Consultant Appointments must be carried out in accordance with the Scottish Government’s General Guidance on Medical & Dental Appointments
Overarching Principles for Consultant Recruitment within NHS in Scotland:
The consultant recruitment process is owned and determined by the Health Board as the employer.
The management of and decisions taken regarding the consultant recruitment process is the responsibility of the Health Board.
It is recognised that externality provides a valuable contribution to the objective assessment of applicants and the role of an External Adviser is included within this consultant recruitment process
Summary Guide
Consultants carry ultimate clinical responsibility for every patient seen under their care. The public is therefore entitled to expect that all consultants will have reached the highest standards of skill and knowledge and this is guaranteed by means of a statutory appointments procedure for recruitment of consultants laid down in regulations. The regulations and supporting guidance were revised in July 2009 (The National Health Service (Appointment of Consultants) (Scotland) Regulations 2009).
While the majority of the actions within the consultant recruitment process, which were previously subject to regulation, now lie with the NHS boards who hold responsibility for the process, some key elements are still subject to regulation and remain under statutory control.
The statutory element includes the appointment of a trained External Adviser from a different NHS board as a full member of the consultant assessment panel: this is intended to ensure the clinical quality of appointed candidates is maintained. The External Adviser will have been trained in selection processes and, with experience of other appointments, can provide advice on the appointment from a different perspective than the local clinical team.
Key Roles within the Recruitment Process
Within the recruitment process it is for the recruiting Board to determine the staff and their roles within the process; however each recruitment process should include the following key roles:
The Board Lead Officer
The Board should identify a Lead Officer to manage an individual recruitment process with support from the HR department. Within the recruitment process it is anticipated that this Lead Officer will often be a medical manager or dental manager, who may, depending on the size of the Board, or the specialty involved, choose to either directly lead the recruitment process or identify who will. Other possibilities for this role include a lead clinician from within the service or the clinical service manager.
Chair
The Chair of the panel has delegated authority from the recruiting Board to make an offer of employment. This authority is contained within the regulations. Boards may choose to appoint the Lead Officer as Chair, or may alternatively choose a senior manager or non-executive director to chair the assessment panel.
External Adviser
The regulations require a single External Adviser is included on the assessment panel for consultant appointments within NHS in Scotland. The role of the External Adviser will be to advise the recruiting Board on each stage in the process, including commenting and advising on the job description, person specification, the selection methodology and participating in the selection process. This External Adviser is identified from the list of External Advisers maintained by the Academy, and must be external, i.e. not employed by the recruiting Board, and must be in the same specialty as the post being appointed to. In rare instances of small specialties it may be necessary to seek an External Adviser from out with Scotland.
The Assessment Panel
The assessment panel is convened by the Board to conduct the candidate assessment. Within this recruitment process, as the Boards determine the selection methodology for appointing to consultant posts, the Assessment Panel is also to be determined by the recruiting Board to best support and facilitate the methodology chosen to assess the suitability of candidates. This assessment may include profiling, aptitude tests or multi-station interviews. The panel must include at least one consultant from the specialty. Where possible that consultant should be from the employing Board.
Depending on the nature of the post and the extent of any undergraduate teaching or training duties the Board may include University representation on the assessment panel and requests for University representatives should be submitted to the Dean.
While there is no set limit on the size of the panel, under the regulations it remains that the panel must include a Chair, with delegated authority from the Board, an External Adviser as outlined above and one other consultant from the specialty
Planning and Advertising a Consultant Post
When recruiting to posts it is advised that the planning for a consultant appointment begins well before the post is to be filled. Consideration should be given to service needs, the amount and level of training that may be required, teaching, supervision of junior staff, continuing professional development, research and any special interests and produce a draft job description and person specification which must be sent to the External Adviser for their advice and comment.
All potential applicants should have access to the job description; the person specification; information from the board with details of arrangements for practice, e.g. units, clinics etc; details of staffing and relevant services covered; where appropriate, information about undergraduate or postgraduate medical/dental teaching; and the relevant TCS including pay. A Job Plan must also be available for the consideration of candidates for appointment to a consultant post.
We must ensure that we look to advertise details of vacant posts widely which will include the use of the NHS Scotland online job portal www.jobs.scot.nhs.uk , medicaljobs.scot.nhs.uk and where necessary other online professional job portals and journals e.g. BMJ ( British Medical Journal ) .
Eligibility for appointment and specialist register
On successful completion of specialty training, doctors are awarded a certificate of completion of training (CCT), allowing them to practice across Europe as recognised ‘specialists’. The GMC recommends CCT holders for inclusion on the specialist register, which it administers. The specialist register includes the names of all CCT holders together with those of other eligible specialists, and shows their specialty and, if requested, any particular field of expertise within it. Eligible specialists are defined as:
European Economic Area nationals holding recognised specialist qualifications
Overseas nationals holding specialist qualifications that are deemed equivalent to the CCT
Doctors who have followed academic or research training paths, resulting in a level of knowledge and skill consistent with NHS consultant practice in that specialty.
From 1 January 1997 it has been a legal requirement for all doctors to be on the GMC’s specialist register before they can take up a consultant appointment.
In the case of consultant dental posts, individuals must be a registered dental practitioner or a fully registered medical practitioner. However, trainees may explore the possibility of post-CCT careers as soon as it is apparent that a CCT will be awarded in the near future. Consequently, SpRs and StRs are able to apply for a Consultant appointment provided the expected date of award of their CCT (or recognised equivalent, if outside the UK) falls no more than six months after the date of interview for the consultant post. The consultant assessment panel must also be satisfied that the applicant is sufficiently near to the completion of training to enable them to judge the applicant’s suitability for a consultant post.
Membership of the Assessment Panel
The assessment panel is convened by the appointing board to conduct the candidate assessment. This assessment may include profiling, aptitude tests or multi-station interviews. The panel must include at least one consultant from the specialty. Where possible that consultant should be from the employing board. Depending on the nature of the post and the extent of any undergraduate teaching or training duties, the board may include university representation on the assessment panel. While there is no set limit on the size of the panel, under the regulations the panel must as a minimum include a Chair, with delegated authority from the Board, an External Adviser and one other consultant from the specialty.
External Adviser
The regulations require that a single External Adviser is included on the assessment panel for consultant appointments within the NHS in Scotland. The role of the External Adviser is to advise the recruiting board on each stage in the process, including commenting and advising on the job description, person specification, the selection methodology and participating in the selection process. This External Adviser is identified from the list of External Advisers maintained by the Academy of Royal Colleges and Faculties in Scotland, and must be external i.e. not employed by the recruiting board, and must be in the same specialty as the post being appointed to. In rare instances of small specialties it may be necessary to seek an External Adviser from outside Scotland.
All newly appointed External Advisers undergo training before they are included on the adviser list, and if reappointed to the list again, should undergo refresher training.
This training is coordinated by NHS Education for Scotland and includes:
detailed training on equality and diversity issues;
refreshers on specialty training curricula and assessment methods used;
updates on selection methodology and tools that have been used successfully;
the option to shadow an External Adviser and observe the process, although it should be emphasised that observers will play no role in the recruitment process.
Process
Under the regulations, recruiting boards will appoint a Chair for the assessment panel. The Chair will hold delegated authority to offer the post on behalf of the board once the panel has considered the candidates.
Boards should draw up a policy on the use of visits as part of the employment process and communicate this policy to all applicants. Visits are intended to inform the applicant regarding the department and the requirements of the post. Depending on the nature of the post the policy on visits should look to offer applicants an opportunity to visit the department and meet with key staff. The option of a visit, and the timing of such a visit, should be determined by the board, and should be made available to all applicants at the same point in the recruitment process.
Once the assessment panel has made a decision on which candidate(s), if any, should be offered the post, the Chair and the Recruitment Service will then take responsibility for offering and contracting with successful candidates .
All members of the assessment panel hold equal responsibility for raising concerns at any stage within the recruitment process with the Chair. In these instances, it is for the Chair to assess these concerns and to determine whether or not to proceed with the recruitment process. If the decision is taken to proceed to appointment, the Chair should note the concerns raised and indicate the basis on which the decision to proceed was taken. If the Chair decides not to proceed, this decision is reported back to the board, outlining the basis on which this decision was taken. It is for the board to decide on next steps and whether to re-run the process.
We wanted to inform you that all Scottish recruitment data relating to your study/studies from the 1st April 2019 onwards is now visible on the UK Central Portfolio Management System (CPMS).
The benefit of reviewing your Scottish recruitment data within CPMS is for you to be able to confirm your local site data as accurate or not accurate and provide you with the benefits of tracking your recruitment data at all sites across the UK. This will also help provide NHS Research Scotland and the Chief Scientist Office with accurate recruitment data for Scotland.
What is CPMS?
CPMS is a UK platform which collates local study site recruitment information from local portfolio management systems (LPMS). Since the 1st April 2019 our Scottish R&D offices have been collating recruitment information from your local study teams across Scotland and uploading this to our LPMS. We have now established links between our LPMS and CPMS which means you will be able to login, track and view all Scottish recruitment data to your study at each site since the 1st April 2019. You are kindly requested to confirm if this data is accurate or not accurate using the below attached guides. England, Northern Ireland and Wales have already been live with their recruitment data in CPMS since 1st April 2019.
My study has sites only in Scotland
To reduce the burden of confirming a backlog of recruitment since the 1st April 2019, the Chief Scientist Office has agreed for the NIHR to automatically confirm recruitment data on CPMS for your study during the FY 19/20. Any studies which recruited from the 1st April 2020 we would like to request that you access CPMS and confirm recruitment from this date onward on a monthly basis. You can do this using the attached guides.
