Candidates are required to accept all contracts, secondment agreements or addendums issued by HR Shared Services (HRSS).
The steps for sending and chasing the contract/addendum have been outlined below:
Contracts and addendums issued from Trac
HRSS will issue the contract/addendum from Trac requesting the candidate provides acceptance of the terms and conditions electronically by logging into Trac. The electronic acceptance will be visible on their Trac application and include the date and timestamp of their online response.
HRSS will chase the candidate for their online acceptance, copying in the Line Manager (LM) and Recruiting Manager (RM) named in Trac.
If the candidate does not log into Trac and provide acceptance of the contract/addendum within 5 working days, HRSS will send an escalation email to the LM, RM and NHS England’s (NHSE) Recruitment team (HR Recruitment contact).
If acceptance of the contract/addendum has not been provided five working days later, HRSS will move the recruitment on to the next stage with no further action taken regarding the acceptance of the contract/addendum.
NHSE Internal process
If the candidate has not logged into Trac and provided acceptance of the contract/addendum within 5 working days of the document being issued, HRSS will chase the candidate for their online acceptance, copying in the Line Manager (LM) and Recruiting Manager (RM) named in Trac.
This is the only chaser email which will be sent to the candidate. If acceptance of the contract/addendum has not been provided five working days later, HRSS will move the recruitment on to the next stage with no further action taken regarding the acceptance of the contract/addendum.
Contracts and addendums issued outside of Trac
Where a contract/addendum is issued outside of Trac, for example, by the ESR Team, HRSS will request that acceptance is provided by return email. There is no requirement for the contract/addendum to be printed, signed, scanned, and returned.
Secondment Agreements
The online acceptance functionality is not available for secondment agreements; this is due to them requiring a signature from the substantive organisation.
If the candidate has not returned the secondment agreement signed by all parties within 5 working days of the document being issued, HRSS will chase the candidate, copying in the Line Manager (LM) and Recruiting Manager (RM) named in Trac.
HRSS will send an escalation email to the LM, RM and NHSE’s Recruitment team after 5 working days of the chase email if the signed secondment agreement has still not been returned.
If the secondment agreement signed by all parties has not been provided 5 working days after the escalation email is issued, HRSS will email the LM, RM and NHSE’s Recruitment team to advise that they have assumed acceptance and they will move the recruitment on to the next stage with no further action taken regarding the signed secondment agreement.