1. A copy of any forms used for such short listing.

1. A copy of any forms used for such short listing.

All shortlisting is completed on our online system Trac – each vacancy has specific shortlisting criteria set by the hiring manager in line with the job description. specification.

2. A copy of any information held that is used for and during the training of staff who undertake, chair or participate in face-to-face interviewing of short listed applicants. This is to include sample copies of any interview checklists or forms used to evaluate of score interviewees responses to questions, the completion of tests or exercises or any other activity that informs the decisions to recruit interviewees.

As stated above, all the scoring and checklists are completed online. The evaluation screen is also an online tool which can be reviewed by the hiring manager and the Resourcing Team at any point of the process.

Within shortlisting Applications pass through two states in this stage: Shortlisting:Shortlist:

 This is where each applicant is individually scored by each Shortlister.

 Shortlisting cannot be split between two people, each Shortlister on the panel must score each application. Shortlisting:Evaluate:

 Once scoring has been completed by each Shortlister, it is the Lead Shortlister's responsibility to move each application to a new stage (e.g. Shortlist:Rejected, Interview:Schedule) and move the vacancy into Interview.

I have included a breakdown of the process for shortlisting:

Assessing applicants in the Shortlisting:Evaluate stage

1. Once Shortlisting is completed by all shortlisters, applicants will move from Shortlisting:Shortlist to Shortlisting:Evaluate.

2. Applicants are listed by highest to lowest essential criteria score that are combined scores of each Shortlister, to create an overall score in the SL scores E,B column:

The Shortlisting:Evaluate stage reveals further details about applicants that were not visible before:

 If the two ticks icon ( )is present under the heading Pri , this indicates a disability that may require support in the workplace. See How to manage "two ticks" applicants or talk to your recruitment team for further information and guidance.

 If internal icon is ( ) is displayed under the Int heading, this indicates the application belongs to a current employee.

Moving applicants to Interview:Schedule To move applicants to the Interview stage:

1. Tick the box to the left of the applicant(s) ID number. More than one applicant can be moved to interview at a time, by selecting multiple tick boxes.

2. Next, click the button and add a worker note if required. 3. Confirm the transition by clicking the button:

3. A copy of the manner in which e-mail correspondence to middle and senior managers are followed up from potential applicants, for example requesting informal visits up to ensure there is equity for all applicants.

Correspondence between recruiting managers and potential applicants is done on a case by case basis. Not all applicants contact recruiting managers to request for informal visits and or further information.

4. A copy of any information the Trust holds that explains the policy and procedure for obtaining job applicant references. The Trust recruits staff in line with the NHS Employers recruitment standards.

5. A copy of any information the Trust holds that explains the information sent out to short listed applicants prior to interview and how the Trust assesses interviewees who participate at your own or third party Assessment Centres.

Each vacancy maybe assessed differently given the nature of the vacancies i.e. nursing and clinical support worker vacancies are generally held over an Assessment day / centre and will be facilitated by the Resourcing Team. Within this process the candidates are asked to arrive and complete two in-tray assessments (Maths and English), if they are successful in passing both tests then they are invited to face to face interviews. Feedback is generally given on the day.

With regards to managers arranging an interview date they need to follow the process below as dictated by our ATS (applicant tracking system).

Interview setup

Vacancies that require interviews to be set up will display a Whats Next prompt at the top of the page:

Selecting an interview type and scheduling method To start the interview setup process:

3. This page contains the type of interview and scheduling method options available for the setup of the current "Active" round. It also shows which options were selected at the Interview gateway by the Lead Shortlister.

4. If the interview type needs amending, select the correct options:

1. Face-to-face interview - generally, each applicant has their own individual time slot. 2. Assessment centre - applicants will arrive at the same time.

5. If the scheduling method needs amending, select the correct option:

1. First-come, first-served - Applicants do not have a choice of interview dates/times to book into. They are allocated the earliest available slot. This avoids any gaps in the interview schedule. See How applicants respond to interview invites for further information.

2. Applicant choice - When the applicant books in for interview, they can choose from a list of available dates/times. Be aware, this can cause gaps in the interview schedule.

3. Employer choice - The employer communicates with the applicants and books them in manually. No automatic invites are sent to applicants.

4. Offline (not using Trac) - No use of system functionality. Go to Offline (not using Trac) interview set up for more information.

6. Click the button.

Adding interview sessions

After clicking , the interview sessions can be added. The interview sessions which were added by the Lead Shortlister in the Interview gateway will be listed under Gateway sessions:

To add the interview sessions from the Interview gateway :

1. Click on the button to add the sessions in the gateway to the Scheduled sessions (you can edit the details here if you wish):

If you are setting up an Assessment centre, see Adding assessment centre sessions . 2. Check over the following fields and amend as necessary:

 Session date.

 Start time of first slot.  Finishing time of last slot.  Time slots.

 How many applicants will be interviewed at one time?

 Full address, including postcode. It is important that the full address is entered. Applicants may not have any knowledge of the area. It is best to be precise (e.g. 'Room 3, Arden House, Ashford Road, Bakewell, DE45 1GT').

 Report to: Again, be precise (e.g. 'Reception, Arden House').

 The above selection results in the following time slots. This section displays the interview start and finish times for each applicant. These can be amended by selecting another option from the "Time slots" drop down, or amending the "Start time of first slot" and/or "Finishing time of last slot":

3. If the information provided is correct, click the button . 4. Alternatively, you have the option to click:

 a llows you to save the event whilst allowing for further editing.

 will save the event and clone it. The page will load another Add new interview event form, containing all the information provided in the first event except the Event date.

 takes you pack to the previous page.

