guide to recruitment into specialty training 2007 England

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    Dr.Kara Guest

    A logistics guide to recruitment into
    specialty training 2007 England
    First edition
    November 2006
    Contents
    Introduction..............................................................................................................................3
    General information & guidance............................................................................................... 4
    The application process ...........................................................................................................6
    Selection..................................................................................................................................9
    Recruiter and employer responsibilities after recommendation of candidates .......................13
    Glossary ................................................................................................................................17
    Annexes ................................................................................................................................17
    1. Recruitment timetable
    2. Checklist of activities
    3. Deanery contacts list
    Introduction
    1.1 Disclaimer
    The information in this guide is current as of November 2006. An updated guide will be
    available shortly. The most up-to-date logistics guide will always be available at
    www.nhsemployers.org . Any interim changes to key rules or processes will be published at
    www.mmc.nhs.uk and www.mtas.nhs.uk.
    1.2 Purpose
    This guide is designed to give administration and logistical details for recruitment to the new
    specialty training programmes for the levels of Specialty Training year 1 (ST1) to Specialty
    Training year 4 (ST4) and defined Fixed Term Specialty Training Appointments during 2007.
    The guide is intended for use by Strategic Health Authorities, postgraduate deaneries,
    employers, Units of Application and NHS recruiters .
    1.3 General principles
    This logistics document outlines procedures which need to be planned and implemented
    during the period up to August 2007 and defines new areas of responsibility arising from the
    introduction of national recruitment.
    This guide does not immediately replace either the general principles or the key working and
    training arrangements for doctors in higher specialty training previously covered by the 1998
    Guide to Specialist Registrar Training (‘Orange Guide’) which can be found at
    www.dh.gov.uk/PublicationsAndStatistics/Publications/PublicationsPolicyAndGuidance/Publi
    cationsPolicyAndGuidanceArticle/fs/en?CONTENT_ID=4006614&chk=KINOTD.
    All four UK health departments are signed up to the new arrangements for entry into
    specialty training. However, there may be local variations across the UK and within
    deaneries. NHS employers and deaneries should agree how the arrangements will work
    within each NHS trust.
    3
    General information & guidance
    2.1 Key points
    • An online recruitment portal, the Medical Training Application Service (MTAS), will be
    used to manage recruitment to a nationally agreed timetable and using nationally agreed
    documentation for each level and specialty. Before recruitment begins, training in using
    MTAS appropriate to the models of recruitment being used will be provided by each SHA
    /deanery.
    • Applicants will submit a single application with up to four specialty variations via Units of
    Application (UoA). A UoA may be a single deanery or a group of deaneries. In a small
    number of specialties, there will be a single UoA covering the entire country (e.g. GP and
    Histopathology where there is already national recruitment).
    • The national timetable defines a number of key activities to be undertaken by deaneries
    and trusts.
    • A national interview schedule has been co-ordinated by deaneries in order to secure the
    availability of panel members, to provide early information to applicants and allow service
    planning.
    • Employers are reminded that this process makes extensive use of medical and other staff
    during the recruitment period, and this is likely to impact on service provision and cover.
    Nevertheless, early requests from medical staff for annual leave from clinical duties
    during this period should continue to be considered sympathetically.
    The national agreement is that feedback will ONLY be given at the end of the 2007
    recruitment episode (i.e. from early July), and will be handled by deaneries. All applicants
    should be directed for information to the MTAS website.
    2.2 Appeals
    A standardised approach to managing appeals is being finalised by the Postgraduate Deans.
    The applicants can only appeal against the way their application was dealt with, not the
    outcome.
    2.3 Reports
    The MTAS system provides for a series of reports showing the progress and outcome of the
    recruitment round in each unit of application and specialty recruitment exercise. These
    should be provided for local consideration and may also be requested centrally to help
    evaluate recruitment, to provide feedback to health departments and to inform career
    information as required.
    2.4 Record-keeping/archiving
    The MTAS system has a full audit trail and will hold records for each recruitment round for a
    maximum of 13 months. Deaneries and trusts will be responsible for responding to candidate
    and/or trainee requests for information, following the Freedom of Information and Data
    Protection guidelines.
    Local processes for accessing and managing this data must be decided between Strategic
    Health Authorities /deaneries and employers, including uploading of data to deanery
    databases (i.e. Intrepid/Empower) and the Electronic Staff Record (ESR).
    4
    Data on ratios, equal opportunities monitoring etc. can be retrieved from MTAS within the
    previous 13 months to inform the new recruitment round in 2008.
    2.5 Documentation
    Standardised national training application documentation has been produced by the MMC
    Programme Board which should be used in all aspects of the process of recruiting to training
    programmes.
    All panel members must have received training in awareness of equal opportunities issues in
    the past three years. In addition, they must have received selector training on standard
    documentation for selection methodologies.
    5
    The Application Process
    3.1 Role of the Medical Training Application Service (MTAS)
    MTAS is the web based online recruitment system for applications into Specialty Training
    Programmes Candidates will complete and submit application forms online to Units of
    Application (UoAs). The system will record outcomes, notify these to candidates and provide
    standard reports to UoAs.
    Person specifications and application form templates for each entry level and each specialty
    will be available for candidates on MTAS. In addition, information required by prospective
    candidates, such as programme details, number of vacancies and application instructions will
    also be available. Completed application forms will be stored on MTAS (see
    www.mtas.nhs.uk).
    Access to MTAS by deaneries/UoAs and trust HR teams will be organised by the MTAS lead
    administrator at each deanery.
    3.2 Documentation required before vacancies are advertised
    3.2.1 Training programmes and job descriptions
    Trusts will be responsible for validating and supplying deaneries with details of available
    vacancies to be entered onto MTAS by Units of Application/deanery administrators in
    accordance with the national timeline.
    A link will operate through MTAS to deanery/UoA/trust websites to give prospective
    applicants details of the available programmes and number of vacancies.
    3.2.2 Fixed Term Specialty Training Appointment (FTSTA) vacancies
    FTSTA posts are contracts for periods of up to 12 months and are offered at levels equating
    broadly to specialty training levels 1 and 2 (ST1 and ST2) in all specialties, and to specialty
    training level ST3 in psychiatry and paediatrics only.
    FTSTA vacancies will be advertised alongside specialty training programmes and included in
    Rounds 1 and 2.
