ashcroft surgery,

Newlands Way, Eccleshill, Bradford, BD10 0JE, West Yorkshire, UK

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Appointing Practice Staff – recruitment and selection policy


  • Doctor:   Dr Ramesh Mehay & Dr Sudhir Krishnan
  • Nurse: – 
  • Admin:  Chris Rushton


6th June 2019


June 2020

The Policy/Protocol

We at Ashcroft Surgery recognise the importance of a fair, consistent and efficient policy for recruitment and selection of staff.   We also understand how important it is to carefully manage the recruitment process because it is often the first introduction to primary care of those who apply – hence this policy which is informed by the NHS guidance document called ‘Safer Recruitment – a guide for NHS employers’. 

Aim of this policy

  • To provide clear statements on which we base our processes regarding recruitment and selection of staff – for both managers, staff and intending applicants.
  • To ensure that the recruitment and selection policy is applied fairly to all; irrespective of their age, gender, race, religion and/or belief, disability or sexual orientation
  • To ensure that all applications recieve equal consideration.
  • As a means of matching the individual applicant to the practice’s culture through the recruitment of those who are patient focussed, well disposed to learning, developing and taking responsibility for their own behaviour.
  • To help us recruit the right staff with the right skills at the right time – failure to achieve this is both costly and creates an inefficient workforce.
  • Compliance with this policy should help the business avoid exposure to successful litigation.  (It is important to note that liability under the Equality of Opportunity legislation rests with individual managers as well as the organisation.)
  • As an Equal Opportunities employer, to ensure that all applications for vacancies made to the Practice receive equal consideration.

Frequently Asked Questions (FAQs)

