Recruitment & Attraction Team

Highpoint Venue
Bursledon Rd
Southampton
Hampshire
SO19 8BR
 
Tel: 03001233916
Web: www.solent.nhs.uk

16 May 2023
Private & Confidential
Mariana Barros
5a Dunbar Place
Southsea (Hampshire)
PO4 8HQ

Conditional Offer of Employment

Dear Mariana,
Congratulations on your new role and welcome to Solent NHS Trust.
We are glad that you chose to apply for a position here at Solent NHS Trust and look forward to
being able to welcome you to the Trust when we are in receipt of satisfactory Pre-Employment
Checks. We will be undertaking these checks on your behalf and aim to ensure you have
everything ready during your pre-employment journey.
Job Reference: 449-Team2-1151
Job Title: Ward Host
Contract Type: Bank
Contractual Hours: 0
Band: Band 2
Hourly Rate: £10.90
Line Manager: Ronnie Parrett-Harris
Place of work: Harry Sotnick House
Proposed Start Date: 3 July 2023

It is important to note that at this stage the Offer of Employment is conditional and contin-
gent upon satisfactory receipt of the following Pre-Employment Checks: If we do not receive
satisfactory clearances, we reserve the right to withdraw this offer; however, no decision will
be taken without a prior discussion with you.
We want to process your clearances as quickly as possible so there is no delay in you being
part of the team at Solent NHS Trust. Included is an appendix which details all the clearances
that we now need to undertake prior to you joining with us. Please take the time to read
the  information detailed in the appendix and complete all the pre-employment checking
documents in your applicant centre.   
We recognise that this can be a confusing process and are here to help. If at any stage of the
process you need guidance or have any queries, please do not hesitate to contact me using
the details
contained within my email to you.
Once all Pre-Employment Checks have been completed to a satisfactory standard, we will
contact you to confirm this and will be in a position to make you an Unconditional Offer of
Employment. We will issue you with a Contract of Employment based on an agreed start date

Your Recruitment Officer is Ann Marie Harding and can be contacted on AnnMarie.Harding@solent.nhs.uk
or .. Ann Marie Harding will be in touch with you to discuss the next steps in your recruitment
process.
We are really looking forward to you joining the Trust and supporting you to get the best out
of your employment with us and to grow your career. 
Kind regards 
Ann Marie Harding
Recruiter Officer 
Email: AnnMarie.Harding@solent.nhs.uk
Telephone:  03001233916
 Pre-Employment Checks - Appendix

NHS Employment Check Standards outline the mandatory checks NHS Employers must carry
out in the appointment, and ongoing employment, of all individuals in the NHS.   
Detailed below are the checks that we will be completing to enable you to join the Trust.
1. Verification of Identity Check and Right to Work in the UK
We are obliged to undertake checks to confirm you are who you say you are.   
All employers in the United Kingdom are required to make basic document checks on every
person they intend to employ.   
For identification purposes it is important that you upload copies of the following original
documents to the application centre.  

• Valid Passport or full Birth Certificate (and evidence of your national insurance number)
• UK Driving Licence or valid photo ID card (EU countries only)
• Two original documents that show your current address i.e.

All documents must be valid, current and original. Photocopies and documents downloaded
from the internet (e.g. bank statements) cannot be accepted. Official copies of original
documentation may be accepted where signed by a solicitor. Where identity documents are
provided in a foreign language, an independently verified translation must be obtained. 
Acceptable photo identification documents:

• UK (Channel Islands, Isle of Man or Irish) passport

• EU passports together with a share code or Biometric Residence Permit
• passports of non-EU nationals, containing UK stamps, a visa or a UK residence permit
showing the immigration status of the holder in the UK
• UK full or provisional photo-card driving licence (or an EU/other nationalities full photo-
card driving licence)
• ID cards carrying the PASS accreditation logo (UK) for example a UK Citizen ID card
• Biometric Residence Permit (formerly known as identity cards for foreign nationals) (UK)

Acceptable proof of address documents (documents must be dated within the last
3 months):

