Internal NHS England (NHSE) vacancies are managed by the NHSE Recruitment team however the responsibility for completing and required Digital Pre-employment checks sit with NHSBSA HR Shared Services (HRSS).
How do NHS England notify HRSS of an internal vacancy that requires a DPEC check?
When processing a candidate’s conditional offer the NHSE recruitment team will identify if they require any DPEC checks (ID, RTW, qualifications, professional registration). If a DPEC check(s) are required the recruitment team will complete the following actions to transfer the vacancy to the NHSBSA HRSS:
Issue the offer letter
- Set up the required pre-employment checks in Trac
- Amend the team on the vacancy to NHS England NHSE – External Recruitment
- Send the Vacancy Transfer - DPEC Pre-employment Checks for Internal candidate complete Trac template
What actions will NHSBSA HRSS take once the vacancy has been transferred?
Once the vacancy has been transferred to the NHSBSA team will be responsible for completing the following actions:
- Setting up the DPEC request and issuing it to the candidate
- Liaising with the candidate during the request process
- Ensuring that the candidate has completed the DPEC check(s) to the required standard
- Updating the relevant pre-employment checks once the check(s) are complete
- Uploading the Amiqus evidence to the Trac application
How is the vacancy transferred back to NHSE to complete the onboarding process?
Once the DPEC check(s) are completed for the candidate(s) the vacancy will need to be transferred back to NHSE to request the FDR information, issue the contract and complete onboarding. The NHSBSA team will transfer the vacancy back to NHSE by completing the following actions:
- Amend the team on the vacancy to NHS England NHSE – Internal Recruitment
- Send the Vacancy Transfer - DPEC Pre-employment Checks for Internal candidate complete Trac template to the relevant NHSE Recruitment Team Leaders.
If an internal candidate requires a DBS check how is the level reviewed and counter signed?
All DBS checks completed by the NHSBSA Team need to be reviewed and countersigned by the organisations DPEC provider before a request can be issued. To prevent any delay in request a DBS for a candidate the NHSE QA team should notify NHSBSA when the vacancy is being authorised that this check will need to be completed.
If an internal vacancy requires a DBS check the following process should be followed:
- The NHSE QA team email the NHSBSA team using the Internal Vacancy DBS Counter Signatory Check Required Trac template. This email will need to contain the level required for the check and any supplementary information to support the request.
- The NHSBSA Team will email the DPEC provider confirming the level and providing the Job Description (JD) and any supplementary information.
- The DPEC provider will review the request
- Provided the level matches the will counter sign the request. The NHSBSA Team will then confirm this success to the QA Team.
If the request is a mismatch, the NHSBSA will request that the relevant Recruitment Specialist liaise with the Recruiting Manager to provide additional evidence to support the request.
As a vacancy level needs to be reviewed and counter signed before a DBS request can be issued it is important that the above process is completed at authorisation to avoid any delays pre-employment.