LIVE and TRAIN (portrait).dotx

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A Strategy Guide to
Lead Employer Trust Recruitment in 2015
Recruitment Strategy 2015
Page 1 of 38
Contents
Executive Summary ............................................................................................................................... 3
Foreword ............................................................................................................................................... 4
Aims ................................................................................................................................................... 4
1.0 Advertisements ................................................................................................................................ 5
2.0 Application Forms ............................................................................................................................ 5
3.0 Long-listing ...................................................................................................................................... 5
4.0 Short-listing ...................................................................................................................................... 6
5.0 Inviting candidates to interview ........................................................................................................ 6
6.0 What candidates are expected to prepare prior to the Assessment Centre ..................................... 6
7.0 The Assessment Centre .................................................................................................................. 6
8.0 Portfolios & Patient Identifiable Information (PID) ............................................................................ 7
9.0 Recruitment and Selection Training and Equality and Diversity Training for representatives at
Assessment Centres .............................................................................................................................. 7
10.0 Interview Expenses ........................................................................................................................ 7
11.0 Offers of Employment .................................................................................................................... 8
12.0 Unsuccessful confirmation and feedback to applicants .................................................................. 8
13.0 MMC National Recruitment ............................................................................................................ 9
14.0 Pre- employment checks ............................................................................................................... 9
14.1 Disclosure and Barring Service (DBS) previously Criminal Records Bureau (CRB) ................... 9
14.2 Professional Registration (GMC/GDC) ....................................................................................... 9
14.3 Occupational Health ................................................................................................................... 9
14.4 References ............................................................................................................................... 10
14.5 Immigration status .................................................................................................................... 10
15.0 Confirmation of start date and first hospital on the rotation .......................................................... 10
16.0 Starting salary .............................................................................................................................. 11
17.0 Contract of employment ............................................................................................................... 11
18.0 Electronic Staff Record (ESR) and Intrepid .................................................................................. 11
Appendix 1.0 - National Advert Template
Appendix 2.0 - Invite to Interview Letter
Appendix 3.0 - Assessment Centre Checklist
Appendix 4.0 - Interview Expenses
Appendix 5.0 - Offer Letter
Appendix 6.0 - Feedback Letters
Appendix 7.0 - Confirmation Email
Appendix 8.0 - Immunisation Form
Appendix 9.0 - Request for Medical Assessment
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Executive Summary
The primary purpose of this document is to clearly outline the principles and processes for Specialty
Recruitment in 2015 which begins with national adverts appearing from the 6th November 2014 for
Health Education North East (HENE).
The Specialty Training Directorate within HENE has commissioned County Durham and Darlington
NHS Foundation Trust (CDDFT), ‘the Lead Employer Trust’ (LET), to carry out recruitment for junior
doctors in Specialty Training for ST run-through, ST un-coupled, Core Training (CT) posts, LAT
(Locum Appointment for Training) posts, Academic Clinical Fellow (ACF) posts, Academic Clinical
Lectureship (ACL) posts and Clinical Research Associate posts.
All the information contained in this guide must be followed to ensure compliance with LET standards,
best practice recruitment and the code of practice around provision of information for Postgraduate
Medical Training published by Health Education England (HEE) in conjunction with UK LETBs, NHS
Employers, the BMA and Department for Business, Innovation & Skills (BIS).
The delivery of national recruitment in England is the governance of HEE. LETBs remain responsible
for the management of the process but will be expected to ensure that shadow LETBs are integral to
the process. Where HEE has indicated minimum standards, HENE will comply with these as specified.
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Foreword
The main aims for the LET/HENE in 2015 are:
Aims
1.
To establish advertising procedures including open and close dates for the submission of
applications for all specialties with vacancies due to take up posts for August – December 2015.
2.
To ensure clarity is gained on how applications will be long-listed and short-listed.
3.
To ensure clarity on systems for assessment centres are known to all stakeholders and are
planned in advance.
4.
To ensure clear guidelines are given for the roles and responsibilities of stakeholders on the day
of the assessment centre.
5.
To clearly stipulate the administration that must be implemented following the outcome of the
assessment centre’s to comply with LET standards for future employment with the host Trust.
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1.0 Advertisements
All nationally managed recruitment/vacancies for Specialty Training for all LETBs are advertised by
HEE in the BMJ British Medical Journal. Lead Recruiters are then responsible for advertising on NHS
Jobs www.jobs.nhs.uk, Job Centre Plus and Oriel www.oriel.nhs.uk which is the new national online
recruitment portal for 2015.
Individual LETBs are not permitted to advertise vacancies within national recruitment rounds,
anywhere other than LETBs individual websites, directing applicants to relevant Lead Recruiter
websites and Oriel.
For locally managed recruitment all vacancies for Specialty Training with HENE are advertised on the
specialty recruitment section of HENE’s website http://ne.hee.nhs.uk/recruitment/specialtytraining/specialty-vacancies/, Oriel www.oriel.nhs.uk, NHS Jobs www.jobs.nhs.uk and Job Centre Plus
The number of posts to be advertised is determined by the Specialty Training Directorate of HENE.
The LET acts upon instruction from the Specialty Training Directorate to recruit the correct number of
trainees.
All advertisement dates for specialty recruitment will be published on the website
http://ne.hee.nhs.uk/recruitment/specialty-training/specialty-vacancies/, for a minimum of four weeks in
advance of the advertisements opening, so that trainees are aware of the dates in which specialty
advertisements will appear. An example of the national advert template can be found in (Appendix
1.0).
This information on the website is updated regularly to include vacancy numbers, assessment centre
dates and any updates received in relation to national recruitment events.
National Guidance from HEE is followed in relation to all recruitment processes. Adverts for all levels
and specialties are placed for a minimum period of 28 days, with applications open for at least the last
14 days of this window to satisfy the resident labour market test (RLMT) to meet UKBA requirements.
All national person specifications and programme descriptions are made available on the relevant
websites at the time of the advert.
2.0 Application Forms
The nationally agreed application forms on Oriel will be used for all vacancies.
Application forms are split into two parts, where one part forms the element that is seen by a shortlisting panel for the purposes of the initial selection to invite to interview and the second forms the
basis of collecting personal, eligibility and equal opportunity information.
3.0 Long-listing
‘Long-listing’ is a term used to describe the process where applications are sifted based on
transparent, factual information, which forms the essential criteria sections of the person specification.
For example, if someone applies who has four years’ experience in a given specialty and the person
specification states under essential criteria that applicants should have no more than 18 months
experience in the specialty, then the application form would be taken out before short-listing.
For all local recruitment and national recruitment where devolved access has been provided, the
Human Resources (HR) Team of the LET monitor the number of applications being received. Oriel will
generate flags based on the long-listing information, for example using criteria for career progression.
These flags need to be checked by the HR Officer before the long-listing procedure is complete. If an
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application is found not to meet the factual essential criteria of the person specification, it will be
removed from the process. HEE and Lead Recruiter guidance for long-listing must be followed for all
vacancies.
4.0 Short-listing
The HR Officer responsible for the specialty will build into Oriel the shortlisting questions. This will then
be submitted on the system to the short-listing panel members. The shortlisting panel members are
agreed in advance by the Training Programme Director in conjunction with the HR Officer. Each
member of the shortlisting panel will log into Oriel to complete the scoring of the individual questions
online. Oriel is built so that the shortlisting panel member will only see the relevant parts of the
application form.
There should always be a minimum of 2 shortlisters per application.
Once the shortlisting process is complete the scoring will be used to devise the shortlist in order of
ranking. Any candidate who is shortlisted is notified via their Oriel account and invited to interview.
Ratios of candidates to invite to interview and number of posts are in general, across the board,
approximately 4:1. Where there are 10 posts, the specialty will tend to invite 40 applicants and these
will be the highest scoring applicants from the short-listing exercise. This ratio is flexible depending
upon interview capacity and the requirements of the specialty.
5.0 Inviting candidates to interview
(Appendix 2.0) shows an example of the email that is sent to the applicant who has been successful
at short-list and who has been invited to an assessment centre for the specialty. The email states the
date, time, location and what to bring and expect on the day itself.
6.0 What candidates are expected to prepare prior to the Assessment Centre
There are a number of documents that the LET expects the applicants to prepare prior to an
assessment centre. The invite to assessment centre detailed in (Appendix 2.0) clearly details the
preparation that is needed for the day itself and (Appendix 3.0) is a copy of the Assessment Centre
Checklist that candidates are provided with.
Please note: This list is not exhaustive and a national process may request that we collect additional
documents. A full list of what candidates need to bring for a particular specialty will be sent with invites
to interview, and is also available on HENE website http://ne.hee.nhs.uk/recruitment/specialtytraining/about-your-employer/
7.0 The Assessment Centre
Each Specialty Training Programme Director, in collaboration with their HR Officer, will determine the
format for their assessment centres. This can result in different approaches being adopted across
specialties. For 2015 most specialities have a nationally agreed process to follow. It is important to
note that all assessment centres nationally will assess the essential and desirable criteria detailed on
the national person specification.
It is now seen as normal practice to have multiple assessment ‘stations’ on the day rather than a
standard 30 minute interview. This will normally involve at least three different stations but this can
range from anywhere between 1-5 stations, dependent on the specialty.
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Actors may also be used as part of the selection process as this gives the interview panel an
opportunity to see how the candidate would perform in a real-life situation. The candidates are also
frequently asked to attend a ‘portfolio’ station where they will be invited to discuss the contents of their
portfolio and thus their experience to date. The assessment will normally also involve a shorter
standard interview where they are asked questions related to the person specification and will be
marked accordingly on their answers. Presentations are also used as part of the selection process.
Each candidate will be told in their invite letter if they are required to prepare anything prior to the day
itself and ALL candidates are given the same information to ensure that the process is fair and
transparent.
Due to the way that we assess candidates for specialty training, we require facilities that can
accommodate assessments over a number of different stations and thus accommodation that has the
facility to offer a number of rooms in the same vicinity. For this reason candidates will find that
assessment centres are held in larger style premises such as the local football stadium, hotels or
conference centres. All details are included in their invite to assessment letter and wherever possible a
map and parking facilities are attached for ease.
The HR Officer (or deputy) responsible for the particular specialty, in conjunction with the Senior HR
Officer, will be available on the day of assessment, and will ensure that there is sufficient
administration support to ensure that the candidate’s paperwork is checked and verified when they
arrive, and ensure all stations are timed accordingly.
The specialty HR Officer will also ensure that the day itself runs smoothly and on time. A Lay
Representative will rotate between the different stations on the day to ensure that the process is fair to
all candidates. The Lay Reprehensive will also produce a report after the assessment centre providing
details on how the day ran. A ‘de-brief’ will be ran by the HR Officer/Training Programme Director and
will include all panel members. These will take place at the beginning of the day to outline
expectations and the assessment format and again at the end of the day. During this process all
assessment scores will be compiled and all candidates will be ranked, depending on their assessment
centre score. Notes will be taken at both the pre and post panel briefings.
8.0 Portfolios & Patient Identifiable Information (PID)
Candidates should ensure that the content of their portfolio is appropriate and does not contain any
documents with patient identifiable information (PID).
The GMC advise that this could be deemed as a fitness to practice issue which would be in breach of
the confidentiality guidance (2009) which is a condition of license to practice.
HENE takes breaches of confidentiality very seriously. Any candidate that presents a portfolio
containing PID may be subject to an investigation and referral to the GMC.
9.0 Recruitment and Selection Training and Equality and Diversity Training for representatives
at Assessment Centres
All interview panel members should be trained in both Recruitment and Selection and Equality and
Diversity as set out by HEE, training must be completed a minimum of every three years. The panel
will usually consist of a number of consultants, however in some specialties experienced junior doctors
are also utilised such as Specialty Trainees in years 6 and above.
10.0 Interview Expenses
Candidates who attend an interview within HENE are eligible to claim for interview expenses. A copy of
the Interview Expenses Claim form can be found in (Appendix 4.0).
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11.0 Offers of Employment
For Specialty Training 2015 all National Training Numbers (NTNs) will be offered before LATs (where
LATs are applicable).
An example of the offer letter for ST/CT/FTSTA/LAT posts that is sent to successful candidates can be
found in (Appendix 5.0).
All offer letters will be sent via Oriel.
The offer letter states the conditions of the offer as detailed below:
.
This offer is conditional on you not having accepted another training post.
.
This offer is conditional on you withdrawing from any other applications you have made.
These conditions are important to stress to candidates as once an offer is accepted the Training
Programme Director and subsequently the Host Training Trusts can start to manage the trainees start
date, inductions, shifts and future rotations in relation to their training requirements and service needs.
It is also important to stress these conditions to candidates as if they choose to continue to apply for
alternative training programmes and then subsequently accept another one, they are in effect denying
the next candidate on the list a training post and will be reported to the GMC.
In addition, if, having accepted our offer, the candidate subsequently attends and considers accepting
another position, our initial offer will be retracted and the candidate may be held to the contractual
notice period.
Successful candidates will be offered posts in line with national timescales, and are given 48 hours to
accept, hold or reject the offer.
For rounds 1 and 2, candidates should confirm via their Oriel account if they wish to accept, hold or
reject any offer made in 48 hours. Candidates may hold a maximum of 1 offer until 19th March 2015 for
round 1 and until 20th May 2015 for round 2. If a candidate does not respond within 48 hours then the
offer will expire and a new offer will be made to the next ranked candidate. All specialties recruiting in
round 1 will have made initial offers by 12th March 2015 and by 14th May 2015 for round 2.
After the holding deadlines, candidates can no longer hold an offer and they will expire from that date.
Applicants will automatically receive offer upgrades if they accept or hold an offer AND have opted in
for upgrades. This means that should a higher ranked preference become available in another LETB
where they have held or accepted an offer, they will be automatically be upgraded to this offer with no
option to revert to their original offer.
Upgrading will continue until 26th March 2015 for round 1 and 22nd May 2015 for round 2.
12.0 Unsuccessful confirmation and feedback to applicants
Applicants should be given feedback during the following stages of the recruitment process: longlisting,
shortlisting (if applicable), interview/selection centre, in line with the HEE Specialty Recruitment
Handbook for 2015.
Following interview/assessment centre, candidates who have been unsuccessful should be provided
with feedback no later than seven working days after the initial national offer deadline.
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It is best practise to provide feedback on the various domains of the interview process:





