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GP Recruitment Good Practice Guide

Looking after applicants

How to manage people through your application process

Initial Response
  1. If initial response is to be managed by HR your expectations should have been clarified at the Before Advertising stage.
  2. Record names and basic information about everyone who shows interest. Their contact details are essential. Gather the information together into one list.
  3. When someone requests an application pack make the most of the opportunity to get and give information. Don't agree to send out the application pack until you've asked a few questions e.g. "tell me briefly why you're thinking of applying". The aim is to screen out as early as possible unsuitable candidates and develop rapport with potentially suitable candidates.
  4. The value of a good first contact can't be underestimated - and conversely a bad first contact is usually nearly impossible to recover from. 
  5. Early contact with a fully informed and empowered clinician or manager is essential. It needs to be someone with good communication and interpersonal skills - someone who can sell the job. To applicants this person is the Practice/Health Board so needs to be able to quickly establish a healthy rapport and be willing provide continuity of support throughout the recruitment process.
  6. It is likely that applicants will be attracted to certain aspects of the job but will have a number of reservations about perceived and real drawbacks. Identify and understand what these concerns are and talk them through in an open and honest manner.
  7. Initial telephone contact is important to clearly understand what the candidate is looking for – areas of professional interest and expertise, where their anxieties lie and what their personal circumstances are.
  8. They will need explanation about the job. This is probably best given as a brief overall initial description but important details are best delivered in the context of their situation, interests and concerns.
  9. Practical arrangements around family, living in the community, travel to and from extended family, etc are likely to be important issues. Remember you not only need to persuade the applicant but also their partner. Consider whether you or a more appropriate individual could provide information to the partner.
  10. Experience shows that this initial conversation when done well may last more than an hour. This contact is critical in developing initial interest and confidence in making an application. It is time well spent as it demonstrates your commitment to the job and your personal interest in them as an individual.
  11. It is highly recommended that you offer to pay for the applicant and family to visit. It might be possible to fund this from relocation expenses.
  12. This is a critical role (see Before Advertising) because it's the first opportunity the candidate will have to assess you and your Practice and for you to assess them. This a precious opportunity to sell your vacancy. This person needs to be prepared to invest significant time discussing the vacancy with each potential candidate - it could be an hour.
Ongoing Management
  1. Consider calling back a few days before closing date to check where the applicant is in their thought process and whether they are going to put in an application. This second point of contact is often critical in converting interest into an application. Again, it demonstrates your interest in them as an individual and starts to develop a sense of connection.
  2. Remind them that by applying that this does not commit them to accepting a job offer. If you put a lot of effort into an applicant it helps build commitment and confidence in you and the practice, however you do not want applicants to feel obliged to accept a job offer.  For things to be lasting it needs to be an open, honest decision made by both sides.
  3. Contacting them to find out how things are going with important tasks such as getting on the Performers list or a BASICS course, sitting an English language proficiency test (IELTS) or GMC application. This attention to detail and personal support and interest will go a long way towards establishing and maintaining strong working relationships and ensuring the applicant actually takes up the post.