    3.2.3 Person specifications and application forms
    The nationally agreed person specifications for each entry level and each specialty will be
    loaded centrally onto MTAS during December 2006.
    The final application form template will be available to applicants when recruitment Round 1
    opens, i.e. January 22.
    3.2.4 Selection methodology documentation
    Training, guidance and the national documentation produced by MMC Programme Board will
    be made available for selectors to prepare them for the selection process. This training will
    be provided by Strategic Health Authorities and deaneries to all selectors across their area,
    including trust personnel.
    3.3 Publicising the process to applicants
    The MMC Communications Team will produce a series of articles to appear in the medical
    press e.g. BMJ, Hospital Doctor, in late 2006. These will give prospective applicants details
    of the application process.
    6
    In addition, a comprehensive guide to applicants will be posted on the MMC website.
    The national advert launching the recruitment process for 2007 will appear in BMJ Careers.
    This will cover all specialties and entry levels including FTSTAs.
    Information will also be available at www.mtas.nhs.uk and www.mmc.nhs.uk.
    MTAS opens for specialty training applications between 22 January and midnight on 4
    February 2007.
    3.4 The application process
    3.4.1 Online application through MTAS
    Applicants can apply for a maximum of two specialties, and up to two UoAs/geographies OR
    one specialty in four UoAs/geographies OR four specialties in one UoA/geography.
    All of these applications will be made through MTAS. The generic areas of the online
    application form will only need to be completed once by the applicant.
    They will then have the opportunity to complete the sections of the application form relevant
    to the specialty and entry level.
    3.4.2 Sub-Units of Application
    In some larger geographical areas, applicants will be required to select a sub-UoA. This
    option will be made available on MTAS for applicants where relevant. Where this is the case,
    the application is to the UoA, rather than the sub-UoA, but the sub-UoA may be used to
    spread the short-listing workload. Deaneries are accountable for overseeing and managing
    this process.
    3.4.3 Applicants wishing to work less than full time
    The application form will contain an optional tick box where the applicant can identify their
    wish to train less than full time. This information is confidential for administrative purposes
    only and WILL NOT be forwarded to selectors.
    If the candidate is successful and an offer made, the feasibility and arrangements for flexible
    training must be discussed with the appropriate deanery.
    3.4.4 FTSTA opportunities
    Applicants may choose to apply only for FTSTA opportunities. In addition, the application
    form for applying to training programmes will contain an optional tick box where applicants to
    specialty training programmes can confirm their wish to be considered for an FTSTA post,
    should their application to a programme be unsuccessful.
    3.4.5 General practice
    As previously, applicants for general practice will apply to a single, national UoA – the
    National Recruitment Office for GP. They will be invited to rank all deaneries in order of
    preference. Wherever possible, their application will be handled by their first choice deanery
    following the national timetable and process.
    3.4.6 Histopathology
    Applicants for Histopathology will apply via MTAS to the National Office for Histopathology
    and will be processed according to the national timetable and process.
    7
    3.4.7 Applicants for occupational medicine
    Applications to occupational medicine training programmes in the NHS will apply via MTAS
    and will be processed according to the national timetable and process. Training programmes
    within the private sector will not use MTAS to support their recruitment. In these cases,
    advertisements will be placed as vacancies arise using the current medical press and the
    current paper-based processes will be used. Occupational medicine trainees in the private
    sector will not have an NTN confirmed until they have been assessed at the next available
    deanery selection centre.
    3.4.8 Military applications
    Military applications will be managed via MTAS by a single ‘handling’ deanery, likely to be the
    West Midlands deanery, so they can be benchmarked against NHS applicants. Military
    applicants will be asked to identify themselves at the beginning of the application process
    and they will only be able to apply to training programmes that are supported and funded by
    the Defence Deanery. Military applicants will only be permitted to apply to two specialties.
    3.4.9 Academic programmes
    Academic training programmes will be recruited to via MTAS; details of the process are being
    finalised and will be posted in due course.
    3.4.10 Deferring start dates
    Deferral of a start date is only allowable where the applicant has already been accepted onto
    a higher degree/PhD programme. Deferral can be for up to three years from the start of the
    course. Applicants who wish to defer their start date for this reason must still apply for a
    specialty training programme via MTAS. The application form will allow applicants to indicate
    their request for a deferred start date. This information WILL NOT be available to selectors.
    The MMC website provides further information and guidance on this topic.
    3.4.11 Preferencing programmes
    It is proposed that candidates will be required to rank all their application selections in order
    of preference.
    3.5 Action required by Strategic Health Authorities through
    their deaneries immediately following closing date.
    3.5.1 Assessing eligibility
    Following the close of applications, SHAs/ deaneries will carry out a two stage selection and
    administration process. Firstly they will assess eligibility of each applicant (long-listing) and
    secondly they will conduct the selection process.
    3.5.2 Selection
    Consisting of shortlisting and interviewing, the process for selection is detailed in the next
    section.
    8
    Selection
    4.1 Shortlisting
    4.1.1 Timetable
    The shortlisting period will begin on February 5 2007 and must be completed and information
    entered onto the MTAS system by 17:00 on February 23. Trusts should make the necessary
    arrangements to release panel members as required.
    4.1.2 Shortlisting process
    The shortlisting process will be co-ordinated by the SHA through their deanery. Deaneries
    may agree to devolve this to a recruiter acting on their behalf . Shortlisting must be
    conducted by the panel. Panel members involved in shortlisting must also be involved in the
    selection process.
    4.1.3 The panel
    Guidance contained within A Guide to Specialist Registrar Training (commonly known as the
    Orange Guide), page 10, para 8 should be used for structured interview panels.
    Shortlisting and interviews will be conducted by a panel which will include:
    • a lay chair or lay representation
    • regional college adviser or nominated deputy
    • a university representative
    • programme director or chair of the specialty training committee
    • consultant representation from the training programme(s)
    • a senior management representative.
    Please refer to page 12, paragraphs 15–18 of the ‘Orange Guide’ for further details of the
    composition of the panel.
    Standard, nationally agreed documentation and selector guidance and training will be
    provided by the MMC Programme Board to SHAs /deaneries and cascaded to
    recruiters/trusts.