Recruitment data for your study will continue to upload into CPMS (including zeros for months where a site did not recruit) and we would request that you access, review and confirm or reject the data on a monthly basis as long as your study is open to recruitment. Once your study halts recruitment please inform your lead R&D office so that they can update the study records.
My study has sites in other UK Nations as well as Scotland
If your study has sites in other nations you will be requested to also confirm recruitment from sites in other nations as well as recruitment from Scotland, if you are not already doing so.
To reduce the burden of confirming a backlog of recruitment since the 1st April 2019, the Chief Scientist Office and Health and Care Research Wales have allowed portions of recruitment data to be automatically confirmed. Scottish and Welsh recruitment data for FY 19/20 will be automatically confirmed on your behalf. If you have sites in England you will be asked to complete the backlog of recruitment from 1st April 2019 or when your study opened if this is later.
Recruitment data for your study will continue to upload into CPMS (including zeros for months where a site did not recruit) and we would request that you access, review and confirm or reject the data on a monthly basis as long as your study is open to recruitment. Once your study halts recruitment please inform your lead R&D office so that they can update the study records.
Training and Help
Individuals who can confirm recruitment must be associated with your CPMS study record. Those individuals who are copied in on this email all have associations with the CPMS record to confirm recruitment. If you wish to add another member of your team to perform this function you must contact your local R&D office and inform them that you require a name added to the CPMS record. You can access your study record here https://cpms.nihr.ac.uk/ and use the email which has been used to contact you in this email to login. Attached is also guidance to help you login.
Attached are a quick start guide which provides an overview of how to confirm recruitment and the full Research Activity Confirmation Guidance which provides more detailed information to help you navigate the confirmation process including help on viewing your recruitment and explanations of the differences between nations where they exist.
There are short videos and guidance which can be found by logging into NIHR learn using your CPMS login details.
************************ Many of the R&I team are working remote from our core offices – please use email or Teams as primary method of contact*************************
In order to gain R&I approval as quickly as possible, we advise that you submit to R&I in parallel with your ethics submission. This will allow us to look at your application and progress while under review by the REC.
In order to define the appropriate contact in the R&I Office for your study, please find contact details for your portfolio team here.
This section provides links to documents and process will support you across all stages of the recruitment process.
Completing the application form and the Recruitment process
Completing the Application Form
Your application form will play a key part in deciding whether you will be shortlisted for interview. It is important that you take the time to read the advert and the job description/person specification for the post and complete the application form fully and as accurately as possible.
Applications are made online through the NHS Scotland job site. When you click the ‘Apply for job’ button on the advert, you will be asked to create an account using an email address or social media account. For returning candidates, you you can copy from a previous application or create a new one. If you prefer to copy, make sure that you go through each section to ensure that the information is complete and up-to-date.
The system will timeout after 30 minutes of inactivity so please save your application regularly. You can save your progress and come back later if you wish, just remember your password so you can log back in.
Please note:
Remember to review your application prior to submission as you will not be able to make changes once you submit the form.
Be accurate and honest on your application form as the information you provide will be verified at various stages of our recruitment and selection process .
Your email and contact telephone number must be correct as these will be used to contact you. The primary method of contact for all updates is via email.
Some recruitment may include initial screening questions to verify that you meet the requirements for the job e.g. UK Professional registration
Curriculum vitae (CVs) will NOT be accepted as part of the application process unless you are applying for a Medical Staffing (Doctor, Consultant etc) Position
The Job reference number is an important information to take note of as this is the unique ID of the post. This will allow us to identify which post is being referred to.
You should save an electronic copy of the advert, job description/person specification, and the candidate pack for future reference
On the Assessment section, you may find it helpful to prepare your answers in a separate document and copy and paste your answers into the online form. You will also be asked to provide your National insurance number on this section.
All adverts close at midnight on the closing date unless otherwise stated. Please submit your application as soon as possible. If any updates on the closing date occur, you will be contacted via email.
You can check the status of your application by checking your account online.
If you delete your application, you will not be able to re-apply.
Eligibility to Work in the UK
It is a criminal offence for any employer to hire a new employee whose immigration status prevents him or her from legally working in the UK in the post they have applied for. This applies also to all types of NHS employment, including part-time, temporary or bank posts. All applicants regardless of nationality will be asked to produce evidence of eligibility to work in the UK as part of the application process specifically at the interview and pre-employment checks stages.
Please complete the relevant sections as accurately as possible on the application form, providing the type of right to work in the UK (RTW UK) visa that you hold as well as the expiry date, if applicable.
Applications from job seekers who require a RTW will be considered alongside all other applications subject to meeting the essential criteria as detailed in the Job Description and Person Specification for the post. Before making your application, you should check the eligibility criteria for UK Visa and Immigration
Qualifications and Training Details
Please provide details of all relevant education, qualifications and training courses.
Specific requirements such as registration/membership details to a Professional Regulatory Bodies such as the Nursing and Midwifery Council (NMC) or General Medical Council (GMC), must be provided if relevant to the vacancy
Employment information
For the Employment section, please start with your current/most recent employer and work back through your employment history. Please also include any part-time or temporary jobs, work placements, volunteering roles, or any career breaks (student/parent/carer/etc.)
Referees
You must provide at least two (2) referees are required which must cover the past three (3) years and must include your present or most recent employer. We do not accept references from family members or friends.
If you are appointed to the post you have applied for, our Recruitment Team will contact your referees. Satisfactory references must be received to an acceptable standard before any new NHS Greater Glasgow and Clyde employee can start work for us.
Please ensure that you provide accurate contact details including an e-mail address for your referees and, most importantly, don’t forget to get their permission to be contacted by us.
Please refer to Disclosure Scotland’s website for further guidance and details on the two lists relating to spent convictions.
Statement in Support of Your Application
Applicants who can demonstrate in their application that they possess the knowledge, skills, experience and abilities required for the job give themselves the best opportunity of being shortlisted and selected for interview.
You can use this section to provide evidence that you can meet each of the requirements in the job description/person specification, by giving specific examples of what you have done and how you believe you meet each requirement. Remember that the person reviewing your application form won’t be able to second guess your skills and experience unless you outline it.
A good tip is to use the selection criteria in job description/person specification as headings in the order that they have been listed, to make sure that you address them especially the ones under the Essential Criteria.
Declaration
Before submitting your application, please make sure that you read this section as it will highlight any parts of the form which haven’t been completed and it also covers the following important information:
Criminal Convictions Declaration – NHS Scotland is exempt from the 1974 Rehabilitation of Offenders Act (Exclusions & Exceptions) (Scotland) Order 2003.
Accuracy of Information – False or misleading information can causE disqualification of the application and dismissal from employment if appointed to the post.
General Data Protection Regulation (GDPR) and Data Protection Act 2018 – Your data will be stored by Jobtrain and will be used only by NHSGGC authorised staff for the purpose of processing your job application, making recruitment decisions and for statistical and audit purposes. It will be retained, archived, and deleted in line with the NHS Scotland retention policy and will not be passed to any third party organisations without your permission
Equal Opportunities and Equality Monitoring
NHS Greater Glasgow and Clyde participates in 2 schemes aimed at supporting the employment and career development of disabled people :
Job Interview Guarantee (JIG) scheme: if a candidate declares a disability, and meets all the minimum/essential criteria outlined within the Job description/Person specification for the post then they will be guaranteed an interview.
Job Centre Plus Two Ticks symbol: the two ticks scheme is a recognition given to NHS Greater Glasgow and Clyde by Jobcentre Plus in meeting the five commitments regarding the employment, retention, training and career development of disabled employees. As a symbol user, an interview is guaranteed to any candidate with a disability whose application meets all of the minimum/essential criteria for the post.
NHSGGC is committed to applying and promoting best employment equality practice in it efforts to eliminate discrimination and create working environments where all our staff, patients, relatives, visitors and carers are treated fairly and with respect.
We always endeavour to not discriminate during any stage of the recruitment process and in particular comply with the Equality Act 2010 which makes it illegal to discriminate against protected characteristics i.e. age, disability, sex, gender reassignment, marriage or civil partnership, pregnancy and maternity, race, religion or belief, sexual orientation.
We are required to gather data for both applicants and employees to ensure that our policy on Equality and Diversity is effective and meets statutory requirements. The Equal opportunities monitoring form is recorded separately from your application form and can only be accessed by the Recruitment team. All recruitment documentation for unsuccessful applicants are confidentially destroyed after 12 months.
When completing the Equal Opportunities section of the online application form, you can use this section to inform us if you will require any special arrangements for the interview e.g. Wheelchair access, induction loop, etc
Criminal Convictions
Disclosure of Criminal Convictions
Rehabilitation of Offenders Act 1974 (Exclusions and Exceptions) (Scotland) Order 2013
The Protection of Vulnerable Groups (Scotland Act ) 2007 The 1997 Police Act
Criminal Convictions – Rehabilitation of Offenders Act 1974
NHS Scotland is exempt from the 1974 Rehabilitation of Offenders Act (Exclusions & Exceptions) (Scotland) Amendment Order 2015. This means that unless stated in the job description, person specification or application pack, you must tell us about any previous unspent convictions along with only those spent convictions that relate to Disclosure Scotland’s ‘Offences which must always be disclosed’ list. If you are offered employment, any failure to disclose such convictions could result in withdrawal of the offer of employment dismissal or disciplinary action. Any information you give will be considered only in relation to the post for which the application you submit refers to.
Information will be verified by Disclosure Scotland for relevant posts.
Please note, you are NOT REQUIRED to tell us about any previous spent convictions that relate to Disclosure Scotland’s ‘Offences which are disclosed subject to the rules’ list.