  • All recruitment must be agreed with the Practice Manager.
  • If the recruitment requires more hours than the previous post holder or is for a new position, then the practice partners must also agree.
  • If posts are to change significantly in responsibility, they will be evaluated to determine the practice pay scale.
  • All vacancies will be advertised on the NHS intranet.  This will be the main recruitment forum and posts will be advertised on this website until the closing date. The majority of posts will remain open for two weeks on the website. Other local or national publications may also be used including specialist recruitment agencies, dependant on the seniority and specialism of the role. Posts may also be advertised locally through key community associations
  • We will include information on how to apply, a job description and person specifications for the role.  The Person Specifications should explain the qualifications and experience required, including competencies, qualities and attitudes that the person needs to have to fulfil that responsibility. It should also be documented how these will be tested and assessed. The person specification should state the successful candidate must have a satisfactory enhanced DBS disclosure.
  • The advert will also state whether the successful applicant must undertake an Enhanced DBS Disclosure.
  • Personal information, including any former names by which the person has been known.
  • Present employment and reason for leaving
  • Full history since leaving school including voluntary work
  • Qualifications
  • References
  • Signed declaration about any criminal records
  • Signed declaration that all information is true
  • Professional Registration: Prior to the appointment of a health care professional the registration of the practitioner will be verified by a current supplied certificate or with the appropriate regulatory/ licensing body (duty of the Practice Manager).  Until verification has been checked and confirmed the individual will not be allowed to commence employment with the Practice
  • Verification of Identity:   Verification of identity is required to determine that the identity is genuine and relates to a real person and to establish that the individual owns and is rightfully using that identity.  Prospective employees will need to provide one forms of photographic personal identification and two documents confirming their address.   All documents must be originals, or copies of originals certified by a solicitor.  This requirement will be met by the Practice Manager checking documentation on the day of the interview.  The Practice Manager will hold a copy of this documentation for the individual the panel wish to appoint for retention on a personal file. The Practice Manager will shred any other documentation for unsuccessful candidates.
  • Interviews will be completed by a minimum of 2 people.
  • They will ask pre-set questions and all interviewers will score all questions.
  • Psychometric tests/Job simulation exercises: the practice will decide if to use any testing and / or exercises as part of its recruitment. Job simulation exercises and ability tests can improve the quality and quantity of information available as the basis for selection decisions. The choice of any assessment method will be based on the requirements of the job in question. The organisation may use psychometric testing as part of its selection process. Tests will be administered by appropriately trained staff.
  • Qualifications: achievement of qualifications relevant to the post must be verified by the validation of certificates.  This requirement will be met by the selection panel verifying certificates of qualifications specified on the person specification at the interview stage of the process. A copy will be retained on the individual’s personnel file.  Where a candidate is unable to provide suitable evidence of relevant qualifications the candidate will be informed by the Practice Manager that the organisation will no longer be able to pursue their application.
  • Explanations for gaps in employment history will be sought at the time of interview by the selection panel.
  • Equal opportunities will be observed at all times, unless the post has been agreed for positive bias, e.g. must be female GP.
  • All records of the recruitment process will be kept securely by the Practice Manager for one year to ensure records are available should an Employment Tribunal claim be received
  • At least 2 references to triangulate their suitability (the details of the referees will be obtained from the application form).  Our Practice Manager will seek these (via a proforma) from the applicant’s current or most recent employer or body for whom they have performed work of a voluntary nature.   One of the references should be from a person in a position of responsibility sufficient to be able to comment on the applicant’s work, professional competence and personal qualities. Explanations for gaps in employment history will be sought at the time of interview by the selection panel.   Where unsatisfactory references are received the Practice Manager will inform the candidate that the Practice will no longer be able to pursue their application
  • A DBS check: it is the policy of the Practice to use the Disclosure & Barring Service/Independent Safeguarding Authority to assess an applicant’s suitability for positions identified as being exempt from the Rehabilitation of Offenders Act 1974. The Practice undertakes to treat all applicants fairly and apply this policy consistently in line with the organisation’s Equal Opportunities Policy and the Statement on the Recruitment of Ex- Offenders. The employers will comply fully with the Criminal Records Bureau Code of Practice regarding the correct handling, use, storage, retention and disposal of Disclosures and Disclosure information and obligations under the Data Protection Act.  The responsibility for identifying which posts fall into the definitions of requiring applicants to give consent for disclosure rests with Practice Manager and Safeguarding Lead (Drs Liz Hamblin & Pardip Sandhu).  Where a positive DBS disclosure is provided the GP partners will be informed and will make a decision as to whether they wish to continue to pursue the appointment.  The practice will decide for all positions whether a DBS check at time of starting with the practice is required, or when an NHS person is transferring in, decide whether to accept or not a previously completed one. For any clinical patient treatment post, and ENHANCED DBS will be requested.
  • Successful candidates will receive a provisional offer of appointment letter from the practice and need to confirm acceptance of the post in writing.
  • An induction plan and essential H&S training will be provided on confirmation of employment
  • New starters will also be issued with an induction checklist which must be completed with their line manager during the first month of employment. Following completion this must be returned to the Practice Manager
  • New starters will be reviewed at periods of 4,8 & 12 weeks to assess their performance within the Practice team
  • The Practice Manager will start a personal file for the employee. Personal files will be kept for the duration of employment; individual items of data must not be held for longer than necessary.
  • The file for new employees will contain:
        1. copy of advertisement for post
        2. job description and person specification
        3. application form
        4. interview letter
        5. references
        6. interview record and relevant papers;
        7. copies of essential qualifications;
        8. proof of identity;
        9. provisional offer letter
        10. Hepatitis status (or refusal)
        11. confirmation that a Disclosure Barring Service (DBS) check has been initiated /undertaken (if necessary);
        12. contract of employment
        13. offer letter

Equality and Diversity training for interviewing staff

Additional check for Salaried General Practitioners/Pharmacists

  • Prior to the employment of the above staff a check must be made with WYAT (previously WYCSA) to ensure they are on the Performers List and their fitness to practice status.
  • This requirement will be met by the Practice Manager contacting the WYAT at the selection for interview stage.
  • Salaried General Practitioners must also confirm their membership of a defence union such as MDU or MPS
  • This requirement will be met by the Practice Manager receiving confirmation from the successful candidate before appointment
  • The practice can appointment either directly with the person or via an PASA approved agencies. PASA ensure that all pre-employment checks are carried out in accordance with NHS requirements.
  • Where agencies other than PASA agencies are used the Practice must ensure that the agency has carried out all relevant pre-employment checks as stated in this policy.