    4.1.4 Lay chair or lay representation
    Lay involvement is a requirement of this process. This role can be held by a non-executive
    director, senior nurse, patient advocate, HR or medical personnel representative or anyone
    who will not be directly involved in the delivery of training to junior doctors or dentists.
    All lay representatives must have undergone equal opportunities and selector training prior to
    involvement in shortlisting or selection.
    4.1.5 Recording the outcome
    There will be a locally agreed procedure in each deanery/UoA for recording the shortlisting
    scores on to MTAS. Local procedures must ensure that all scores are entered on MTAS by
    the national deadline.
    The number of vacancies and the arrangements for interview should be reconfirmed at this
    stage.
    9
    4.1.6 Notifying the applicant
    Once all short-listing results have been entered on MTAS, an automated email will be sent to
    applicants. They will be instructed to log on to MTAS for the shortlisting results of their
    applications. Applicants will have a minimum of 48 hours to confirm via MTAS whether or not
    they will be attending any interviews offered. We are considering how MTAS can support this
    process further.
    4.1.7 Contacting referees
    Candidates agree that references will be requested by MTAS via email (prior to interview).
    There will be a nationally agreed structured reference form which will be the only acceptable
    vehicle for submitting references. Referees must complete the reference form online and
    submit it to MTAS by a notified deadline.
    4.1.8 Pre-interview activity
    Panel members are encouraged to use the shortlisting period to agree the questions which
    will be asked at interview in accordance with the areas detailed on the person specification,
    and to agree who will cover each of these areas.
    4.2 Interview process
    4.2.1 Documentation required at interview
    All documentation for the interview and any outstanding confirmations or references will need
    to be actioned through MTAS and prepared by the deanery/UoA.
    Applicants will be required to bring original documentation (and copies) for verification by the
    recruiter to the interview.
    4.3 The interview
    4.3.1 Timetable
    All interviews, for all specialties and entry levels, must take place between February 28 and
    April 13 2007 with a properly constituted appointment panel.
    The minimum requirement is a structured interview of 30 minutes with no less than 6 panel
    members.
    4.3.2 Pre-interview briefing
    It is recommended that a briefing takes place before the interview to agree and document the
    format and content of the interview.
    At the briefing, panel members should confirm the areas of questioning that will be covered
    at interview (in accordance with the person specification), and who will cover each of these
    areas (if not already agreed at the shortlisting meeting).
    Any declarations requiring further investigation during the interview should be brought to the
    attention of the chair at this time.
    References should be made available to be reviewed by the chair prior to interview and
    agreement reached with the panel on how to deal with any issues raised.
    4.3.3 Responsibilities of the panel at interview
    Panel members will need to appoint a chairperson. All members of the panel will be required
    to complete a scoresheet for each candidate and detail any notable comments to support the
    10
    score that has been given in each area. Panel members should be reminded that their
    additional written comments on candidates must be legible and signed.
    NO OFFERS WILL BE MADE ON THE DAY OF THE INTERVIEW AND NO FEEDBACK
    WILL BE GIVEN TO CANDIDATES BEFORE THE END OF THE 2007 RECRUITMENT
    EPISODE (I.E. FROM EARLY JULY)
    4.3.4 Scoring interviews
    A spreadsheet may be used to collate the panel members’ scores to feed the post interview
    decision
    4.3.5 Post-interview
    All interview scores must be entered into MTAS by 17:00 on 17 April 2007.
    4.4 Communicating results to candidates and allocating
    vacancies
    4.4.1 Communicating results
    Candidates will be notified of the outcome of interviews via MTAS.
    Candidates must respond to either accept or decline offers within the designated timeframe.
    If they do not, they will be automatically withdrawn from the process. MTAS will send an
    automatic, suitably worded e-mail to verify this failure to respond and the UoA will also be
    notified.
    Reports will be available from April 27 for each UoA giving details of offers made, candidates
    who have accepted or declined and remaining vacancies.
    4.4.2 After candidate’s acceptance
    When the offer has been accepted, candidates need matching to programmes. We are
    considering how MTAS can support UoAs to do this.
    The successful candidates’ documentation must be forwarded to the relevant employing
    organisation at the earliest opportunity to allow timely pre-employment checks to be carried
    out, offers to be confirmed and contracts to be prepared.
    Posts that have been accepted will be automatically removed from the MTAS vacancy list at
    this stage.
    4.5 Round 2 selection
    4.5.1 Training opportunities not successfully filled during Round 1, plus additional FTSTAs,
    will be advertised as Round 2, which will open from 19 April 2007 (subject to COPMED
    confirmation).
    The deadline for application forms to be submitted will be May 11 2007.
    Shortlisting will take place between 14 May and 27 May and the results entered into MTAS
    by midday on 29 May 2007.
    As outlined above, an automated email will then be sent to applicants advising them to log-on
    to MTAS to obtain the results of the short-listing process.
    Applicants will have a minimum of 48 hours to confirm to the UoA whether they will be
    attending for interview. UoAs can print a summary report from MTAS giving details of the
    short-listed applicants.
    11
    An automatic email will be sent from MTAS to the two referees for each short-listed applicant
    requesting completion of the structured reference (including candidates who applied in
    Round 1). These will need to be completed and returned to the UoA before the date of the
    interview.
    Interviews will then take place between June 4 and June 22 2007. The results must be
    entered into MTAS no later than 17:00 on June 22 2007.
    4.5.2 Offers
    The offers will be made in the same way as Round 1.
    At the end of Round 2, any remaining vacancies may be discussed between employing
    truists and deaneries and may be advertised via normal recruitment channels, which may
    include the use of NHS Jobs.
    12
    Recruiter and employer responsibilities after recommendation
    of candidates
    5.1 Timetable
    This section covers the period once the candidate has been successfully interviewed,
    selected and notified and has accepted a training programme, either at Round 1 or Round 2.
    It ends with the starting date of the contract of employment with the employing organisation.
    The aim is to define activities which fall either to the recruitment team or the employing
    organisation. These arrangements are subject to local variations and should follow similar
    arrangements to those currently in place for Specialist Registrar appointments.
    5.2 Trust notification process
    The deanery will provide the employer with full details of candidates who have been
    appointed to training programmes so that pre-employment checks can commence. This will
    include:
    • Application form
    • Signed references, where available
    • Medical school qualification certificate
    • Other qualification certificates
    • Passport details and copies of relevant pages or European Identity Card
    • GMC certificate
    • Offer letter
    • Contract type
    • Start date
    The NHS employer is the organisation responsible for conducting pre-employment checks
    and issuing the contract of employment.