Recruitment stages
Shortlisting Stage
The NHS Greater Glasgow and Clyde Selection panel (Panel), which includes as a minimum two (2) members of staff [one of which is always the hiring /line manager for the post] will decide who to select for interview on the basis of the job description/person specification. These documents lists those qualities e.g. skills, knowledge, experience, qualifications etc, which are ‘essential’ i.e. which you must have to do the job, and those which are ‘desirable’ i.e. which will help somebody to perform the complete range of tasks in the job more readily. It is important, therefore, that you work on your application to ensure it reflects the person specification, the job description and the recruitment advertisement.
At shortlisting stage, applications forms are anonymised and only the information about Education, Employment, and Supporting statement are accessible to the Panel. This helps ensure that the shortlisting is fair and consistent and is based on the candidate’s skills, knowledge, qualifications, and experience.
Once shortlisting is complete, invitations for interview are sent to the selected candidates by our Recruitment Team.
Interview Stage
The interview format will depend on the post being recruited to, and can either be face-to-face or via MS Teams video. You will be requested to bring to the interview the originals of any relevant qualifications/certificates/awards that you hold and documents to verify your identification such as a photo identification.
In addition to a set of interview questions, candidates may be asked to deliver a presentation, sit a technical/skills test, or provide a response to a work based scenario. Candidates will be advised in advance of the interview what they will be expected to do on the day.
An interview panel is normally between 2-4 people depending on the post and will be more senior to the grade of the post being recruited to. It can also include panel members, external to NHSGGC, where appropriate to the post.
If you are invited to an interview you will receive an email requesting you to select a suitable date/time slot. If the interview is via MS Teams, you will also receive an email with the link to join.
Pre-Employment Checks
If you are invited for interview and are successful in being offered a job, after your interview you will receive via the Jobtrain system what is referred to as a Conditional Offer of Employment. At this stage you are the Preferred Candidate. Please note
you should not hand in your notice to your current employer at this stage.
The standard pre-employment checks cover the following aspects:
A 2nd Stage Application Declaration
An Identity Check Document verification appointment, in person, at the NHSGGC Recruitment Department. This will also include a Right to Work in the UK check. Our Recruitment team will advise on the arrangements for this stage.
Qualifications & Professional Registration/Membership of NHS Regulatory Bodies check if applicable
Reference Checks
Occupational Health Check
Driving licence, only if required for the purpose of carrying out the duties of the job
Where applicable to the post, successful applicants will be subject to Disclosure Scotland’s Protection of Vulnerable Group (PVG) Scheme membership /Standard Disclosure checks to check their criminal convictions history and to ensure that they are not included on Barred Lists which prohibits them from working with vulnerable adults and children.
You can sign-up for job alerts for roles that you are interested in.
How Often do you update your vacancies?
A new list of posts opens every Friday.
How can I apply for your jobs?
NHS Greater Glasgow and Clyde operates an Online Application Form system. You can apply directly for the vacancy of your choice on the NHS Scotland Jobs Website.
I have a CV why do I still need to complete an application form?
The application process is anonymous and decisions to shortlist candidates for interview are made ONLY on the contents of your application form.
If you do not provide all the information requested on the application form, it will not be evident that you meet the criteria listed in the job description and you will not be shortlisted for interview.
Please ensure that you read the job description carefully, complete all applicable sections of the application and ensure that your statement in support of your application clearly demonstrates how you meet the requirements of the post.
Please note Curriculum Vitae will NOT be accepted as part of the application process unless you are applying for a Medical Staffing (Doctor, Consultant etc) Position.
Can I still apply after the closing date?
Once the closing date has passed you cannot apply for a post. Applications must submitted by midnight on the closing date.
For any post closing earlier than midnight, the submission time will be clearly displayed in the advert on the SHOW site.
We highly recommend that you submit your application as soon as possible as some posts might close earlier than scheduled if it has received a high volume of response.
What do I do if I experience any difficulties submitting the application?
For any login issues or problems submitting applications, please contact the Jobtrain Jobseeker support hub in the first instance:
(phone) (+44)0161-850-2004 Monday-Friday 09:00-17:30 UK local time
How will I know you have received my application form?
You will receive notification from the NHS Scotland Jobs Website once your application has been successfully submitted.
When will I find our if i have been shortlisted for an interview?
All our posts are shortlisted within six weeks of the closing date. If you have not been contacted after six weeks it is unlikely that you have been shortlisted.
How do I find out if I have been shortlisted for an interview?
We will contact you via email with the invite to book your interview slot as well as any important information i.e. MS Teams video link, documents to bring etc
If I have not been shortlisted for an interview can you tell me why?
Yes. If you have not received an invitation to interview after 6 weeks from the closing, please email the Recruitment Team at nhsggcrecruitment@nhs.net quoting the job reference number and someone will contact you.
Interview Stage FAQs
I have not received an invitation to interview
If you have not received an invitation to interview by 6 weeks from the closing date of the post you have applied for, you should assume your application has been unsuccessful.
How should I prepare for my interview?
We understand that interviews can be a stressful experience for candidates but a little advance preparation will ensure you perform to the best of your ability on the day.
Take note of the details of your interview- Video or face-to-face, location, date, time etc. Do you have the link to the video interview and does it work on your equipment? Do you know how to contact the Panel in case your are having technical issues or running late?
Ensure that you have assembled all the documentation (see question 4 below) that you have been asked to bring to interview
You can visit the NHSGGC website for more general information about NHS Greater Glasgow and Clyde and search for specific information about the department that you have applied to work with.
Take the time to re-read your job description and how you will meet the requirements of the role.
Prepare examples from your experience and practice your answers. For competency-based questions, it will help if you structure your answer using STAR (Situation/Task(goal), Action taken, Result)
Give yourself plenty of time to arrive or be set-up (video interview)
What should I expect?
Interview techniques will vary but as a standard you should expect to be asked questions on the following;
Confirmation of your identity and to produce supporting documentation
Confirmation of you Right to Work in the UK and Supporting documentation
Questions to test your ability to meet the requirements of the role based on the job description
Questions to confirm how you meet the minimum essential and other criteria specified in the job description
General questions based on the content of your application form.
What do I need to bring to the interview?
We are required to verify the Identity and Right to Work in the UK of all our applicants regardless of nationality.
It is essential that you bring confirmation of your identity, your Right to Work in the UK, evidence of qualifications if required by the job description and any professional registration/membership if required by the job description to interview.
I have been told I am the “Preferred Candidate” – What happens next?
Please keep reading below to view the Preferred Candidate FAQs.
I have been unsuccessful following the interview. Can I receive Feedback?
Yes. You can contact the Panel member named in your correspondence or you can email the Recruitment Team at nhsggcrecruitment@nhs.net, quoting the job reference number.
Preferred Candidate FAQs
I have been told I am the “Preferred Candidate” – What happens next?
All our offers are subject to satisfactory Pre-employment checks noted above under Recruitment stages- Pre-employment checks section above.
You will receive a Preferred Candidate Email after you have received the verbal offer from the Hiring manager, outlining the next steps.
Pre-employment checks take time and cannot start and be completed without your participation
If you are external to NHS GGC or if it is required for the post, you will receive an electronic link to your Occupational health questionnaire. Please complete this asap as the link expires after a couple of days. Completed forms are forwarded to the NHS GGC Occupational health team for processing. They might get in touch if they require more information.
Please contact your referees to advise them that we will be contacting them and request the prompt return of your reference.
Please do not hand in your notice until all your pre-employment checks are cleared.
Posts that require PVG Scheme Membership or Disclosure Scotland Check
If required for your post, a PVG checks needs to be conducted. If you already hold a PVG Scheme membership, please ensure that you notify us, together with the type of membership that you hold i.e. for adults, for children, or for both.
PVG forms are sent electronically via an email link from Recruitment. Please complete this form as soon as possible. Completed forms are forwarded automatically to Disclosure Scotland for processing.
How long will the process take as my current manager is looking for an indication of when I will be handing my notice in?
This will depend on you completing and returning the appropriate paperwork required and the relevant appointments. How quick your reference forms come back will also come into play as well as how proactive the Hiring manager is in completing the outstanding actions on the system. For example, reviewing the checks, updating the online forms with reporting details etc
When should I hand in my notice in current employment?
When your new manager approves the pre-employment checks, they will phone you to agree a start date. You can now hand in your notice with this verbal confirmation which recruitment will follow up in writing.
Any queries that you might have regarding the role, please speak to the Hiring manager in the first instance.
I am internal and have shown ID at my interview, do I require to send further copies?
For interview purposes the panel require to confirm you are the person they are interviewing, for audit purposes we require a copy for your personal file.
Contact Us
Our office hours are 9.00am to 5.00pm Monday to Friday.
You can contact us by email at nhsggc.recruitment@nhs.scot or Call 0141 278 2700 (please listen to all the options and select the appropriate line)
Our Address is:
NHS Greater Glasgow and Clyde Recruitment Service Gartnavel Royal Hospital Administration Building 1055 Great Western Road Glasgow G12 0XH
Quality is about making an organisation perform for all of their stakeholders, from improving products, services, systems and processes, to making sure that the whole organisation is fit and effective. Quality Management is a never ending pursuit of excellence, striving to ensure all Clinical Trials, Research Studies and Systems within GG&C are not only fit for purpose, but keep improving.
The expected level of Quality for Research and Innovation is that which has been set by all of our Stakeholders as well as external Standards, from Sponsor Staff to Trial Teams, Suppliers to Patients, along with any and all applicable regulatory bodies. It is the responsibility of all staff to strive to meet this level and meet all of the applicable Standards which must be worked to (GCP, UK Policy Framework for Health and Social Care Research, etc). It is the responsibility of the Quality Team to assist everyone in meeting these standards.
The Quality System within Research and Innovation is the vehicle by which this is achieved, a set of controlled procedures are in place and under constant review for improvement and to assure compliance. The Quality Team have a number of activities and areas of influence to ensure this system is working effectively and maintained.
