Job ref: 040-HS015-0521 Job title: Trainee Clinical Photographer

Application for employment

Application for: Trainee Clinical Photographer Job ref: 040-HS015-0521

Closing date: 25-May-2021 Application submitted: Application ID:
70221481 Applicant: Natalia Smith

Personal details
Answers given in this part of the form are to help the Recruitment Centre to manage your application.
If you have any difficulty completing this form please ask someone to help you.
We would like to take this opportunity to thank you for applying.
Personal details

Title Miss
Forename Natalia
Middle name(s)
Surname Smith
Address 8 Dell View

City / town Chepstow

County
Country United Kingdom
Postcode NP16 5JA
Email [email protected]
Work telephone
Mobile telephone 07547316028
Home telephone
UK National
Insurance number
Preferred Full time
employment type Part-time

Relationships

If you are related to a director, or have a relationship with a director or employee of an appointing organisation, please state the relationship:
N/A

Rehabilitation of Offenders Act 1974 (as amended)

The Rehabilitation of Offenders Act 1974 helps rehabilitated ex-offenders back into work by allowing them not to declare criminal convictions after the rehabilitation period has elapsed
and the convictions become 'spent'. During the rehabilitation period, convictions are referred to as 'unspent' convictions and must be declared to employers.

The organisation aims to promote equality of opportunity and is committed to treating all applicants equally and fairly based on their skills, experience and ability to fulfil the duties of
the role being applied for.

Suitable applicants will not be refused positions because of criminal record information of other information declared, where it has no bearing on the role (for which you are applying)
and no risks have been identified against the duties you would be expected to perform as part of that role.

During the rehabilitation period you are required to declare current 'unspent' criminal convictions or cautions (including reprimands and final warnings).

You are not legally required to provide any information about criminal offences that have become spent. Certain criminal offences can be regarded as spent after a specified
rehabilitation period as outlined by the Rehabilitation of Offenders Act 1974.

Answering 'yes' to the question below will not necessarily bar you from appointment. This will depend on the information you provide and the position you are applying for.

Do you have any UNSPENT convictions as outlined in the Rehabilitation of Offenders Act 1974?

This includes any unspent convictions that may have been issued in any other country, where it would be an equivalent offence in England and Wales.

It also includes all unspent convictions or Summary Hearings that have been issued under military law while serving in the Armed Forces in the UK or any other
country, where it would be an equivalent offence in England and Wales.

You are not required to disclose any information in relation to convictions that have become SPENT. In these circumstances you should select NO to this question.

No

Application: 70221481 [Vacancy: 3096652] Page 1 of 18

 Job ref: 040-HS015-0521 Job title: Trainee Clinical Photographer

You have two

options on how to
disclose this
information.
You can disclose your record separately together with any statement detailing your unspent conviction or Summary
Hearing.

A member of the recruitment team will contact you and advise what steps you need to take to submit your details
separately.

Please provide details of the conviction or Summary Hearing including the date and sentence administered in the space below
Do you have any UNSPENT cautions, reprimands or final warnings as outlined in the Rehabilitation of Offenders Act 1974?

This includes any unspent cautions, reprimands or final warnings that may have been issued in any other country, where it would be an equivalent offence in England
and Wales.

It also includes all unspent cautions that have been issued under military law while serving in the Armed Forces in the UK or any other country, where it would be an
equivalent offence in England and Wales.

You are not required to disclose any information in relation to cautions, reprimands or final warnings that have become SPENT. In these circumstances you should
select NO to this question.

No
You have two
options on how to
disclose this
information.
You can disclose your record separately together with any statement detailing your caution, reprimand or final
warning.

A member of the recruitment team will contact you and advise what steps you need to take to submit your details
separately.

Please provide details of the cautions, reprimands or final warnings including the date and sentence administered in the space below

Rehabilitation of Offenders Act 1974 (Exceptions) Order 1975 (as amended)

The role you have applied for is exempt from the provisions normally afforded to individuals under the Rehabilitation of Offenders Act 1974. This means that the employer can
obtain a standard or enhanced disclosure through the Disclosure and Barring Service (DBS) under the Rehabilitation of Offenders Act 1974 (Exceptions) Order 1975 (as
amended) and, in certain circumstances, the Police Act 1997.

Enhanced disclosures may include other relevant non-conviction information held on police databases, at the discretion of the police or Chief Constable of the relevant police
force.

Before you complete this form, it is important for you to read the highlighted note in the section below.

