Recruitment and Selection Policy Training - DC2 - Test hold screen

NHS QIS Webcast Training : NHS QIS Webcast Training Welcome to the NHS QIS webcasting service Before we begin: Ensure you have plugged your headset into the computer and you can hear and see the broadcast clearly. Alternatively, if do not have a headset, you can the listen via the telephone by dialling the number provided whilst watching the screen. Adjusting the volume: Clicking the speaker icon in the system tray (bottom right of your screen beside the clock) Ensure the ‘Mute’ box is not ticked and the level is comfortable (click anywhere outside the grey volume control box to close window) To leave the session: Simply close the browser and hang-up. The training session will start shortly

Recruitment & Selectionpolicy and procedure awareness raising : Recruitment & Selection policy and procedure awareness raising

Aim & Objectives : Aim & Objectives To ensure managers are getting the best from the recruitment processes. To provide an understanding of how the recruitment policy will support managers, highlighting responsibilities and points of support in the recruitment cycle Introductions Why is recruitment and selection important to the business? Open discussion.

Overview : Overview The authorisation process Interacting with the AfC/KSF processes Advertising a vacancy Campaign planning Shortlisting applications Break Preparing for and conducting the interview Securing the preferred candidate and making an offer Induction planning Hiring agency temporary workers Summary and Q & A

The authorisation process : The authorisation process Different depending on whether your post is established or not! ESTABLISHED POSTS: RRF1 – just needs the recruiting managers signature (must be the budget holder) Updated job description, RRF1 and draft advert to your HR Advisor making sure both full and foundation KSF outlines are in place

The authorisation process : The authorisation process NON ESTABLISHED POSTS: RRF2 – authorisation from Director, ET and Finance Is there a requirement to evaluate the post under AfC? Follow the AfC Protocol for the evaluation of new posts Step by step Flow chart to follow

The AfC/KSF processes : The AfC/KSF processes The AfC and KSF Process

Interacting with the AfC/KSF processes : Interacting with the AfC/KSF processes Following evaluation of the post, forward the draft advert to your HR Advisor (all other paperwork would have been forwarded during the evaluation process Job description, RRF2, Full and Foundation KSF outlines)

Advertising a vacancy : Advertising a vacancy Use the standard house style but try to be creative with the language used, its a selling opportunity for NHSQIS Aiming for a succinct advert which draws in the maximum number of relevant applicants. Think value for money in the sources of media used and remember all publications have different media deadlines Internal or external advertising? Try to keep closing dates to a Monday HRM can tell a tale!

Campaign planning : Campaign planning Your HR Advisor will meet with you to talk through the recruitment campaign agreeing: advertising, closing/shortlisting/interview dates Who will be on the interview panel including contact details Media to use for the vacancy, taking into account the Banding of the post and advertising budget Core competencies that require to be assessed Testing arrangements if applicable Supply sample competency based questions The manager can now arrange the panel and venue for the shortlisting/interviewing

Shortlisting applications : Shortlisting applications HR will forward the shortlisting pack to the panel via email (hard copies available on request) Only Part C of the application will be sent to the panel The Chair/Manager should ensure that the shortlisting record is complete and returned to the HR Unit Not sure if the qualifications are equivalent? Poor response, what should you do? Too many candidates that meet the minimum criteria? Aim for around 6 people to interview (can keep reserves as some of your preferred candidates may withdraw from the process)

Fancy a Break? : Fancy a Break?

Pre - interview : Pre - interview On receipt of the shortlisting pro-forma, HR will notify candidates of the interview date, time, venue, panel members (incl. job titles) and any presentation/testing to be done. HR will re-arrange timings where necessary, to avoid gaps on the day due to cancellations etc. (keeping the manager informed) The panel will receive an interview pack via email Part C of the shortlisted applications Agreed interview competencies/questions/scoring pro-forma Job description and conditions of service Panel schedule (summarising candidate timings)

Conducting the interview : Conducting the interview At interview, the Manager/Chair should: Convene the panel 30 minutes before the first interview (confirm everyone knows their respective roles and areas/questions to cover). Introduce the candidates to the panel, give a brief overview of the organisation, the role and explain how the interview will be structured. Ensure the presentation/interview runs on time Probe to ensure questions are answered fully Field any questions the candidates may have Suggest that feedback will follow “as soon as possible within a 2 week period.” Complete the interview scoring pro-forma on behalf of the panel and pass back to HR for action

Securing the preferred candidate : Securing the preferred candidate HR will take the lead in any offers of employment; Notify successful candidate of being the ‘Preferred Candidate’ Undertake Pre-employment checks such as; Their right to work in the UK 2 Reference checks Qualifications, certificates and professional registration checks Health checks Disclosure checks (if required)

Securing the preferred candidate : Securing the preferred candidate HR will then: Confirm/finalise the offer with the Manager Make the formal offer to the candidate and discuss possible start dates Issue supporting documents (i.e. offer letter, contract of employment or secondment agreement) Keep the Manager notified during the offer stage Send a welcome letter to the new staff member prior to agreed start date Notify Finance of impending start

Induction planning : Induction planning The Manager should: Produce an induction plan for the staff member Confirm start details with other internal units as required (i.e. IT and Corporate Services) Ensure that the candidate is welcomed to the team Set and monitor performance criteria to ensure the new staff member completes their probationary period. HR will: Assist with the induction programme as required and follow-up during the probationary period.

Hiring agency temporary workers : Hiring agency temporary workers The Manager should: Look at alternative options before hiring a temporary worker Forward the signed RRF pro-forma to the HR Assistant Confirm with the HR Assistant: The skills and tasks required The duration of cover (usually less than 3 months) The pay rate for the assignment Notify IT and Corporate Services regarding agency worker starting

Hiring agency temporary workers : Hiring agency temporary workers HR will: Contact agencies, collate CVs and forward to the Manager Arrange an agreed start date and follow-up during the assignment Notify Finance of agency worker to facilitate payment

Summary : Summary The essential steps to successful recruitment Wide consultation Manager is the key driver of the process Policy is supported by the Guidance Notes for Managers Practical Provides clarity Major step in moving from reactive to proactive

Reactive Lifecycle : Reactive Lifecycle AfC/KSF Advertising Shortlisting Panel Members? Competencies & Questions? Interviewing Appointment

Proactive Lifecycle : Proactive Lifecycle Authorisation AfC/KSF Panel Members Competencies & Questions Advertising Shortlisting Interviewing Appointment

Did you know? : Did you know? Last year: 76% more packs were requested by candidates (smarter advertising strategy) 86% more applications were returned (easier submission process for candidates) 36% more candidates were interviewed (more relevant candidates applying) If we had relied purely on paper being used during the recruitment process, then laid end to end, the paper trail would stretch between Elliott and Delta House (234,777 sheets of A4 = 44.5 miles) 97% of transactions were electronic

Future Recruitment Training : Future Recruitment Training Modular training sessions planned for 2009 Advertising master class Shortlisting effectively Interviewing Techniques

Now for the hard part! : Now for the hard part! Questions & Answers