• Utility bill (gas, water, electricity or land-line telephone), or a certificate from a utility
supplier confirming the arrangement to pay for the services on pre-payment terms at a
fixed address.
• Local Authority Tax Bill (i.e. council tax; this can be dated within the last 12 months)
• UK full or provisional photo-card driving licence or a full old-style paper driving licence
(if not already presented as a personal ID document).
• most recent HM Revenue & Customs tax notification (i.e. tax assessment, statement of
account, notice of coding)
• financial statement (for example, bank, building society, credit card or credit union state-
ment) containing current address
• mortgage statement from a recognised lender
• local council rent card or tenancy agreement
• benefit statement, book or card; or original notification letter from Department of Work
and Pensions (DWP) confirming the rights to benefit (for example, child allowance, pen-
sion)
• confirmation from an electoral register search that a person of that name lives at the
claimed address
2. Right to live and work
In order to prevent illegal working and comply with the requirements placed by the Asylum
and Immigration Acts 1996 and 2006, you must be able to provide documentation to show
you have a legal right to live and work in the United Kingdom.  
This can be done via evidence of British Citizenship i.e. a British Passport or a birth certificate;
Confirmation of EU settled or pre-settled status; A Valid Bio Metric visa with Work Permitted
or a document or letter from the Home Office confirming that you have an outstanding appli-
cation.
European Union Citizens
As per gov.uk website information (Apply to the EU Settlement Scheme (settled and
pre-settled status) - GOV.UK (www.gov.uk) (https://www.gov.uk/settled-status-eu-citizens-
families)) if you’re from the EU, Switzerland, Norway, Iceland or Liechtenstein, you and your
family might be able to apply to the EU Settlement Scheme to continue living in the UK. You
might also be able to apply if you’re the family member of an eligible person of Northern
Ireland.
As part of your Right to Work checks you must prove your EU Settlement Scheme status.
Please follow instructions on this website: View and prove your immigration status - GOV.UK
(www.gov.uk) (https://www.gov.uk/view-prove-immigration-status)
Biometric Residence Permit 
To prove your Right to Work to an employer, please follow instructions on this website: Prove
your right to work to an employer - GOV.UK (www.gov.uk) (https://www.gov.uk/prove-right-to-
work)
Unless you are able to fully satisfy the eligibility criteria for a Certificate of Sponsorship the
conditional offer of employment will be withdrawn. 
3. Occupational Health Assessment
The Trust is obliged to undertake checks to ensure that you are physically and mentally fit for
work and to do this the Occupational Health Department will make an assessment.
You will receive a separate email from us with "Subject: Solent NHS Trust - Occupational
Health Service - Online Form Assignment". The email contains a link named "Connect to
Portal" which allows you access to our Occupational Health eOPAS online portal. Simply
complete the form online with the relevant information required.
4. DBS
Due to the nature of the position you have been offered, you may be subject to a criminal
records check at an enhanced/standard level via the Disclosure Barring Service.  If this is
required we will apply for this prior to you starting in post. 
Should the Trust become aware of any information that would preclude you from NHS employ-
ment, or which brings into question your honesty, this offer will be withdrawn.  
Therefore, if you have not already done so, you are advised to bring to our attention any
information which may have an impact on your future employment with the Trust.
If you are part of the DBS Update Service the on-line DBS application is not required to be
completed, however please provide your Recruitment Officer with a copy of your DBS certifi-
cate. The Trust must be in receipt of the certificate to check the DBS Update Services for any
changes.   
This should be emailed to peopleserviceshub@solent.nhs.uk
5. References 
As part of the pre-employment checks we request references covering a 3-year period. If
there have been any gaps in employment or education in the last 3 years, a self-declaration
form will be required to be completed by you.
Subject to the Trust receiving satisfactory results in respect of all other pre-employment
checks, the Trust may, at its discretion, issue you with an unconditional offer of employment
and agree a date for your employment to commence prior to receiving your references.  
In the event that the Trust does not receive satisfactory references, we reserve the right
to terminate your employment with notice, as set out in your offer letter and employment
contract.    
However, no decision will be taken without a prior discussion with you. 
6. Qualifications/Professional Registration
Your appointment and your continued employment is conditional upon you having and retain-
ing all the educational, vocational, professional, and any other appropriate qualification or
experience that you stated you had on taking up your post.   
You must upload copies of original professional and/or academic qualifications and/or regis-
tration documents as specified as a requirement in the person specification to the application
centre.
Need more help?
Please contact your Recruitment Contact by replying to any of the Oleeo emails you receive,
or by calling our Resourcing and Attraction Team via PeopleServicesHub@solent.nhs.uk
Privacy Notice for Employees of Solent NHS Trust
Why and how we collect personal information about you?
The Trust keeps information about current and former employees. This includes all full and
part time staff, workers, contractors, volunteers and governors. The Trust does this to enter
into an employment contract with employees to meet its obligations under their employment
contract.  For example, it needs to process this information to provide employees with an
employment contract, to pay people in accordance with their employment contract and to
administer things like benefits, pensions and insurance entitlements.
In some cases, the Trust needs to process information to ensure that it is complying with its
legal obligations in relation to employees.  For example, it is required to check an employee's
entitlement to work in the UK, to deduct tax, to comply with health and safety laws and to
enable employees to take periods of leave to which they are entitled. For certain positions, it
is necessary for the Trust to carry out criminal records checks to ensure that individuals are
permitted to undertake the role in question.
In other cases, the Trust has a legitimate interest in processing personal data before, during
and after the end of the employment relationship.
The information that the Trust keeps may include:

• name, address and contact details, including work email address, personal email address
and telephone number, date of birth and gender
• the terms and conditions of employment

• start date and if different date if continuous employment

• leaving date and reason for leaving

• location of employment or workplace

• recruitment information (including copies of right to work documentation, references and
other information included in a CV or cover letter or as part of the application process
• employment records (including job titles, work history, working hours, holidays, training
records and professional memberships)
• compensation history

• disciplinary and grievance information

• CCTV footage

• information about use of the Trust’s information and communication systems

• photographs

• results of HMRC employment status check, details of employee’s interest in and connec-
tion with the intermediary through which services are supplied

• details of qualifications, skills, experience and employment history, including start and
end dates, with previous employers and with the organisation
• information about remuneration, including entitlement to benefits such as pensions or
insurance cover
• details of bank account and national insurance number

• payroll records and tax status information

• copy of driving licence

• information about marital status, next of kin, dependants and emergency contacts
• information about nationality and entitlement to work in the UK

• information about any criminal records

• details of work schedule (days of work and working hours) and attendance at work
 • details of any disciplinary or grievance procedures including any warnings issued and
related correspondence
• assessments of performance, including appraisals, performance reviews and ratings,
training participated in, performance improvement plans and related correspondence
• information about medical or health conditions, including whether or not an employee
has a disability for which the Trust needs to make reasonable adjustments

We may also collect, store and use the following “special categories” of more sensitive per-
sonal information:

• information about race or ethnicity, religious beliefs and sexual orientation

• trade union membership

• information about health, including any medical condition, health and sickness records,
including details of periods of leave taken, including holiday, sickness absence, family
leave and sabbaticals, and the reasons for the leave
• where an employee leaves employment and the reason for leaving is related to health,
information about that condition needed for pensions purposes
• biometric data