If you have a criminal record and are unsure about what might be revealed about you as part of a DBS check, or the type of information you should consider declaring when
completing this form, the following links to guidance will help provide more clarity:

The simple guide to filtering (Unlock) at: http://hub.unlock.org.uk/knowledgebase/filtering-simple-guide/

Practical guidance on the DBS filtering rules (NACRO) at: http://www.nacro.org.uk/resettlement-advice-service/support-for-individuals/

Do you have any convictions that are not protected (i.e. eligible for filtering) as outlined in the Rehabilitation of Offenders Act 1974 (Exceptions) Order 1975 (as
amended) (the Exceptions Order)?

It also includes all convictions or Summary Hearings that have been issued under military law while serving in the Armed Forces, either in the UK or any other country,
where the equivalent offence in England and Wales is not protected.

You are not required to disclose any information in relation to the above if ALL convictions are protected (i.e. eligible for filtering) as outlined in the Exceptions Order. In
these circumstances you should select NO to this question.

This requirement is regardless as to whether any conviction is spent or remains unspent.

No
You have two
options on how to
disclose this
information.
Please provide details of the conviction or Summary Hearing including the date and sentence administered in the space below.
You can disclose your record separately together with any statement detailing your unspent
conviction or Summary Hearing. A member of the recruitment team will contact you and advise
what steps you need to take to submit your details separately.
Do you have any cautions, reprimands or final warnings that are not protected (i.e. eligible for filtering) as outlined in the Rehabilitation of Offenders Act 1974
(Exceptions) Order 1975 (as amended) (the Exceptions Order)?

It also includes all cautions, reprimands or final warnings that have been issued under military law while serving in the Armed Forces, either in the UK or any other
country, where the equivalent offence in England and Wales is not protected.

You are not required to disclose any information in relation to the above if ALL convictions are protected (i.e. eligible for filtering) as outlined in the Exceptions Order. In
these circumstances you should select NO to this question.

This requirement is regardless as to whether any caution, reprimand or final warning is spent or remains unspent.

No

Page 2 of 18 Application: 70221481 [Vacancy: 3096652]

Job ref: 040-HS015-0521 Job title: Trainee Clinical Photographer

You have two

options on how to
disclose this
information.
Please provide details of the caution, reprimand or final warning, including the date and reason administered in the space below
You can disclose your record separately together with any statement detailing your unspent
conviction or Summary Hearing. A member of the recruitment team will contact you and advise
what steps you need to take to submit your details separately

Internal/external and immigration

Before being given access to the online application form, the applicant was asked the following.

Are you currently an employee of Aneurin Bevan University Health Board ?

No
Choose your immigration status
UK/EC/EEA Citizen with Right to work in the UK
Please supply details of any permit currently held including number, validity and expiry date

Application: 70221481 [Vacancy: 3096652] Page 3 of 18

 Job ref: 040-HS015-0521 Job title: Trainee Clinical Photographer

Application for: Trainee Clinical Photographer Job ref: 040-HS015-0521

Closing date: 25-May-2021 Application submitted: Application ID:
70221481 Applicant: Natalia Smith

Application questions
Details entered in this part of the form will be made available to the shortlisting panel. Please make sure that you have read the job description and person specification before
completing the application form, and ensure that your answers clearly and honestly demonstrate how your skills and experience are relevant to the post for which you are applying.
Education & professional qualifications

All the relevant qualifications. Please also indicate subjects currently being studied. All qualifications disclosed will be subject to a satisfactory check. Up
to 11 qualifications can be entered here.

Subject/Qualification Place of study Grade/Result Year obtained

BA (Hons) Photography Bath Spa University Final 3rd Year, expected PASS 2021

MA in Teaching English to Speakers of Other Languages University of South Wales PASS 2014

Relevant Training Courses Attended

Please provide details regarding training courses that you have attended or currently undertaking together with the date completed or to be completed by.
Up to 7 training course can be entered here.

Course title Training provider Duration Year completed

Membership of Professional Bodies

Please provide details regarding any relevant professional registrations or memberships. This information will be subject to a satisfactory check.

Please indicate your professional registration status

I am a student
Professional body
If other please provide details below
Membership / Registration number
Expiry / renewal date

NHS Service

Start date of
continuous NHS
service (if applicable)
Months since most
recent employment
ended (if applicable)

Employer/activity history

Please record below the details of your full employment history beginning with your current or most recent first. Up to 10 previous employments can be
entered here. If required, please provide additional information regarding your employment history within the 'Supporting Information' section.

