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 (â€˜Orange Guideâ€™) 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 â€¢ 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. â€¢ 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). â€¢ The national timetable defines a number of key activities to be undertaken by deaneries and trusts. â€¢ 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. â€¢ 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 â€“ 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 â€˜handlingâ€™ 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: â€¢ a lay chair or lay representation â€¢ regional college adviser or nominated deputy â€¢ a university representative â€¢ programme director or chair of the specialty training committee â€¢ consultant representation from the training programme(s) â€¢ a senior management representative. Please refer to page 12, paragraphs 15â€“18 of the â€˜Orange Guideâ€™ 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 membersâ€™ 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 candidateâ€™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 candidatesâ€™ 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: â€¢ Application form â€¢ Signed references, where available â€¢ Medical school qualification certificate â€¢ Other qualification certificates â€¢ Passport details and copies of relevant pages or European Identity Card â€¢ GMC certificate â€¢ Offer letter â€¢ Contract type â€¢ Start date The NHS employer is the organisation responsible for conducting pre-employment checks and issuing the contract of employment. The â€˜employing trustâ€™ 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: â€¢ Signed and validated professional references (may be available at interview/selection centre but need to chase if not available) â€¢ Health checks â€¢ Criminal records â€¢ GMC registration â€¢ Right to work in the UK â€¢ Verification of identity Full information on how each of these processes (except right to work) should best be conducted is available in the NHS Employersâ€™ 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 doctorsâ€™ 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 trustâ€™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 trustâ€™s induction procedures. The following are examples of acceptable documentation: valid passport, UK driving licence, valid photo ID card (EU countries only). See NHS Employersâ€™ 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 â€“ 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 â€“ 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 â€“ 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 Applicantsâ€™ 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 â€“ including 2nd round selection January 2007 Annex 1 Draft recruitment timetable: version 10 â€“ 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 â€“ programmes & FTSTAs for Round 1 13 January 2007 Submit completed application form(s) â€“ up to 4 choices â€“ give details of two referees â€“ identify â€˜linkedâ€™ 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 â€“ 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 â€“ 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) â€“ 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 â€“ 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 â€“ 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) â€“ same rules as Round 1 From 9 am 28 April (Sat) to midday 11 May 2007 (2 weeks) Request references for submitted applications â€“ 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 â€“ 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 â€“ 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 â€“ 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 firstname.lastname@example.org 01223 88 48 22 PA to Postgraduate Dean Penny Quayle email@example.com 01223 88 48 22 Director of Operations Gillian Baker firstname.lastname@example.org 01223 88 48 39 Head of Finance and Contracting Diane Smart email@example.com 01223 88 48 32 Human Resources Manager Linda Parish firstname.lastname@example.org 01223 88 48 23 Associate Postgraduate Dean Michael Dronfield email@example.com 01223 88 48 46 KSS Deanery Dean Director David Black