News and Notices

On TRAC with recruitment - an update

As you may already be aware, the new TRAC recruitment system will be introduced at the end of March and will bring with it lots of benefits for the end user (managers of a vacancy).  The system will reduce the amount of form filling that has been required in the past and will allow you to check the status of your vacancy at every stage of the process as well as streamlining the process to help you recruit replacement staff even quicker than before.

For appointing officers - the new TRAC recruitment system will go live from 27 March 2017, from this date, all new vacancies will be managed through TRAC instead of NHS Jobs.  Appointing officers who have vacancies from this date will no longer need to complete a HR06 form and send around to Finance and their Assistant Director (AD) for approval, they will simply complete an online form held in TRAC, insert their advert and Job Description and submit.  The system will then automatically seek Finance, AD and Exec approval, prompting when required.  Once the vacancy is approved it is automatically forwarded to Staffing Solutions will advertise in the usual way using TRAC and via NHS Jobs, website etc.

Another advantage can be found at the shortlisting stage.  Appointing officers will no longer shortlist via NHS Jobs but will be sent a link once the post has closed in TRAC to shortlist.  An online tool will then be used to score individual applications against criteria set by appointing officers based on the person specification. Shortlisting must be completed by at least two individuals to reduce subjectivity at this stage and safeguard the appointing officers’ decisions this can be done separately with separate logins to ensure fairness and consistency. 

Because everything is on line there will no longer be a need to complete any forms at the shortlisting stage. The interview details form (RT03) will disappear as all of the interview information will be sent via TRAC at the shortlisting stage to Staffing Solutions to then arrange interviews, issue regret letters etc.

The appointment form will also no longer be required as appointing officers will confirm in TRAC who they wish to appoint and the details around the offer eg confirmed salary, hours, base etc.  Staffing Solutions will then arrange for the formal offer and pre-employment checks to be completed.  Appointing Officers will be able to see what stage each individual is at and what is still outstanding.  They will also be able to view all correspondence between the applicant, Staffing Solutions and the appointing officer.  This means the appointing officer will be kept up to date at each stage of the recruitment process.

Between 27 March – 21 April 2017 TRAC staff will manage some of the processes on behalf of Staffing Solutions to enable the team to finalise any campaigns that are currently running on the old system and free up time for them to run ‘drop in’ sessions for appointing officers on how to use the system.  There will be a number of ‘drop in’ sessions held at various locations around Derbyshire and further details will be published nearer the time.  There are also a number of short user guides providing step-by-step instruction at each stage.  Recruitment training will also be amended to take into account these changes in process and details of training available post implementation of TRAC will be circulated during April.

Any HR06 forms received from 16 March 2017 will be held back and be processed via TRAC from 27 March 2017 to ensure a smooth transition.

Appointing officers who currently have an account on NHS Jobs will automatically be set up with a TRAC account and will receive an email from TRAC on 27 March 2017 to set up their password/access.  Please look out for this email and action accordingly so that you can access the system when you have vacancies.  Further communications will be sent out at regular intervals regarding these exciting changes.

If you have any queries regarding the implementation of the system please contact Sara Boulton via sara.boulton@nhs.net