Page 4 of 18 Application: 70221481 [Vacancy: 3096652]

Job ref: 040-HS015-0521 Job title: Trainee Clinical Photographer

Employer name Monmouthshire County Council

Employer address Innovation House
PO BOX 106
Caldicot
NP26 9AN

Working at
Chepstow Community Hub
9 Bank St
Chepstow
NP16 5EN
Type of business Community Learning
Reporting to (job Community Learning Lead
title)
Telephone 01291 426880
Your job title Esol Lecturer
Start date November 2014
End date July 2021
Grade
Salary
Period of notice
Reason for leaving (if applicable)
Brief description of your duties & responsibilities
Design, evaluate and deliver a range of teaching and learning materials, differentiated for mixed-level learners.

Application of graphic design skills and video editing software knowledge to produce audio-visual teaching and educational material.

Develop and implement online learning solutions in response to blended learning requirements.

Support learners in creating a portfolio that provides evidence of outcomes achieved.

Develop individual learning plans with SMART targets based on the learners’ needs analysis.

Carry out daily administrative activities with record-keeping tasks associated with teaching and assessment such as accurate
attendance records, student progress reports, schemes of work, portfolio assessment, and self-assessment.

Contribute to the development of schemes of work, assessment materials, and soft skills training.

Employer name Self-employed

Employer address 8 Dell View
Chepstow
NP16 5JA
Type of business Freelance Photography and Videography
Reporting to (job Freelance photographer and videographer
title)
Telephone 07547316028
Your job title Freelance Documentary and Commercial Image Maker
Start date August 2013
End date
Grade
Salary
Period of notice
Reason for leaving (if applicable)
Brief description of your duties & responsibilities
Provide a wide range of photographic, video, and graphic design services to customers and businesses in the documentary, portraiture,
still-life, and commercial fields.

Communicate and provide creative direction to teams, and build professional relationships with customers. Guide through project
management, budgeting, allocating recourses, delivery of successful end projects.

Apply analytical, theoretical, and technical skills to create engaging visual content in a range of environments including studio and on
location.

Create visual photographic materials and moving image with the use of post-production graphic design skills and IT software
knowledge, including Adobe Photoshop, Adobe Lightroom, Adobe Premiere Pro, Adobe Indesign, Adobe After Effects.

Employer name Coleg Gwent

Application: 70221481 [Vacancy: 3096652] Page 5 of 18

 Job ref: 040-HS015-0521 Job title: Trainee Clinical Photographer

Employer address Coleg Gwent

Pontypool Campus
Blaendare Road
Pontypool
Gwent
NP4 5YE
Type of business Education
Reporting to (job ESOL lecturer
title)
Telephone
Your job title
Start date January 2015
End date October 2016
Grade
Salary
Period of notice
Reason for leaving (if applicable)
Brief description of your duties & responsibilities
Plan, deliver, assess, and review classes for adult ESOL learners and prepare them for Skills for Life Qualification.

To provide both general and specific support as indicated by the learners’ profile and course requirements.

To develop and implement training to enable continuous professional development including innovative learning and development
solutions.

Ensure that full and accurate records are maintained in accordance with criteria set by Coleg Gwent, awarding bodies, inspectors, and
auditors.

Gaps in employment

If you have any gaps within your employment history, please state the reasons for the gaps below.
N/A

Supporting information

Supporting Information Fields marked with an asterisk are mandatory

In this section you need to demonstrate that you have read the published person specification and how you meet the essential and (where relevant) desirable criteria for this particular
post, if this has not been fully covered in the previous sections.

Please include your reasons for applying and take the opportunity to highlight your particular talents and strengths, (what you feel you can personally offer - what is unique to you -
what sets you apart from your peers).

Please DO NOT include personal details or duplicate information already provided elsewhere in your application.

Supporting information
I would like to express my sincere interest in the trainee clinical photographer position. As an accomplished graduate photographer with extensive
experience in further education public environment, I am looking for an opportunity to contribute to public service by providing wide-ranging
photographic support to the staff of Aneurin Bevan University Health Board. With extensive experience and technical skills in digital photography, I
possess a breadth of technical skills and talents that will allow me to contribute to the success of your organization.

Throughout my career, I have demonstrated a keen ability to apply skills in composition and visual perception to create engaging learning programs
and photographic materials. Recognized as a strong team player who appreciates working with individuals from a diverse range of backgrounds while
maintaining good communication skills in a variety of settings.

An experienced and enthusiastic individual who excels in photo and video content creation, as well as the experience in post-production workflow,
position me to make a significant contribution to your health board. As well as having a keen eye, acute awareness, and strong focus on continuous
learning and professional development, I am confident in digital technology and effective at multi-tasking, resolving conflicts, organization, and
coordination.