• information about criminal convictions and offences

We may only use information relating to criminal convictions where the law allows us to do
so. This will usually be where such processing is necessary to carry out our obligations and
provided we do so in line with our data protection policy.
Less commonly, we may use information relating to criminal convictions where it is necessary
in relation to legal claims, where it is necessary to protect staff interests (or someone else’s
interests) and where have already made the information public.
We may also process such information about members or former members in the course of
legitimate business activities with the appropriate safeguards. 
Where appropriate, we will collect information about criminal convictions as part of the re-
cruitment process or we may be notified of such information directly by staff in the course of
working for us.
Where the Trust processes other special categories of personal data, such as information
about ethnic origin, sexual orientation, health or religion or belief, this is done for the purposes
of equal opportunities monitoring. This information is collected with the express consent
of employees, which can be withdrawn at any time. Employees are entirely free to decide
whether or not to provide such data.
The Trust collects information in a variety of ways. For example, information is collected
through application forms, CVs or resumes, obtained from passports or other identity docu-
ments such as driving licences, from forms completed at the start of or during employment
(such as benefit nomination forms), from correspondence or through interviews, meetings or
other assessments.
In some cases, the Trust collects personal data from third parties, such as references supplied
by former employers, information from employment background check providers, information
from credit reference agencies and information from criminal records checks permitted by law.
We have a duty to make sure that information we hold is accurate and current. Employees
may request that any incorrect information held on their records is corrected.
What do we do with your personal information?
Information we hold is used to ensure that the Trust is able to:

• undertake recruitment and promotion processes and make decisions about recruitment
and appointments
• determine the terms on which people work for us

• check that people are legally entitled to work in the UK.

 • administer the contract we have entered into

• undertake business management and planning, including accounting and auditing.

• make decisions about salary reviews and compensation

• assess qualifications for a particular job or task, including decisions about promotions
• gather evidence for possible grievance or disciplinary hearings

• make decisions about continued employment or engagement

• make arrangements for the termination of working relationships

• undertake education, training and development requirements

• ascertain fitness to work

• comply with health and safety obligations

• prevent fraud

• monitor use of our information and communication systems to ensure compliance with
our IT policies

• ensure network and information security, including preventing unauthorised access to

our computer and electronic communications systems and preventing malicious software
distribution
• conduct data analytics studies to review and better understand employee retention and
attrition rates
• maintain accurate and up-to-date employment records and contact details (including
details of who to contact in the event of an emergency), and records of employee con-
tractual and statutory rights
• operate and keep a record of disciplinary and grievance processes, to ensure acceptable
conduct within the workplace
• operate and keep a record of employee performance and related processes, to plan for
career development, and for succession planning and workforce management purposes,
conduct performance reviews, and determine performance requirements

• operate and keep a record of absence and absence management procedures

• deduct tax and National Insurance contributions (NICs)

• obtain occupational health advice, to ensure that it complies with duties in relation to
individuals with disabilities, meet its obligations under health and safety law, and ensure
that employees are receiving the pay or other benefits to which they are entitled
• operate and keep a record of other types of leave (including maternity, paternity, adop-
tion, parental and shared parental leave), to allow effective workforce management, to
ensure that the organisation complies with duties in relation to leave entitlement

• ensure effective general HR and business administration

• provide references on request for current or former employees

• respond to and defend against legal claims including accidents at work

• maintain and promote equality in the workplace

Staff have the right to refuse (or withdraw) consent to information sharing at any time. How-
ever, this may not be possible if the sharing is a mandatory or legal requirement imposed
on the Trust. Any restrictions, and the possible consequences of withholding consent, will be
fully explained as the situation arises.
Everyone working for the Trust has a legal duty to maintain the highest level of confidentiality. 
Staff information will only be seen by those with a valid lawful basis for accessing it.
The Trust may need to share information about employees to appropriate third parties.  We
will only ever use or pass on information about employees with others who have a genuine
need for it and usually only with the employee’s consent.
When we pass on any information we will ensure it is kept confidential and secure.  Some
administrative processes require information that may identify employees, however wherever
possible, processes will use anonymised information.
Who do we share your information with and why?
Employee information will be shared internally, including with members of the HR and the
Recruitment team (including Payroll), the employee’s line manager, managers in the area in
which they work and IT staff if access to the data is necessary for performance of their roles.
The Trust shares employee data with third parties in order to obtain pre-employment
references from other employers, obtain employment background checks from third-party
providers and obtain necessary criminal records checks from the Disclosure and Barring
Service. The organisation may also share employee information with third parties that
process information on its behalf in connection with payroll, the provision of benefits and the
provision of occupational health services.
The sharing of sensitive personal information is strictly controlled by law.  Generally staff
information will only be seen by those who have a lawful basis for doing so.  We will consult
with employees before information is shared to ensure we act with their consent.  If they are
unable to consent for any reason, we will only share information where it is clearly in their
best interests to do so. 
Anyone who receives information from us is also under a legal duty to keep it confidential and
secure.
There are times however when we may be required by law to share staff information without
consent.  These may include:

• where there is a serious risk of harm or abuse to an employee or other people

• where a serious crime, such as assault, is being investigated or where it could be pre-
vented;
• where we encounter infectious diseases that may endanger the safety of others, such
as meningitis or measles (but not HIV/AIDS)
• where a formal court order has been issued

• where there is a legal requirement, for example if an employee has committed a Road
Traffic Offence

The information held in the employment record will only be used for purposes directly con-
nected to someone’s employment.  We will never share this information for marketing or
insurance purposes.
How long do we keep your information?
All records held by the NHS are subject to the Records Management Code of Practice for Health
and Social Care Act 2016 (the Code).  The Code sets out best practice guidance on how long
we should keep employee information before we are able to review and securely dispose of
it.
What is our legal basis for processing personal information about you?
There are several lawful bases upon which the Trust will process personal information that
we keep on our employees.   These will include:

• “processing necessary for the performance of a contract to which the data subject is
party or in order to take steps at the request of the data subject prior to entering into a
contract” – for example, in order to administer a contract we have entered into (Article
6 (1)(b) of the General Data Protection Regulations (GDPR)).

• “processing necessary for compliance with a legal obligation to which the controller is
subject.” – for example, in order to enrol eligible staff into a pension scheme (Article 6
(1)(c) of the GDPR).
 • “processing necessary for the purposes of the legitimate interests pursued by the con-
troller or by a third party except where such interests are overridden by the interests
or fundamental rights and freedoms of the data subject which require protection of per-
sonal data, in particular where the data subject is a child.” – for example, in order to
monitor use of our information and communication systems to ensure compliance with
our IT policies (Article 6 (1)(f) of the GDPR).

We recognise the importance of protecting personal and confidential information in all that we
do, and take care to meet our legal and other duties, including compliance with the following:

• Data Protection Act 2018

• General Data Protection Regulations 2018
• Human Rights Act 1998
• Access to Health Records Act 1990
• Freedom of Information Act 2000
• Health and Social Care Act 2012, 2015
• Public Records Act 1958
• Copyright Design and Patents Act 1988
• Re-Use of Public Sector Information Regs 2004
• Computer Misuse Act 1990
• Common Law Duty of Confidentiality
• NHS Care Records Guarantee for England
• Social Care Records Guarantee for England
• International information Security Standards
• Information Security Code of Practice
• Records Management Code of Practice
• Accessible Information Standards

What are your rights?

Employees are sometimes patients of the Trust and the Trust wants to provide them with the
same reassurance as we do to patients we don’t employ.   More information can be found in
the Patient Privacy Notice here.
Key to this is that Dame Fiona Caldicott is the National Data Guardian.  In July 2017, on behalf
of the Department of Health, she released a document which addresses patient’s rights in
regard to data called ‘Your data; better security, better choice, better care’.  This report
emphasizes patient’s right to effective sharing of data in the interests of obtaining best care.
If we need to use staff personal information for any reasons beyond those stated in the sec-
tions above, we will discuss this with the member or members of staff and ask for their explicit
consent.  The Data Protection Act 2018 and General Data Protection Regulations gives indi-
viduals certain rights, including the right to:

• Request access to the personal data we hold about staff. For details about how to request
this, please see the Records Management Policy on the Intranet.
• Request the correction of inaccurate or incomplete information recorded in our records,
subject to certain safeguards.
• Request personal information to be transferred to other organisations on certain occa-
sions.

Every effort is made to keep staff information confidential and we will only share information
when absolutely necessary.