The two main areas of interest for the work of the Quality Team falls in to two main Categories, Quality Assurance(QA) and Quality Control(QC).
Quality Assurance is the “big picture” of Quality and looks to how Quality is baked in to our processes and activities, this is the consideration of how what we do will result in a Quality outcome. Quality Assurance is a proactive approach to achieving quality and is the consideration of what can be achieved before a task is performed, this involves an assessment of the fitness for purpose of a process. For example, QA is the review of the process defining how data is entered or transferred.
Quality Control is then a consideration of the fine detail, this looks at the output of an activity to ensure it meets the required standards, this level of activity is not solely the responsibility of the Quality Team but of all staff involved. Quality Control is the reactive element of Quality, it is the process of checking a completed activity to ensure it is compliant with set processes. For example, QC is the process of confirming that data entered or transferred is correct.
This is a symbiotic relationship and the Quality Control activity will feed in to the Quality Assurance, when an issue is identified through QC, QA will seek to prevent the issue from reoccurring.
The Quality Team are responsible for a number of important activities, a non-exhaustive list of some examples are:
Management of SOPs
Standard Operating Procedures (SOPs) form the backbone of the Quality Management System for R&I, as such their management is vital to ensure efficient, controlled and uniform conduct across all trials. It is the remit of the Quality Department to ensure all SOPs are constructed in accordance to a controlled format, routinely maintained, readily available and appropriately distributed.
This activity involves interaction with every individual who is involved with the content of SOPs, both in their design and in following the content. The quality department engages with owners of the SOPs during regular review periods, to review content and suggest improvements, to distribute to all designated stakeholders and gather evidence of training, compliance and instances of deviation from SOPs as well as identifying gaps in the existing suite of SOPs where new procedures are required. This is an ongoing cycle and feeds in to the continuous development of the department.
Vendor Assessments
For NHSGGC Sponsored or Co-Sponsored CTIMPs that requires an external service, a vendor assessment will be required. Examples include, but not limited to:
Commercial and academic laboratories out with NHSGGC
Bio-repositories
Statistical services
Data management services
Safe Havens
Archiving facilities
IMP manufacturers
In the instance that services are required from an external provider, it is imperative that the provider has been adequately vetted to ensure they can meet the needs of the trial. To this end, the Vendor Assessment process is utilised to ensure that all Vendors used within GG&C trials are capable of what is required of them.
The assessment is based on technical criteria relevant to the facility, in addition to evidence key Sponsor governance requirements such as:
The Quality Department are responsible for conducting Audits across studies and trials within Research and Innovation. This can cover a wide range of different activities, looking at studies and trials and their activities as well as procedures within the Research and Innovation department itself. Audits are a mandatory requirement within Good Clinical Practice and defined as:
“A systematic and independent examination of trial related activities and documents to determine whether the evaluated trial related activities were conducted, and the data were recorded, analyzed and accurately reported according to the protocol, sponsor’s standard operating procedures (SOPs), Good Clinical Practice (GCP), and the applicable regulatory requirement(s).”
The Quality Department provide audits as a service which is delivered to other Departments and trial teams. As such, the audits are intended not only to ensure compliance to processes and protocols but to assist those being audited by identifying and removing issues, not only within the area of focus but with associated processes. If improvements can be made to remove waste and streamline activities, Audit is the key mechanism by which this can be achieved. When issues are identified, they can be removed. The audit team will always seek to engage fully with auditees and to form a consensus as those being audited will usually be the subject matter experts. An audit is an opportunity to improve and to influence processes.
It is important to have an accurate understanding of what an audit is, its intended purpose and also what activity takes place that is not considered and audit, generally speaking the separation between Audits, Monitoring, Quality Checks and Inspections are:
What is an Audit?
An Audit is a systematic, documented and independent review of any trial, study or process
An Audit will provide a “snapshot” of a moment in time and confirm “if you are doing what you say/think you are doing”
An Audit is part of sponsor Quality Assurance and feeds into quality systems
What is not an Audit?
Monitoring is a continuous and systematic process throughout the lifetime of the trial conducted by clinical trial monitors not independent of the trial who have not been involved in completing the activity.
Inspections are Independent regulators verifying study data whose primary interest is the protection of the public, e. Medicines and Healthcare products Regulatory Agency (MHRA), Human Tissues Authority (HTA).
Quality Checks are a continuous and systematic process throughout the lifetime of the trial conducted by clinical trial monitors not independent of the trial who have been involved in completing the activity.
Beyond this, the separation between audit activity, Research and Service Evaluation is defined in the following table:
Audit/ Quality Improvement
Research
Service Evaluation
Designed and conducted to produce information to inform delivery of best care
The attempt to derive generalizable new knowledge including studies that aim to generate hypotheses as well as studies that aim to test them.
Designed and conducted solely to define or judge current care.
Designed to answer the question: Does this service reach a predetermined standard?’
Quantitative research – designed to test a hypothesis. Qualitative research – identifies/explores themes following established methodology.
Designed to answer: “What standard does this service achieve or is it complying with best practice?”
Measures against a standard.
Addresses clearly defined questions, aims and objectives.
Measures current service without reference to a standard or best practice.
Involves an intervention in use only (the choice of treatment is that of the clinician and patient according to guidance, professional standards and/or patient preference).
Quantitative research – may involve evaluating or comparing interventions, particularly new ones. Qualitative research – usually involves studying how interventions and relationships are experienced.
Involves an intervention in use only. The choice of treatment is that of the clinician and patient according to guidance, standards, best-practice and/or patient preference.
Usually involves analysis of existing data, but may include administration of simple interview or questionnaire
Usually involves collecting data that are additional to those for routine care but may include data collected routinely. May involve treatments, samples or investigations additional to routine care.
Usually involves analysis of existing data but may include administration of interview or questionnaire.
No allocation to Intervention groups: the health professional and patient have chosen intervention before quality improvement.
Quantitative research – study design may involve allocating patients to intervention groups. Qualitative research – uses a clearly defined sampling framework underpinned by conceptual or theoretical justifications.
No allocation to intervention: the health professional and patient have chosen intervention before conducting quality improvement.
For further guidance on and definitions to establish if your project is clinical audit, post market surveillance, service evaluation or research, please refer to:
A large number of the trials Sponsored by Greater Glasgow & Clyde are classed as non Clinical Trial of an Investigational Medicinal Product (non CTIMP), in this instance the Quality Department provides regular training sessions to support the Trial Teams in setting up and maintaining their site file. This is viewed as a preventative measure for Research and Innovation to ensure Trial Teams for Non CTIMPs are adequately trained and able to follow the required SOPs to produce the site file, this will ensure common issues which have been identified through Monitoring and Auditing activity are discussed with Trial Teams to avoid occurrence in future trials. This training session is also a useful opportunity for trial teams to ask for study specific advice on how to navigate study conduct and management at site from set up to close out.
Training Sessions are convened on a regular basis and the list of attendees is generated using standard extracts from the research database and asked to attend by a member of the Governance Team. The sessions are small, informal and friendly, giving researchers a chance to network with their peers, identify study related issues and challenges and participate in group discussions.
The sessions are aimed at individuals employed by NHS GG&C only, who are new to research within the study team; researchers who are Chief Investigator for the first time, or Investigators new to NHS GG&C Sponsored research. Ideally, attendance should be prior to study recruitment. A sample site file index and supporting documentation is also provided prior to the training and study start up, which will be used as the basis for the session.
These sessions cover applicable regulatory frameworks; applications of Good Clinical Practice (GCP); good documentation practice and how each section of the site file index relates to the research. In addition, processes that may also apply to the research are covered, i.e. amendments, study non compliances. Common research audit findings are also discussed as exemplars of study non compliances and strategies discussed on how to avoid them.
Guidance, applicable legislation, responsibilities and principles of good clinical practice for researchers and research teams can be found here:
Develop and Maintain the processes within Quality Management Tool (Q-Pulse)
A standard toolset is utilised by Research and Innovation for a number of activities, the aim of which is to allow these activities to be controlled in a uniform and predictable way to make the access and sharing of information easier for all those involved.
Q-Pulse is a Quality Management System for the control of Audits, Corrective and Preventative Action (CAPAs), Documents, Incident & Occurrences, People and Training. It utilises a number of modules which can be tailored for the specific requirements of all the processes within R&I. The Quality Department are responsible for developing and managing the content of Q-Pulse and generating reports to informing others of what actions are required and when.
Introduction
Pharmacovigilance (PV), also known as drug safety, is the pharmacological science relating to the collection, detection, assessment, monitoring, and prevention of adverse effects with pharmaceutical products.
PV is a regulatory requirement for any clinical trial of an investigational medicinal product (IMP) whether the trial is a first in man study of a novel drug or a study investigating how a well understood licensed drug performs in a real world setting.
In addition there are other types of study where vigilance processes are required for example:
Safety reporting is also a regulatory requirement for all clinical investigations of medical devices. Where a non CE marked device (or a CE marked device is used outside of its intended purpose) is used within an investigation there is a requirement to carry out vigilance.
Safety reporting is required within all studies involving human participants; even those that do not involve the use of drugs. Where an intervention or trial specific procedure takes place is important to ensure that the safety of the study in monitored.
About us
The Sponsor Pharmacovigilance Office is part of the Research and Innovation governance team. The Pharmacovigilance and Safety Manager is based within NHS GG&C while PV administration and systems are provided by the Robertson Centre for Biostatistics at the University of Glasgow.
