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How can I find out if qualifications are required for a role?

Check the ‘Qualifications’ section of the Person Specification (PS).

The PS is located in the ‘Documents’ section of the Trac vacancy.

Note: Sometimes the PS is included within the Job Description (JD) document.

What happens if qualifications are listed as essential criteria?

 If qualifications are marked as essential, HR Shared Services (HRSS) will request copies during the pre-employment checks via the Digital Pre-Employment Checking (DPEC) system.


What if qualifications are listed as desirable criteria?

 Qualifications listed as desirable will not be requested during the pre-employment checking process.

How do candidates submit their qualifications?

  • After the offer letter is issued, HRSS reviews the vacancy to confirm if qualifications are essential.

  • If required, HRSS includes the request in the candidate’s DPEC checklist.

  • Candidates upload copies of their qualifications via the secure system.

Can equivalent experience be accepted instead of qualifications?

Yes, but only if:

  • The JD/PS states “qualification or equivalent experience” as an essential criterion.

  • The Recruiting Manager (RM) or delegate authorises acceptance of equivalent experience.

Process details:

  • For vacancies before 19 November 2025, HRSS asks the RM whether qualifications are required or if equivalent experience is acceptable.

  • For vacancies on or after 19 November 2025, an authorisation question is included when creating the vacancy:

“If the JD includes ‘a qualification or equivalent experience,’ are you willing to accept equivalent experience and confirm this will be assessed during application and interview?”

  • HRSS checks this response when setting up pre-employment checks. If ‘Yes’ is selected, the qualification check is marked as ‘not required’ in Trac.

Can qualifications be waived?

Yes. The RM or delegate can request to waive qualifications even if listed as essential, but this requires Corporate HR approval.

What if a candidate cannot provide original certificates?

Candidates can provide a letter from their learning institution confirming:

  • Course title
  • Dates attended

Requirements:

  • The letter must be on official letterhead.
  • If not on official letterhead, HRSS will seek approval from the NHS BSA Corporate HR team.
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