The NHS Scotland Hiring Managers Centre provides national guidance, practical tools and resources to support hiring managers through each stage of the recruitment and selection process. It includes guidance on preparing and advertising vacancies, JobTrain, candidate attraction, selection and interview, recruitment paperwork and values-based recruitment.
NHSGGC hiring managers should use the national guidance alongside the local NHSGGC recruitment processes, policies and requirements set out on these pages.
Where an NHSGGC process or requirement differs from, or adds to, the national guidance, the NHSGGC requirement should be followed.
Visit the NHS Scotland Hiring Managers Centre
The information below highlights the key NHSGGC-specific requirements that hiring managers need to follow when recruiting.
Recruitment Training
Everyone involved in recruitment and selection must complete the NHSGGC mandatory GGC:004 Equality and Human Rights module through LearnPro.
Hiring Managers, Chairpersons or those undertaking an equivalent role must also complete the NHSGGC Recruitment and Selection (People Management) training:
- Part 1: Equality and Bias
- Part 2: The Recruitment Process
Hiring managers are responsible for ensuring those involved in shortlisting and selection have completed the appropriate training before participating in the process.
Step 1: Request to advertise
Before submitting a vacancy, hiring managers should ensure that any required local vacancy approval or authorisation has been obtained.
To advertise a vacancy, the following should be submitted:
- a fully completed and approved NHSGGC Vacancy Request Form (VRF)
- advert text, including the proposed closing date and any relevant information such as the planned interview date
- an up-to-date Job Description in Word format
- a Person Specification, where required
- any additional documents to be included within the Candidate Information Pack.
Completed documentation should be sent to ggc.recruitmentvacancies.generic@nhs.scot.
Hiring managers are responsible for ensuring the Job Description and Person Specification are current, accurately reflect the requirements of the post and contain objective, measurable and justifiable selection criteria.
Local approval arrangements may vary between services and directorates. Hiring managers should ensure they understand and follow the arrangements that apply within their area before submitting a vacancy.
Generic guidance and resources for developing recruitment documentation are available through the NHS Scotland Hiring Managers Centre, which includes national recruitment paperwork, job description resources, job packs and advert guidance.
Step 2: Advertising your vacancy
NHSGGC vacancies are advertised through the NHS Scotland recruitment system.
Hiring managers should ensure the advert provides candidates with clear and accurate information about the role, including its main responsibilities, essential requirements and any applicable professional registration or qualification requirements.
Information about the service, team, development opportunities and the support available can also help candidates understand the role and decide whether it is right for them.
Further resources on writing effective adverts, inclusive language and attracting candidates are available through the NHS Scotland Hiring Managers Centre.
Step 3: Shortlisting and selection
Candidates must be assessed objectively and consistently against the requirements of the post.
For Agenda for Change vacancies, shortlisting and selection activity should be recorded through JobTrain in accordance with the relevant process.
Hiring managers are responsible for ensuring that:
- everyone involved understands their role and responsibilities
- the agreed selection criteria are applied consistently
- candidates are assessed against the requirements of the post
- reasonable adjustments are considered and provided where required
- appropriate records are maintained throughout the selection process.
NHSGGC supports fair and inclusive recruitment, including the NHS Scotland Job Interview Guarantee arrangements for eligible disabled candidates.
Interviews and other assessment methods
Hiring managers should use appropriate selection methods to assess candidates against the requirements of the role. Depending on the post, this may include structured interview questions, presentations, practical assessments, scenarios or other appropriate methods.
Interview panels should normally consist of at least two people and should agree the selection approach and core questions in advance.
Candidates should be assessed consistently and interview panel members must keep sufficient notes to demonstrate how the selection decision was reached.
Job applicants can request reasonable adjustments at any stage of the recruitment process. Hiring managers should ensure requests are considered appropriately and candidates are supported to participate fully in the selection process.
Further national guidance on selection, interviewing and Values Based Recruitment is available through the NHS Scotland Hiring Managers Centre.
Step 4: Selecting the preferred candidate and making a conditional offer
The interview panel should identify the preferred candidate based on the evidence gathered during the selection process and their suitability against the requirements of the post.
Where no candidate meets the required standard, there is no requirement to make an appointment.
Once a preferred candidate has been identified, the hiring manager should complete the required JobTrain actions and advise candidates of the outcome.
Any offer made at this stage is conditional and remains subject to the satisfactory completion of all required pre-employment checks.
Hiring managers should ensure the preferred candidate understands the proposed:
- salary or pay arrangements
- working hours
- working pattern
- location
- other relevant conditions of the role.
Candidates should not resign from their current employment until the required pre-employment checks have been completed and their final offer has been confirmed.
Reserve candidates
Where more than one candidate meets the required standard, the panel may identify appointable reserve candidates.
Where the first-choice candidate does not take up the post, an appointable reserve candidate may be considered in accordance with the applicable NHSGGC recruitment process.
Pre-employment checks
All NHSGGC offers are conditional until the appropriate pre-employment checks have been satisfactorily completed.
Depending on the role and individual circumstances, checks may include:
- identity
- Right to Work in the UK
- references
- Disclosure Scotland/PVG requirements
- professional registration
- qualifications
- employment history
- Occupational Health clearance
- any other check required for the particular post.
A new employee must not start work until the required checks and approvals for their appointment have been completed.
Where an issue arises from a pre-employment check that may affect an appointment, hiring managers should seek advice from the Recruitment Service and/or their HR representative before taking action.
Step 5: Final offer and preparing for the new employee
Once all required pre-employment checks have been satisfactorily completed, the hiring manager can agree a start date with the preferred candidate and complete the appropriate JobTrain process.
Recruitment will then issue the final offer and contractual documentation through the appropriate process.
Hiring and line managers are responsible for preparing for the employee’s arrival. This includes, where applicable:
- arranging induction
- ensuring access to required statutory and mandatory training
- arranging IT and system access
- arranging equipment
- arranging uniform, identification badges or security access
- completing the appropriate eESS/payroll documentation
- ensuring any workplace adjustments are in place
- keeping in contact with the new employee before they start.
New employees should complete the appropriate NHSGGC induction requirements, with managers supporting completion of both organisational and local/role-specific induction.
Existing NHSGGC employees moving to another post should also receive an appropriate induction into their new role and service.
Step 6: Starting your new member of staff
The line manager is responsible for ensuring the employee is appropriately welcomed, inducted and supported when they start.
Any necessary employment documentation should be completed promptly and relevant employee records maintained securely in accordance with NHSGGC requirements.
Managers should also ensure arrangements are in place to monitor any ongoing employment requirements relevant to the individual or role. These may include:
- time-limited Right to Work
- professional registration
- Disclosure Scotland/PVG requirements
- Occupational Health recommendations
- mandatory training or other role-specific requirements.
Where a requirement is time limited, the manager should ensure appropriate review arrangements are in place and seek advice where necessary.
Recruitment and onboarding support
For advice or support:
- Recruitment and JobTrain: contact the relevant Recruitment mailbox or call 0141 278 2700, option 1
- eESS: use the eESS section of the HR Self Service Portal
- IT: use eHelp
- Learning and Education: use the Learning and Education section of the HR Self Service Portal.
For national recruitment guidance, tools and resources, visit the NHS Scotland Hiring Managers Centre. The centre is designed as a central resource for hiring managers and others involved in NHS Scotland recruitment.