We provide support to researchers from the grant stage of a study, to protocol development, identifying and managing risk from an IMP perspective, overseeing the collection and review of safety data, the processing and administration of Serious Adverse events, monitoring safety data for unexpected events, coding of events, and the preparation of Developmental Safety Update Reports. We ensure that all trials are compliant with the relevant regulatory frameworks on behalf of the lead investigator and Sponsor. The PV office has experience in oncology, cardiovascular, stroke, and many other fields of healthcare.
A risk adapted approach to pharmacovigilance and safety reporting is used to ensure that trials are conducted safely and efficiently while reducing the workload for both sites and investigators where possible.
The Sponsor PV office can help investigators for all studies, not just those involving drugs. We have experience of clinical investigations of medical devices, interventional studies, biomarker studies, and all other forms of healthcare research involving human subjects. We can help you at to assess the level of safety reporting required and aid in the preparation of study protocols. Please get in touch with the PV and Safety Manager should you wish to discuss any aspects of safety reporting.
ICH GCP defines monitoring as “the act of overseeing a clinical trial, ensuring that it is conducted, recorded and reported in accordance with the protocol, Good Clinical practice, SOPs and relevant regulatory requirements”
The GG&C monitors purpose is to ensure and verify
The rights and well-being of human subjects are protected
The reported trial data are accurate, complete, and verifiable from source documents
The conduct of the trial is in compliance with the currently approved protocol/amendment(s), with GCP, and with the applicable regulatory requirement(s).
The clinical trial monitors (CTMs) are sponsor representatives who review and update monitoring procedures, attend trial specific meetings, ensure compliance and consistency to regulatory and local procedures, and review protocol deviations. CTMs are appropriately trained and have the knowledge to escalate protocol deviations and identify serious breaches of GCP. The CTMs assist with risk assessments and implement a trial specific monitoring risk assessment. The specific monitoring risk assessment aids the monitoring plan development. CTMs ensure patient safety on trials is upheld, reviewing SAEs and identifying unreported SAEs and in the identification and analysis of repeated trends within trials.
Our team is made up of highly experienced individuals with varying backgrounds from nursing, science undergraduates and post graduates in addition to NHS and commercial backgrounds.
Due to the continually evolving nature of clinical trials and the recent global COVID-19 pandemic, new processes had to be rapidly developed and put in place to ensure ongoing oversight for new and existing clinical trials within our portfolio. Remote and central monitoring processes were utilised whilst minimising the burden on site staff as far as possible. All monitoring plans were reviewed to ensure compliance and addendums added to document any changes that were required.
The types of visit we conduct – Site Compliance, Routine monitoring, Close Out and For Cause visits.
Roles and Responsibilities
Ensure the safety, rights and well-being of trial subjects are protected
Data Integrity
Consent
Protocol Compliance
GCP Compliance
Safety
Delegation of Duties
Training
IMP Management
Documentation
Approvals
Facilities and Equipment
CTMs generate a visit report using the Q-Pulse database to manage actions raised during visits and ensure any non-compliances are rectified and recorded appropriately.
Services and Support Provided
Monitoring of Sponsor / host-sponsored CTIMPs, High-risk non-CTIMPs, and device trials
Non-commercial and commercial monitoring
Building a relationship between sites and sponsor
Identification of trends within a study (e.g. lab results being missed, deviations, issues with the study, site staff etc.)
Input into risk assessment
Identification of serious breaches
Feedback regarding site and non-compliance issues
Site training – protocol, eCRF completion
When to Get Us Involved
Grant application – Costings
During the start-up /set-up – Budgets/funding, logistics of the source data, feasibility
Risk assessment – Early input for development of the monitoring plan
During the study – Amendments, safety issues, database issues, etc.
End of study – Close-out activities
What monitoring is?
What monitoring isn’t?
Collection and analysis of information to track progress in a clinical trial.
Evaluation of any type including process evaluation
Critical to ensure the safety, rights and wellbeing of trial patients are upheld.
Audits and inspections
Risk assessment defines level of monitoring based on objective, purpose, design, complexity, blinding, size and endpoints of the trial and is an ongoing process defined by amendments, site problems or other assessments.
It does not usually occur just once. (unless a company has approached the monitors for a one time visit, which is agreed at the start)
Ongoing occurrence throughout the clinical trial determined by the risk assessment and monitoring plan.
Quality Assurance
Helps in order to identify trends and patterns in data, report deviations and non-compliances
The Governance Manager has worked within the research department for almost 20 years and manages the Governance team with the aim to ensure that there is an environment of support and regulatory compliance to ensure safety of research participants and high quality research.
Caroline has a degree and PhD in Biochemistry and undertook a post doctoral research fellowship before joining Industry where she designed and developed a novel drug and medical devices for the market. She has several patented technologies and the products are on the market.
As a senior manager in the NHS Caroline has in addition to managing the Governance team, a specific role in Trial Sponsorship, leading on MHRA inspections, Quality Assurance and Risk Management.
Governance has a major role in overseeing and supporting research and the manager chairs a number of governance and sponsor committees and has been responsible for setting up other Governance committees while generating the assessments and documentation required for them. This has included risk assessments for Phase I First In Human (FIH) trials, research involving Genetically Modified organisms as well as the processes to oversee trials during the COVID-19 pandemic. Caroline is also a key member of committees overseeing GCP for trials hosted by NHS GG&C.
The manager is also responsible for the management of non-compliances and serious breaches of GCP which arise in trials or systems supporting research.
The Quality Manager within Research and Innovation is Paul Gribbon, he has been in post with R&I since August 2019. Prior to this he has worked as a Quality Assurance Manager as part of a large Quality Team within a multi-national Engineering company primarily working in the defence sector. In his previous role he has gained several years’ experience developing and implementing new processes, toolsets and systems of work. Some of this work has included the development of a Non-Conformance system and process, a new system for the management and planning of Audits as well as the management of any resulting Corrective and Preventative Actions to name a few.
Eileen McCafferty has been employed with NHS GG&C for almost 40 years. A background in ward nursing and ward management allowed further developmental opportunities out with the clinical setting. This included secondments to clinical audit then clinical effectiveness and within research as a research nurse and clinical event monitor, before taking up post as Research Audit Facilitator within R&I in 2003. Eileen was a founder member of the NHS GG&C Clinical Research Forum, founder member and steering group member of the Scottish Research Nurse and Coordinators Network and is a current member and past co Chair of the National Academic Research Quality Assurance group.
Dr Marc Jones- Pharmacovigilance and Safety Manager
The PV and Safety Manager has worked within R+I Governance since 2016. He has a degree in pharmacology and a PhD in molecular biology and biochemistry. Following an academic career in basic research focussed on molecular engineering he changed focus to work in clinical trials. He began his clinical trials career at the Leeds Clinical Trials Research Unit in 2008. During his time at Leeds he gained a wide range of experience in all aspects of clinical trials but with a particular focus on pharmacovigilance, central monitoring, and data management. He has experience in oncology trials, biomarker discovery and validation studies, hepatology trials, clinical investigations of medical devices, and cardiovascular trials.
The Lead Clinical Trial monitor has a degree in Immunology and Pharmacology, and completed a PhD and post-doctoral in Immunology. After leaving academia to pursue clinical research she joined a commercial Clinical Research Organisation. During her time at the CRO she trained and passed their Clinical Research Foundation Programme and achieved awards in delivering quality monitoring and building relationships with sites. Following promotion to senior positions she decided to change focus and join the NHS, working at the CRUK Clinical Trials unit bringing her commercial knowledge to the role and the processes. Sheila took up the position of Lead Clinical Trial Monitor within Research and Innovation and has blended her academic and commercial background to monitoring and auditing. Over 13 years working in clinical research has allowed her to experience various opportunities and situations to learn and expand her knowledge in order to deliver and drive to achieve quality within the monitoring team and as a sponsor representative.
After obtaining a Nursing degree at Glasgow Caledonian University, Emma spent a number of years as a Staff Nurse however, after many years of twelve hour shifts, she decided it was time for a change. With a longstanding interest in research she applied for a Clinical Trial Coordinator position at The New Victoria Hospital, it became apparent with such a small staff ratio and over twenty oncology trials to manage, her nursing degree could be put to good use. Her role was changed to Cancer Research Nurse where she worked mainly in haematology oncology trials and her love of all things haematology grew. Emma studied for a Masters degree at Stirling University and wrote her dissertation on a chemotherapy application using a mobile phone for symptom control in haematology chemotherapy patients. Over nine years at the New Victoria has given Emma the experience and expertise of managing clinical trials at site level to take on her role as Clinical Trial Monitor.
Amanda Lynch has been employed with NHS for over 19 years. A background in hospital pharmacy as a Pharmacy Technician working in various areas. This included aseptic pharmacy, oncology, ward level dispensary and primary care. This allowed to further develop undertaking HNC in pharmacy management and development and checking qualifications. Then moved into a Clinical Trial Coordinator role, gaining a wide range of experience in all aspects of oncology clinical trials before taking up post as an Academic Clinical Trial Monitor in 2023.
Konstantina has a degree in Early Childhood Education with focus on developmental psychology. She followed a paedagogical career until 2017 when she decided to pursue a path in clinical research guided by a passion for facilitating improvement in outcomes for people of all ages.
She has previously worked as trial assistant for the MYRIAD trial, an RCT looking at resilience outcomes in adolescence sponsored by the Department of Psychiatry at the University of Oxford; as data coordinator for the National Perinatal Epidemiology Unit CTU in multicentre neonatal CTIMPs, and as data manager for early and late phase CTIMPs, observational, and biobank trials in the Late Phase Haematology research team at the Cancer and Haematology Centre, Oxford University Hospitals NHS Foundation Trust.
Konstantina joined the Research Governance team as a clinical trial monitor in December 2021 working towards ensuring the scientific and ethical integrity of trials sponsored, and hosted by the Board.