Welsh language

Can you speak and No

understand spoken
Welsh?
Please select the
level that best fits
your ability to speak
and understand
spoken Welsh:
Can you read Welsh? No
Please select the
level that best fits
your ability to read
Welsh:

Page 6 of 18 Application: 70221481 [Vacancy: 3096652]

Job ref: 040-HS015-0521 Job title: Trainee Clinical Photographer

Can you write in No

Welsh?
Please select the
level that best fits
your ability to write
in Welsh:

Further questions

The questions in this section are customised to the post for which you are applying.

What attracted you apply for a job with ABUHB?

More fulfilling job

Are you a member of the Armed Forces community?

No
If you are currently studying, please provide your expected Qualification date?

June 2021
Are you currently working for this organisation on a Bank only basis (ie you don’t work for this organisation in any other capacity)?

No
Would you like your interview and /or assessment to be held in Welsh?

No

Armed forces

Are you a member of the Armed Forces community?

No

Application: 70221481 [Vacancy: 3096652] Page 7 of 18

 Job ref: 040-HS015-0521 Job title: Trainee Clinical Photographer

Application for: Trainee Clinical Photographer Job ref: 040-HS015-0521

Closing date: 25-May-2021 Application submitted: Application ID:
70221481 Applicant: Natalia Smith

References
References

If you are successful, prior to appointment, we will take up as many references as needed to cover all activities, including periods of employment and full time education,
that you have undertaken over the past three years. Any offer will be subject to these being satisfactory. Please ensure that you provide full contact details for your Employer/Line
Managers or Course Tutors for each activity. Please include their work email address where possible to avoid any unnecessary delays.

If during the last three years you have any periods in which you have not been in either employment or full-time education please provide details of someone who can provide a
character reference for you to cover this period. Character references should be provided by a person of standing in the community such as a Teacher, Health Care Professional (i.e.
Doctor, Physiotherapist, Registered Nurse), Minister of Religion, Police Officer or Solicitor. Character references should only be used in EXCEPTIONAL circumstances to cover
periods of time when you have not been in either employment or education.

Please use the "Add another" button below to add as many referees as required to meet the above requirements. Periods that referees cover may overlap but there should
not be any gaps over the past three years.

Referee's title Ms
Referee's first Nikki
name(s)
Referee's surname Jones
Referee's Monmouthshire County Council
organisation name
Job title Community Learning Lead
How do they know Employer / Line Manager
you?
Address 1 Chepstow Library
Address 2 9 Bank Street
Address 3
City / Town Chepstow
County / State
Postcode NP16 5EN
Country United Kingdom
Telephone no.
Mobile no. 07712750900
Email address [email protected]
Can the referee be Yes
approached prior
to the interview?
Period this November 2014
reference covers
from:
Period this May 2021
reference covers
to:
What name will the
referee know you
by if different from
your current
name?
Why has your
name changed?

Referee's title Mr
Referee's first Stephen
name(s)
Referee's surname Vaughan
Referee's Bath Spa University
organisation name
Job title Senior Lecturer in Photography
How do they know Course Tutor / School or College Principal
you?

Page 8 of 18 Application: 70221481 [Vacancy: 3096652]

Job ref: 040-HS015-0521 Job title: Trainee Clinical Photographer

Address 1 Bath Spa University

Address 2 Locksbrook Campus
Address 3 Locksbrook Road
City / Town Bath
County / State
Postcode BA1 3EL
Country United Kingdom
Telephone no.
Mobile no.
Email address [email protected]
Can the referee be Yes
approached prior
to the interview?
Period this September 2018
reference covers
from:
Period this June 2021
reference covers
to:
What name will the
referee know you
by if different from
your current
name?
Why has your
name changed?

Application: 70221481 [Vacancy: 3096652] Page 9 of 18

 Job ref: 040-HS015-0521 Job title: Trainee Clinical Photographer

Application for: Trainee Clinical Photographer Job ref: 040-HS015-0521

Closing date: 25-May-2021 Application submitted: Application ID:
70221481 Applicant: Natalia Smith

Equal opportunities
Equal opportunities

NHS organisations recognise the benefits of having a diverse workforce and therefore welcome applications from all sections of the community. In addition to this, under the
provisions of the Equality Act 2010, all NHS organisations are required to demonstrate that their recruitment processes are fair and that they are not discriminating against or
disadvantaging anyone because of their age, disability, gender reassignment status, marriage or civil partnership status, pregnancy or maternity, race, religion or belief, sex or
sexual orientation. Therefore a series of questions need to be raised in order to ascertain who is applying for each position and to ensure that no one is being unfairly
discriminated against or disadvantaged.

This section of the application form will be detached from your application form and will not be used as part of the selection process nor will it be seen by anybody who is
interviewing you. The information collected is only used for monitoring purposes in an anonymised format to assist the organisation in analysing the profile and make up of
individuals who apply, are shortlisted for and appointed to each vacancy. In this way, they can check that they are complying with the Equality Act 2010.

