Candidate and panel management – Best Practice Resource/Practical Toolkit – for the appointment of lay members to Clinical Commissioning Groups

Identifying a person responsible for co-ordinating the process

It is a good idea to identify a person responsible for co-ordinating the process.  Someone who is able to devote the time to make arrangements for the panel and candidates, and answer queries from potential applicants.

Suggested duties could include:

  1. Once agreed,  booking any advertisements with local or national press, placing advertisement on websites, ensuring the message reaches specific organisations and groups
  2. prepare information packs and application forms for candidates;
  3. set up and support a Selection Panel in accordance with the CCG’s constitution
  4. respond to enquiries by telephone and/or e-mail
  5. record personal and monitoring information from returned applications including collecting diversity information and source of applications;
  6. acknowledge receipt of application forms;
  7. prepare paperwork and make arrangements for individual shortlisting by panel members
  8. arrange a teleconference or meeting of panel members to agree final shortlist;
  9. notify all candidates of the outcome of the shortlisting process (both successful and unsuccessful) and arrange interviews for candidates through to the next stage;
  10. prepare paperwork and appropriate assessment procedures including preparation of suggested interview questions;
  11. arrange interview facilities if required and communicate any adjustments requested by candidates where appropriate;
  12. request references for those to be interviewed;
  13. notify unsuccessful candidates who were interviewed;
  14. prepare a draft recommendation paper for appointment to the Governing Body which outlines the process taken, diversity and monitoring statistics, a brief biography of the recommended candidate/s and a comparative evaluation against other appointable candidates.

How to handle applications

Application forms contain sensitive and personal details. Ensure any submitted applications are kept in a safe and secure place.  Decide how you are going to handle any data collected from the application forms (refer to the Data Protection Act).  Best practice suggests that all Monitoring Information forms submitted are removed from the application forms, and not sent on to the Selection Panel. Decide how you will store the information gathered from the Monitoring Information

Candidate management

As a minimum, you may wish to:

  • Acknowledge receipt of application forms
  • Inform them of the shortlisting decision within 48 hours (both successful and unsuccessful)
  • Inform interviewees of the outcome of their interview within 48 hours of the decision being made (both successful and unsuccessful)

For those invited to interview, make the experience as stress free as possible:

  • Provide a map and directions to the interview venue
  • Ask if there are any accessibility requirements or adjustments that need to made for the interview
  • The day before the interview, make a courtesy call – have they got all the information they need?

Panel Management

Co-ordinate the Panel diaries, in setting up the shortlisting meeting (or teleconference) and interview dates.

Send the application forms and CVs to the panel in their preferred format, hard copy or electronically, along with the appropriate shortlisting paperwork.

Provide the panel with all interview paperwork, with maps and directions for any visiting panel members.

Ask if there are any accessibility requirements or adjustments that need to be made.

A template process assurance checklist is available.

This is part of a supportive suite of resources for Clinical Commissioning Groups to use should they wish to.