Emma Whitelaw has been employed with NHS GG&C for almost 18 years. She has been in the Governance Facilitator post since October 2020. Prior to this she was part of the R&I Project Management Unit for 10 years as a Project Assistant helping run Clinical Trials from Start to Finish.
She currently supports the Governance Manager and team with
Administration, audit and inspections.
Manages and administers the Phase 1 First in Human Committee for the chair Prof Jim McCaul.
Administers the GHSP Regulatory Affairs Group chaired by Prof Rob Jones.
Administers the Sponsor Governance meetings with CRUK
Supports the administration of the CTIMP oversight committee
Emma also carries out some remote close out admin, file reviews and mini audits for the clinical trials monitoring team.
Emma will help with availability of the governance team and the person to contact for advice on documentation and process for the committees.
This section provides links to documents and information on the process outlining the key steps in NHS Greater Glasgow and Clyde’s (NHSGGC) recruitment and selection process. It is for all staff who are responsible and involved in the recruitment and selection of staff across NHSGGC. Below are important guidance, tips, and tools to ensure that the recruitment activity is as effective as possible.
Recruitment Training
All staff supporting any element of the recruitment process must have completed the NHSGGC mandatory module GGC: 004 Equality and Human Rights. The course is delivered through LearnPro and can be undertaken at any time. Once the course is completed, your training is valid for three years. However, staff are encouraged to review the content periodically to ensure they remain up to date with the latest changes within equality and human rights.
In addition to the above requirement, all staff assuming the role of a Hiring Manager, Chairperson, or equivalent, must have completed the NHSGGC Recruitment and Selection (People Management) training modules:
Your vacancy will be advertised on receipt of the following:
Fully completed and approved NHS GGC Vacancy Request Form (VRF). The completion and authorisation guide can be found here: Managers Guidance. The VRF must include the Advert text (including closing date and any specified instructions e.g. date of interviews )
On receipt of your vacancy request, Recruitment will start processing your request. Requests are processed on a first come-first served basis.
Important information
Everyone involved in the recruitment selection process must complete GGC:004 Equality and Human Rights via LearnPro and the NHSGGC Recruitment and Selection (People Management) training module.
Local Vacancy Approval/Authorisations processes/arrangements may exist in different services e.g. General Manager, Head of Service/Sector/Directorate Directors/Chief Officers/Chiefs of Medicine may wish to approve the post first – find out what is in place for your service/department otherwise this could delay getting the recruitment process started.
The Job Description describes the objective and purpose of the job in a clear manner but also outlines the key tasks and duties of the post. It provides the job applicant information on what the job involves, what they would be doing, and where the job sits in the organisational structure of the department or service.
The Person Specification (not required for medical posts) details what knowledge and skills, personal qualities and additional requirements are required to do the job and to what standard. When compiling the job specification, the hiring manager should specify which aspects of the criteria are essential or desirable. This will help at the shortlisting and interview stage to support which candidates are selected.
The Hiring Manager must ensure that the Job Description is in the correct format, is up to date, reflective of the needs of the service/department, that the criteria for selection are objective, measurable, job related, clearly defined and justifiable. Person Specifications must be drawn up using the template and guidance provided.
The Applicant tracking system that NHS Scotland uses is Jobtrain. Specifically for Agenda for Change (AFC) posts, all selection activities are processed and recorded on this system and is primarily facilitated by completing relevant electronic forms and updating the candidate application status. If you do not have an account yet, please contact Recruitment.
Filter questions or additional assessment questions can be added on the application form to manage the applications volume and assist with the selection process. If you wish to add these on your advert, please send your request together with your advertising paperwork.
Additional information can be accessed regarding Job Evaluation
Step 2 Advertising
Content of the Advert
We should maximise the opportunity to attract and recruit the very best candidates available in the job market.
All adverts should contain a summary of the role being advertised, information about the minimum skills needed for the role, grade specific entry requirements, necessary membership of professional bodies, and information about the department. Additional information is also useful, such as the team structure, the support that they will have, educational opportunities, and what support will they be required to give.
If the information in the advert is correct, applicants will know by reading the advert whether they have the skills and qualifications to apply for the position.
Advertising
All posts are advertised on the NHS Scotland Vacancy site. Our standard advert time is 2 weeks but this can be amended for high response positions or for professional journals with monthly publications.
Step 3 Selection Process – Shortlisting and Interview
Selecting your Candidate
This is the most crucial stage of the recruitment process. As the hiring or line manager for the post, your aim is to ensure that the most appropriate selection methods are used to enable the best candidate for your job to be identified.
We need to ensure our selection processes encourage diversity and comply with best practice and appropriate NHSGGC policies and employment legislation.
Recruitment process key tips
Shortlisting your applications
Shortlisting includes updating the Shortlisting form with the comments and scores, updating the candidate status as per the outcome, as well as updating the Calendar event template for the interview. This are all done on Jobtrain.
Medical & Dental posts: the shortlisting information will be forwarded via email to the interview panel members. When shortlisting it is essential that prospective candidates meet the minimum entry requirements and hold the appropriate specialist registration for the post.
For all posts, candidates must be shortlisted, objectively and consistently, against the essential and desirable criteria outlined in the Job Description/Person Specification/ for the post.
It is the hiring manager’s responsibility to ensure that those involved in the shortlisting and interviewing process are aware of their responsibilities and have the appropriate level of competence to participate in recruitment and selection activity.
NHS Greater Glasgow and Clyde participates in 2 schemes aimed at supporting the employment and career development of disabled people :
Disability Confident is a government scheme that promotes the benefits to businesses of recruiting and retaining people with disabilities. The scheme offers advice and support to employers, enabling them to actively seek, hire and retain disabled people. Organisations’ complete a Disability Confident self-assessment, agree to undertake all of the core actions to be a Disability employer, and offer at least one activity to attract and retain disabled staff.
In February 2017, NHS Greater Glasgow & Clyde (NHSGGC) became accredited as a Disability Confident Employer under the Department of Work and Pensions (DWP) Disability Confident Scheme.
The Disability Confident accreditation means that, as an employer, the Board is proactive in ways to recruit disabled people, and also have mechanisms in place ensuring that people with disabilities and long term health conditions feel supported, engaged and able to fulfil their potential in the workplace.
What is the NHS Scotland Job Interview Guarantee Scheme?
NHS Scotland operates a Job Interview Guarantee (JIG) scheme, which means that if a candidate declares a disability, and meets all the essential criteria outlined within the Person Specification for the post, then they will be guaranteed an interview.
Interviewing your candidates
Evidence shows that effective recruitment decisions are more likely when a range of selection methods are used in addition to interview questions. Evidence about a persons suitability for a post can also be gathered by including for example presentations, ability testing, work based scenarios etc. Guidance on what you can include in the selection process can be obtained by contacting the Recruitment Service.
The Recruitment Service will be responsible for sending out the invitation to interview to shortlisted candidates.
It is good practice to give candidates invited to for interview at least 10 calendar days prior to the interview date.
An Interview Panel should consist of a minimum two (2) people. Some posts may also include external panellists who provide an expert opinion on a particular job function or aspect of a role. Often, external panel members may be drawn from other NHS Scotland health boards or universities. Typically for specialists or senior posts, there maybe 4 to 5 panel members.
It is good practice to agree in advance a range of questions to ascertain if the individual has the knowledge, skills, and competencies outlined within the Job Description/Person Specification. The interview process must structured to ensure that all the necessary information is obtained during the interview.
The hiring manager must ensure that members of the interview panel are competent in recruitment and selection and the panel members are aware of their responsibilities in regards to the Equality Act (2010).
Reasonable Adjustment Guidance and using Structured Interviews to Test for Caring Behaviours in the Recruitment Process
The Reasonable Adjustment Guidance was developed in partnership and with the input of members of the Staff Disability Forum to ensure that the lived experience of staff with disabilities has informed this guide. It was was created so that people managers can provide support and foster a culture of inclusion and equity for all current and potential NHSGGC staff.
Job applicants can ask for reasonable adjustments for any part of the recruitment process. A job applicant might be a person with a disability, may be neurodivergent, or have a health condition which they believe may affect their performance during the recruitment and selection process.
A key theme of NHS Greater Glasgow and Clyde’s Quality Strategy is that Person Centred Care is delivered with compassion, dignity, and respect. In addition to ensuring candidates meet the essential requirements of the post in regards Clinical /Technical competencies, qualifications, training, experience, and skills, you should also ensure that candidates demonstrate evidence of applying the Caring Behaviours expected in our workplace whether in a clinical or non-clinical role. Follow this link to access the guidance Caring Behaviour Structure Interview Guidance
Key tips on interviews
Ensure that you read the relevant guidance documents noted above
Make sure the panel is introduced to the candidate
Let the candidate know what the interview flow will be and that notes will be taken
Use open questions –how, who, what, and remember to probe if the answers are not providing the evidence you need
Remember to check any gaps in employment history
Ensure all candidates are asked the same core questions
Let the candidate know at the end of the interview what will happen next and when they are likely to know the outcome
Remember to keep notes
When choosing your interview venue, to give consideration to accessibility of the location
The interview panel should meet at least 30 minutes before the first interview to go over the schedule for the day, who will meet and greet candidates, allocation of questions, and sequence of tabling questions to the candidates.
At the interview event, the hiring manager or a nominated member of the interview panel is responsible for checking documentation that confirms the candidate’s identity. This ensures that the right candidate is being interviewed against the application which was submitted for the post. Professional Registrations and Qualification Certificates should also be verified at the interview.
The hiring manager must ensure that there is a clear and fair way of selecting the successful candidate that is based on objective criteria directly related to the post being recruited to. All interviewers must keep adequate notes to ensure that a fair comparison can be made between candidates and that reasons are provided to justify a decision of appointment or non-appointment. Notes taken should avoid inappropriate references to the candidate’s appearance, sex, age, disability, religion or race, etc. These notes must be recorded on the NHS Interview assessment template which you can download via your Jobtrain account.
