The purpose of the policy is to set out the recruitment process for our Practice.
This policy will be reviewed on a regular basis to ensure that it remains effective and relevant.
Importance of an effective recruitment process
To provide the best possible care and treatment to patients the best persons need to be recruited for all positions. At the same time a fair and transparent recruitment process is needed to ensure that all candidates have an equal opportunity to apply for vacancies.
To achieve these two goals there needs to be an effective recruitment process.
The responsible individual(s) for the recruitment of new staff is/are:
Obligations for all staff involved in recruitment
1) Our practice will ensure that the recruitment process offers equal opportunities to all persons, will be free from discrimination and comply with the principles of the following legislation:
- it will not be necessary to read these publications but we may well need to use the employment advice gained from the BMA.
Equality Act 2010
Employment Rights Act 1996;
Human Rights Act 1998;
General Medical Services Contracts Regulations 2004
Personal Medical Services Agreements Regulations 2004
2) Approval for the advertisement of any position must be approved by the partners and the practice manager.
3) The process in this policy must be followed.
1) Approval for advertisement of a position
The advertisement of a position must be approved by Dr Railton. Dr Railton will be obliged to seek agreement according to the partnership agreement.
2) Job description and person specification
An existing job description should be reviewed and amendments made to ensure that it accurately reflects the position that is being recruited. When there is no job description then it should be written to accurately reflect the position.
3) Advertising the position
An advertisement for the position can be put in the following relevant publications:
Bridgnorth Journal and Shropshire Star for office staff
Post Office for office staff
BMJ or other suitable publications for partners and Nurses.
4) Candidate applications
A CV and covering letter would be expected but appropriate alternatives will be accepted from candidates if this allows participation in the process that would not otherwise occur. Each case may need to be discussed between the Practice Manager and Dr Railton.
Receipt of applications should be made by the practice manager and filed.
The applications should cover employment history and reasons for their last position ending (if not provided then this will be discussed during the interview)
5) Short-listing of candidates
Applications from candidates should be scored against the elements of the job description. The candidates with the highest scores should be invited for an interview.
The short-listing and interview panel should consist of all partners and Mrs Brassington, the practice manager.
We expect any future interview panel for a partner to include representatives from the Patient Reference Group. Short-listed candidates for a partnership will be allowed to access, in confidence, to the practice accounts and be given a draft contract or the existing partnership agreement on request.
Before interviews for partnerships short-listed applicants will be offered the opportunity to spend a day in their practice, to attend surgery and meet members of the practice team. It must be made clear to applicants whether the visit constitutes part of the selection process. We should try hard not to use this as part of the selection process but it most certainly will help inform us.
Interviewees for other positions will be offered the same opportunity to visit the practice and ask questions.
The structure and content of interviews (including a question agenda) will be planned in advance.
All interviewers will be reminded of relevant legislation before the interview. The information relevant to the position and the candidate will be supplied to all on the panel before the interview and a list of the applicants attending will be held at reception.
During the interview notes will be made about each candidate by the panel in relation to the Job Description. A question will be asked about the reasons for their last position ending/why they wish to change roles.
For other staff appointments there may be a need to test specific attributes ie typing and computer skills. This again will be done on a scoring system.
Once all interviews are complete the panel will discuss the notes taken about the candidates and any computer tests etc and make a decision.
All records, including personal notes made by individual panel members, will be retained for at least one year in case they are required if a complaint is made about the selection process.
8) Offering the advertised position and rejection of other candidates
The chosen candidate should be verbally offered the post as soon as possible but it will be made clear that the offer is subject to references and the relevant checks. If the offer is accepted then a provisional start date will be agreed with the candidate.
Rejection letters can be sent to all interviewed candidates. The letters will extend the opportunity to unsuccessful candidates to contact a designated person for feedback.
9) Checks and references for the successful candidate
The following will be required for all staff, this may change so again we may need to clarify on each appointment with the BMA.
- a) evidence of legal entitlement to work in the UK;
- b) proof of a DBS check; this will also depend on the role, as if the role is back office then the candidate may never have been DBS checked before – we will need to undertake the relevant check for them.
- c) proof of identity;
- d) two references from previous recent employment (see more specific requirements for health are professionals below);
- e) certificates of relevant qualifications and training;
- f) any relevant information about physical or mental conditions that relate to their ability to perform regulated activities.
In addition the following will be required for healthcare professionals:
- a) a check that they are registered and in good standing with their professional regulator (GMC/Nursing Midwifery Council)
- b) a check that they are not subject to any form of suspension; this can easily be done on the GMC website. If the successful candidate is from the EEA or a foreign country then current advice should be sought from the BMA and the LMC. This is an absolute must do.
- c) two clinical references relating to two recent posts as a healthcare professional which lasted for three months without a significant break (or where this is not possible, a full explanation and alternative referees);
- d) a check that they are not on an Independent Safeguarding Authority barred list. We will need to seek advice with the BMA about this process at that time.
Dr Railton will check that any GP is on a Performers List and whether they are on the List subject to conditions.
Once the above has been completed/received, any relevant documentation should be stored on file.
10) Contract of employment
Once the checks and references have been completed the relevant standard contract of employment. Two copies of the contract should be signed: one for the candidate and one to be returned to the practice for the practice records.
A job description should be given to the new staff member.
A job plan should be agreed with a new salaried/partner GP.
An induction pack should be prepared for the candidate, including the outline of the practice induction scheme. Please note the location of the practice induction pack which can be amended to the particular role as needed.
BMA’s guidance on all aspects of recruitment can be found at: