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Requesting references

The HR Shared Services (HRSS) Recruitment team will request references once the candidate has been moved into the ‘Offer: Conditional’ stage in Trac and the Offer letter has been sent.

HRSS will use the referee details provided by the candidate in their application form. If any gaps are identified or the details provided are insufficient, HRSS will contact the candidate to request further information.


Reviewing returned references

The Recruiting Manager (RM) is responsible for reviewing and approving all returned references.

When a reference is returned, Trac will send an automated email directly to the RM. A notification will also display when logging into Trac with the option to select ‘View next app with a reply’. Selecting this will take the RM to the application and automatically start working on pre-employment checks.

If the RM does not select the option from the notification, they will need to ensure they select ‘Start working on employment checks’ before any actions can be taken.

Any references with the status of ‘With manager for checking’, requires review by the RM.

Once reviewed, the RM will be required to change the status of the application to one of the following;

Request Clarification
This status will send an automatic email to HRSS who will review and action the email. If required, HRSS administrators will reach out to the referee for further clarification according to the concerns raised by the RM.

The administrator will then forward the referee’s response to the RM to review and the status will be updated to ‘Clarification requested’.
Referee Refused


The reference has not been approved. When selecting, the RM will be required to enter their reasoning within the ‘Worker note’ text box that will appear upon selection.

HRSS will be in contact with the RM following this status to discuss how to proceed.

Please be aware that updating the status of a reference to any of these three options, will mean this reference can no longer be updated.
Referee Unsuitable
Fail - bad reference
Success
The reference has been approved. Once this is selected, the RM will be required to verify the dates.

 

References not approved

Where a reference has not been approved, the RM will need to discuss this with the NHSE HR and OD eam.

If it is determined that the offer should be withdrawn from the candidate, it is the NHSE HR and OD team who will contact the candidate. They will also contact the RM and HRSS to make them aware.

If withdrawal of the offer is not necessary, the HR and OD team will contact the RM and HRSS to state the offer can proceed.


References approved

Once the required amount of references have been received, reviewed and approved, the reference pre-employment check will be complete.

Once all other pre-employment checks are complete, the candidate will be moved from the stage ‘Offer: Conditional’ to ‘Offer: Employment Checks OK’ within Trac.

HRSS will then contact the RM to request confirmation of the start date and first day reporting information.

 

Unable to request a reference 

A candidate may not be able to provide a reference if their previous organisation no longer exists or they cannot provide the contact details for a referee. The reference check will need to be waived or replaced with a personal statement. HRSS will need an approval from an authorised approver to waive the pre-employment check. 

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