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Step 1 Identifying and Creating a Vacancy

It is important that we ensure we maximise our opportunity to attract and recruit the very best candidates available in the market place

Your vacancy will be advertised on receipt of the following:

  • Approved NHSGGC Vacancy Request Form
  • Job Description (.DOC or .DOCX format)
  • Person Specification (not required for Medical Posts)
  • Occupational Health Job Analysis Form (JAF) (not required for Medical Posts)
  • The Recruitment Advert (including closing date and any specified instructions e.g. date of interviews )  
  • Any other documents to be included in the Candidate Information Pack 

Submit your documentation to [email protected]

For Medical Posts, documentation should be returned to [email protected]

On receipt of your vacancy request one of our Recruitment Team will contact you to start the process

A fully completed and approved Vacancy Request form

Prior to submitting your Vacancy Request Form to the Recruitment Service, the Hiring Manager must obtain approval to Recruit.  This will normally be agreed via their Line Manager/Head of Service/Director/Chief of Medicine.

Local Vacancy Approval Arrangements

Local Vacancy Approval/Authorisations processes/arrangements may exist in different services e.g. General Manager, Head of Service/Sector/Directorate Directors/Chief Officers/Chiefs of Medicine may wish to approve the post first – find out what is in place for your service/department otherwise this could delay getting the recruitment process started.

An up to date Job Description and Person Specification

The Job Description is important as it describes the objective and purpose of the job in a clear manner but also outlines the key tasks and duties of the post. It provides detail to the job applicant so they know what the job involves and what they would be doing and where the job sits in the organisational structure of the department or service.

The Person Specification (not required for medical posts) details what knowledge and skills, personal qualities and additional requirements that are required to do the job and to what standard. When compiling the job specification the hiring manager should specify which aspects of the criteria are essential or desirable. This will help at the shortlisting and interview stage of the recruitment process as it will be one of the tools that is used to support which candidates are selected.

The Job Description and Person Specification will be used to create the Candidate Information Pack which candidates can download from  either the NHSGGC website or  the  NHS Scotland job portal  and crucially  will be included when we  issue the  Contract of Employment  to the successful candidate. You must ensure  you  accurately reflect the requirements of the vacant post.

Job Descriptions for new posts must be reviewed by a member of our Human Resources Team who will provide advice in regards to determining that the assigned band is appropriate or if submission for a Job Analysis Review is required (not required for medical posts)

The Hiring Manager must ensure that the Job Description is in the correct format, is up to date and reflective of the needs of the service/department, that the criteria for selection are objective, measurable, job related, clearly defined and justifiable . Person Specifications must be drawn up using the template and guidance provided.

A Job Analysis Form for Occupational Health which is complete and accurately reflects the demands of the role.

A Job Analysis Form (JAF) must be submitted for each vacancy and completed by an appropriate individual who understands the  the job  e.g. the Hiring Manager , supervisor/team lead or member of your team (not required for medical posts.)

The JAF is used in conjunction with the Occupational Health Screening form that the candidate completes to allow the Occupational Health Team to  make a determination of the employees fitness for the role, or to identify any reasonable adjustments required to support the employee in the role.

The JAF is also sent to the Preferred Candidate to provide them with a full details of the demands of the role in order that they can make a full and complete Occupational Health Declaration

Submitting your Vacancy Request and supporting documents to the Recruitment Service

Once the Vacancy Request Form has been completed and signed off, the hiring manager should submit by email to

[email protected] or to [email protected] for medical posts.

Click the links below to view and download required documents

Transition Service (formally Redeployment)

The role of the Transition Service is to ensure that any staff who find themselves displaced as a result of organisational change or ill-health are placed into a suitable alternative post in a timely manner.

The Transition Service will screen all vacancies within NHS Greater Glasgow & Clyde on a daily basis ensuring that any suitable posts are held from being advertised. The Transition Advisor will contact the recruiting managers and advise that their post has been identified as a possible match for staff in transition. They will be asked to identify time for informal discussions with the member of staff within one week from date of contact.

It is key that recruiting managers make themselves available for these informal discussions to avoid any unnecessary delays in releasing posts to be advertised or allocating staff appropriate opportunities for transfer.

Managers of staff who are in transition are asked to be as accommodating as possible in releasing staff to attend for meetings with prospective managers at short notice.

The Transition Service will offer a person centred approach to the movement of displaced staff within the organisation and will support both the staff and recruiting managers throughout this process. 

Click the links below for more information on the following