Applicant score per station
Applicant total score
Maximum score available
Their appointability and the minimum score required for appointability
Their ranking and the ranking needed to obtain a post
An example of feedback letters that are sent to candidates can be found in (Appendix 6).
13.0 National Recruitment
National Recruitment rounds are carried out in line with the HEE Guide ‘Specialty Recruitment
Handbook, 2015’.
14.0 Pre- employment checks
Once an offer has been accepted, the LET HR Assistant will issue a confirmation letter via email
(Appendix 7.0) to the candidate to confirm the pre-employment checks required and to request any
outstanding documents that were not presented at the assessment centre.
14.1 Disclosure and Barring Service (DBS)
All successful applicants are informed at the time of offer letter that the offer is subject to satisfactory
pre-employment checks in line with NHS Pre-Employment Check Standards.
As described above in the section regarding assessment centres, the candidates are required to bring
to the assessment centre a copy of their most recent enhanced DBS disclosure if they have had one
completed by an NHS Trust within the last three years.
If a trainee requires a new DBS to be undertaken to allow them to commence, the LET will set up the
trainee on the DBS system managed by Atlantic Data.
The trainee is required to log onto the system and complete their disclosure having already satisfied
the necessary document checks at interview.
14.2 Professional Registration (GMC/GDC)
As with DBS disclosures, professional registration is a requirement of the post. Successful candidates
must be registered with the GMC with a licence to practise/GDC on the day that they take up a post
and throughout the duration of their training.
Candidates are required to prove their registration on the day of the assessment centre and this
information is logged, including the expiry date. The HR Officer will then ensure that the registration is
maintained throughout the period between the assessment centre and their first day and then
subsequently for the duration of their training programme.
14.3 Occupational Health
Upon accepting a post a candidate will be sent an Immunisation & Communicable Diseases Form
(Appendix 8.0) to complete and return to occupational health to ensure that all trainees have the
correct immunisations for the area in which they will be working.
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If a candidate indicates in their response to an offer that they have a health condition or disability that
may affect their work and/ or may need special adjustments to be made to their work or place of work
the HR Officer will then send them a ‘Request for Medical Assessment’ form (Appendix 9.0) to be
completed and returned to Occupational Health.
CDDFT is the occupational health provider for the LET and predominantly ensures that new trainees
have the necessary immunisations and health assessments prior to them commencing employment.
CDDFT also provides a continuing service to trainees on the payroll of the LET throughout the duration
of their training programme.
Under no circumstances will trainees be allowed to commence employment with the LET if they do not
have the necessary immunisations.
14.4 References
The national reference form should be used for all specialities, and will only be requested once
applicants have accepted training offers.
References should be used to confirm employment history and to highlight serious concerns from
referees.
For Academic Recruitment only, references should be collected in hard copy.
From 1st April 2015, the Oriel Reference Portal will go live. References for all clinical recruitment
rounds should be requested and collected through the portal.
Three structured references will be required prior to commencement of the post. One of these
references must cover the trainee’s current post; the other two must cover the previous three years of
employment. Only in extraordinary circumstances will a trainee be allowed to commence post with less
than three structured references and a risk assessment must be completed. No trainee will be allowed
to commence with no references at all.
14.5 Immigration status
Any trainee who is not eligible to work in the UK will not be able to take up a training post. All trainees
are asked to answer a number of questions on their immigration status on their application form on
Oriel and this is checked at the long-list stage. All applicants must verify their immigration status on the
day of the assessment centre and if this has not been possible then this will be checked prior to an
offer of employment being made. Immigration status will also be re-checked prior to being issued a
contract of employment and taking up the post and subsequently in line with UKBA requirements.
15.0 Confirmation of start date and first hospital on the rotation
After the initial allocation to a training programme and offer of employment which is sent to the
applicant following the assessment centre, the Training Programme Director will then determine which
hospital on the rotation the trainee will commence in.
This will depend on their training requirements and the service needs of the trusts in question.
Once all acceptances to posts have been confirmed, the Training Programme Director will then inform
the HR Officer of the location that they have placed the trainee in.
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The trainee will then be sent a contract of employment which will confirm their start date and the first
hospital on their rotation. It is not expected at this time that all pre-employment checks will have been
received and so that letter ensures that it is made clear to the candidate that this is still an offer of
employment that is subject to satisfactory pre-employment checks, and that under no circumstances
should the trainee arrive for work on the first day without having prior confirmation that their checks
have all been received by the Lead Employer Trust.
Trainees will receive notification of first placements 8-12 weeks in advance of their start date.
A trainee handbook is sent out to all new starters welcoming them to HENE also detailing a summary
of policies and procedures and where for find further information.
16.0 Starting salary
Trainees are asked at the point of interview to complete an ‘Employment History’ form.
The HR Officer will use this form to complete a salary calculation based on the trainees’ previous
service and this will be confirmed by the details that are returned from the trainees’ previous employer
via the Inter Authority Transfer (IAT) function on the Electronic Staff Record System (ESR).
The current pay rates for junior doctors can be found on the NHS Employers website;
http://www.nhsemployers.org/your-workforce/pay-and-reward.
Any details that are not confirmed by the previous employer will mean that the trainee will start on the
minimum salary point of the scale until such time that their history has been verified.
17.0 Contract of employment
Enclosed with the final letter to trainees described above regarding pre-employment checks, will be
two copies of their contract of employment sent via email. The trainee is then required to sign and date
one of the copies and return this to the LET Human Resource Department.
All contracts of employment will be forwarded to trainees prior to their start date or within 8 weeks of
them commencing employment.
18.0 Electronic Staff Record (ESR) and Intrepid
ESR is a national combined HR and payroll database that is updated with employee details in order to
correctly pay their salaries and so that the NHS has a national picture of the number of employees.
Intrepid is a HENE database that records the number of educationally approved posts and funding
arrangements for posts in the region.
The HR team of the LET will update both of these systems with the relevant information for each
system.
ESR is the primary HR database that will be completed to show an accurate reflection of the LET
employees and their details.
Intrepid is used to ensure that all employees are placed against a valid training post. For recruitment
carried out by the LET, the LET and HENE have agreed a minimum dataset that the LET will have
responsibility for completing onto the Intrepid database.
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There is an interface between Oriel and Intrepid whereby the personal details of a successful applicant
can be pulled through to auto-populate Intrepid. Intrepid will be fully populated with any missing
minimum dataset within 10 working days for newly appointed LET trainee details. ESR will be
populated, at the latest, the month prior to the trainee commencing.
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Appendix 1.0 – Advert Template
Job Reference: [Insert Reference]
Job Title: [Insert Job Title, e.g. Specialty Trainee]
Specialty/Function: [Insert Specialty]
Employer: Lead Employer Trust hosted by County Durham & Darlington NHS Foundation Trust
Location: Health Education North East, including hospital sites across the North East & North Cumbria
Salary: [Insert Salary Scale or Range]
Job Type: Fixed Term Temporary
Staff Group: Medical & Dental
Pay Scheme: Hospital Medical & Dental Staff
Pay Band: Specialty Registrar
Closing Date: [insert DD/MM/YYYY]
Interview Date (if available): [insert DD/MM/YYYY]
Documents and links: [Insert Oriel URL]
Please note: only one link can be added to an advert on NHS Jobs 2. As URLs cannot be added into the
body of the text, the one allowable link has to be Oriel
Applications are invited for [select a vacancy / vacancies / approximately [e.g. 20] vacancies] in the [insert
Specialty Name(s)] training programme at [insert Training Grade and Post Type, e.g. ST1] level, in Health
Education North East starting [insert start date or range of dates].
[National Recruitment - insert any other key information not covered elsewhere in advert]
[Dual Training Opportunities - The opportunity to undertake training in [insert Specialty Name] and in
[insert Specialty Name] (thus gaining dual certification) will be offered in [delete as applicable this
instance / some / most / a few instances]; however, this will be at the discretion of the employing trust
and deanery in each case, and will thus be clarified/confirmed by the trust and/or deanery in each case.]
The application window opens on [insert DD/MM/YYYY] and closes on [insert DD/MM/YYYY] at [select time
00:00 UK time]. You will not be able to submit your application after this time. Please ensure that you have
completed all the relevant sections of the application forms as missing information will deem your
application incomplete and it will not be considered.
You must apply via our online recruitment system, Oriel. Oriel can be accessed from the link provided.
Registration is available to applicants from [insert DD/MM/YYY]
The qualifications and professional registration requirements plus other eligibility criteria can be found in the
person specification. The person specification for this specialty is available from the Specialty Training
website which can be accessed from Oriel.
Please visit the [National Recruitment Office/Lead LETB/Devolved Administration] (contact details can be
accessed from Oriel) to find out the following information:

[Insert Indicative number of vacancies available if not listed above]

[Likely locations of posts if not specified above] within the training programme

Expected rotation details

Anticipated outcome of the training programme, subject to satisfactory progression [including dual
training/CCT if applicable] and

Travel and relocation expenses policy
Fitness to Practice
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If you answer yes to any of the Fitness to Practise questions on the application form, you will be required, in
the first instance to send information about this declaration to the lead recruiter. Failure to provide this
evidence by the closing date for applications may result in your application not being processed any further
in the recruitment round.
Eligibility Criteria for recruitment to Specialty Training 2015 – Immigration Requirements
UK and EEA nationals and doctors whose immigration status entitles them to work as a doctor in training in
the UK are eligible to apply for specialty training. Evidence of immigration status would be a biometric
residence card, date stamped passport and/or identity card. All of these documents need to be dated as at
or prior to the application closing date.
Other non-UK or non-EEA nationals with limited leave to remain in the UK, whose employment will require
a Tier 2 visa, are subject to the resident labour market test (RLMT). This would include, for example,
doctors on student visas or Tier 1 of the Points-Based System who are restricted from taking employment
as a doctor in training. The RLMT means that you would only be considered if there were no suitable UK or
EEA national (settled status) candidates for the post.
You will be asked to bring your passport and proof of your immigration status to any interviews or
assessments you attend.
Immigration Statement
The following advice on when to apply for specialty training applies for doctors applying for entry to
programmes:
You are eligible to be considered for specialty training (including GP) in both Round 1 and Round 2 if:

You are a UK or EEA national

You are a non-UK or non-EEA national and your immigration status allows you to work without
restriction in the UK. For example if you have Tier 1 or dependant status, and no restriction against
working as a doctor or dentist in training.

You are already on Tier 2 and will be applying to continue training with the same sponsor and/or
with the same training number.

You are applying for a speciality in a shortage occupation

You are a non-UK or non-EEA national, you graduated from a UK medical or dental school, and you
currently have Tier 4 status to work in the Foundation Programme. You will need to apply for Tier 2
sponsorship, but you will be exempt from the Resident Labour Market Test (RLMT) if you have had
continuous immigration status in the UK since you graduated.
You are eligible to apply for core and specialty training in Round 2 if:

You are already on Tier 2 and will be applying for a different specialty and changing sponsor. You
will require Tier 2 sponsorship and will be subject to the RLMT.

You are a non-UK or non-EEA national who has limited leave to remain in the UK and do not fall into
one of the above categories. You will require Tier 2 sponsorship and will be subject to the RLMT.
Applicants who are subject to the RLMT may only be considered if there is no suitable UK or EEA national
candidate for the post. As the RLMT will not have been satisfied in Round 1 of the recruitment to specialty
training, you should consider applying during Round 2 if the RLMT applies to you (Note: General Practice
will consider and assess applications from non-UK/EEA applicants who are subject to the RLMT in Round 1
although offers will not be made until after all UK/EEA candidates have been exhausted following a second
round).
Evidence of immigration status should normally consist of a biometric residence card and date stamped
passport. Please visit http://www.ukba.homeoffice.gov.uk for more information.
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Appendix 2.0 – Invite to interview/assessment centre
Dear Dr X
Post of: XXX
We would like to invite you to interview for the above post, on Date at Time.
Your interview will be held at, Newcastle United Football Club, St. James’s Park, Barrack Road, Newcastle upon Tyne,
NE1 4ST. Please report to the Registration Desk on level 5 upon your arrival. Please find directions to the venue
attached.
Please arrive 30 minutes prior to your interview to allow time for your documents to be checked at registration.
The interview will consist:
XXXX
XXXX
XXXX
Documentation required for interview
In order to facilitate the registration process we will require certain documents to be presented to confirm your
eligibility for this post. All candidates must consult the attached assessment centre checklist for information on what
documents are required.
All information and documentation requested should be presented at the registration desk on your arrival.
Candidates should bring their portfolio and 2 A4 plastic wallets enclosing:


Wallet 1 – All ORIGINAL documents requested
Wallet 2 – 1 x copy of EACH original document
You should keep a further copy of any relevant documents in your portfolio for the interview panel.
Please note: Our staff cannot undertake any photocopying for candidates at interview and it is your responsibility to
ensure you present the correct original documents and copies.
Your original documents will be checked whilst you are being interviewed and returned to you before you leave.
Please refer to the enclosed check list before you attend your interview and ensure your completion of this document,
failure to complete the checklist may slow the registration process as you will be asked to complete it prior to
registering on the day of interview. Documents which are often forgotten are passport covers (both front and back)
and driving licence counterpart (the paper section), please can you ensure you remember these too. Missing
documents may delay the release of any offers.
Adjustments
If you have any special needs for example in connection with a disability or your faith that you would like us to take
into account in making arrangements for the interview, please contact the LET Helpdesk on 0844 8797258.
Attendance/Non Attendance
Confirmation of your attendance should be made by emailing XXX. If your situation changes between now and the
time of interview you must inform the Lead Employer Trust so that your interview slot may be offered to another
candidate. Please not that this is a requirement set by the Department of Health and details can be found in section 5
of the Applicant Guide.
Expenses
Please see the attached guidance notes for claiming interview expenses.
Eligibility
Page 15 of 38
By allowing applicants to progress to the interview stage, Health Education North East/Lead Employer Trust has not
accepted or confirmed that applicants meet all eligibility requirements. This includes Immigration status, evidence of
achievement of Foundation / Core Competences or equivalent and requisite length of time in training as per the
relevant national person specification. This list is not exhaustive and is applicable to all eligibility criteria. Applicants
may still be withdrawn from the application process at any stage, including after the interviews have taken place, if the
evidence pertaining to an eligibility criterion is found by Health Education North East/Lead Employer Trust to be
unsatisfactory.
Yours sincerely
XXXXX
Human Resources Officer
Lead Employer Trust
Attachments:
Directions to St James Park
Assessment Centre Checklist
Travel Expenses Form
Record of Employment History Form
National Structured Reference Form
What Candidates can Expect at Interview
Page 16 of 38
Appendix 3.0 – Assessment Centre Checklist
Assessment Centre Checklist
Candidates should bring 2 A4 plastic wallets enclosing:

Wallet 1 – ALL original documents requested below.

Wallet 2 – 1 x copy of EACH original document.
Where you have been asked to bring an eligibility folder as part of your assessment, please ensure any original documents
needed for registration are in wallet 1 and a copy is in wallet 2 and your eligibility folder.
Each wallet should be clearly labelled with your name, post applying for and candidate number.
Please note: Our staff cannot undertake any photocopying for candidates at interview and it is your responsibility to ensure
you present the correct original documents and copies.
You should bring along a copy of the Checklist below and confirm by circling ‘YES or NO’ that the requested documents are
enclosed.
Documents should be presented in the order of the checklist.
NAME:
Only Original documentation can be submitted and accepted in the registration process for verification purposes; by
completing the below table and circling yes you are confirming that you have seen the originals for all documents which
have been checked and verified.
Document
Submitted?
(Originals ONLY)
To be completed by candidate prior to arrival
GDC or GMC Certificate and Licence to Practice
Yes/ No
Essential qualifications and courses from the person specification
(including official translations where the original is not in English)
Yes/ No

If your undergraduate training was not undertaken in English
one of the following evidence must be provided International
English Language Test System Certificate (IELTS) at the
level specified in the person specification or written letter
from you current employer or clinical supervisor.
For posts where full MRCP is an essential requirement and you
have not yet completed - Evidence that you have sat MRCP Part 2
and/or PACES and are awaiting results OR that you are due to sit it in
the next diet.
For CT/ST1 Applicants only
FACD 5.2 Or Alternative Certificate A or B
Yes/ No/NA
Yes/ No/NA

If you are currently on a FY2 programme (not stand alone)
you need to present a letter confirming that you will achieve
FY2 by 31 July 2014. Any offer will be conditional of
completing FY2.

Alternative Certificate A or B comprising of Portfolio evidence
of achievement of competencies. Checklist of competencies
Recruitment
Strategy
2015
achieved,
countersigned
by trainer.

