Existing Waiting List Principles (applied to jobs advertised prior to 1 April 2026)

Cyclical Waiting lists

these are waiting lists which are identified by the HSC organisations as requiring ongoing maintenance (an example of which is Band 3 Admin) and will therefore be advertised on a planned cycle to ensure that applicants who have been deemed suitable for appointment are available on a waiting list to offer posts to as posts arise.

In most instances these are basic grade entry posts to the various job families in the HSC where typically there is high turnover and therefore high volumes of posts to be filled. It can be for a single HSC organisation or across a number of organisations. In all instances the process will provide applicants the opportunity to state their preferences for the hours or location of the post they are interested in.

This type of waiting list will normally be created and held for a maximum period of 12 months. From time to time these lists may be supplemented mid cycle with ‘top up’ lists which will normally expire at the same time as the initial advertised list. Occasionally this 12 month period may be extended until the new list is available.

Bespoke Waiting lists

These  are waiting lists for a specific post or band of post in a specific Department or Directorate (group of Departments) within one of the HSC organisations. The waiting list will last for a maximum period of 12 months and will not be routinely replenished.

The remainder of this document sets out how waiting lists will be created and operate.

How are Cyclical Waiting Lists Created?

Cyclical waiting lists will be created for a range of basic grade entry posts with the aim of ensuring the ongoing availability of applicants deemed suitable for appointment as posts arise. This will be determined by assessing applicants through the use of an appropriate selection process such as interview, occupational based assessment or a combination of these approaches.

As part of the application process, applicants will be asked to state which posts they are interested in being offered. This will be referred to as ‘preferences’. A pro-forma to record applicant ‘preferences’ will be provided for applicants to complete during the application process. An outline sample pro-forma can be seen at Appendix 1 of this document.

Following the selection process, those deemed suitable for appointment will be placed on the waiting list in rank order* and the preferences provided by applicants recorded on a spreadsheet to facilitate offer management.

Applying for and being successful in being placed on a waiting list does not guarantee employment. The use of those deemed suitable for appointment is entirely dependent on the vacancies which arise and how they match to the posts of interest (preferences) expressed by the Applicant.

* During the selection process, applicants will receive a score which will allow those deemed suitable to be placed in rank order. Those with the highest score will be highest ranked.

How are Posts offered from Bespoke OR Cyclical Waiting Lists?

When vacant posts are notified to the Recruitment team, the correct waiting list will be selected and those on the waiting list will be filtered for a ‘match’ to the post. The highest ranked applicant whose preferences match the details of the post will be contacted with a job offer.

For example: if the post is temporary, part time, 25 hours per week, the highest ranked applicant on the waiting list who said they were interested in temporary part time work of 25 hours per week, will be contacted with a job offer.

Due to service needs to fill posts promptly; applicants are required to give an immediate response. If the recruitment team are unable to contact you immediately, they will leave a voicemail and send you an email / text message (text messages cannot be sent to ROI mobile numbers) giving you until 12 noon 2 working days later to respond (i.e. anything offered on a Monday will have a reply deadline of Wednesday at 12 noon). Failure to respond within the specified timeline will result in the Recruitment Team moving on to the next person on the waiting list.

On some occasions when the Recruitment Team have multiple posts to offer they may contact the next batch of 10 or 20 applicants whose preferences match any of the posts available. You may therefore receive details of posts you originally did not express an interest in. You are now able to express an interest in any of the posts. An email and text message (text messages cannot be sent to ROI mobile numbers) will be sent to the full batch of applicants identified providing a deadline for response. Following the deadline, the posts available will be matched in rank order to the applicants who responded. You should therefore be aware that you are simply registering your interest and this is not a job offer.

What if my preferences change during the life span of the waiting list?

From time to time, applicants may find their preferences change during the life span of the waiting list. If this happens it is the applicants responsibility to contact the HSC Recruitment & Selection Shared Service Centre (RSSC) to advise of the required changes. This can be done by email to recruitment.ssc@hscni.net or by post to Business Services Organisation, Rosewood Villa, Lower Longstone Hospital, 73 Loughgall Road, Armagh, BT61 7PR.

Please state the waiting list reference number which you will find on the letter confirming you had been placed on the waiting list. You must include your name, address and [unique identifier] on any correspondence or we may not be able to process the information provided. Telephone requests to change your preferences will not normally be accepted.