The Equality Act 2010 protects people against discrimination on the grounds of:

• their age and sex.

• their race which includes colour, nationality, ethnic or national origin.
• their religion or belief, including a lack of any belief.
• their sexual orientation, be it bisexual, gay, heterosexual and lesbian.

The Equality Act 2010 also protects people who are married or in a civil partnership.

Equality and Diversity Monitoring

Please state your date of birth

Please indicate your gender
Please indicate the option which best describes your marital status:
Please indicate your ethnic origin
Which of the following options best describes how you think of yourself?
Please indicate your religion or belief

Disability

The Equality Act 2010 protects disabled people - including those with long term health conditions, learning disabilities and so called "hidden" disabilities
such as dyslexia. If you tell us that you have a disability we can make reasonable adjustments to ensure that any selection processes - including the
interview - are fair and equitable.

According to the definition of disability do you consider yourself to have a disability?

Please identify the category which applies to you or other type of disability. People may experience more than one type of impairment, in
which case you may indicate more than one. If none of the categories apply, please mark 'Other'.
If you have a disability, do you wish to be considered under the Guaranteed Interview Scheme if you meet the minimum criteria as specified in
the Personal Specification?

Reasonable adjustments will be made available should you be invited to interview.

How did you learn of this vacancy?

Please state where you first saw this post advertised

Declaration

The information in this application form is true and complete. I agree that any deliberate omission, falsification or misrepresentation in the application form will be grounds for rejecting
this application or subsequent dismissal if employed by the organisation. Where applicable, I consent that the organisation can seek clarification regarding professional registration
details.

I agree to the above declaration No

Next Steps
Once you submit the form your application will be available to the Employer. However, you will be able to update your "Personal Information" should any of your contact details
change.

All your application forms (submitted or not) can be viewed under "Applications" when you are signed in.

Page 10 of 18 Application: 70221481 [Vacancy: 3096652]

Job ref: 040-HS015-0521 Job title: Trainee Clinical Photographer

Privacy notice

Application for: Trainee Clinical Photographer Job ref: 040-HS015-0521

Closing date: 25-May-2021 Application submitted: Application ID:
70221481 Applicant: Natalia Smith

Privacy notice
This privacy notice is about how your personally identifiable information will be managed from job application through to starting work. The information
is needed to help recruit the best people, perform the necessary employment checks, arrange a contract of employment, get new recruits started in
their work and fulfil legal/regulatory requirements. These are necessary steps prior to being able to establish, continue or vary a contract of
employment.

In some special cases your information may have been entered without your having completed a job application. For example, where students are
being placed from a training provider (and your information has been received from that training provider) or where employment checks need to be
carried out on existing staff.

During recruitment, the recruiters consider the information provided on the job application form and that provided for assessments and interviews.

As you get further through the process, employment checks may need to be performed such as identity, right-to-work (immigration), criminal records,
professional registration, qualifications, references, occupational health and other checks. More information or documentation, such as proof of identity
documents, may be needed from you. Only the necessary information is shared with organisations where they assist us with these checks and it is
only for the purpose of performing those checks.

To get a new recruit started in their work, induction training and some administrative requirements are completed. Some information will be requested
from you at that time, such as bank details for your salary payments and emergency contact details in case you have an emergency at work. The
information for those who have been recruited is entered into the employee management and records keeping systems that are used by the employer.

If you do not provide information as needed, this may hinder or prevent your application or employment.

Any information you provide about your ethnic origin, religious beliefs and sexual orientation is used only for equal opportunities statistical monitoring
of the recruitment process and workforce. It is protected throughout the process, is not visible to those assessing your application or to hiring
managers, and cannot be used in a way which can identify you. It will not affect your application if you choose to not provide this information.

If you indicate that you can be considered for a preferential or guaranteed interview owing to a disability you have, that information is used only for the
purposes of arranging interviews.

If you decide that you wish to leave a job application process, you can login to your applicant account then withdraw your application. For special
cases (examples above) you should instead contact the employer.

Your information about your application through to starting work is automatically deleted from this recruitment management system once it is no longer
regarded as necessary for the purpose for which it was collected. This is 399 days after the date the application was entered in this recruitment system
or 199 days after your proposed/actual start date, whichever is the greater. This period allows obligations relating to lawful employment practices to be
fulfilled such as statistical reporting and the defending of potential legal claims.

The data controller for this information is Aneurin Bevan University Health Board. This application tracking system is provided by Civica UK Ltd
(https://www.civica.com/en-gb/product-pages/trac/) as a data processor. Civica provide some recruitment support services and have staff and secure
data storage located entirely in the UK.