If you are unsure of which document you need to provide
please consult the attached ‘Guidance for assessment of
Page 17 of 38
Foundation Competencies in 2014’.
Yes/ No/NA
For Higher Training Posts
Certificate of Completion of Core Training or equivalent evidence from
the person specification, or letter from Educational Supervisor to
demonstrate competencies to the relevant level. I.e. to ST2 for ST3 or
to confirm completion of core training by the intended date of
commencement.
For RCP led medicine specialties ONLY
For alternative options of evidence please visit:
http://www.st3recruitment.org.uk/recruitment-process/eligibility.html
Yes/ No/NA
For Overseas Posts
Evidence of educationally approved posts (for posts not part of a
training programme)
Passport including identification page, front and back cover.
Evidence of your eligibility to take up employment in the UK
(Evidence of immigration status).


Yes/ No
Yes/ No/NA
If non-UK/EEA evidence should consist of a date stamped
passport and any relevant Home Office documentation such
as accompanying letter from the Home Office, Accession
Card, and Workers Registration Certificate.
If UK/EEA evidence should consist of passport, birth
certificate or naturalisation papers.
Yes/ No
An additional two forms of original proof of identity, such as
Official photo ID, if providing a driving licence photo card please also
present the paper copy (known as the counterpart). The address
must match the address stated on the application form.

Please note if a birth certificate is used as proof of identity,
the full birth certificate including parents’ names is the only
version which can be accepted* A birth certificate can only
be used where photo ID is not held. This could only be
accepted in conjunction with other documentation. See
footnote *2.
Yes/ No/NA
Proof of Current Address: such as a utility bill, bank statement or
tenancy agreement dated within 3 months. * This must match what
is on the application form.
Any current CRB/DBS Clearance

(if enhanced disclosure within the last three years with no
break in NHS service and completed by an NHS employer
excluding Scotland.
Completed Record of Employment History Form. (Pro Forma
attached) Should you be appointed, this will enable us to calculate
your correct salary.

Yes/ No/NA
Yes/No
If you are stating posts from overseas you must also provide
evidence of completion of all overseas posts and a copy.
Please confirm any paid/unpaid/voluntary work in which you are
currently involved and which will continue after your commencement
with the LET, if you were successful at appointment.
Paid/Unpaid/Voluntary/Not Applicable
Feedback / Signature
Page 18 of 38
Following the initial offer stage Health Education North East may contact you for feedback on
your recruitment experience. If you would like to opt out of this feedback, please tick
□
DECLARATIONS
By signing the below, I confirm all of the information I have provided throughout this
recruitment process has been accurate and all the original documents I have submitted
have been my own.
I understand that I have received login details for the UK Offers system shortly after my
application was submitted and that I am expected to have logged in to activate the
account within two weeks of receipt. If I have not received login information it is my
responsibility to inform my interviewing UoA and ensure that I have received these
details and logged in before offers are released.
To be completed before assessment centre;
I have submitted; ORIGINALS for all of the documents identified above for checking and
verification:
Signature of Candidate:
Staff Signature:
Date:
To be completed after assessment centre;
I have received all original documents back to me after checking and verification:
Signature of Candidate:
Staff Signature:
Date:
*For
further
details
or
clarification
on
Employment
Checks,
please
http://www.nhsemployers.org/RecruitmentAndRetention/Employment-checks/Employment-CheckStandards/Pages/Employment-Check-Standards.aspx
*2 http://www.nhsemployers.org/RecruitmentAndRetention/Employment-checks/Employment-CheckStandards/Pages/VerificationOfIdentityChecks.aspx
Page 19 of 38
see:
Appendix 4.0 – Interview Expenses Form
GUIDANCE FOR CLAIMING INTERVIEW / ASSESSMENT CENTRE EXPENSES
The Lead Employer Trust has applied a limit to the amount claimable by an individual attending an
Interview or Assessment Centre within Health Education North East under the travel and subsistence
allowance. Please see below:


1
Candidates who reside within Health Education North East are limited to £30
Candidates who reside outside Health Education North East are limited to £80
Travel & Subsistence Expenses (for Interviews)
Travel and subsistence expenses will be reimbursed for pre- application or pre-interview visits, in addition to
interview expenses. Reimbursement is restricted to two preliminary visits. It is important that this visit is not
seen by the candidate as part of the selection process.
In the case of candidates travelling from abroad, travelling expenses are normally payable only from the
point of entry to the United Kingdom mainland.
2
Payment of Expenses
A successful candidate is paid his/her expenses on taking up the appointment.
An unsuccessful candidate is paid his/her expenses by BACs having completed the attached form.
Reimbursement of expenses shall NOT be made to a candidate who withdraws his/her application or
refuses an offer of appointment on grounds which in the opinion of the employing authority are inadequate.
The Lead Employer Trust - County Durham and Darlington Foundation Trust reserves the right to
withhold reimbursement of expenses if not supported by the appropriate receipts or which are
deemed to be unreasonable.
3
Tickets/Receipts Must Be Submitted - Tax (Inland Revenue)
It is an Inland Revenue requirement that receipts are produced to support all claims either to us, or
ultimately to them. Failure to comply with this regulation may result in the amounts claimed being liable for
taxation.
4
Schedule of Recommended Subsistence Entitlements
1
Night Allowances:
First Thirty Nights
(All receipts must be attached to claim)
a
London and Elsewhere
Actual receipted cost of bed and
breakfast up to a maximum of : £55.00
b
Night Allowance in Non-Commercial Accommodation: £ 25.00
This (includes meal allowance) (friend or relatives accommodation
please supply address
_______________________________)
2
Night Allowances
a
After First Thirty Nights
(All receipts must be attached to claim)
Married employees and employees with responsibilities
to those of married officers Maximum amount payable :
£35.00
Page 20 of 38
b
3
a
4
a
b
5
Employees without equivalent responsibilities of married
officers and those staying in non-commercial accommodation
Maximum amount payable :
Meals Allowance:
per 24 hour period
£25.00
(all receipts must be attached to claim)
£20.00 Maximum
Day Meals Subsistence Allowance: (all receipts must be attached to claim)
Lunch Allowance (more than five hours away from base,
including the lunchtime between 12.00 - 14.00 hrs)
£ 5.00
Evening Meal Allowance (more than ten hours away from
base, after 19.00 hours)
£15.00
Airfare, Train, Bus, Parking & Taxis
ALL receipts must be produced, so that your expenses can be paid
When complete, please return this claim to:
Human Resources Department
Lead Employer Trust
Waterfront 4
Goldcrest Way
Newburn Riverside
Newcastle upon Tyne
NE15 8NY
Page 21 of 38
Remember - Tickets/Receipts Must Be Submitted
INTERVIEW / ASSESSMENT CENTRE - CLAIM FOR EXPENSES
Name & Address Details: (Please state: Mr/Mrs/Dr/Miss)
Tel:
Email:
Present Grade:
Post Applied for:
Interview Date:
Date and time of departure from Home or Headquarters:
AM / PM
Date and time of return to Home or Headquarters:
AM / PM
DETAILS OF CLAIM
Amount Claimed
£
6.
Travelling Expenses (give full details of departure
and arrival points and method of transport used)
(PAYMENTS CANNOT BE MADE WITHOUT RECEIPTS)
7.
Subsistence - Receipts required for overnight accommodation
(PAYMENTS CANNOT BE MADE WITHOUT RECEIPTS)
P
Total
8.
I declare that the above claim is a correct statement of expenses necessarily incurred by my attendance for interview.
Signature of applicant _______________________________________ Date ________________________________________
9.
Address to which cheque should be sent if different from above:
_____________________________________________________________________________________________________________
Payment Details (Providing these details will allow for a BACS payment to be made direct to the applicant for payment of expenses)
Account Name: ____________________________________
Bank Account: _____________________________________
Sort Code: __________________________________________
Bank Name: _________________________________________
PLEASE NOTE: Missing information may delay the timely reimbursements of expenses. Please complete this form in full prior to
submission
_____________________________________________________________________________________________________________
OFFICE USE Human Resources Team
a.
Grade of post applied for ___________________ SPECIALTY: __________________________________
b.
Hospitals of appointment _________________________________________________________________
c.
The applicant was/was not appointed (delete as appropriate)
d.
Date applicant commences duty (if appointed) ________________________
_____________________________________________________________________________________________________________
OFFICE USE Payroll Team
Examined and passed for payment by: _________________________________________________________________________________
Amount Paid:
£ __________________________________________
Date Paid: _______________________________________
Page 22 of 38
Appendix 5.0 – Offer Letter
Dear Dr XXX,
Thank you for attending the recent interview for XXXX post with Health Education North East.
We are pleased to offer you the following programme:
Specialty, level to commence Date
This offer is valid until Date Time. Please log into Oriel to respond to the offer received.
You must ensure that you respond to the offer received by the deadline date. Offers that are not
responded to will be treated as declined. When responding to this offer, you must choose one of the
following options:
1. You may ACCEPT this offer.
If you accept this offer you will be withdrawn from any other applications, interviews or offers in this
current recruitment round, with the exception of posts that are higher in the offers hierarchy. Details
can be found in the Applicant's Guide.
If you choose to ACCEPT with UPGRADES, you may still receive a better offer in this specialty, if one
becomes available.
2. You may REJECT this offer.
If you reject this offer, you will receive no further offers from this specialty in this round.
3. You may HOLD this offer.
If you choose to hold this offer, you can continue to do so until Date Time. You must ensure that you
log back into Oriel before this deadline to make a definitive decision against the offer. Any offers held
when the deadline is reached will be automatically declined.
You can only hold one offer at any time. If you are already holding an offer and opt to hold this one, the
other offer that you are holding will be automatically declined by the system.
If you choose to HOLD with UPGRADES, you may still receive a better offer in this specialty, if one
becomes available.
This offer is conditional on the receipt and verification of all of the applicant documentation required, as
listed in your invitation to interview email. If you failed to bring all the correct documentation to
interview, this offer may be withdrawn unless you submit the correct documentation to the Recruitment
Organisation in person. The address, instructions and deadline for doing this are on the missing
documentation sheet handed to you at interview.
You have been offered a full time programme; if you wish to train Less Than Full-time (LTFT) you must
contact your offered LETB/Deanery immediately, in order to confirm how to apply for LTFT.
Please also advise your offered LETB/Deanery immediately if you are on or may need to apply for a
Tier 2 visa.
Dependent on your individual immigration status, this offer is subject to you having the right to work in
the UK as a doctor in training and a certificate of sponsorship being issued for you by the Home Office
in order for you to be eligible to commence training. Upon your acceptance of this offer, an application
will be made to the Home Office and the outcome will be communicated to you in due course. If
Page 23 of 38
sponsorship or relevant working visa is not granted, this offer will be withdrawn.
This letter does not constitute an offer of employment. Your new employer will offer you a contract of
employment for the duration of the placement. Any offers made are conditional upon the necessary
pre-employment checks being carried out successfully. Once pre-employment checks have been
completed successfully, the employer will confirm new starter details with you.
If you have any queries please do not hesitate to contact us.
Congratulations on your offer.
Kind regards,
Lead Employer Trust - HR Office
Page 24 of 38
Appendix 6.0 – Feedback Letters
1. Interview/Assessment Centre Appointable - feedback to applicants on reserve list
Dear [Title] [Last Name],
[Insert specialty] Application ID: [Insert number]
Following your recent application for [Grade] [Specialty] at the [insert Deanery/LETB], I am writing to
provide information about your performance at the recent [insert name of interview / assessment].
We can confirm that you reached the minimum score of [Threshold Score], which was required to be found
appointable at [interview / assessment centre]. Please note that although you were found appointable on
the day of interview, you are not currently ranked high enough to receive an offer for a post that you have
preferenced. However, you may still receive an offer in the coming weeks. [Insert further information on
what score/rank offers have currently gone out to if desired]
Please see below for feedback on your [interview / assessment] score and rank.
[Insert section on break down of scores if available]
On the day of interview, you scored as follows:
[Insert Interview Area/Domain, e.g. Presentations or Question/Station Number – sum of all panel members’
scores] – [Applicant’s score] out of a maximum of [Total Score for Question].
[Repeat above row for as many Interview Areas or Question/Station Numbers as applicable]
Please note that you may not have gone through the [interview / assessment] process in the same order as
described above.
[If shortlisting score counts towards final score, add details of this in here]
This meant you scored a total of [Applicant’s Total Score] out of [Total score] and you were ranked
[Applicant’s rank] out of [Total number of applicants] applicants, who attended the [interview / assessment].
[If break down of scores is not available use this paragraph]
On the day of [interview / assessment], you scored a total of [Applicant’s Total Score] out of [Total score].
[If shortlisting score counts towards final score, add details of this in here]. This means that your
final score for the [Grade] [Specialty] recruitment process was [Total Overall Score] and your final
rank is [Applicant’s rank] out of [Total number of applicants] applicants, who attended the [interview /
assessment].
Kind regards,
[Insert appropriate sign off details]
2. Interview/Assessment Centre Unsuccessful - feedback to unappointable / unsuccessful
applicants
Dear [Title] [Last Name],
[Insert specialty] Application ID: [Insert number]