    The ‘employing trust’ will be defined by local agreement between the deanery and the trust(s)
    which manage(s) the training posts in an agreed training programme.
    5.3 Contact with applicant following deanery/UoA recommendation
    Once the employing trust has been notified of the candidate and their recommended start
    date, that trust must contact the candidate to confirm the pre-employment process. This will
    detail the requirements for completion of satisfactory pre-employment checks as set out
    below.
    The letter will begin the process for conducting pre-employment checks with the individual
    doctor by issuing health declaration forms and CRB disclosure applications where required.
    The letter should make clear that it must not be considered as an offer of employment; this
    can only be made once employability has been confirmed.
    5.4 Pre-employment checks
    The following paragraphs relate to checks undertaken within the NHS in England.
    13
    The employing trust will be responsible for conducting and assessing the required preemployment
    checks before a formal appointment letter and contract of employment is issued
    to the successfully selected candidate. This pre-employment checklist comprises:
    • Signed and validated professional references (may be available at interview/selection
    centre but need to chase if not available)
    • Health checks
    • Criminal records
    • GMC registration
    • Right to work in the UK
    • Verification of identity
    Full information on how each of these processes (except right to work) should best be
    conducted is available in the NHS Employers’ Safer Recruitment and Employment guidance
    http://www.nhsemployers.org/practice/safer-recruitment.cfm.
    This guidance is currently being revised to reflect current practices and changing handling
    requirements and will be available to support the August 2007 exercise.
    5.4.1 Employer responsibilities
    Once pre-employment checks have been successfully completed, the employer should
    confirm new starter details with the candidate and also with the Deanery.
    Employing trusts will be responsible for formally appointing the candidate to a new contract of
    employment within the NHS. This includes those trainees training less than full time.
    5.4.2 Deanery responsibilities
    On receipt of Employer confirmation of candidate employability, the deanery will issue a
    welcome pack to these trainees. This pack will include confirmation of NTN, Learning
    Agreement etc.
    5.4.3 Use of existing information
    Some of the information relating to these pre-employment checks will already be held
    electronically, either through the Electronic Staff Record or the doctors’ Occupational Health
    Smart Card (OHSC) database. Employing trusts are strongly advised to check both systems
    where summary information may be available to avoid duplication of activity or unnecessary
    time or costs in re-checking.
    5.4.4 Professional references
    Every MTAS specialty training application will have been asked to provide two professional
    references from educational/clinical supervisors, who must have supervised the candidate
    during the previous two years. Applicants who have had a career break need to provide
    references from the two most recent supervisers/employers.
    5.4.5 Health checks
    The employer will be responsible for issuing a confidential health declaration form for
    completion by the prospective employee and return to the trust’s occupational health unit for
    14
    consideration. This may be a paper exercise; however some trusts are now considering
    using an electronic system and this is to be encouraged where appropriate.
    5.4.6 Criminal Records Bureau (CRB) clearance
    CRB checks are mandatory in the NHS for every eligible new recruit, and should be
    requested in accordance with CRB current procedures as soon as a candidate has been
    identified for a post or placement. However, as doctors in training will be employed within
    educationally-approved training programmes that require them to be closely supervised and
    to move frequently to new training posts, NHS Employers advises that a new CRB check
    each time a doctor in training changes post would be disproportionate in terms of the risk
    involved.
    www.nhsemployers.org/restricted/downloads/listings1.asp?pid=314.
    It is helpful to record the CRB disclosure outcomes on electronic systems where these are
    available, such as the Electronic Staff Record (ESR) or Smart Card (OHSC).
    5.4.7 GMC registration checks
    Employing trusts should always check that a doctor is registered and fit to practise with the
    GMC as part of their pre-employment checks. Neither the due date of an annual retention fee
    nor an annual registration certificate are evidence that a doctor is registered and fit to
    practise. A doctor's application for registration must be granted before they can actually start
    working and trusts must confirm their registration status with the GMC before allowing the
    doctor to start work.
    The GMC has introduced a new dedicated service to help employers and contracting
    authorities make pre-employment checks. For further information see the GMC website at
    www.gmc-uk.org/register/employing/employing_a_doctor.asp
    5.4.8 Verification of identity
    Verification of the identity of prospective employees is essential. This will have been checked
    at the interview stage by recruitment teams. Thereafter, verification of identity, including
    acceptable photo-ID, will need to be conducted as part of the employing trust’s induction
    procedures. The following are examples of acceptable documentation: valid passport, UK
    driving licence, valid photo ID card (EU countries only). See NHS Employers’ guidance as
    above.
    5.5 Formal letter of appointment from the employing trust
    Once the first (or lead) trust is satisfied that the outcome of the pre-employment checks
    outlined above is satisfactory a formal offer of appointment covering the agreed duration of
    the first post should be issued.
    The letter will offer employment to a specific first post (and may include subsequent posts
    with the same employer if agreed) and will be the determining factor for pay purposes.
    This will be accompanied by a contract of employment which the prospective employee
    should agree and sign and then return to the trust without delay. For further information on
    pay protection and conditions, visit www.nhsemployers.org/pay-conditions/pay-conditions-
    467.cfm.
    15
    5.6 Induction arrangements
    The trust in the employing rotation which the trainee will attend for the first of their series of
    training placements will be responsible for providing detailed arrangements for induction
    procedures (both generic to the trust and specialty specific).
    This should include providing new starter details to other trusts on the rotation and giving
    trainees confirmation of where to go for their induction session, the documentation required
    on arrival etc.
    Arrangements will need to be coordinated by the postgraduate centres in each trust in liaison
    with trust medical recruitment teams, HR staff, occupational health units, clinical supervisors
    and others as required.
