References required for a candidate will differ dependent on their current employer.
There is no required number of references; instead, the required reference period must be covered.
Please be aware there is specific information detailed for Public Health England (PHE) candidates below.
| Candidate type | References required |
|---|---|
| Internal candidates | Employee's moving internally within the NHS Business Services Authority (BSA) require no references. |
| External Candidates (not employed by any NHS organisation) | An external candidate, who is not currently employed by another NHS organisation, is required to provide references that cover the previous three years from when the Offer letter is issued. |
| External candidates (currently employed by another NHS organisation, excluding Public Health England (PHE)) |
An external candidate, who is currently employed by another NHS organisation, is required to provide references that cover the previous six months from when the Offer letter is issued. If the candidate has been in their current NHS employment for less than six months, they are required to provide references to cover the previous three years, even if the candidate was employed by an NHS organisation prior to their current employment. |
| Public Health England (PHE) candidates |
PHE is not classed as an NHS arm's length body and therefore any PHE candidates will be subject to the standard three years of previous employment history. If the candidate is currently seconded into an NHS arm's length body from PHE, six months' worth of references will be required. If the candidate has provided a reference with a '@nhs.net' email address, HRSS will assume the reference is PHE and not NHS unless specifically stated otherwise. |
| GP Practice Candidates |
GP practices don't count as an NHS organisation for the purpose of references. Therefore, if the candidate's current employer is a GP practice, they will be subject to the standard three years of previous employment history. If the Recruiting Manager (RM) wishes to reduce the reference period, HRSS will need to obtain approval from Corporate HR. |
What can be provided if a candidate has a period of unemployment?
Any gaps in employment will need to be covered by a personal statement.
What reference details are required for a candidate who was employed through an agency?
If the candidate is or has been employed by a recruitment agency, HR Shared Services (HRSS) will require the reference to be provided directly from the agency the candidate is / has been employed through.
What information is required if a company cannot provide a reference?
If the candidate advises they are unable to provide a reference, for example due to a previous company no longer existing, approval must be granted from Corporate HR for HRSS to request a character reference to cover the period.
If a referee advises directly they cannot provide a reference because it’s against company policy or the company has ceased trading, Corporate HR approval is not required for HRSS to request a character referee to cover the period. Character referee details should only be provided for a ‘person of some standing in the community’.
What references are required for candidates on secondments?
If the candidate is currently on secondment from their original organisation, HRSS will require the reference to be provided by the substantive employer not where they are currently on secondment.
What if the candidate has more than one employer?
Should a candidate be employed by two organisations at the same time, HRSS should request all references that the candidate has supplied on their application to ensure the full three years of references has been received.
If the references received cover the full three years of employment history, no further references should be requested or chased to allow the candidate to be progressed to the Starting stage in Trac.
Referee requesting further information
If a request for further information is received from a referee to allow them to provide a reference for a candidate, HRSS do not require approval from the candidate to provide such information as the privacy statement in Trac advises that we may share their information with a named referee to obtain a reference.
Character references
Character references are when an employment/academic reference is required but cannot be provided. Approval will be required from Corporate HR unless a referee directly informs HRSS that the company cannot provide a reference.
The ‘Character referee details request' Trac template should be used when asking candidates for character referee details. Character referee details should only be provided from a ‘person of some standing in the community’.
Character references should be provided from a professional email address. If the referee meets the criteria for a ‘person of some standing in the community’ they should have a professional email address unless they are retired. If the candidate cannot provide a professional email address and the referee is not retired, approval will be required from Corporate HR.
Personal statements
Personal statements can only be used to cover a period of unemployment.
Approval is not required from Corporate HR when requesting a personal statement.