Offer and Employment Checks

Congratulations on passing the interview stage!

You will receive your offer letter shortly after your interview has taken place, however sometimes we might not be able to get this out to you quickly. Your offer letter will detail the pre-employment checks required for the post and your job offer – such as salary information, your annual leave entitlement, and your work location. It is important you read through this letter because it will describe the next steps you will need to take before you can start your new role.

Once you have read through your offer letter, please accept your offer letter on your Trac account.

If you need to ask any questions before accepting your offer, please speak to a member of the Recruitment team.

All new starters within the NHS require an Identification Verification and Right to Work check in line with the NHS Employers Pre-Employment Check Standards. You can view more information about the standards here.

You will be required to book your identification verification check on the Trac system, and it will give you the option of either selecting a Microsoft Teams identification verification check or a face-to-face check.

If you have selected a Microsoft Teams identification verification check, you must send over the documents you will present us prior to the check taking place. We will send you the Microsoft Teams link to join the meeting the morning of your ID check.

If you have a face-to-face appointment, then you just need to bring along the documents you will need to present.

In general, you will be required to present us with either two forms of photographic documents and one proof of address, or alternatively one form of photographic documents with two proof of address documents. Please visit the interactive list here to find out what we can and cannot accept.

The only time you are exempt for an identification verification check is if you are already working for Nottinghamshire Healthcare NHS Foundation Trust and the DBS, we have on file for you is satisfactory for the new post you will be undertaking.

Your post may require a DBS certificate. If your post does, you will need to click on the link on your offer letter to complete your DBS application form. You may also complete your DBS application form by logging onto your Trac account and completing it that way.

Once we have received a satisfactory identification verification and Right to Work check, your DBS form will then be automatically processed and sent to the DBS.

The Trac system enables us to keep updated with the stages of the DBS, and once it is back this will be confirmed on your electronic file. If the DBS is clear, you do not need to provide us with a copy of your DBS certificate. However, if your DBS contains information, you will need to show the certificate to a member of the Recruitment team so that it can be cleared with Human Resources and the hiring manager. 

As an NHS employer, we are required to obtain relevant references from various sources. The full guide can be found here, however a quick overview:

If you are new to the NHS, we will require references covering three years prior to your offer being made. This could either be from employment, volunteering roles, or even academic studies. Please ensure that when you complete your application form, you put in the details of all the people that can provide us with references to cover your three years.

If you are joining the Trust from another NHS Trust, then we will just request a reference from your most recent NHS employer.

For candidates already working for Nottinghamshire Healthcare NHS Foundation Trust, we will be requesting an internal reference from the HR Department.

You may be required to complete an Occupational Health questionnaire.

This is usually sent in a separate email to complete a form online. This email will contain a link with a PIN to log onto the Occupational Health portal. Please note that the system uses the name from your application form. If this is not your official name, please contact the Recruitment team as this will need to be updated prior to this check being completed.

Ensure that you fully complete all questions as the system will reject any missing information and you will then need to be sent a new PIN and username to restart the process.

You will be sent a Model Declaration Form on your offer email. Please ensure that you complete this, and return it by responding to the email address that your offer letter came from – this means it will automatically upload to your HR file.

If you are unable to electronically sign it, just print your name, and we will use your email response as your signature.

Depending on the post you have been offered, there might be other pre-employment checks to undertake, and these will be detailed in your offer letter. For example, if you are applying for one of our positions in a prison, you will be required to undertake a prison vetting in addition to our employment checks.

If you are unsure on any of the checks, then please do let the Recruitment team know so we can support you.

Once all the above pre-employment checks have been received and are satisfactory, you will be sent your unconditional offer of employment. This will be sent to you via email, and it will confirm that your checks are completed and are satisfactory, and will inform you to contact the hiring manager to agree a start date.

You will need to have a conversation with the line manager once you have received your unconditional offer of employment to book a start date. The hiring manager is then required to inform recruitment of your start date. It is important that you do not commence employment until you have received confirmation from the recruitment team that your paperwork has been processed.

Please return all your payroll documents prior to you starting. You will have received these with your unconditional offer of employment. Without these documents, we will be unable to input you on our payroll system, which might delay things such as your IT access on your first day, and in some circumstances not being paid on time.