Following your recent application for [Grade] [Specialty] at the [insert Deanery/LETB], I am writing to
confirm the outcome of the [insert name of interview / assessment] process.
Unfortunately, on this occasion, your application did not meet the minimum standard and you will
therefore not receive an offer for this grade and specialty in this recruitment round.
Page 25 of 38
This email provides you with feedback on your [interview / assessment] score and rank.
[Insert section on break down of scores if available]
On the day of interview, you scored as follows:
[Insert Interview Area/Domain, e.g. Presentations or Question/Station Number – sum of all panel
members’ scores] – [Applicant’s score] out of a maximum of [Total Score for Question].
[Repeat above row for as many Interview Areas or Question/Station Numbers as applicable]
Please note that you may not have gone through the [interview / assessment] process in the same
order as described above.
[If shortlisting score counts towards final score, add details of this in here]
This meant you scored a total of [Applicant’s Total Score] out of [Total score] and you were ranked
[Applicant’s rank] out of [Total number of applicants here] applicants, who attended the [interview /
assessment]. In order to be found appointable on the day of the [interview / assessment], you had to
score a minimum of [Threshold Score] and be ranked [Rank] or higher. 1
[If break down of scores is not available use this paragraph]
On the day of interview, you scored a total of [Applicant’s Total Score] out of [Total score] and you
were ranked [Applicant’s rank] out of [Total number of applicants] applicants, who attended the
[interview / assessment]. In order to be found appointable on the day of the [interview / assessment],
you had to score a minimum of [Threshold Score] and be ranked [Rank] or higher.
Kind regards,
[Insert appropriate sign off details]
Page 26 of 38
Appendix 7.0 – Confirmation Email
Dear Dr …….
Appointment into Specialty Training
Congratulations on obtaining a post in Specialty Training within Health Education North East.
I am writing to confirm your appointment to the following programme:
Post: Specialty & level
To commence: Date
Duration: …years
Frequency of rotation: Every … months
Salary scale: NHS Medical & Dental (£30,002 - £47,175 depending on verified experience)
Location: Hospital sites across North East & Cumbria
Employer: Lead Employer Trust hosted by County Durham & Darlington NHS Foundation Trust
Health Education North East operates a ‘lead employer’ arrangement giving you the benefits of
continuous employment throughout your entire programme, regardless of where you may rotate to
during your training. All Specialty Trainees within Health Education North East are currently employed
by County Durham & Darlington NHS Foundation Trust and you may see the Lead Employer Trust
being referred to as LET in letters/documents.
Throughout your employment ………… (HRO) will deal with any recruitment and employment matters,
their contacts are below:
……………. (HRO)
Email: ……………………….
Telephone: 0191 ………….. (Helpdesk 0844 879 7258)
Once we receive confirmation from the Training Programme Director as to which hospital you will
commence in we will write to you to confirm. This should be no later than 8 weeks prior to your start
date.
Pre-Employment Checks
Before you can commence employment you must complete satisfactory pre-employment checks and I
would like to remind you that your appointment is subject to satisfactory completion of these
checks. Employment checks will include verification of references, fitness to practise updates from the
General Medical Council (GMC) or General Dental Council (GDC), including licence to practise,
Disclosure and Barring Service (DBS) checks and immigration status checks.
I will progress your pre-employment checks and my contact details are below;
……………….., HR Assistant
Email: …………………
Telephone: 0191 ………………. (Helpdesk 0844 879 7258).
To enable us to conduct your pre-employment checks, you must now submit the following
documents, click here to download all mandatory pre-employment forms:
Disclosure and Barring Service Checks
It is a condition of this post that you have a satisfactory enhanced NHS Disclosure and Barring Service
check (DBS) previously named Criminal Records Bureau (CRB) disclosure, (not from a locum agency
or Scotland) which is renewed every 3 years from the issue date.
Page 27 of 38
We use an online system to process our DBS checks provided by Atlantic Data, if you have not
submitted a portable disclosure you will shortly receive an email with log on information. You will need
to log onto the online system and provide the information required for your disclosure. Please ensure
you complete this within 5 working days. If you have any problems, please contact me.
Overseas Police Check/ Letter of Good Standing
If you have lived or worked abroad for a period of more than 6 months in the last 5 years then we
require you to obtain an Overseas Police check or Letter of Good Standing. Please complete and
return the Confirmation of Overseas Police Check form.
Work Health – Immunisations & Communicable Diseases Enquiry Questionnaire
All trainees must complete an ‘Immunisations and Communicable Diseases Enquiry’ questionnaire and
send it directly to Occupational Health. We have a single occupational health provider for all
Specialty Trainees, provided by County Durham and Darlington Foundation Trust from who a welcome
letter is attached.
Please ensure that you submit documentary evidence of the below:
-
Hepatitis B status (HBsAb and HBsAg)
Hepatitis C
HIV Status
Health clearance for EPP work cannot be given until these results have been received by Health
Education North East’s Trainee Support Service’s (TSS) health section.
If you have previous blood results and/or documented evidence of relevant vaccinations, PLEASE
SUPPLY A COPY WHEN YOU RETURN THIS FORM.
Work Health – Work Health Assessment Form
This document allows us to assess whether any adjustments may be necessary to the workplace.
Please complete this form and return it to us.
Staff Appointment Form
The Staff Appointment is an essential piece of documentation that confirms all your personal
information including your bank details. This document must be completed in full and signed in black
ink. Without a completed and signed Staff Appointment Form you cannot be paid.
Emergency Contacts
Please complete this form and submit it to the address at the end of this email.
Declaration A
Please complete, sign it and submit it to the address at the end of this email.
Missing Documents from Assessment Centre
If you were unable to provide us with documents at your Assessment Centre you would have received
a Request for Missing Documents sheet stating which documents were outstanding. Please refer to
this sheet and ensure all remaining documents are submitted to me within 10 working days.
For any outstanding ID, DBS and Proof of Address an original must be seen at our offices; to arrange
an appointment please contact me directly.
Page 28 of 38
Less than Full Time Training
While there are no guarantees, if you wish to request less than full-time training, you should inform us
of your intention by email to your HR Officer, who will send you an application form. We will consider
each case on an individual basis with the aim of maximising training opportunities within Health
Education North East.
What to do Next?
Please submit all outstanding documents within 10 working days to the below address, to ensure we
can progress your appointment in good time for your commencement.
Helpful Checklist: Please find a description of each of the requested documents below:
Form
Action Required
Return By
DBS
Portable
acceptable
/
additional
documents required
Click here to download, complete, sign
and return to your HRA
Email
Scan
Confirmation
of
Overseas
Police
Check
Occupational Health
Work
Health
Assessment Form
Staff Appointment
Emergency Contact
Form
Declaration A
Missing Documents
Less Than Full Time
Application Form
Notes
or
Click here to download, complete &
return
direct
to:
cddatr.NDtraineesupport@NHS.NET
Download, complete, sign and return to
your HRA
Email
Submit any outstanding documentation
to you HRA
Email, post
or scan
Post
or
Scan
Post
or
Email
If you wish to apply, download, complete
and return to your HRO
Post
Email
Email, post
or scan
Post
or
Scan
Original signature required
Original signature required
This form was issued at
assessment
centre
registration
or
Failure to complete all of the above documentation will result in a delay in you commencing
paid employment with us.
An employment contract detailing the terms and conditions of employment will be issued by the Lead
Employer Trust in due course.
Finally, welcome to Health Education North East & County Durham & Darlington NHS Foundation
Trust. We wish you well in your future career.
If you have any queries, please do not hesitate to contact me.
Yours sincerely
…………………..(HRA)l
HR Assistant
Lead Employer Trust
Hosted by County Durham and Darlington NHS Foundation Trust
Page 29 of 38
Appendix 8.0
IMMUNISATION & COMMUNICABLE DISEASES FORM
Trainee Information
Title: Surname:
Date of Birth:
Previous name:
Gender:
Male /
First Name:
Training Programme:
Female
Postgraduate School:
GP
Medicine
Surgery
Family
Specialty & Sub Spec:
Location (i.e. trust site/GP practice etc.):
date_____/____/____
Year of Training to be commenced (please
circle) :
CT1 / CT2
ST1 / ST2 / ST3 / ST4 / ST5 / ST6 / ST7/ GP
ST 1/2/3
Full
time/Part
time:
Expected start
Address/Contact details
Address
Address
Town/City:
County:
Post
Email
Code:
:
Home Tel
No:
Mobile Tel No:
Immunisations and Communicable Diseases
Please supply evidence of the following vaccinations or serology tests:
o
Hepatitis B surface antigen (photo ID verified sample)
o
Hepatitis C antibody (photo ID verified sample)
o
HIV 1&2 antibody (photo ID verified sample)
o Hepatitis B vaccination primary course including boosters
o Hepatitis B surface antibody
o Hepatitis B core antibody
o Measles antibody and/or MMR vaccination evidence
o Rubella antibody and/or MMR vaccination evidence
o BCG vaccination / or evidence of BCG scar
o A history of varicella infection For those born in tropical climates we cannot accept a history of chickenpox
infection as evidence of immunity. If applicable you must provide varicella serology and or evidence of varicella
vaccination
All of the above evidence must be supplied in a timely manner to ensure clearance is granted for your
start date.
Page 30 of 38
Name:______________________________________Date of Birth:__________________________
Tuberculosis screening
 Is the UK your country of birth? Yes / No
 If you were not born in the UK, please state your country of
birth_________________________________
 Please state the date you entered the
UK?___________________________________________________
 Please state the date of commencing the NHS or Medical school within the UK _____________________
 Please list the countries you have lived in, with duration of stay and nature of activities carried
out (e.g. clinical work, other type of work or extended holiday etc.)
If yes, please give details below:

Yes
No
 Have you a current or past diagnosis of TB?
 Is there a history of TB in your close family?
 Have you been given TB prophylaxis?
 Do you have symptoms suggestive of TB as follows:
 General ill health?
 Loss of energy?
 Unexplained low grade fever?
 Loss of appetite?
 Unexplained weight loss?
 Persistent cough with/without production of sputum?
 Coughing up blood?
 Night sweats?
 Do you suffer from a chronic illness?
 Are you immunosuppressed (medication or disease)?
 Are you taking any regular medications?
If you have lived or worked in a country with a TB incident of >40 cases per 100,000 of the population,
you will need to provide evidence of screening on entry to the UK
o Interferon Gold Test / IGRA /T-Spot
Page 31 of 38
o Mantoux skin test
o Chest x-ray carried out on entering the UK/NHS
Travel - The BCG World Atlas: A Database of Global BCG Vaccination Policies and Practices
Name:______________________________Date of Birth:___________________________________
LATEX SENSITIVITY QUESTIONNAIRE
Do you have a history of allergy /suffer from any of the following symptoms?
 Itching of the eyes/nose or sneezing
 Tightness of the chest or wheezing
 Skin problems e.g. rashes or wheals
 Do you have a history of skin problems when using / after the use of
disposable gloves?