    16
    16
    Glossary
    GMC General Medical Council
    GDC General Dental Council
    SpR Specialist Registrar
    GPR General Practice Registrar
    DH Department of Health
    StR Specialty Registrar
    Programme A collection of posts which make up a training programme of x number of
    years – depending on the length of training time required within the Specialty
    Post A training opportunity of between 6 months and 12 months, within a
    specialty which make up a Programme
    Employing
    Trust
    Trust that will issue and manage employment issues for a junior doctor in
    training
    Lead Unit Trust that will act as the administrative lead and Employer on behalf of a
    number of other Trust Hospitals for identified specialties and issue and
    manage all employment issues for junior doctors in training
    Applicant Doctor in training who is applying for a training opportunity
    Candidate Doctor in training who has applied for a training opportunity and has been
    successfully shortlisted
    MTAS Medical Training Application Service
    CRB Criminal Records Bureau
    DPA Data Protection Act
    FTP Fitness to Practise
    FTSTA Fixed-term specialty training appointment
    ST Specialty training
    Sub-UoA Sub Unit of Application
    UoA Unit of Application
    Annex 1 Draft recruitment timetable: version 10 – November 2006
    Changes from previous version 9 shown in bold
    Project Team Doctor MTAS Deanery / UoA By When
    Agree person specs for
    ST1, 2
    October 2006
    Draft schedule for selection
    interviews / events – including 2nd
    round selection
    October 2006
    Finalise person specs for
    ST3, 4
    November 2006
    Define indicative training
    opportunities with
    Trusts/Deaneries for specialty
    training
    November 2006
    Speaking at national MMC
    Specialty Conference
    13 November 2006
    Submit phase 2 of indicative
    programme/post numbers
    15 November 2006
    Produce Applicants’ Guide November 2006
    Articles regarding the new
    recruitment & selection
    process in Medical Press
    and on relevant websites
    (eg MMC/MTAS/etc)
    End November 2006
    System available for UoAs to
    enter programme/post details
    End November 2006
    Enter programme/post details
    on MTAS
    By 20 December
    2006 latest
    Enter details job descriptions /
    person specifications on
    deanery website
    December 2006
    Confirm final numbers for
    programmes/posts
    18 December 2006
    Finalise selection / interview
    schedule – including 2nd round
    selection
    January 2007
    Annex 1 Draft recruitment timetable: version 10 – November 2006
    Changes from previous version 9 shown in bold
    Project Team Doctor MTAS Deanery / UoA By When
    Advert in Medical Press
    announcing imminent start
    of application process
    6 January 2007
    Final details of vacancies loaded
    into MTAS – programmes &
    FTSTAs for Round 1
    13 January 2007
    Submit completed application
    form(s) – up to 4 choices –
    give details of two referees –
    identify ‘linked’ applications
    Available to receive applications 22 January to midnight
    on 4 February 2007
    Check applications for eligibility As / when received
    Request references for
    submitted applications.
    Requested return date = 24
    February 2007
    As / when
    applications
    received
    Store any references sent until
    required by relevant UoA
    As / when received
    Application forms available to
    the relevant UoAs
    From 08:00 5
    February 2007
    Contact eligible GP applicants
    at ask them to select venue
    for initial assessment
    tbc
    Check all applications against
    eligibility criteria and relevant
    selection criteria (shortlisting
    panels)
    5 February – 23
    February 2007
    (3 weeks)
    Enter shortlist results into MTAS
    (except GP)
    As available, but by
    17:00 23 February
    2007 latest
    Run GP initial assessment
    centres
    Saturday, 24
    February 2007
    Any submitted references
    available to relevant UoA
    24 February 2007
    Annex 1 Draft recruitment timetable: version 10 – November 2006
    Changes from previous version 9 shown in bold
    Project Team Doctor MTAS Deanery / UoA By When
    Allocate short-listed
    applicants to interview slots
    (except GP)
    20:00 23 February to
    10:00 24 February
    2007
    Send email to all applicants
    (except GP) – successful with
    invitation to selection/interview
    appointment or unsuccessful.
    Only 1 email for each applicant
    with result for all applications
    Midday 24 February
    2007 (Saturday)
    Confirm attendance at
    interview(s)
    Midday on 27
    February 2007
    (72 hours)
    Enter GP short-listing results By 3 March 2007
    Send e-mail to all GP
    applicants with outcome of
    initial assessment
    t bc
    Confirm attendance at GP tbc
    interview
    Complete selection activities (eg
    structured interview) and identify
    selected, reserve and rejected
    applicants (including GP)
    Between 28 February
    and 13 April 2007
    (6 weeks)
    Enter selection score for all
    interviewed applicants into MTAS
    By 5 pm on 17 April
    2007
    Send e-mail to all applicants
    telling them to logon for
    selection results. Successful
    applicants = 1 offer only.
    Unsuccessful = invite to re-apply
    in Round 2. Successful
    applicants also to identify
    their programme preferences
    09:00 on 19 April 2007
    Annex 1 Draft recruitment timetable: version 10 – November 2006
    Changes from previous version 9 shown in bold
    Project Team Doctor MTAS Deanery / UoA By When
    Confirm acceptance/rejection
    of any offer & confirm
    programme preferences
    09:00 on 23 April 2007
    (96 hours)
    Enter details of specific
    programme allocations
    By midday 27 April
    2007 latest
    Issue e-mail to applicants to
    confirm programme allocation
    17:00 27 April 2007
    Issue e-mail to employing
    organisations to confirm that
    allocated applicant details are
    available
    09:00 30 April 2007
    Pre-employment checks carried
    out and contracts of employment
    issued to selected applicants who
    have been allocated to specific
    programmes. Chase any
    missing references.
    Between 30 April and
    23 June (ie before 2nd
    round offers have
    been made)
    (8 weeks)
    Enter details of FTSTA vacancies
    for Round 2
    5 pm 27 April 2007
    latests
    Issue FTSTA offer e-mail to
    successful applicants who
    applied direct to FTSTAs, plus
    those who were unsuccessful in
    gaining a programme place but
    expressed an interest in
    FTSTAs also
    2 pm 27 April 2007
    Unfilled programme vacancies
    identified
    2 pm 27 April 2007
    Confirm which unfilled
    programme vacancies are to be
    made available for Round 2
    5 pm 27 April 2007
    Annex 1 Draft recruitment timetable: version 10 – November 2006
    Changes from previous version 9 shown in bold
    Project Team Doctor MTAS Deanery / UoA By When
    Issue e-mail to all programme
    applicants who have not
    received an offer or were not
    short-listed in Round 1 & invite
    them to re-apply for vacancies
    in the 2nd round
    9 am 28 April 2007
    Submit completed 2nd round
    application form(s) – same
    rules as Round 1
    From 9 am 28 April
    (Sat) to midday 11
    May 2007
    (2 weeks)
    Request references for
    submitted applications –
    requested return date = 30
    May 2007
    Confirm acceptance /rejection
    of any FTSTA offer (having
    seen which programmes are
    available for Round 2)
    Midday 1 May 2007
    Unfilled FTSTA vacancies
    identified
    2 pm 1 May 2007
    Confirm which Round 1 FTSTA
    posts are to be included in Round
    2 (in addition to the Round 2
    FTSTA vacancies already
    identified)
    5 pm 1 May 2007
    Pre-employment checks carried
    out and contracts of employment
    issued to selected applicants who
    have accepted FTSTA offers.
