillary
Waste, Post and Stores Porters
Pharmacy
Laboratory staff
Dieticians
Any exceptions within the above groups identified in prospectus. Any new exceptions
must follow exceptions process through HROD. Details on Mandatory Training website
Appendix 3 31

Important Note Regarding KSF Outlines
Following a National and Local Review of the Knowledge and Skills Framework (KSF), the usage of KSF within the organisation has been reviewed. A
new simplified individual review process rolled out in August 2011 and with this, KSF Outlines, levels and indicators are no longer required with
systematic evidence collection against them. Instead, the KSF Generic Core Dimensions have been integrated into the Individual Review Process with
generic statements upon which meaningful discussion will take place at the Review as relate to the Reviewee’s role.
Therefore, if your ward/department is proceeding with this simplified review process, there is no need to submit a KSF outline when advertising for your
new post.
If however, your ward/department has opted to continue with the “old” full KSF review process, please ensure a KSF outline is submitted as normal.
Appendix 3 32

Arrowe Park Hospital
Arrowe Park Road
Upton
Wirral
CH49 5PE
Tel: 0151 678 5111
Ref: REGRET LETTER
Date
Name and address
Dear ……………….
Re: POST OF ________________________, _______________ HOSPITAL
Further to your recent interview for the above post, I regret to inform you that you
have been unsuccessful on this occasion.
May I take this opportunity to thank you for attending for interview, and for the
interest you have shown in joining this organisation. If you would like to receive
feedback in respect of your interview, please do not hesitate to contact myself, or
(names of interview panel and extension numbers) who will be happy to discuss
this with you.
Yours sincerely,
Chair of Interview Panel
Appendix 3 33

HR DEPARTMENT – RECRUITMENT
SHORTLISTED & APPOINTED MONITORING FORM
IMPORTANT: PLEASE RETURN THIS FORM WITH THE REQUEST TO
APPOINT FORM
Post: ……………………………………………………
Job REF:……………………………………..
408…………………………………..
VCF No:
Key Recruiter: …………………………………………..
Closing date: ……………………………………………..
For the purpose of monitoring equal opportunities, codes for applicants not short-listed are as
follows:
1. Qualifications less than those required for the appointment to this post.
2. Previous experience brief and/or inappropriate
3. Knowledge less that required on Employee specification
4. Skills less than required on Employee specification
Name
To be
shortlisted
(tick)
Reason
for not
short-listing
To be
appointed
(tick)
1 1 2 3 4
2 1 2 3 4
3 1 2 3 4
4 1 2 3 4
5 1 2 3 4
6 1 2 3 4
7 1 2 3 4
8 1 2 3 4
9 1 2 3 4
10 1 2 3 4
11 1 2 3 4
12 1 2 3 4
13 1 2 3 4
14 1 2 3 4
15 1 2 3 4
16 1 2 3 4
17 1 2 3 4
18 1 2 3 4
19 1 2 3 4
20 1 2 3 4
21 1 2 3 4
22 1 2 3 4
23 1 2 3 4
Appendix 4 34
.