What if my contact details change during the life span of the waiting list?

It is the applicant’s responsibility to maintain accurate information on their profile pages of HSC Jobs and contact the Recruitment Officer to confirm any changes to ensure they can be contacted when a vacancy arises. The RSSC cannot be held responsible for any incorrect information.

What happens if I turn down a job offer?

It is normally expected that you will accept a post offered from a waiting list which matches your preference(s), however please note the following with regard to the type of waiting list you may be on.

Permanent Waiting list: If an applicant refuses to accept one permanent post which matches preferences then they will be moved to the bottom of the list. If they refuse 2 permanent posts that match preferences then they will be removed from the list. When an applicant has accepted a permanent post they will be taken of the waiting list.

Temporary Waiting List: If an applicant refuses to accept one temporary post that matches preferences then they will be moved to the bottom of the list. If they refuse 2 temporary posts that match preferences then they will be removed from the list. When an applicant accepts a temporary post from a temporary only waiting list then they will be taken of the list.

Permanent/Temporary waiting list: If an applicant refuses to accept one permanent post which matches preferences then they will be moved to the bottom of the list. If they refuse 2 permanent posts that match preferences then they will be removed from the list. When an applicant has accepted a permanent post they will be taken of the waiting list.

Applicants can be offered temporary posts from a permanent/temporary waiting list, if they refuse a temporary post a note should be made on the waiting list but they will retain their rank order. Where an applicant accepts a temporary post they will remain on the list for a permanent post and will not be offered any further temporary work until they have advised that the original temporary post has come to an end or is due to end within four weeks. It is the responsibility of the applicant to notify Recruitment Shared Services Centre 4-6 weeks before the end of the current temporary contract to advise their contract is coming to an end. They will then be considered in rank order for any further temporary work arising.

What happens if I fail to respond?

Whilst you will remain on the waiting list if you fail to respond within the required timelines this will be considered as refusal of an offer and will be recorded as such on the waiting list, the RSSC will move on to the next person on the waiting list due to the urgency to fill posts.

Can I remain on the waiting list after I accept a post?

No. The only instance when you will remain on the waiting list is when you accept a temporary post and the waiting list is also for permanent posts. In this instance you will remain in your original rank order until you are offered a permanent post. Once you have accepted a permanent post you will be removed from the waiting list. Applicants who withdraw following verbal acceptance of a post will not normally be added back onto the waiting list for future offers.

If you accept a temporary post, you will not be removed from the waiting list. It will be noted that you have taken up a temporary contract and through the duration of this employment you will not be offered a further temporary post. It is your responsibility to contact RSSC at least 4 – 6 weeks before the end of your temporary contract to advise RSSC that you are in a position to be considered for a further temporary offer.

What if I am unavailable for work due to Maternity Requirements?

When an offer of employment has been made and accepted however you advise you are unavailable for a period of time due to maternity requirements, you will be asked when you expect to be available. For permanent posts RSSC will align you to the post asking you to confirm 6-8 weeks prior to your anticipated available date. RSSC will commence the preemployment checks 6-8 weeks prior to your availability.

For temporary posts, RSSC will discuss with the Manager your availability in light of the expected duration of the temporary post. Considering its short term nature, and service requirements, the manager, following appropriate advice from their local HR team if required, will confirm to RSSC the latest start date they can accept. This will be communicated to you to allow you to make an informed decision whether to accept or decline the post.

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New Waiting List Principles (effective and applied to roles advertised on and after 01 April 2026)

The HSC Recruitment & Selection Framework supports the use of ‘waiting lists,’ where appropriate, to help fill vacancies efficiently and fairly. Recruitment waiting lists ensure that when posts become available, applicants who have already been assessed as suitable can be offered posts without delay.

Important note: Applicants are responsible for ensuring that their contact details and preferences are accurate and up to date on their HSC jobs candidate profile and with RSSC (see sections 5 & 6). Applicants on a waiting list must regularly check their email account (including junk/spam folders). RSSC accepts no liability for applicants who miss communications for any reason.

To create a waiting list, applicants are assessed through an appropriate selection process (e.g., interview, assessment, or a combination of both). Those deemed suitable for appointment are placed on the waiting list in rank order, based on their interview or assessment score.