NHS Wales Shared Services Partnership (NWSSP)

Recruitment Services

Privacy Notice

Introduction

NHS Wales is made up of several health organisations that include the NHS Wales Shared Services Partnership (NWSSP). They provide many
services on an All Wales basis. This includes Recruitment.

If you have any questions regarding this information you must contact the Recruitment Services Department on 02920 905353 or email

South East Wales – [email protected]

South West Wales – [email protected]

North Wales – [email protected]

This leaflet has been issued by the Information Governance function within NWSSP to assist and facilitate the Recruitment process within NHS Wales.

Application: 70221481 [Vacancy: 3096652] Page 11 of 18

 Job ref: 040-HS015-0521 Job title: Trainee Clinical Photographer

Your rights

This leaflet covers your rights under a new law called the General Data Protection Regulation (GDPR). It emphasises the NWSSP’s need to make sure
that we explain how we use your information during the recruitment process.

The information we give you about our use of your information will be:

Brief, easy to read and easily accessible;

Written in clear, plain language; and

Free of charge.

What laws do we use?

The law determines how we can use your information. The laws we follow that allow us to use your information are listed below:

General Data Protection Regulation

UK Data Protection Bill

Human Rights Act

Freedom of Information Act

Common Law Duty of Confidence - Confidentiality

Computer Misuse Act

Audit Commission Act

Regulation of Investigatory Powers Act

Health and Safety at Work Act 1974

The NHS Wales Shared Services Partnership Recruitment Services directorate that administer the processes that involve Recruitment for NHS Wales,
is the holder and user of your information.

What types of personal information do we use for recruitment?

The information listed below, that you provide as part of your application form, will be used for Recruitment purposes. Other data will already be held
by your employer and will transfer with you to enable a safe and efficient recruitment process if you move to any other position within NHS Wales (or
England).

The transfer of personal data is managed through the ESR inter authority transfer (IAT) process. This data includes:

Contact names, addresses, telephone numbers, date of birth;

Personal information that includes gender, race, ethnicity, sexual orientation, religious beliefs (where you have provided this information);

Medical information including physical health or condition (if provided);

Employment history; including assignment history, pay scale point, increment date and service dates (to ensure correct payment)

Training and education

References;

Qualifications;

Passport / Driving License information;

Page 12 of 18 Application: 70221481 [Vacancy: 3096652]

Job ref: 040-HS015-0521 Job title: Trainee Clinical Photographer

Work permits (where applicable);

Criminal record history (where applicable).

Sickness absence

Professional registrations

Immunisations and vaccinations (this information is restricted to Occupational Health professionals and secured through User Responsibility Profiles)

We also collect documentation as evidence as part of our mandatory pre-employment checks, this includes items such as:

Passport information;

Driving licence information;

Utility bills;

Right to work information.

The recipients of your data (as a Data Controller) will be the employing Health Board/Trust that you have transferred to. Your current employer who will
perform the processing and transfer of your data to the new employer, will only be the Data Controller for the time you are employed with that specific
organisation and will effectively be a Data Processor in passing that information across. The system supplier and the software used in transfer of data
is effectively a Data Processor and has been procured through a contract for use by all Health Boards and Trusts.

The NWSSP also runs regular reports on performance and activity by NHS Wales Health Boards. Anonymous information is also provided for equal
opportunities analysis.

We may also use your email address to issue surveys for customer and candidate feedback in order to enhance our service.

What is the purpose of processing information?

The ESR Hire to Retire work programme was established to achieve the following objectives:

• Maximise efficiencies through use of ESR and interfacing workforce technologies

• Improve the employee on-boarding experience through automating and streamlining workforce processes whilst removing duplication and waste

• Underpin NHS Wales workforce policies and strategies including:

Reducing recruitment timescales

Improving occupational health timescales and processes

Maximising ESR interfaces including NHS Jobs, TRAC, Cohort Occupational Health System, ESR interfaces and data portability using the ESR IAT

Improving employee engagement and retention

Management of learning (including digital learning), talent and performance

As an applicant for a job within NHS Wales, we will only use your information for Recruitment purposes and to conduct pre-employment checks for
Safe Recruitment, and to reuse those checks for speedy recruitment and to save costs should you apply for a job within NHS Wales in the future.

Where we ask for your consent (permission), any refusal may result in withdrawal of the post offer due to various standards and the legislation that
NHS Wales must adhere to at all times.

We will also use your information without permission only where it is justified by law. These may include allegations of fraud, where an applicant has
lied on their application form or where someone has provided false documentation or qualifications.