    Chase any missing references.
    Between 2 May and
    23 June (ie before 2nd
    round offers have
    been made)
    (>7 weeks)
    Check 2nd round applications for
    eligibility
    As / when received
    2nd round application forms
    available to appropriate UoAs
    1 pm 11 May 2007
    Annex 1 Draft recruitment timetable: version 10 – November 2006
    Changes from previous version 9 shown in bold
    Project Team Doctor MTAS Deanery / UoA By When
    Check applications against
    eligibility criteria and relevant
    selection criteria (shortlisting
    panels)
    Between 14 May and
    27 May 2007
    (2 weeks)
    Enter shortlist results into MTAS By midday 29 May
    2007
    Allocate short-listed
    applicants to interview slots
    15:00 29 May 2007
    Send e-mail to all 2nd round
    applicants - invites to selection /
    interview appointments or
    rejections.
    5 pm 29 May 2007
    Any submitted references
    available for relevant UoAs
    17:00 30 May 2007
    Confirm attendance at
    selection interview(s)
    5 pm 31 May 2007
    (48 hours)
    Complete 2nd round selection
    activities (eg formal interview)
    and enter selection results on
    MTAS
    From 4 June to
    midday 22 June 2007
    (3 weeks)
    Issue 2nd round offer and
    rejection emails, including
    FTSTA offers – single offer
    per applicant. Successful
    programme applicants to
    specify programme
    preferences.
    09:00 23 June 2007
    (Saturday)
    Confirm acceptance/rejection
    of any offer. Confirm
    programme preferences
    midday 26 June 2007
    (72 hours)
    Allocate confirmed applicants
    to specific programmes
    17:00 27 June 2007
    Send e-mail to confirm
    specific programme allocation
    09:00 28 June 2007
    Annex 1 Draft recruitment timetable: version 10 – November 2006
    Changes from previous version 9 shown in bold
    Project Team Doctor MTAS Deanery / UoA By When
    Send e-mail to employers to
    confirm programme allocation
    details available
    09:00 28 June 2007
    Pre-employment checks carried
    out and contracts of employment
    issued successful applicants.
    Chase any missing references.
    Between 28 June and
    27 July
    (4 weeks)
    Annex 2: Checklist of Activities
    Specialty Entry Level Recruitment
    code
    Task
    Deadline
    Complete
    Pre-advert
    Venue(s) confirmed for Round 1
    Training programme details /job descriptions posted on MTAS
    Confirm selection methodology for each specialty and post on
    website
    Interview schedule finalised for Round 1 and changes notified to
    National Interview Schedule for website
    Vacancies confirmed and entered onto MTAS
    Panel members confirmed for Round 1 and guidance sent
    Confirm panel members have attended a Selector training and
    current equal opportunities training (i.e. within 3 years)
    Agree with specialty: panel style, roles and interview timings
    Confirm interview schedules for Round 1
    Confirm catering requirements for Round 1
    Tentative arrangements for Round 2 (venues and panels)
    Pre-shortlisting
    Access application forms from MTAS website
    Remove equal opportunity information from application form [DN:
    not necessary, MTAS will do that]
    Identify Fitness to Practice issues in applicant declarations and
    pass to UOA Lead
    Check referees for each candidate have been clinical supervisor
    within last two years
    Prepare shortlisting documentation for distribution to panels
    Prepare shortlisting spreadsheet
    Shortlisting
    Confirm number of vacancies
    Agree number of candidates to interview
    Identify candidates that are/are not shortlistable
    Task
    Deadline
    Complete
    Agree reserve list
    Complete short listing record sheet
    Retain all documentation from shortlisting panel
    Pre-interview
    Shortlisting scores entered into MTAS
    Confirmation received from candidates invited to interview
    Interview schedule confirmed
    Documentation prepared for interview
    References received and printed
    Preference sheet prepared (where appropriate)
    Prepare name plates for panel members and selection stations (if
    selection centre methodologies being used)
    Interview/Selection Centre
    Re-confirm vacancies
    Interview questions and agreed procedure for references
    confirmed
    References provided to Chair of panel
    Candidate documentation checked and verified, copies retained
    Candidate application form signed
    Candidate preference sheet completed (where appropriate)
    Scoresheets signed by panel members and checked for
    completion
    Identify candidates that are/are not appointable
    Agree reserve list
    Complete interview record sheet
    Retain all documentation from interview panel
    Post-interview
    Interview results entered onto MTAS
    Chase outstanding candidate documentation
    Acceptance / decline of offers received
    Successful candidate details sent to employer
    Archive recruitment paperwork
    Task
    Deadline
    Complete
    ROUND 2
    Remaining vacancies entered onto MTAS
    Agree with specialty: panel style, roles and interview timings
    Confirm interview schedules for Round 2
    Confirm catering requirements for Round 2
    Pre-shortlisting
    Access application forms from MTAS
