Listening into Action (LiA) P ass it On Event 3rd July 2013 Recruitment RPIW Team

1. Listening into Action (LiA)Pass it On Event3rd July 2013Recruitment RPIW Team

2. Recruitment RPIWTeam Sponsor Group members Lynn Benstead Becky Thompson Jenny O’Connor Chris Howard Frank Hemer Lindsay Doolan Jill O’Callaghan Anthony Kenna Sarah Birks Sue Hodkinson Linda Cunningham Sue Lyon Karen Kirby Beverley Parker

3. Recruitment RPIW Team • Trust Sponsor Sue Green, Director of HR & Organisational Development • Trust Process Owner James Mawrey , Associate Director of HR & Organisational Development

4. Our Mission and Aims To eliminate any unnecessary delays between a member of staff leaving and their replacement starting Focus was for Nursing and Clinical Support Worker staff

5. Case for Change Delays in the recruitment process Impact on Patient Care Staff satisfaction

6. Links with Trust Values and Goals To be the top NHS Hospital Trust in the North West for patient, customer and staff satisfaction. Patients are at the heart of everything we do

7. Our Approach RPIW – • Tracked approx . current10 different vacancies to test the various stages and time lines for each step • Spoke to key recruiters to understand how they felt about the stages in the recruitment process • Reviewed the key recruiter policy • Reviewed the leaver and recruitment forms ( EC1 & EC3 )

8. Our Approach • We spent one week in a room assessing the information gathered . • Use the expertise and experience of the group to create improvements

9. Our Approach • Forms • Approval Process • Recruitment Documentation • References • DNAs • Roles and Responsibilities • Timeline of the process

10. Quick Wins • Eliminated the number of approval stages (inc revision of step for redeployment in this process) • Amended the recruitment guidelines to reflect new process • Generic job descriptions/adverts/person spec will be used as the norm and will be accessible on a recruitment tab on front page of intranet • ‘Word’ version of reference request form emailed to recruiters to enable electronic requesting of references

11. Quick Wins • Advert to include interview date to assist applicants and recruiting managers in planning for interview – possibly reducing DNAs • Agreement that the Trust will request references before interview in all cases • Email alert to matrons re all adverts within division to co-ordinate interview panels

12. Quick Wins • Introduction of planned corporate recruitment events • Introduced revisions to notice periods. Specifically increasing to 8 weeks for all CSW/Nursing

13. 3 High Impact Actions • Agree and pilot the new process in the Medical Division – from 1 April to 31 July 2013 • Developed a time-lined flow chart for recruiting managers showing what actions are expected, who is responsible for carrying them out and by when • Simplified the Recruitment forms and changed their names plus Establishment Control would complete 80% of the form - Leaver Form (EC1) - Recruitment Form (EC3)

14. Benefits to Patients/Staff/Trust Time lag has reduced from 82 days to 50days ( 32 days ) Further reduction now that 8 weeks notice required would potentially means that there is no gap as long as recruitment process is started at the point of notice given Improved the time of getting Nurses and CSW’s in to post Reduced the difference between establishment and actuals

15. Measures of Success • Monitor all vacancies in the Trust and where they are at in recruitment cycle. RAG rating approach taken for all areas over 8 weeks. • Improvements in staff satisfaction survey • We will have an evaluation of the pilot early Aug 2013

16. Summary and Next Steps Will to validate the pilot in the Medical Division Consider rolling out across the Trust

17. THANK YOU!Any Questions? For further Information on this work please contact Name: James Mawrey , Associate Director of HR Department :HR & Organisational Development Ext 7264 email james.mawrey@nhs.net