When a new vacancy is created, recruiters will assess it to determine whether an appropriate waiting list exists that matches the responsibilities, locations and hours (full-time / part-time) of the post. If a waiting list exists which matches these requirements, offers of employment will be made to the applicants on the appropriate waiting list. If a suitable waiting list does not exist, the vacancy will be advertised.

There are two types of waiting list used: cyclical waiting lists and bespoke waiting lists. This document explains how each type works and what applicants can expect.

1. Cyclical Waiting Lists

What are cyclical waiting lists?

Cyclical waiting lists are created for roles where vacancies arise frequently. These are typically entry-level positions across various job families (for example, band 3 Administrative Assistant). Cyclical lists are advertised on a planned cycle to ensure a continuous pool of suitable applicants is available. A cyclical list may cover a single HSC organisation, or several. Cyclical waiting lists are normally held for up to 12 months. “Top‑up” recruitment exercises may be run mid‑cycle; these will usually expire at the same time as the original list.

2. Bespoke waiting lists

What are bespoke waiting lists?

These are waiting lists created for specific posts or a band within a particular department or directorate (group of departments) within one of the HSC organisations. Bespoke waiting lists are valid for up to 6 months.

Part-time waiting lists

Part-time waiting lists apply to roles with contracted hours of less than 37.5 hours per week. When a part-time vacancy arises, an email notification will be issued to all candidates held on the waiting list providing details of the post including the hours and location of the position/s available. Candidates will be provided with a deadline (72 hours) and asked to respond if they are interested in being considered for the position. The highest ranked candidate who declares their interest in the role will be offered the position.

Please note that all communications relating to part time waiting lists will be issued by email only, there will be no phone call. This is so that we can offer candidates who prefer or require part time hours the flexibility to decide which positions suit their specific requirements.

Applicants on part-time waiting lists are responsible for:

• Understanding that offers for part time waiting lists will be made by email only
• Keeping their contact details up to date on their HSC candidate profile
• Adding selection.ssc@hscni.net to contacts or safe senders list
• Regularly checking email correspondence (including junk/spam folders)
• Responding to job offers within the required timeframe

3. Preferences

During the application process, applicants may be asked to provide preferences where a waiting list requires them. Applicants may be asked to indicate:

• Locations they are willing to work in
• Hours or working patterns they can accept
• Whether they are interested in permanent, temporary, full-time, or part-time roles

Where preferences are used, the details provided will be recorded and used to match applicants to vacancies. It is the applicant's responsibility to ensure that preferences remain up to date for the duration of a waiting list (see section 5 for details on how to update preferences).

4. How are posts offered from waiting lists?

When a vacancy arises:

1. The recruitment team identifies the correct waiting list
2. Where relevant, applicants are filtered based on their preferences and availability.
3. The highest ranked matching applicant is contacted with a job offer.

For example: if a temporary post becomes available, the highest ranked applicant who indicated that they are willing to accept temporary work will be contacted with a job offer.

This process differs where a position is aligned to a part time waiting list. In this instance:

1. An email notification will be issued to all candidates held on the waiting list providing details of the post including the hours and location of the position/s available.
2. Candidates will be provided with a deadline (72 hours) and asked to respond if they are interested in being considered for the position.
3. After the 72 hours have passed, the highest ranked candidate who declares their interest in the role will be offered the position.

Responding to an offer

Due to service needs, posts must be filled promptly.

• The recruitment team will reach you by phone, this is usually a withheld number. If the recruitment team cannot reach you by phone, they will leave a voicemail where voicemail functionality is available. You will also be issued with an email and text message (Please note text messages cannot be sent to ROI mobile numbers)- with the exception of part time waiting lists.
• In instance of part time waiting list there is a separate process and all applicants on the waiting list will be contacted by email only.
• Text message functionality will only work if the applicants' phone number is entered in the correct format
• Applicants are responsible for ensuring that emails from the HSC Recruitment Shared Service Centre (RSSC) are received.
• You will have until 12 noon, two working days later to respond (i.e. anything offered on a Monday will have a reply deadline of Wednesday at 12 noon).
• If no response is received by the deadline, the offer will move to the next suitable applicant.

When multiple posts are available

If several vacancies arise at once, the recruitment team may contact a batch of applicants whose preferences match the available posts.