firstname.lastname@example.org 020 7415 3401 Executive Assistant Jane Chopping email@example.com 020 7415 3402 Head of Workforce and Operations David Rice firstname.lastname@example.org 020 7415 3404 PA Finance & IT and Wâ€˜kforce & Ops Savita Maynard email@example.com 020 7415 3461 Head of Finance & IT Chris Bird firstname.lastname@example.org 020 7415 3449 Office Manager Sandra Forster email@example.com 020 7415 3435 MMC Project Manager Claire Nottage firstname.lastname@example.org 020 7415 3472 Head of Human Resources Karen Allman email@example.com 020 7415 3463 LNR/East Midlands Deanery Interim Postgraduate Dean David Sowden firstname.lastname@example.org 0115 846 7102 PA to Postgraduate Dean Mary Hoyes email@example.com 0116 295 7623 Business Manager Marcia Reid firstname.lastname@example.org 0116 295 7635 London Deanery Dean Director Elizabeth Paice email@example.com 020 7866 3237 Deputy Dean Director Shelley Heard firstname.lastname@example.org 020 7866 3167 Postgraduate Dean (South) Ian Hastie email@example.com 020 7866 3197 Postgraduate Dean (North West) Fiona Moss firstname.lastname@example.org 020 7866 3141 PG Dean (North Central & N East) Wendy Reid email@example.com 020 7866 3232 Medical Workforce Project Manager Jane Appleyard firstname.lastname@example.org 020 7866 3152 Head of Finance and Contracts Anthony Critien email@example.com 020 7866 3137 MMC Project Manager Jayn Ammantoola firstname.lastname@example.org 020 7866 3294 MMC Transition Manager Gary Waltham email@example.com 020 7866 3152 Head of Medical Workforce Victor Orton firstname.lastname@example.org 020 7866 3152 Deputy Head of Medical Workforce Elizabeth Chan email@example.com 020 7866 3129 Medical Workforce Manager Kerry Johnstone firstname.lastname@example.org 020 7866 3187 Janet Sprackling email@example.com Mersey Deanery Postgraduate Medical Dean David Graham firstname.lastname@example.org Head of Business Devt and Strategy Diane Hart email@example.com MMC Project Manager Carolyn Munroe firstname.lastname@example.org Northern Deanery Acting Postgraduate Dean Director David Smith email@example.com 0191 2228928 Business Manager Chris Jones firstname.lastname@example.org 0191 2225122 Assistant Business Manager Claire Ward email@example.com 0191 2227389 Finance Manager Mal Glass firstname.lastname@example.org 0191 2227039 Specialty Dean Director Nancy Redfern email@example.com 0191 222 8919 Post Foundation Administrator Sarah Bussell firstname.lastname@example.org 0191 222 8917 Northern Ireland Chief Executive/Postgraduate Dean Terry McMurray email@example.com 028 9040 0004 PA to Chief Executive/PG Dean Pauline Dardis firstname.lastname@example.org 028 9040 0004 Administrative Director Margot Roberts email@example.com Hospital Training Coordinator Denise Hughes firstname.lastname@example.org 028 9040 0007 Specialty Training Officer Gillian Diffin email@example.com 028 9040 0005 Human Resources Manager Roisin Campbell firstname.lastname@example.org 028 9040 0006 North Western Deanery Postgraduate Dean Jacky Hayden email@example.com 0161 234 6168 PA to the Postgraduate Dean Dawn Alker firstname.lastname@example.org 0161 234 6168 General Manager Nick Wood email@example.com 0161 234 6156 Secretary to General Manager Evelyn Kenyon firstname.lastname@example.org 0161 234 6156 Business Manager Tracey Lakin email@example.com 0161 234 6184 MMC Project Manager Claire Grout firstname.lastname@example.org 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 email@example.com PA to Postgraduate Dean Liz Sutherland firstname.lastname@example.org Database and Hospital Training Mgr Christine Rea email@example.com Scotland North PG Dean/Regional Devt Director Gillian Needham firstname.lastname@example.org 01224 553970 Acting PG Dean (Inverness) Evelyn Dykes email@example.com 01463 705664 Head of Hospital Training Christine Murray firstname.lastname@example.org 01224 559741 Scotland South East Postgraduate Dean Stuart MacPherson email@example.com 0131 650 2612 Harry Peat firstname.lastname@example.org Scotland West Postgraduate Dean Kenneth Cochran email@example.com 0141 2231506 Workforce Development Manager Jean Allan Jean.firstname.lastname@example.org 0141 2231418 Acting Head Hospital Râ€™ment & Trg Frances Dorrian