    Remove equal opportunity information from application form
    Identify Fitness to Practice issues in applicant declarations and
    pass to UoA Lead
    Check referees for each candidate have been clinical supervisor
    within last two years
    Prepare shortlisting documentation for distribution to panels
    Prepare shortlisting spreadsheet
    Shortlisting
    Confirm number of vacancies
    Agree number of candidates to interview
    Identify candidates that are/are not shortlistable
    Agree reserve list
    Complete short listing record sheet
    Retain all documentation from shortlisting panel
    Pre-interview
    Shortlisting scores entered into MTAS
    Confirmation received from candidates invited to interview
    Interview schedule confirmed
    Documentation prepared for interview
    References received and printed
    Preference sheet prepared (where appropriate)
    Prepare name plates for panel members
    Task
    Deadline
    Complete
    Interview
    Re-confirm vacancies
    Interview questions and agreed procedure for references
    confirmed
    References provided to Chair of panel
    Candidate documentation checked and verified, copies retained
    Candidate application form signed
    Candidate preference sheet completed (where appropriate)
    Annex 3: Deanery Contacts
    Eastern Deanery
    Postgraduate Dean Huw Jones huw.jones@easterndeanery.nhs.uk 01223 88 48 22
    PA to Postgraduate Dean Penny Quayle penny.quayle@easterndeanery.nhs.uk 01223 88 48 22
    Director of Operations Gillian Baker gillian.baker@easterndeanery.nhs.uk 01223 88 48 39
    Head of Finance and Contracting Diane Smart diana.smart@easterndeanery.nhs.uk 01223 88 48 32
    Human Resources Manager Linda Parish linda.parish@easterndeanery.nhs.uk 01223 88 48 23
    Associate Postgraduate Dean Michael Dronfield michael.dronfield@easterndeanery.nhs.uk 01223 88 48 46
    KSS Deanery
    Dean Director David Black dblack@kssdeanery.ac.uk 020 7415 3401
    Executive Assistant Jane Chopping jchopping@kssdeanery.ac.uk 020 7415 3402
    Head of Workforce and Operations David Rice drice@kssdeanery.ac.uk 020 7415 3404
    PA Finance & IT and W‘kforce & Ops Savita Maynard smaynard@kssdeanery.ac.uk 020 7415 3461
    Head of Finance & IT Chris Bird cbird@kssdeanery.ac.uk 020 7415 3449
    Office Manager Sandra Forster sforster@gpkss.ac.uk 020 7415 3435
    MMC Project Manager Claire Nottage cnottage@kssdeanery.ac.uk 020 7415 3472
    Head of Human Resources Karen Allman kallman@kssdeanery.ac.uk 020 7415 3463
    LNR/East Midlands Deanery
    Interim Postgraduate Dean David Sowden david.sowden@nottingham.ac.uk 0115 846 7102
    PA to Postgraduate Dean Mary Hoyes mary.hoyes@eastmidlands.nhs.uk 0116 295 7623
    Business Manager Marcia Reid marcia.reid@eastmidlands.nhs.uk 0116 295 7635
    London Deanery
    Dean Director Elizabeth Paice epaice@londondeanery.ac.uk 020 7866 3237
    Deputy Dean Director Shelley Heard sheard@londondeanery.ac.uk 020 7866 3167
    Postgraduate Dean (South) Ian Hastie ihastie@londondeanery.ac.uk 020 7866 3197
    Postgraduate Dean (North West) Fiona Moss fmoss@londondeanery.ac.uk 020 7866 3141
    PG Dean (North Central & N East) Wendy Reid wreid@londondeanery.ac.uk 020 7866 3232
    Medical Workforce Project Manager Jane Appleyard japple@londondeanery.ac.uk 020 7866 3152
    Head of Finance and Contracts Anthony Critien acritien@londondeanery.ac.uk 020 7866 3137
    MMC Project Manager Jayn Ammantoola jammantoola@londondeanery.ac.uk 020 7866 3294
    MMC Transition Manager Gary Waltham gwaltham@londondeanery.ac.uk 020 7866 3152
    Head of Medical Workforce Victor Orton vorton@londondeanery.ac.uk 020 7866 3152
    Deputy Head of Medical Workforce Elizabeth Chan echan@londondeanery.ac.uk 020 7866 3129
    Medical Workforce Manager Kerry Johnstone kerry@londondeanery.ac.uk 020 7866 3187
    Janet Sprackling jsprackling@londondeanery.ac.uk
    Mersey Deanery
    Postgraduate Medical Dean David Graham david.graham@merseydeanery.nhs.uk
    Head of Business Devt and Strategy Diane Hart diane.hart@merseydeanery.nhs.uk
    MMC Project Manager Carolyn Munroe carolyn.munro@merseydeanery.nhs.uk
    Northern Deanery
    Acting Postgraduate Dean Director David Smith d.g.smith@ncl.ac.uk 0191 2228928
    Business Manager Chris Jones c.c.e.r.jones@ncl.ac.uk 0191 2225122
    Assistant Business Manager Claire Ward c.m.ward@ncl.ac.uk 0191 2227389
    Finance Manager Mal Glass mal.glass@ncl.ac.uk 0191 2227039
    Specialty Dean Director Nancy Redfern nancy.redfern@ncl.ac.uk 0191 222 8919
    Post Foundation Administrator Sarah Bussell s.j.bussell@ncl.ac.uk 0191 222 8917
    Northern Ireland
    Chief Executive/Postgraduate Dean Terry McMurray terry.mcmurray@nimdta.gov.uk 028 9040 0004
    PA to Chief Executive/PG Dean Pauline Dardis pauline.dardis@nimdta.gov.uk 028 9040 0004
    Administrative Director Margot Roberts margot.roberts@nimdta.gov.uk
    Hospital Training Coordinator Denise Hughes denise.hughes@nimdta.gov.uk 028 9040 0007
    Specialty Training Officer Gillian Diffin gillian.diffin@nimdta.gov.uk 028 9040 0005
    Human Resources Manager Roisin Campbell roisin.campbell@nimdta.gov.uk 028 9040 0006
    North Western Deanery
    Postgraduate Dean Jacky Hayden j.hayden@nwpgmd.nhs.uk 0161 234 6168
    PA to the Postgraduate Dean Dawn Alker d.alker@nwpgmd.nhs.uk 0161 234 6168