The electronic staff record (ESR) is the Wales and England NHS workforce solution. In accepting employment with the Health Board / Trust, you
accept that key data will be transferred or input into ESR to effectively manage recruitment and other workforce processes leading to improved

Application: 70221481 [Vacancy: 3096652] Page 13 of 18

 Job ref: 040-HS015-0521 Job title: Trainee Clinical Photographer

efficiencies, safe employment and improved patient safety.

For purposes of clarification, the Health Board/Trust you work for is a Data Controller (responsible for the data held) of your information, whilst the ESR
system and the processes within as well as the NWSSP, are Data Processors of your information.

Sharing your information

There are reasons why we share information for recruitment purposes.

This is normally for the application/recruitment process that includes:

Administration of the NHS Jobs/Trac/Capita/Electronic Staff Record (ESR) and Cohort Occupational Health systems;

Shortlisting potential applicants;

Interviewing all shortlisted applicants;

Performing Pre-Employment Checks (PEC checks); and

Appointing successful applicants to the role applied for.

Under the law, your information is shared only with those recruiting managers that are responsible for the recruitment process to a vacant post within
their department. This is so that only the appropriate people work together to recruit staff for the benefit of you and the NHS.

The lawful basis for utilising the ESR IAT and other workforce interfaces is legitimate interests. The processing is necessary for the organisation’s
legitimate interests or the legitimate interests of a third party unless there is a good reason to protect the individual’s personal data which overrides
those interests.

In particular, GDPR Article 6 (Lawfulness of Processing):

(b) processing is 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;

(c) processing is necessary for compliance with a legal obligation to which the controller is subject;

The use of special category data Article 9(26)(h) has a legal basis for processing personal data is also pertinent to the transference of immunisation
and vaccination data.

The sharing of personal data through secure ESR processes provides a more streamlined, safe and seamless on-boarding experience for the
applicant whilst removing duplication, waste and process delays caused by alternative manual interventions and paper driven processes.

NHS organisations therefore have a legitimate interest in processing data in this way using the ESR IAT and interfacing workforce technologies.

It is important to note that anyone receiving information about you is under a legal duty to keep it confidential. We only request, use and share the
minimum information necessary.

We will never sell your information and we will not share it without the appropriate legal authority.

Security of your Information

Page 14 of 18 Application: 70221481 [Vacancy: 3096652]

Job ref: 040-HS015-0521 Job title: Trainee Clinical Photographer

The NWSSP takes responsibility to look after your personal information very seriously. This is regardless of whether it is electronic or in paper form.

We also employ someone who is responsible for managing information and its confidentiality to ensure:

Your information is protected; and

Inform you how it will be used.

All staff are required to undertake training on a regular basis. Comprehensive training is required to help protect the information that has been given to
the NWSSP. The training makes sure that all staff working in the NHS are aware of their responsibilities about the handling of your information
regardless of the department that they work in.

What are you entitled to?

The NWSSP will make sure that you are able to have access to your information. This is so that you know what we hold.

You have the right:

To know about details of how your information is used; and

Have copies of your information.

If you want to know more please contact the NWSSP Information Governance Manager for further information about your rights of access.

The NWSSP tries to answer all requests for access to information as quickly as possible. The organisation is obliged to provide a response to your
request within a month of receiving it, but this can be extended if the request is complex and extensive.

These rights relate only to your own information. You can request to see another person’s information, if one of the following applies:

Parent/legal guardian of a child too young to exercise own legal rights

Where someone (with mental capacity) has authorised the individual to operate on their behalf

Under the terms of the Mental Capacity Act

The NWSSP will look at your request to make sure that the information requested is personal information. Most of the time, it will be clear that the
information is personal but the NWSSP will contact you if it is not clear.

Do I have to pay a fee?

In most cases, the information will be provided free.

However, we could ask for a small fee. This is where the request is large or repeated.

This will be based on the cost of providing it. If you wish to find out more about fees for information, then please contact the NWSSP Information
Governance Manager.

How will information be provided?

Application: 70221481 [Vacancy: 3096652] Page 15 of 18

 Job ref: 040-HS015-0521 Job title: Trainee Clinical Photographer

The information will be provided in a format that can be used on another system easily if it is electronic (i.e. Microsoft Word or Excel). Otherwise, it will
be supplied on paper.

Permission (consent)

For the use of your personal information to be lawful, the NWSSP may ask for permission from you. This is not necessary if the use is for a lawful
basis under current regulation such as for Recruitment purposes.

Any permission (consent) that is collected from you should have been given freely and you have not been pressured to do so. This should have been
done clearly and you are aware of what the use of your information means.