UK Immigration rules
All our vacancies are open to all candidates who meet the relevant criteria and we will not shortlist or make decisions about candidates’ suitability based on their nationality. However, we are obliged to carry out checks and assure ourselves that the candidates appointed are legally entitled to work in the UK before we can confirm an offer of employment.
If you wish to offer a post to candidate who is subject to an immigration control, you will need to ensure that the appointment meets the requirements of the UK Immigration rules.
Please contact a member of the Recruitment Service team if you wish to get further guidance. More information are available on the UK Visas and Immigration website.
Step 4 Conditional Offers of Appointment
Selecting the Preferred Candidate
The interview panel should select the preferred candidate based on the information received during the selection process based solely on the candidate’s suitability for the post when compared with the Job Description/Person Specification.
Interview Panel Members are required to score the candidates across each of the assessment categories covered at the interview using the interview assessment form and include any other assessment activity incorporated into the selection process.
Key point: The interview panel should agree a minimum acceptable score for appointment. Aim to employ the “best” and not settle for “best on the day”.
If more than 1 candidate achieves the same score the panel should:
review the questions to confirm if they have been fully answered
consider whether all the areas on the person specification have been covered
review if all essential and desirable criteria have been considered
take into account any other relevant skill sets or qualities outlined in the person specification/job description
If necessary, the panel should recall the candidates for a second interview or an assessment exercise e.g. scenario or skills test to identify the appointable candidate.
Once the selection decision is complete, a designated panel member normally the hiring manager should call the candidates to advise them of the outcome. This should take place at the earliest opportunity after the interview but no later than 48 hours. Candidates should be offered feedback on their performance.
When verbally making a conditional offer for the post, the hiring manager will outline the main aspects of the offer which will include pay scale, working hours, shift pattern and location etc . The hiring manager must ensure that the Preferred Candidate (successful applicant) is made fully aware of the conditions of the offer, .i.e. it is subject to satisfactory completion of NHSGGC pre-employment checks.
Candidates should be advised not to submit their notice until all pre-employment checks are complete.
It is important that the information confirmed to the candidate is correct and in line with the terms of conditions and NHS GGC policies. Starting salary under Agenda for Change Terms and Conditions (for Medical and Dental posts and some Senior Manager/Director/Executive posts separate pay grades/scales will apply).
If queries arise which require the hiring manager to seek clarification or guidance, then they should contact the Recruitment service or their nominated Human Resources representative.
Reserve Candidates
Where more than one candidate meets the selection criteria, the interview panel may decide to list the second/third choice candidates (providing they have met the minimum appointable threshold) as reserve candidates.
If the first choice candidate declines the offer of employment, the second candidate may be offered the position and so on.
Reserves can be held for no more than 6 months from the date of interview. If there is the requirement to fill the same post during that period, then consideration can be given to the reserve candidate (s) without having to repeat the recruitment process.
No candidates suitable for appointment
If none of the candidates interviewed meet the acceptable level to be appointed, there is no obligation to select a preferred candidate and the post may be re-advertised. Prior to submitting for re-advertisement to the Vacancies team, the Hiring Manager should discuss with the selection panel if the person specification, job description and advert must be reviewed.
Pre-employment checks
For AFC posts, once all the candidates have been contacted, the hiring manager should make the necessary updates on Jobtrain which will include the details of the offer made etc. Recruitment will then commence the pre-employment checks and will send out all the relevant recruitment documentation to the successful candidate to get the offer process started as quickly as possible.
All NHS GGC offers of employment are made on a conditional basis subject to the completion of the pre-employment screening checks.
An Unconditional Offer of Employment will only be issued once all the appropriate Pre-Employment checks have been verified by the Recruitment service and signed off by the hiring or line manager for the post.
Certificate of good standing for those applying from oversees (required where a candidate has worked out with the UK for 12 months within the last 5 years)
Professional Registration and Qualification check
Employment History
Occupational Health clearance
Fitness to Practice
Verification of Driving Licence (only where applicable)
These checks are either required by law or are NHS GGC/NHS Scotland policy. If a candidate is already working in NHS GGC, specific checks are expedited.
Starting a member of staff prior to the checks being approved could potentially put the safety of our patients and staff at risk and will not be permitted in any circumstance.
For further guidance on pre-employment checks, please contact a member of the Recruitment service.
Withdrawing an Offer
If, after careful consideration of pre-employment checks, it is decided to withdraw the conditional offer of employment, the Hiring Manager must consultat with their own Line Manager, an HR representative, and the Recruitment Service. If the withdrawal of the conditional offer is to proceed, the grounds/reasons for withdrawal must be made very clear to the candidate e.g. due to unsatisfactory references or other pre employment checks, by the Hiring manager. Recruitment will issue a communication to the candidate via Jobtrain to conclude the recruitment process.
Please note that we recommend that you discuss at interview your expectation of references with candidates to ensure that you have outlined what you consider a satisfactory and unsatisfactory reference to be.
Step 5 Finalising the Offer of Employment and starting your new staff member
Unconditional (Final) Offer, Contract & Induction
Once all pre-employment checks have been satisfactorily completed, regardless of the tenure of the post, a final offer of employment known as an Unconditional Offer can now be made.
For AFC posts, the hiring manager is responsible for reviewing all the pre-employment checks including the references to confirm if they are satisfactory. They must then contact the candidate to agree a start date and once a date is finalised, the New starter/Offer form on Jobtrain must be updated in order for Recruitment to issue the Unconditional offer letter/Contract of Employment.
Statutory and mandatory training (LearnPro)
New employees must complete the statutory and mandatory training prior to commencement. The Hiring/Line manager (H/LM) has a vital role in supporting compliance by completing this LearnPro Account Creation Form.
The LM will be responsible for facilitating an appropriate induction programme for their new member of staff especially if this requires booking them onto any mandatory training events, etc. A number of administrative elements of starting a new member of staff includes:
NHS GGC email and IT access to appropriate system and training (eHelp)
Ordering any equipment (such as mobile phone, blackberry or laptop) and ensuring necessary office equipment (including PC and landline) is available
Ordering equipment/materials identified by Occupational Health as necessary for the appointee
Uniform if applicable
ID Badges/Security fobs
Keep in touch with the new member off staff prior to their start date and don’t forget to arrange a welcome meeting, including introducing them to key contacts in your service.
NHS Staff Engagement Form and Payroll procedures
The Staff Engagement Form (SEF) is downloadable under eESS on the HR Portal. The Line Manager is responsible for completing the appropriate sections of the form, together with the info and documents provided by the new starter, and submitting it to the eESS Support Team, via the HR portal as well. This facilitates the creation of the employee record which is sent to payroll. It is important that the SEF is completed promptly (ideally on their first working day, but always within seven days) to make sure that the new employee is paid correctly and on time.
For Medical and Dental staff, all new recruits will attend the Recruitment Office to have a SEF completed.
Existing NHSGGC Employees
An important point to note is where an existing NHSGGC Employee is changing post within the Board. They should receive induction, and where appropriate mandatory training as outlined above. It is the responsibility of their existing line manager to complete a Notification of Change form and submit it to NHSGGC Payroll service.
For Medical & Dental posts, a Notification of Change Form will be completed by Recruitment Services.
Employee Record File (Personnel File)
For AFC posts, Recruitment, once all the pre-employment checks are complete and before issuing the Contract of employment, will send you the Employee record file for your new member of staff. The communication will include all the pre-employment checks documentation which must be reviewed to ensure the all checks are satisfactorily completed and the relevant documentation provided. The Hiring manager must either download a copy of the contract on Jobtrain once it has been issued or ask the new employee to bring a copy of their contract so that it can be added on file.
The Employee record File should be kept securely by the new member of staff‘s Line Manager.
If at some stage in the future your new member of staff moves to another job within NHSGGC then their Employee record File should be forwarded to their new line manager.
Induction and Training
You must ensure your new member of staff completes the NHSGGC On Line Induction. You can access the Induction portal by clicking this link Induction Portal – NHSGGC or via the Learning and Education pages on HR Connect.
The NHSGGC Induction Portal has been designed to:
support line managers/ team leaders induct their new members of staff to their new workplace.
bring together all relevant resources including forms, policies and guidance to help your member of staff understand NHSGGC as an organisation
If your new member of staff is a people manager, supervisor or team leader, please discuss with them their people management responsibilities and direct them to complete the Managers and Supervisors Induction Pathway (within Step 6 of the Induction Steps – Professional and Role Specific Induction). Further information is available on the NHSGGC Induction Portal.
Managers should use the portal to help plan the induction process.
It is important that the induction is completed as early as possible and should be no later than 3 months of your new member of staff joining your service /department. This is because as well as being critical to ensure your new member of staff is supported when they start their new job, the induction is part of the Organisational Performance Review and performance is reported on a monthly to our Directors
In addition, it is very important that during the induction process, accurate information is kept and held securely in Employee Record files. You should also complete the online induction form (refer to step 5 in the induction portal guidance) when induction has been completed. This enables the Learning and Education service to update the employee record and report results to Directors.
Manager Support
As an additional support to the resources outlined within the Induction Portal, a tutor led course is offered to managers and supervisors who are responsible for leading induction locally and supporting new colleagues, particularly those colleagues in a HCSW role. Details are noted here Induction Training
Recruitment and Onboarding support
If you have questions or need support on any aspect of the information noted above, please contact
Recruitment (inc Jobtrain, Hiring manager guide and training): via the relevant mailbox or by calling 0141 278 2700 and select option 1
eESS: eESS on the HR Self service portal
IT: eHelp (NHSGGC Favourites folder)
Learning and Education: L&E on the HR Self service portal
Step 6 Reporting instructions and line manager actions
All new employees are instructed to present on their first day, the following documents as part of their initial induction:
P45 or if unable to provide a current P45 OR HMRC Starter Checklist form
Bank details and National insurance number
As the Hiring Manager, it is essential that your retain a copy of the contract of employment, either by downloading a copy from Jobtrain or by asking the new employee to provide a signed copy, which should be retained in their employee file.
