Transcript Document

Online Substantive
Process
LINE MANAGERS
Self Teach Tutorial
April 2008
Version 1.0
How to use this Tutorial
RED BOX – Click on the red box to
take you to the next action
HOME – will always take you to the first
slide
BACK – will take you back one slide
FORWARD – will take you forward
one slide
Welcome to the self-teach
tutorial for the Online
Substantive process for
Line Managers.
How to use the buttons
You can navigate your way
through this tutorial using
the Red Box and the
buttons as described.
Aims
The purpose of this self-teach tutorial is to ensure that:
• You understand the online substantive process
• You know how to verify and authorise applications for
the recruitment of your staff to the NHS
Professionals’ bank.
Objectives
By the end of this tutorial you will be able to:
• Explain what the Online Substantive Process is and
the benefits of the system
• Describe the Line Manager and Trust Manager
responsibilities
• Logon to the e-Recruitment Module
• Identify the supporting documents
• Verify and authorise the supporting documents
• Allocate the Clinical Codes
• Know what to do with the supporting documents
once they are authorised
What is the Online Substantive Process?
• NHS Professionals has created a secure web-based
system, which allows nominated individuals within a
Trust to authorise the recruitment of Trust staff to the
NHS Professional’s bank
• You will be able to verify identity, employment status
and information on the application form using the online
system called the “eRecruitment Module”
• The verification is for Trust Staff who wish to work extra
shifts within the Trust
What is the Online Substantive Process?
• As part of the application stage, applicants are required
to select their area of employment and identify you as
their Line Manager
• Your Trust Manager maintains an up-to-date electronic
list of your details, including email address
Benefits of the System
The system has been designed to speed up the application
process for Trust staff, which means that there are more
nursing staff available to work shifts on your ward. The
benefits include:
• Easier and quicker process for line managers and
applicants
• Clearly defined process for all parties
• Gives Trusts the knowledge and control to influence
who is applying and working on their wards
Trust Manager
Your Trust Manager is responsible for:
• Maintaining an up-to-date electronic list (within the
e-recruitment system) of all line managers who have the
authority to verify staff details
• Ensuring that your individual line manager details are
correct
• If line manager details are correct, applicants can then
select the right area and line manager on the system
Line Manager
As a Line Manager your responsibility is to:
• Contact your Trust Manager to ensure:
– your area has been set up on the eRecruitment system
– your line manager details have been added to the
e-recruitment system
• Verify the Trust staff who wish to work extra shifts within
the trust
Online Substantive Process
Applicant
Visit
website
and apply
online
Line
Manager
Contact Trust
Manager to
ensure details
are set-up on
e-recruitment
Trust
Manager
Ensures line
manager
details are
set-up on
e-recruitment
NHSP
Recruitment
Receives
email to
choose area
of work,
which is
selected
online
Completes
all
supporting
documents
Contacts Line
Manager to
arrange
meeting for
verification of
all supporting
documents
Receives
email
advising of
application
Conducts
meeting and
verifies
supporting
documents and
originals
Complete
Line
Manager’s
Authorisation
online
Applicant OR
Line Manager
to post
documents to
NHSP
Recruitment
Receives
email
confirming
applicant is
registered
with NHSP
Applicant OR
Line Manager
to post
documents to
NHSP
Recruitment
Receives
email
confirming
applicant is
registered
with NHSP
Receives
Applicants
supporting
documents
and verifies
Confirmation
email sent to
Applicant and
Line Manager
Reviews,
adds, edits or
deletes details
Application Stage
• All applicants are directed to apply via the NHS
Professionals website
• Following the submission of their application they are
requested to select their area of employment
• The applicant is given a Unique Reference Number
which is used to track and process their application
Application Stage
Once the applicant has
selected their area of
employment an email is
sent to you advising you of
their application.
Registration Meeting
• Checklist (signed)
• Appointment Form (fully completed)
• Flexible Worker Contract of Engagement
(signed)
• 2 colour Passport photographs
• Original and photocopy of recent Trust Payslip
(within last 2 months)
• Original and photocopy of Passport or UK/Irish
Birth Certificate or EU ID card
• Original and photocopy of Visa (if applicable)
• Original and photocopy of Work Permit (if
applicable)
During the application
stage the applicant will
have been requested to
contact you to arrange an
informal meeting.
At the meeting the
applicant will supply you
with their Unique
Reference Number and
show you these supporting
documents.
Note: Please ensure that
the Unique Reference
Number is clearly written
on all supporting
documents and that you
have seen the original
documents.
Authorisation
•During or after the
meeting select the link
within the email for the
Line Managers
Authorisation.
Note: You will need the
Unique Reference
Number from the
applicant.
Authorisation Login
The eRecruitment Module
Login screen is displayed.
NHSP12345
•Enter the Unique
Reference Number given
to you by the applicant.
•Select your Trust from the
drop down box.
•Click Submit.
Note: This link is unique to
the applicant named within
the email. You will be
unable to use this link for
any other applicant.
Line Manager’s Authorisation
The Line Manager
Authorisation screen is
displayed.
•Click Application Form to
review the form.
Application Form
This is an example of an
Application Form.
Verification
Confirm your acceptance
of the authorisation
statements.
•Click Yes.
Note: If you select No to
the question “Is the
applicant competent to
work in all areas
throughout the Trust on the
assignment codes as
stated below” – a pop up
box will appear asking you
to select the areas you
wish to restrict the
applicant to.
Allocation of Clinical Codes
•Select the appropriate
Assignment Type and
Area of Work from the
drop down menus.
A guide to clinical codes is
available.
•Click Clinical Codes
Guide link to view.
•Click Add.
Repeat to add additional
codes (if applicable).
Note: Please ensure that
the applicant has the
appropriate qualifications
and Professional
Registration for the code.
Allocation of Clinical Codes cont
•Click Submit to confirm
your authorisation and
allocation of clinical codes.
Supporting Documents
A Confirmation page is
displayed requesting that
the supporting documents
are sent to NHS
Professional’s
Recruitment Service. The
documents can be sent by
you or the applicant.
Note: There is an option
to Print this page for your
records.
Confirmation
Once the documents have
been received and verified
by the Recruitment
Service, both you and the
applicant will receive an
email confirming that the
applicant is registered with
NHS Professionals.
Note: The application will
be delayed if supporting
documents are not
received. The applicant
will not be able to work until
they are registered and
entered onto the booking
system.
Next Steps
• Look out for an introductory email from
your Trust Manager
• You will receive a Line Managers Guide
from your Trust Manager
• Promote the website to your staff
http://www.nhsprofessionals.nhs.uk/
“Apply to join NHS Professionals”
The End