Informing you and obtaining your consent

If your permission is asked for, you will be provided with information regarding this by use of this Privacy Notice. This will explain what you are being
asked to give permission for. The NWSSP will have to prove that it gave you information and that you were fully aware of what you were giving
permission for.

If permission is requested, you could provide this in several ways that include by writing, ticking a box on a web page, by choosing options in a mobile
phone app, or by any other action that shows your acceptance of the use of your information.

What about stopping use?erase of data?

Although the legal bases for processing are clear above, the NWSSP will consider a request for stopping use that is received. However, the NWSSP
will store information but will not use it anymore. In the Hire to Retire programme processes, it is highly unlikely that the data will be able to be subject
to this as it is in connection with your recruitment.

However, any changes that include the stopping of the use of your information will be told to you at the time regardless of the service or department
involved. Any restriction of erasure of your information will be considered on a case by case basis but requests for erasure and/or correction will be
considered.

However, any withdrawn or unsuccessful job applications or applications that did not complete pre-employment checks will be retained for 13 months
and destroyed after this time.

Automated decision taking

The NWSSP also provides safeguards against risks that involve processes that include automated decision-making.

This applies to you when:

It is an automatic process; and

There is a legal effect on decision made with your information.

NWSSP may take a small number of automated decisions with your information but there is mostly some human involvement in this. For example,
checking/validating national competences before approving and committing these competences to the employee’s ESR record.

However, the NWSSP will take steps to identify how many automated decisions it makes and whether these are acceptable.

Page 16 of 18 Application: 70221481 [Vacancy: 3096652]

Job ref: 040-HS015-0521 Job title: Trainee Clinical Photographer

The NWSSP will ensure that any automated profiling is fair and lawful. The NWSSP will use correct procedures, to include reducing errors and where
data is not accurate.

Successful applicants

If your application is successful, your data is downloaded into the Electronic Staff Record (ESR) system.

The ESR system also interfaces with other systems such as the Nursing and Midwifery Council (NMC) Register and the Disclosure and Barring
Service (DBS) Update Service and the Cohort Occupational Health System.

What about rights to correct or delete inaccurate information?

You are entitled to request that the NWSSP correct any mistakes in your information.

The NWSSP must ensure that proven inaccurate or incomplete information is either erased or corrected.

Keeping your information

Records are stored in line with local Records Management Code of Practice for retention and disposal schedule. This determines the minimum length
of time records should be kept.

These include (for example):

Personnel files – 6 years after leaving service

Annual Leave Records– 2 years

Making a complaint

If you wish to make a complaint about any issues you have experienced regarding your information, then please contact:

Tim Knifton

Information Governance Manager

[email protected]

If you are still unsatisfied following your complaint and this remains unresolved, you have the right to make a complaint to the:

By post

Information Commissioner’s Office,

Wycliffe House
Water Lane
Wilmslow
Cheshire
SK9 5AF

Telephone: 0303 123 1113

The electronic address for complaints is via the portal at: https://ico.org.uk/make-a-complaint/

Application: 70221481 [Vacancy: 3096652] Page 17 of 18

 Job ref: 040-HS015-0521 Job title: Trainee Clinical Photographer

Wales bilingual contact details are

[email protected]

0330 414 6421

Other systems

An ESR Self Service support Hub has been established to support employees and managers in their use of ESR to perform workforce processes (for
example - how to book annual leave, view your payslip, manage absence).

The software support application (Zen Desk) will enable you to easily communicate to the ESR support Team using phone, email and chat facilities.
You will be required to confirm your identity by stating your name, ESR employee number and nature of the query. Please do not volunteer any other
personal information.

Further information

For more information relating to this leaflet or questions on the content of this information, please contact NWSSP via email or telephone as below;

Email: [email protected]

Phone: 02920 905353

Website: http://nww.employmentservices.wales.nhs.uk/recruitment

Upon submission of an application form for an NHS England vacancy, a cookie may be shared with NHS England & Improvement (the data controller)
and their partners to measure the effectiveness of recruitment campaigns. This is used for analytics only and you cannot be directly identified from this
type of cookie.

To make an enquiry, a request for your personal information held as part of this process, or to arrange for any mistakes to be corrected, you may
contact either the team who are handling your application or the Data Protection Officer ([email protected]). If you agree, we will try to
deal with your request informally, for example by providing you with the specific information you need over the telephone.

If you have a complaint, please contact us so that we can investigate. If you believe that the processing of your information is in breach of the General
Data Protection Regulation then you also have the right to lodge a complaint with the GDPR supervisory authority in the EU Member State of your
habitual residence, place of work or of the alleged infringement.

Page 18 of 18 Application: 70221481 [Vacancy: 3096652]