Clinical academic selection process


Introduction

Your Faculty HR Team will be working closely with you throughout the process and will contact you at the very start to provide you with advice and guidance.

The University's general recruitment and selection guidance provides comprehensive information on each stage of the process. The checklist below also provides a quick reference guide to who does what for the recruitment and selection process for clinical academic vacancies.

Selection panel membership

The membership of the selection panel for clinical academic vacancies is as follows:

In addition, external NHS representatives are required. Rules on nomination of representatives vary depending on the level of post, specialism etc. Your Faculty HR Team will liaise with the recruiting School and advise accordingly. These will include:

The actual composition should be discussed with your Faculty HR Team and agreed with the Dean.

The normal expectation is that a reasonable gender balance will be achieved in the composition of the panel.

All selection panel members should have been on the Successful Recruitment and Selection training course or an agreed appropriate alternative. Exceptionally, where an individual other than the Chair is identified as a key panel member and is not able to attend the course or other suitable training in time for the selection process, they may take part subject to the Chair taking responsibility for ensuring that they are briefed and competent to play an active and effective role.

If a member of the panel has a family or non-work related social connection with any of the candidates invited for interview, they should declare this to the Chair of the selection panel at the earliest opportunity before the interviews take place. The Chair will then need to make a judgment as to whether the individual should remain part of the process or be replaced. Normal academic or professional contact, which may involve a degree of social contact, would not normally be a reason for excluding someone from the process.

Checklist

Planning and preparation stage

Advertising stage

Selection stage

Appointment stage

Planning and preparation stage

Recruiting School

Faculty HR Team

Think about your needs  
Describe the job and the person - draw up the further particulars using the University's standard template (referring to Royal College job description guidelines)  
Agree the grade  

Obtain authorisation to recruit

 
Put the advert together  
Initial consultation between recruiting School and your Faculty HR Team to go through and plan process, discuss time-scales and provisional dates and identify appropriate advertising methods
Decide on who to involve in the selection process (see above)  
Plan dates for interview, presentation and any other elements of the selection process  
  Forward job description/ person specification to relevant Royal College/ NHS Deanery/ NHS Trust for approval
  Confirm details of Royal College/ NHS Deanery/ NHS Trust Representatives for the panel.

Advertising stage

Recruiting School

Faculty HR Team

Submit advert/ vacancy details/ further particulars to Faculty HR Team to input into eRecruit  
  Check the advert/ vacancy details/ further particulars and funding approval
Promote your vacancy through any professional, subject-related or work-based networks that you or colleagues are members of - whether through social media such as Linkedin, Twitter or Facebook; subject or profession related blogs, web sites, newsletters and e-mail alerts; or the more traditional face-to-face contact at meetings, conferences and seminars etc.  
  Place advert on the University of Bristol web site, jobs.ac.uk web site and any required additional media
Set up short-listing panel  
Confirm short-listing, interview and presentation details to your Faculty HR Team  
  Liaise with recruiting School on any queries on panel composition, missing information, dates etc.
  Liaise with Royal College/ NHS Deanery/ NHS Trust Representatives to confirm their attendance at interviews/ presentations.
Book rooms for interviews/ presentations if taking place within the recruiting School

Book rooms for interviews/ presentations if taking place outside the recruiting School and refreshments for panel

Make arrangements for any lunch/ dinner that will form part of the process  
Respond to informal enquiries  
Check eRecruit for running total of applications received and view on-line applications  
  Forward interview forms and candidate pack to recruiting School the day after the closing date

Selection stage

Recruiting School

Faculty HR Team

Short-listing panel to meet to identify suitable applicants against selection criteria and record outcomes on short-listing record  
Confirm short-list to your Faculty HR Team via eRecruit (including sending automated email to unsuccessful candidates)  
  Confirm schedule the interview timetable
  Invite selected candidates to interview/ confirm details of presentation
  Arrange any accommodation/ car parking required by candidates and deal with any other candidate queries
Arrange any virtual interviews if required  
  Take up references for short-listed candidates (unless they have requested references not to be taken up at this stage)
  Circulate timetable, applications/ CV's and references to panel members
Panel to plan and prepare for the interview  
Organise presentation logistics and invite audience  
  Confirm attendance of candidates invited for interview/ presentations
Interview candidates, conduct presentations and any other selection methods (each panel member to compete Candidate Interview Assessment form for each candidate)  
Decide on the candidate who best meets the selection criteria, based on the interview, presentation, references and any other selection methods used  
Chair to complete Selection panel report form  
Make the verbal offer of employment and agree a provisional start date  
Confirm selected candidate and interview outcome via eRecruit; return completed Interview panel report and authorisation of appointment form, candidate interview assessment forms and any other documentation relating to the selection process to your Faculty HR Team  
Confirm outcome to unsuccessful candidates  
Provide feedback to any unsuccessful internal candidates  
Respond to any requests for feedback from other unsuccessful candidates  

Appointment stage

Recruiting School

Faculty HR Team

Ensure that the following information required for the formal offer of employment is sent to your Faculty HR Team:
  • NHS Job Plan
  • Evidence of NHS salary (pay slip)
  • Evidence of Clinical Excellence Award (if applicable)
 
  Issue the formal offer/ contract of employment, pre-employment health questionnaire and new starter pack
  Obtain a certificate of sponsorship (if required for a migrant worker)
  Obtain a DBS check (if honorary contract with NHS Trust, the Trust will undertake the check)
  Arrange a relocation package (if required)
  Receive acceptance of the offer of employment and discuss/ confirm start date with recruiting department
  Check right to work in the UK
  Check GMC/ GDC status
  Process details of the new starter onto PIMS and the payroll system
Plan and carry out the induction  
Manage the initial service review  
  Retain records for the statutory period