It is an employer responsibility to check at the time of employment if a new employee is eligible to work in the UK so at the surgery.  This requirement can be included in any advert, person specification essential requirement, asked at interview (but care not to be accused of discrimination – so ask all.

An employer could face a civil penalty if you employ an illegal worker and haven’t carried out a correct right to work check.

1) European Economic Area (EEA) Countries:-
  • If the person is from an EEA country, then as long as the UK is an EEA country member as well, then the person has a right to travel, work, live in the UK.
  • Current EEA area consists of Austria, Belgium, Bulgaria, Croatia, Cyprus, the Czech Republic, Denmark, Estonia, Finland, France, Germany, Greece, Hungary, Iceland, the Republic of Ireland, Italy, Latvia, Liechtenstein, Lithuania, Luxembourg, Malta, the Netherlands, Norway, Poland, Portugal, Romania, Slovakia, Slovenia, Spain, Sweden and the UK. 
  • Please note that citizens from Croatia are permitted to work as members of the EEA but require advance authorisation from the UK Border Agency, unless they are exempt.
  • Although Iceland, Liechtenstein and Norway are not members of the European Union (EU),  their citizens have the same rights as EU citizens to enter, live in and work in the UK.    
2) From outside the EEA – then they need the appropriate UK Border Agency permission.

You must check that a job applicant is allowed to work for you in the UK before you employ them.

  1. You must see the applicant’s original documents
  2. You must check that the documents are valid with the applicant present.
  3. You must make and keep copies of the documents and record the date you made the check.

You could face a civil penalty if you employ an illegal worker and haven’t carried out a correct right to work check.

You must not discriminate against anyone because of their race.

Checking the documents

  • You need to check that:
  • the documents are genuine, original and unchanged and belong to the person who has given them to you
  • the dates for the applicant’s right to work in the UK haven’t expired
  • photos are the same across all documents and look like the applicant
  • dates of birth are the same across all documents
  • the applicant has permission to do the type of work you’re offering (including any limit on the number of hours they can work)
  • for students you see evidence of their study and vacation times
  • if 2 documents give different names, the applicant has supporting documents showing why they’re different, eg a marriage certificate or divorce decree

Read the guidance on how to carry out right to work checks and what documents you can accept.

Further checks

  • You’ll have to make further checks on your worker if they have a limited right to work in the UK.
  • Taking a copy of the documents

When you copy the documents:

  • make a copy that can’t be changed, eg a photocopy
  • for passports, copy any page with the expiry date and applicant’s details (eg nationality, date of birth and photograph) including endorsements, eg a work visa
  • for biometric residence permits and residence cards (biometric format), copy both sides
  • for all other documents you must make a complete copy
  • keep copies during the applicant’s employment and for 2 years after they stop working for you
  • record the date the check was made

Make sure you follow data protection law.

If the job applicant can’t show their documents you must ask the Home Office to check your employee or potential employee’s immigration employment status if one of the following applies:

  • you’re reasonably satisfied that they can’t show you their documents because of an outstanding appeal, administrative review or application with the Home Office
  • they have an Application Registration Card
  • they have a Certificate of Application that is less than 6 months old

Application registration cards and certificates of application must state that the work the employer is offering is permitted. Many of these documents don’t allow the person to work.

The Home Office will send you a ‘Positive Verification Notice’ to confirm that the applicant has the right to work. You must keep this document.

If you need more help

  • Read the guidance if you need more help.
  • You can also contact the Home Office.
  • Sponsorship, Employer and Education helpline
  •  Telephone: 0300 123 4699
  •  Monday to Thursday, 9am to 5pm
  •  Friday, 9am to 4:30pm
  • For application questions as a business (or representative) or a Tier 1 investor, contact the business helpdesk.
  • Business helpdesk Business
  • For application questions if you’re an educational provider or Tier 4 sponsor, contact the educators helpdesk.
  • Educators helpdesk

Last updated: 23 November 2015


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