email@example.com 0141 2231442 Raymond Rose firstname.lastname@example.orgÂ¬ South West Peninsula Deanery Postgraduate Dean Martin Beaman email@example.com PA to Postgraduate Dean Rose Hill firstname.lastname@example.org Deputy Postgraduate Dean Alison Carr email@example.com Business Manager Olivia Frings firstname.lastname@example.org Senior Specialty Manager Claire Old email@example.com Victoria Price firstname.lastname@example.org Severn Institute Postgraduate Dean Davinder Sandhu email@example.com 0117 975 7035/3456 Associate Dean, Operations Geoff Wright firstname.lastname@example.org 0117 975 7031 Secretary to Associate Deans Susan Coward email@example.com 0117 975 7055 Business Manager Andrew Shand firstname.lastname@example.org 0117 975 7039 Senior Specialty Manager Rhian Tooker email@example.com 0117 970 1212/3560 South Yorkshire and South Humber Deanery Postgraduate Dean Sarah Thomas firstname.lastname@example.org 0114 226 44 19 PA to Postgraduate Dean Joanne Hutton email@example.com 0114 226 44 19 Business Manager Fran Mead firstname.lastname@example.org 0114 226 44 17 PA to Bus Mgr & National Specialty Tm Project Asst Sarah Chown email@example.com 0114 226 44 51 Specialty Programme Manager Jean Jones firstname.lastname@example.org 0114 226 44 95 Trent Multi Professional Deanery Dean Director David Sowden email@example.com 0115 846 7102 Director of Medical Specialties David Williams firstname.lastname@example.org 0115 8467165 Assistant Director of Performance Improvement Kate Caulfield email@example.com 01623 819 350 Corporate Services Manager Emma Heyhoe firstname.lastname@example.org 0115 8467861 Unit Coordinator Nathan Jones email@example.com 0115 8467862 Postgraduate Assistant Rebecca Reah firstname.lastname@example.org 0115 8467108 Wales Head of School and Dean Simon Smail email@example.com 029 2074 3927 EO & PA to Vice Dean and Dep Dir Jolanta Davies firstname.lastname@example.org 029 2075 4966 Business, Quality and Asst Manager Ian Thorburn email@example.com 029 2074 3536 MMC Project & Implementation Mgr Helen Baker firstname.lastname@example.org 029 20 75 4966 Executive Officer Joanna Davies email@example.com 029 2075 4966 Higher Training Office Manager Hilary Sharp Hilary.firstname.lastname@example.org 029 20745820 Gordon Caldwell email@example.com West Midlands Deanery Regional Postgraduate Dean Stephen Field firstname.lastname@example.org 0121 414 6890 Business Manager Dean Bruton email@example.com 0121 414 8262 Professional Development Div Mgr Michele Gadsby firstname.lastname@example.org 0121 414 8299 Clinical Education Division Manager Denise Harris email@example.com 0121 414 8296 PA to Dir of Hospital & Specialist Ed Ruth Tracey firstname.lastname@example.org 0121 414 8257 Yorkshire Deanery Postgraduate Dean William Burr 0113 3431500 PA to the Postgraduate Dean Julie Honsberger email@example.com 0113 3431516 Ass Dean for Appraisal and Assesst Alastair McGowan firstname.lastname@example.org 0113 3437308 Manager Pat Kentley email@example.com 0113 3431506 Medical Personnel Manager Louise Buchanan firstname.lastname@example.org 0113 3431532 Wessex Institute Postgraduate Dean Clair Du Boulay email@example.com 01962 89 2737 Senior Specialty Manager Alison Young firstname.lastname@example.org 01962 89 3831 Business Manager Jo Stevens email@example.com 01962 89 3825 NHS Employers is the employersâ€™ organisation for the NHS in England. Our aim is to help employers improve the working lives of staff who work in the NHS and, through them, to provide better care for patients. NHS Employers is part of the NHS Confederation but has its own director, policy board and assembly. In striving to make the NHS an employer of excellence, we have four key roles: â€¢ negotiating on behalf of employers â€¢ supporting employers Ref: EGUI2001 Contact us www.nhsemployers.org Email firstname.lastname@example.org NHS Employers 29 Bressenden Place London SW1E 5DD 2 Brewery Wharf Kendell Street Leeds LS10 1JR Copyright NHS Employers 2006 This document may not be reproduced in whole or in part without permission The NHS Confederation (Employers) Company Ltd Registered in England. Company limited by guarantee: number 5252407 â€¢ representing employers â€¢ promoting the NHS as an employer.