• You may receive details of posts you did not originally express an interest in.
• You may indicate interest in any of the posts listed.
• This is not a job offer, but an opportunity to express your interest.
• An email and text message (text messages cannot be sent to ROI mobile numbers) will be sent to the full batch of applicants identified providing a deadline for response.
• After the deadline, posts will be allocated in rank order to the applicants who responded.

5. Changing your preferences

If your preferences change during the life span of the waiting list, it is your responsibility to update HSC.

You must notify the HSC Recruitment & Selection Shared Service Centre (RSSC) in writing by:

Email: selection.ssc@hscni.net

Or via Post:
Business Services Organisation
Rosewood Villa, Lower Longstone Hospital
73 Loughgall Road
Armagh
BT61 7PR

Please include:

• Your name and address
• The waiting list reference number or ‘Req ID’ as confirmed in RSSC email correspondence

Telephone requests to change your preferences will not normally be accepted.

6. Updating your contact details

Applicants must ensure that their contact details are accurate and up to date on the HSC jobs candidate profile. RSSC cannot be held responsible for any missed communications due to incorrect or outdated contact information, or where messages are filtered into junk or spam folders.

7. What happens if I turn down a job offer?

If you are offered a post from a waiting list, you may choose to accept or decline. The impact of declining depends on the type of waiting list you are on.

Declining an offer from a ‘permanent’ or a ‘permanent and temporary’ waiting list

• Declining one permanent post that matches your preferences provided: you will remain in the same position on the waiting list.
• Should you decline a second permanent position which matches your preferences: you are removed from the list.
• Accepting a permanent post: you will be removed from the waiting list.

Declining an offer from a temporary waiting list

• Declining one temporary post that matches your preferences: you remain in the same position.
• Declining two temporary posts that match your preferences: you are removed from the list.
• Accepting a temporary post from a temporary only waiting list: you will remain on the list, and are asked to contact RSSC four to six weeks prior to the end of your assignment. You will not be contacted about other temporary positions until after you have advised that you are coming towards the end of your assignment.

Temporary offers

You may be offered temporary posts from a permanent/temporary waiting list.

• If you decline a temporary post, this will be recorded, but you will retain your rank position.

If you accept a temporary post:

• You will remain on the waiting list for permanent opportunities.
• You will not be offered further temporary posts until you notify the RSSC that your temporary contract has ended or is due to end within four to six weeks.
• It is your responsibility to contact RSSC four to six weeks before the end of your temporary contract to confirm you are available for further temporary work. You will not be contacted about other temporary positions until after you have advised that you are coming towards the end of your assignment.

8. What happens if I fail to respond?

If you do not respond within the required timeframe this will be treated as a refusal of an offer and will be recorded as such on the waiting list. You will remain on the waiting list but the recruiter will move to the next suitable applicant due to service needs.

9. Remaining on the waiting list after accepting a post

Permanent posts: Once you accept a permanent post, you are removed from the waiting list. Applicants who withdraw after verbally accepting a post will not typically be added back.

Temporary posts: You will remain on the waiting list for permanent posts. You will not be offered further temporary posts until you notify RSSC that your contract is ending (four to six weeks’ notice required).

10. Maternity related unavailability

If you accept a post but are temporarily unavailable due to maternity leave or for maternity related reasons, the approach will depend on whether the post is permanent or temporary.

For permanent posts, you will be asked to confirm your anticipated availability date. RSSC will align you to the post and will contact you approximately six to eight weeks before your expected return date. Pre-employment checks will begin during this period to ensure everything is in place for your start date.

For temporary posts, RSSC will discuss your availability with the hiring manager, considering the expected duration of the temporary role. Because temporary posts are often short term and service critical, the manager will confirm the latest acceptable start date. This information will then be shared with you so that you can make an informed decision about whether to accept or decline the post.

Final Note

Being placed on a waiting list does not guarantee employment. Offers depend on:

• The vacancies that arise
• How well those vacancies match the preferences you have provided
• Your position in the ranked list

It is the applicant’s responsibility to ensure that their contact details and preferences remain up to date (see section 6 & 7 for more detail). These principles are designed to ensure fairness, transparency, and consistency for all applicants. If you are unsure how a decision may affect your position on a waiting list, RSSC can provide guidance to help you make an informed choice. If you have a specific question relating to waiting lists you can ask a question by submitting a candidate query form or by calling the HSC Recruitment Shared Service Centre on 02895 362998.