References required for a candidate will differ depending on their current employer.
There is no set number of references required; instead, the relevant reference period must be covered.
Please note that specific guidance is provided below for Public Health England (PHE) candidates.
| Candidate type | References required |
|---|---|
| Internal candidates | Employees moving internally within NHS England (NHSE) require no references. Baseline Personnel Security Standards (BPSS) NHSE Internal candidates do not require reference unless they are required to complete a BPSS check. References must cover the last 3 years. |
| External Candidates (not employed by any NHS organisation) | Candidates not currently employed by another NHS organisation, are 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) |
Candidates currently employed by another NHS organisation are 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. |
| 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 the NHSE People and Organisation Development (People and OD) team. |
What can be provided if a candidate has a period of unemployment?
Any gaps in employment must be covered by a personal statement.
What reference details are required for a candidate who was employed through an agency?
If a candidate is or has been employed via a recruitment agency, HR Shared Services (HRSS) will require the reference to be provided directly from the agency the candidate is or has been employed by.
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 or a university being unable to provide a reference, approval must be sought from the NHSE Recruitment team before HRSS can request a character reference.
If a referee advises directly they cannot provide a reference, for example due to company policy or a university being unable to provide a reference, NHSE Recruitment team approval is not required for HRSS to request a character reference 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 may be used where an employment or academic reference cannot be obtained.
Approval from the NHSE Recruitment team is only required where this has not been confirmed directly to HRSS by the referee.
Where a referee confirms to HRSS that they are unable to provide a reference (for example, due to company policy or the organisation no longer trading), approval is not required.
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 the NHSE Recruitment team.
Personal statements
Personal statements can only be used to cover a period of unemployment.
Approval is not required when requesting a personal statement.
Volunteering
Volunteering checks should establish whether the role was paid or unpaid and whether the individual was working, studying, or involved in any other activity during the same period. If the volunteering was unpaid and the individual had no other employment or education at that time, a personal statement is required. Paid volunteering must be treated as employment and requires an employment reference.