Staff continued checks
Right to work in the UK- if a candidate is subject to immigration control, the Line manager must have a note of the important details and dates regarding their visa which would have been shared by Recruitment. Appropriate checks and referral must be taken in a timely manner if any due date is impending. For any changes or updates, please contact the Recruitment team.
Professional Registration –where the new employee requires professional registration with a professional body e.g. General Medical Council, Nursing and Midwifery Council, the Health and Care Professions Council or the Royal Pharmaceutical Society etc then you must once again confirm that your new employee ‘s professional registration is up to date and there are no new conditions of practice since the pre-employment checks were carried out. Note should be taken when it should be renewed for ongoing monitoring.
PVG/Disclosure Check – where PVG Membership or Disclosure Scotland Screening is required for the role you should confirm that your new employee‘s status Disclosure remains unchanged and there are no new convictions, cautions or warnings to declare since the pre employment checks were carried out and the certificate issued.
Recruiting with convictions
Summary
Employers will no longer receive information on some ‘spent’ convictions. A new category of conviction has been introduced –protected conviction. The NHS Scotland Application Form has been amended to accommodate the changes. There is no change in a requirement to perform a PVG or Police Disclosure Check. Hiring managers can continue to discuss conviction details for unspent convictions and spent convictions listed on Schedule A1.
The purpose of this briefing is to provide guidance to NHS Greater Glasgow and Clyde (NHSGGC) hiring managers on reforms to the disclosure of criminal records and how these reforms will affect the disclosure of certain categories of criminal convictions during the recruitment process.
The legislative changes have been made by Disclosure Scotland on behalf of the Scottish Government to the Rehabilitation of Offenders Act 1974, and NHSGGC Hiring Managers are asked to note the following changes with immediate effect:
Spent Convictions
A spent conviction is a criminal conviction that under the Rehabilitation of Offenders Act 1974 can be treated as ‘spent’ – ignored or forgotten – after a certain length of time.
As most posts in the NHS were exempt from the Rehabilitation of Offenders Act 1974 prior to the legislative changes, we were legally entitled to ask applicants to disclose all convictions regardless of whether they were spent or not.
The changes now mean NHS Boards may no longer be entitled to be made aware of any ‘spent’ conviction information, which prior to the new rules would have been provided by job applicants and on a Disclosure certificate.
Following the rehabilitation period of a conviction (outlined in appendix 3) a conviction becomes ‘spent’. Although the conviction has become ‘spent’, the Rehabilitation of Offenders Act dictates that some conviction information should remain on a Disclosure Scotland PVG scheme membership or Police Act Disclosure due to the seriousness nature of the offence.
These ‘serious’ offences are listed in Schedule A1 and Schedule B1:
Schedule A1 is a list of offences which must always be disclosed
Schedule B1 is a list of offences which are to be disclosed subject to rules
Rehabilitated offenders with a ‘spent’ conviction listed on Schedule B1 can apply to a Sheriff to have their spent conviction removed after a period of time:
15 years, if they were 18 or over at the date of conviction
7 years and 6 months, if they were under 18 at the date of conviction
Protected Convictions
A new category of conviction has now been introduced known as a ‘protected conviction’. A person’s conviction is a protected conviction if:
It is a spent conviction; and
It is not a conviction listed in Schedule A1 or B1.
As protected convictions are categorised as a ‘less serious’ conviction, these convictions are no longer required to be shown on Disclosure certificates.
NHS Scotland Application Form
Candidates will be prompted to declare their convictions following the conditional offer of employment via Jobtrain.
This means that under the new rules, the application process for a job will no longer require individuals to disclose ‘spent’ convictions.
The changes also impact on what information is released on a Disclosure certificate relating to either the PVG Scheme membership or a Police Act Disclosure. The certificate issued by Disclosure Scotland will no longer contain all spent convictions (the certificate will not contain protected convictions).
NHS Boards are also no longer entitled to ask candidates at recruitment application stage, about ‘spent’ convictions.
Whilst these changes to the existing arrangements are now in place there is no change to our current requirement to carry out criminal record checks as part of the pre-employment checks for candidates offered a post within NHSGGC.
For posts not requiring a Disclosure Scotland PVG scheme membership – a separate Criminal Conviction Declaration Form has now been introduced and given to preferred candidates for whom a PVG membership or Police Act Disclosure is not required. This will capture any relevant and disclosable criminal convictions in line with the new legislation that would previously have been declared on the application form.
Scottish Ministers want to strike a balance between protection of the public and vulnerable groups and the rights of individuals not to have to disclose routinely certain ‘spent’ convictions. Public protection still remains at the forefront of the system of PVG Records and Police Act Disclosures by ensuring certain very serious spent convictions and other categories of conviction deemed appropriate will always be disclosed.
Frequently asked questions (FAQs)
Can I ask the applicant about their criminal history?
You can ask an applicant about their criminal history, however, legally the applicant has the right to only tell you about any unspent convictions or spent convictions which are not protected.
What if the candidate discloses information about a protected conviction?
It is encouraging that the applicant is being open and honest during the recruitment stage, however you must not make any decision based on the information they have disclosed to you. Making decisions based on a protected conviction will be contravening the Rehabilitation of Offenders Act 1974.
Will NHSGGC still perform a PVG / Disclosure check?
These changes do not affect the requirement to perform a PVG / Disclosure check. The Recruitment Service will continue to carry out this essential pre-employment check prior to any unconditional offer of employment.
Will NHSGGC be receiving less criminal history about their prospective employees?
All orgaisations in Scotland that use the PVG membership scheme or those that request Police Disclosure Act will receive relevant criminal history information, as dictated in the following Acts:
the Rehabilitation of Offenders Act 1974
the Police Act 1997
the Protection of Vulnerable Groups (Scotland ) Act 2007
The primary change that has come into effect is the removal of some ‘spent’ convictions – these convictions are now referred to as ‘protected convictions’ and will not be disclosed to an employer.
Why did the application form need to change?
To minimise the risk of an applicant disclosing spent conviction information, it was agreed by the NHS Scotland HR Directors group (with legal input from NHS Scotland’s Central Legal Office) that the national application form must be amended to accommodate the changes to the Rehabilitation of Offenders Act 1974.
What categories of staff does this affect?
The legislative changes outlined in this document are applicable to all NHS Scotland health boards as well as all public and private sector employers in Scotland. These changes have been implemented with immediate effect and are applicable to all posts, paid and voluntary. This includes: substantive, fixed term, temporary, bank, modern apprenticeships, honorary appointments etc.
The role does not require PVG scheme membership or Police Act Disclosure; will NHSGGC still obtain criminal history information?
As part of their pre-employment checks, preferred candidates that do not require PVG scheme membership or a Police Act Disclosure will be asked to complete a Criminal Conviction Declaration Form. This will capture any relevant and disclosable criminal convictions in line with the new legislation that would previously have been declared on the application form.
Where can I obtain further information or clarification about these changes?
In the first instance, please contact the Recruitment Service on 0141 278 2700 or email NHSGGCrecruitment@nhs.net.
Examples of conviction scenarios
Scenario 1
A person is convicted of fraud and receives a conditional discharge. The offence occurred 3 months ago.
The rehabilitation period for a conditional discharge is 1 year. Therefore this conviction is unspent and will appear on a PVG scheme membership or Police Act Disclosure.
Scenario 2
A person was convicted of rape and received a 4 year prison sentence. The offence occurred 12 years ago.
The rehabilitation period for a sentence of imprisonment (over 6 months) is 10 years. Therefore this conviction is spent. However, as the offence is listed in Schedule B1, it will appear as a spent conviction on a PVG scheme membership or Police Act Disclosure.
Scenario 3
A person was convicted of torture and received a 5 year prison sentence. The offence occurred 33 years ago.
The rehabilitation period for a sentence of imprisonment (over 6 months) is 10 years. Therefore this conviction is spent. However, as the offence is listed in Schedule A1, it will appear as a spent conviction on a PVG scheme membership or Police Act Disclosure.
Scenario 4
A person was convicted of affray and received a fine. The offence occurred 18 years ago.
The rehabilitation period for a fine is 5 years. Therefore this conviction is spent. The applicant has applied to a Sherriff to have their spent conviction removed (as the conviction is listed in Schedule B1) and it was agreed that the conviction is now protected. Therefore the conviction will not appear on a PVG scheme membership or Police Act Disclosure.
Scenario 5
A minor was convicted of theft and received a fine. The offence occurred 4 years ago when the minor was 14 years old.
The rehabilitation period for a fine (for a minor) is 2½ years. Therefore this conviction is spent. The applicant has applied to a Sherriff to have their spent conviction removed (as the conviction is listed in Schedule B1). The Sherriff has denied the request, as a spent conviction (listed on Schedule B1) can and only become protected after 7½ years from when the minor was convicted. Therefore the conviction will appear on a PVG scheme membership or Police Act Disclosure.
Contact Us
Our office hours are 9.00am to 5.00pm Monday to Friday.
Recruitment Process Guidance for Hiring Managers and Staff
This section provides links to documents and process which will enable managers recruiting staff to attract in a safe and efficient way in accordance with best practice and provide information and guidance to staff applying for positions within NHS Greater Glasgow & Clyde.
These links will open new pages within this website and includes step by step guides, FAQ’s and documents to view and download.