Adding assessment centre sessions

If Assessment centre is selected as the type of interview, the above steps remain the same for setting up the assessment date and time, apart from a few wording changes:

1. Click on the button to add the event entered by the Lead Shortlister in the gateway to the Scheduled sessions (you can edit the details here if you wish):

2. Check over the following fields and amend as necessary:

 Event date - enter the date of the assessment centre.

 Enter the Start time of the event and the Finishing time of the event.

 State How many applicants may attend - (e.g. if 20 applicants need to attend an assessment, you could create a morning session with 10 applicants attending, and an afternoon session for the remaining 10).

 Full address, including postcode - it is important that the full address is entered. Applicants may not have any knowledge of the area. It is best to be precise (e.g. 'Room 3, Arden House, Ashford Road, Bakewell, DE45 1GT').

3. If the information provided is correct, click the button . 4. Alternatively, you have the option to click:

 al lows you to save the event whilst allowing for further editing.

 will save the event and load another blank Add new interview event form.

 will save the event and clone it. The page will load another Add new interview event form, containing all the information provided in the first event except the Event date.

 takes you pack to the previous page.

Scheduled sessions

Once the interview sessions have been created, the sessions will be listed under Scheduled sessions:

In addition, the Gateway sessions section will update any sessions which have been added to the Scheduled sessions with a purple information message:

Only sessions showing under the "Scheduled sessions" section have been created and are bookable by applicants once the interviews have been set up.

These sessions can be still be:

 Edited by clicking on the icon.  Cloned by clicking on the icon.  Deleted by clicking on the icon.

 Moved accordingly to prioritise sessions by clicking on the icons. When using the First-come, first-served scheduling method, sessions at the top of the list will be booked into first. If Applicant choice is selected, this will influence the order the sessions appear in the list as each applicant selects which date/time they will be attending.

Remember:

 The first interview date must be at least 2 working days away to use the online interview scheduling system.  Applicants are only informed of their arrival time; they are not aware of the duration of their interview.

 Follow employer policy when setting up your interview sessions.

Adding the interview panel

The interview panel members and main contact details entered in the current "Active" round interview gateway by the Lead Shortlister will pre-fill. This information is also visible in the purple information messages:

To add the interview panel member(s):

1. Check whether the Lead Interviewer is correct and amend as necessary.

If no drop-down option appears when typing the name of the interviewer, the user does not have a Trac admin account. Add the interviewer using the following format: e.g. Margaret Evans [email protected] .

 If there are more than two members on the interview panel, click .  If a member is added incorrectly, click .

3. Check whether The name and telephone number for the main contact on the day of interviews is correct.

If you want this information to display on the interview invites sent to the applicants, copy and paste it into the Special interview instructions section further down the form.

Invite to interview template section

The final section consists of the following: 1. Template set:

 If your employer uses more than one interview template set, ensure the correct one is selected from the drop-down options. 2. Notes for interviewers:

 Anything entered here will be emailed to the interviewers when the interview(s) are setup.  These notes are also included in the interview pack.

3. Special interview instructions:

 If the Lead Shortlister added any special interview instructions on the Interview gateway , they will be displayed in a purple information message above this field.

 Special interview instructions given at the Interview gateway, displayed in the purple information message will automatically transpose to this field.

Check the information added to the Special interview instructions field Pay close attention to the Special Interview Instructions being provided:

a. Special instructions for applicants to prepare for their interview. b. A main contact on the day of interviews.

c. If alternative interviews are available.

Carefully cross reference and proof read the information highlighted in purple with the information that is to be provided applicants.

Check the information and add the relevant added to this field is correct as the content is included in the invitation emails.

 Information about alternative interviews is not automatically populated in the Special interview instructions filed. If you want to include this information, copy and paste the information into this field.

 If you want The name and telephone number for the main contact on the day of interviews included within the interview invites, copy and paste the information into this field.

4. Signature:

 Add your signature block to the Signature field.

 Ensure your signature block is correct and up to date (this can be updated through your admin user account: Users > Change your details > Your details).

5. Template preview:

 This displays a preview of the Invite and Confirmation emails which will be sent to the applicants.

Finishing the interview setup

1. - cancels the interview set up and leaves the vacancy in Interview:Not set up. Information added to the setup pages will remain.

2. - takes users back to the " Set up the interview type and scheduling method" screen. Information added to the previous setup page will remain.

3. - finalises the interview setup details and moves the vacancy into Interview:Set up. To finish the interview setup:

1. Click the button.

2. You will then be presented with a confirmation box:

The message within the confirmation message will depend on the scheduling method selected (e.g. if you have chosen First-come, first-served, the following will appear).

3. To confirm the interview setup, click within the confirmation message.

Once you have clicked , the interview round setup review page will open and a purple information message will show at the top of the page:

6. A copy of any information the Trust holds that explains the job candidate scoring system.

This may vary from vacancy to vacancy, however the Trust has a template for values based questions which are implemented within every interview process. The scoring for the values based interviews are fixed. At the outset of the interview, panel member agree an appointable score for each question. Please see attached scoring for our value based questions.

I request all the information with personal details redacted regarding the recent, advertisement, application process,

interview/selection procedure and subsequent appointment of the acting CEO in November 2018 and appointed CEO in April 2019. This information has not been added as I believe you are in correspondence with our Executive Director of HR and OD regarding this matter.

In addition I request the same for the Post of Head of Operations Emergency and Urgent Care in July 2019. The Trust can confirm that this post has been suspended as technical errors were discovered once the advert had initially gone live.