Yes
No
Yes
No
Do you have a history of swelling around the mouth after dental
treatment?
Are you allergic to any of the following foods?

Yes
No
Peanuts
Banana
Avocado
Kiwi fruit
Chestnut
Potato
Tomato
Mango
 Have you ever had an anaphylactic reaction?
Following assessment you may be invited to attend an appointment at University Hospital of North Durham for
vaccinations /serology tests. If you are not available to attend please contact us promptly to discuss alternative
options for obtaining an appointment or relevant immunisations elsewhere.
Please complete and sign the attached Consent Form to enable us to request your immunisation history from
your GP and/or previous OH provider on your behalf.
Information supplied will be held in clinical confidence.
Any recommendation from the assessment will be discussed with you prior to informing Health Education North East.
I declare that the information supplied is true and complete to the best of my knowledge and belief.
Signed_______________________________Print_____________________________________Date
______________
Please return the form including all of your immunisation evidence to cddatr.NDtraineesupport@NHS.NET or fax to 0191 3332192. Failure to submit this form and
documentary evidence promptly will delay your occupational health clearance being granted and
may delay you starting paid employment.
All documents must be in English.
Electronic copies and screen shots of evidence are acceptable however, all documents must be legible when printed
to A4
Guidance for your information - Places you may be able to obtain your Immunisation evidence.


GP (Childhood immunisation record)
Current and Past OH Provider
Page 32 of 38



Holiday / Travel Immunisation record
Exit TB Certificate from high incident country
Military records
Confidential
Address of your current/previous Occupational Health Services or GP from whom we can seek your Immunisation
history:
……………………………………………………...………………………………………………………………………………
……………………………………………………...………………………………………………………………………………
Tel…………………………………………Fax…………………………………Email……….………………………………
Post held:………………………………………………….From:……………….…………. To:………………………………
Name:………………………….……………………….. Previous name(s)………………………………….………………….
Address:…………………………………………………………………………….………………….…………………………….
Occupation:……………………………………………………………D.O.B:……………………………..………………………
The above named has indicated that he/she has Occupational Health records held by your department. We would be grateful
if you would supply the following information to Northern Deanery Trainee Support service.
Occupational Health Records (health questionnaires, medical/nursing notes and reports)












Immunisation details including a photocopy of laboratory reports:
Hepatitis B surface antibody,
Hepatitis B surface antigen,
Hepatitis B core antibody,
Hepatitis C antibody,
Measles (antibody/vaccination),
Tuberculosis (Mantoux/Heaf/BCG/CXR/Interferon Gold),
HIV 1+2 antibody,
Varicella (Chickenpox) (antibody/vaccination),
Rubella (antibody/vaccination),
Hepatitis B Booster vaccine
DTP boosters
Details of recent health surveillance
Information relating to:……………………………………………………………..
Consent by Applicant:
 I understand I have the right to refuse consent, withhold consent or change my mind at any time – now or in the future,
either before Occupational Health send for the information or before it is sent to them.
 I have been informed why this information is being requested and feel I am able to make an informed consent to this course
of action.
 I give my permission for the above information to be disclosed to the Health Education North East Trainee Support Service
(Occupational Health)
Name:……………………………. Signed:(Do not type)…………………………………. Date:…………………..................
Page 33 of 38
Appendix 9.0
REQUEST FOR MEDICAL ASSESSMENT
IMPORTANT
Please
ensure
that all boxes in
this section are
completed fully,
including details
of
current
placement.
Trainee Information (details of trainee being referred)
Title: Surname:
Previous name:
First Name:
Date of Birth:
Training Programme:
Postgraduate School:
Year of Training ST1-7:
Specialty & Sub Spec:
Full time/Part
time:
Location at time of referral (i.e. trust site/gp practice etc):
Address/Contact details:
Address
Line 1:
Address
Line 2:
Town/City:
County:
Post
Email address:
Code:
Home
Telephone
No:
IMPORTANT
Please indicate
(with
a
tick)
which category
this referral falls
under.
Mobile
Telephone No:
Referral Reason (please tick the appropriate reason from the list below and feel free to
add your own)
Frequent Short Term Absence:
Long Term Absence:
Performance/fitness
to
work
linked
to
workplace:
Performance/fitness linked to educational
issues:
Statutory safety issue e.g. lead, COSHH, HAVs, ionising radiation/radiation etc.:
Page 34 of 38
IMPORTANT
It is important
that you give us
a comprehensive
summary of sick
absence
covering the last
3 years.
Sickness Details (for trainee being referred)
Is
the
trainee
currently
on
sick
leave?

no

yes
Please
give
the
date
they Date:
commenced sick leave and the
reasons stated on the fit note.
Reason:
Previous sickness in last three years? Please list all certified and uncertified sickness
absence (continue on separate sheet if necessary)
Date Certified/Uncertified
Diagnosis
Duration
IMPORTANT
Please give a full
history of why
the trainee is
being
referred
and give details
of the support
you have put in
place to date
with regard to
this health issue.
(i.e. how, what,
where, when)
Information to support this referral
Please provide details about why you are referring this trainee (please enclose any
supporting documentation or letters):
Please feel free to include additional sheets if necessary
Page 35 of 38
IMPORTANT
It is important for
the Occupational
Health service to
understand
all
aspects of the
current role the
trainee
is
undertaking.
IMPORTANT
The
Occupational
Health
service
can only provide
a comprehensive
report
when
specific
information has
been requested.
Please
ensure
you
complete
this section or
add a question of
your own in the
relevant box.
Please give a summary (including a copy of the job description) of the trainee job i.e.
type of work performed, shift patterns, physicality etc.
Specific questions to be answered by Occupational Health Report
It is imperative that the right questions are asked by management to gain optimum benefit
from this process. Please tick the questions you would like to be addressed in the
Occupational Health report:
Is the trainee fit to undertake their normal role at present?
What is the likely outcome of this period of ill health?
How long is this ill health period expected to last?
Is there evidence of a work-related element to the health problem?
Does the condition impose a risk to the trainee, patients or others including staff?
Is the illness affecting work performance?
Is there likely to be any residual impairment? If yes, is this likely to be temporary or
permanent?
Is there anything the Deanery/LET can do to assist the trainee to remain at or return
to work?
Other: (please detail)
Page 36 of 38
Manager Declaration (Person responsible for referral)
Please be aware that by completing and submitting this referral form you
acknowledge that its content will be discussed between the individual and
an Occupational Health Professional on the day of the appointment.
Authorised referrer:
Date:
Designation:
Tel:
Address:
Email address:
I have explained to the trainee the reason for making this referral
I have given give the trainee a copy of this referral form
The trainee has agreed, under their contractual obligations, to attend occupational
health consultations.
Trainee
Information
(Details
of
trainee
being
Please return your completed form to:
HENE Trainee Support Service, First Floor, Old Trust Headquarters,
University Hospital of North Durham, North Road, Durham, DH1 5TW
Tel: 0191 333 2593
Fax: 0191 333 2192
Email: cdda-tr.TSS@nhs.net
For Use by Occupational Health Department Only
Trainee to follow pathway:
Occupational Health Physician/Consultant
Specialist Occupational Health Nurse
Occupational Health Nurse Advisor
Counselling
Date:
Length of appt:
Actioned by:
Checked by:
Page 37 of 38
referred
Page 38 of 38

LIVE and TRAIN (portrait).dotx

Transcription

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