    General Manager Nick Wood n.wood@nwpgmd.nhs.uk 0161 234 6156
    Secretary to General Manager Evelyn Kenyon e.kenyon@nwpgmd.nhs.uk 0161 234 6156
    Business Manager Tracey Lakin t.lakin@nwpgmd.nhs.uk 0161 234 6184
    MMC Project Manager Claire Grout c.grout@nwpgmd.nhs.uk 0161 234 6188
    Oxford Deanery
    Postgraduate Dean Michael Bannon mbannon@oxford pgmde.co.uk 01865 740605
    General Practice Manager Barbara Gow bgow@oxford pgmde.co.uk 01865 740643
    Business Manager David Dickinson ddickinson@oxford pgmde.co.uk 01865 740610
    Denise Greenspan dgreenspan@oxford pgmde.co.uk
    Scotland East
    Postgraduate Dean Philip Cachia philip.cachia@nes.scot.nhs.uk
    PA to Postgraduate Dean Liz Sutherland liz.sutherland@nes.scot.nhs.uk
    Database and Hospital Training Mgr Christine Rea christine.rea@nes.scot.nhs.uk
    Scotland North
    PG Dean/Regional Devt Director Gillian Needham g.needham@abdn.ac.uk 01224 553970
    Acting PG Dean (Inverness) Evelyn Dykes evelyn.dykes@nes.scot.nhs.uk 01463 705664
    Head of Hospital Training Christine Murray christine.murray@nes.scot.nhs.uk 01224 559741
    Scotland South East
    Postgraduate Dean Stuart MacPherson stuart.macpherson@nes.scot.nhs.uk 0131 650 2612
    Harry Peat harry.peat@nes.scot.nhs.uk
    Scotland West
    Postgraduate Dean Kenneth Cochran kenneth.cochran@nes.scot.nhs.uk 0141 2231506
    Workforce Development Manager Jean Allan Jean.allan@nes.scot.nhs.uk 0141 2231418
    Acting Head Hospital R’ment & Trg Frances Dorrian frances.dorrian@nes.scot.nhs.uk 0141 2231442
    Raymond Rose raymond.rose@nes.scot.nhs.uk¬
    South West Peninsula Deanery
    Postgraduate Dean Martin Beaman martin.beaman@peninsuladeanery.ac.uk
    PA to Postgraduate Dean Rose Hill rose.hill@peninsuladeanery.ac.uk
    Deputy Postgraduate Dean Alison Carr alison.carr@peninsuladeanery.ac.uk
    Business Manager Olivia Frings olivia.frings@peninsuladeanery.ac.uk
    Senior Specialty Manager Claire Old claire.old@peninsuladeanery.ac.uk
    Victoria Price victoria.price@peninsuladeanery.ac.uk
    Severn Institute
    Postgraduate Dean Davinder Sandhu davinder.sandhu@sevwesdeanery.nhs.uk 0117 975 7035/3456
    Associate Dean, Operations Geoff Wright geoff.wright@sevwesdeanery.nhs.uk 0117 975 7031
    Secretary to Associate Deans Susan Coward susan.coward@sevwesdeanery.nhs.uk 0117 975 7055
    Business Manager Andrew Shand andrew.shand@sevwesdeanery.nhs.uk 0117 975 7039
    Senior Specialty Manager Rhian Tooker rhain.tooker@sevwesdeanery.nhs.uk 0117 970 1212/3560
    South Yorkshire and South Humber Deanery
    Postgraduate Dean Sarah Thomas sarah.thomas@yorksandhumber.nhs.uk 0114 226 44 19
    PA to Postgraduate Dean Joanne Hutton joanne.hutton@yorksandhumber.nhs.uk 0114 226 44 19
    Business Manager Fran Mead fran.mead@yorksandhumber.nhs.uk 0114 226 44 17
    PA to Bus Mgr & National Specialty Tm Project Asst Sarah Chown sarah.chown@yorksandhumber.nhs.uk 0114 226 44 51
    Specialty Programme Manager Jean Jones jean.jones@yorksandhumber.nhs.uk 0114 226 44 95
    Trent Multi Professional Deanery
    Dean Director David Sowden david.sowden@nottingham.ac.uk 0115 846 7102
    Director of Medical Specialties David Williams d.willians@nottingham.ac.uk 0115 8467165
    Assistant Director of Performance Improvement Kate Caulfield kate.caulfield@nottingham.ac.uk 01623 819 350
    Corporate Services Manager Emma Heyhoe emma.heyhoe@nottingham.ac.uk 0115 8467861
    Unit Coordinator Nathan Jones nathan.jones@nottingham.ac.uk 0115 8467862
    Postgraduate Assistant Rebecca Reah rebecca.reah@nottingham.ac.uk 0115 8467108
    Wales
    Head of School and Dean Simon Smail pgdean@cf.ac.uk 029 2074 3927
    EO & PA to Vice Dean and Dep Dir Jolanta Davies daviesjl5@cf.ac.uk 029 2075 4966
    Business, Quality and Asst Manager Ian Thorburn thorburnti@cardiff.ac.uk 029 2074 3536
    MMC Project & Implementation Mgr Helen Baker bakerhl@cf.ac.uk 029 20 75 4966
    Executive Officer Joanna Davies daviessj8@cf.ac.uk 029 2075 4966
    Higher Training Office Manager Hilary Sharp Hilary.sharp@cardiffandvale.wales.nhs.uk 029 20745820
    Gordon Caldwell gordon.caldwell@wash.nhs.uk
    West Midlands Deanery
    Regional Postgraduate Dean Stephen Field stephen.field@wmdeanery.org 0121 414 6890
    Business Manager Dean Bruton dean.bruton@wmdeanery.org 0121 414 8262
    Professional Development Div Mgr Michele Gadsby michele.gadsby@wmdeanery.org 0121 414 8299
    Clinical Education Division Manager Denise Harris denise.harris@wmdeanery.org 0121 414 8296
    PA to Dir of Hospital & Specialist Ed Ruth Tracey ruth.tracey@wmdeanery.org 0121 414 8257
    Yorkshire Deanery
    Postgraduate Dean William Burr 0113 3431500
    PA to the Postgraduate Dean Julie Honsberger j.honsberger@yorkshiredeanery.com 0113 3431516
    Ass Dean for Appraisal and Assesst Alastair McGowan a.mcgowan@yorkshiredeanery.com 0113 3437308
    Manager Pat Kentley p.kentley@yorkshiredeanery.com 0113 3431506
    Medical Personnel Manager Louise Buchanan l.buchanan@yorkshiredeanery.com 0113 3431532
    Wessex Institute
    Postgraduate Dean Clair Du Boulay clair.duboulay@sevwesdeanery.nhs.uk 01962 89 2737
    Senior Specialty Manager Alison Young alison.young@sevwesdeanery.nhs.uk 01962 89 3831
    Business Manager Jo Stevens jo.stevens@sevwesdeanery.nhs.uk 01962 89 3825
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