Recruitment Terms
This page provides a simple guide to the terms used across NHS Scotland’s recruitment process. Whether you’re advertising a role, assessing applicants, or welcoming someone new to your team, these definitions will help you understand and use the right language with confidence.
Use this as a quick reference whenever you need a refresher or want to check you’re using plain, understandable language.
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If you have any questions about the information provided, or if you think additional content would be helpful, please contact the Centre for Workforce Supply at nes.cwsmarketing@nhs.scot.
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NHS Recruitment Terms
This glossary helps you navigate the language used across NHS Scotland’s recruitment process. From systems like Jobtrain to terms used in job descriptions and assessments, it provides clear definitions to support confident decision-making and consistent communication with candidates. These terms relate specifically to applying for roles, being assessed, or joining NHS Scotland.
Recruitment systems and platforms
| Term | Definition |
|---|---|
| Jobtrain | NHS Scotland’s national recruitment system used to advertise vacancies, manage applications, shortlisting and communicate with candidates. |
| Turas | NHS Education for Scotland’s national digital platform for learning, training, appraisal and professional development. |
| eESS (Electronic Employee Support System) | The system used to manage staff records, pay‑related data, training and annual leave. |
| GenAI (Generative Artificial Intelligence) | Technology like ChatGPT or Copilot. This might be used to help candidates draft applications. If used, we want to make sure that final answers are in the candidate’s own words. |
Recruitment documents and processes
| Term | Definition |
|---|---|
| Job description (JD) | A document outlining the duties, responsibilities and key tasks of a role. |
| Person specification (PS) | A document describing the skills, experience, qualifications and attributes required for a role. |
| Job pack | A set of recruitment documents provided to candidates, usually including the job description, person specification and additional role information. |
| Shortlisting / sift | The process of reviewing applications against the person specification to decide which candidates progress to interview. |
| Values‑based recruitment (VBR) | An approach to recruitment that assesses candidates’ values alongside skills and experience to ensure they align with NHS Scotland values. |
| Whole time equivalent | A standard full‑time role, which is 36 hours per week. |
Fixed-Term Contract | A contract that has a defined end date or ends when a specific project, piece of work or event concludes. |
Secondment | A temporary move from an employee's substantive post to another role or organisation for an agreed period, with an expectation of returning to their original post. |
Reduced Working Week (RWW) | A contractual arrangement where an employee works fewer hours than the standard full-time working week. Pay and benefits are normally adjusted on a pro-rata basis. |
| EDI / EDHR | Equality, Diversity and Inclusion / Equality, Diversity and Human Rights. |
| JIG | Job Interview Guarantee (Disability Confident interview offer if essential criteria met) . |
| Killer question | A screening question in Jobtrain that can auto‑flag candidates (pass/fail icon). |
| Values‑based recruitment (VBR | Approach aligning selection to NHS values; often embedded in interview question banks. |
| eRAF | Electronic Recruitment Authorisation Form (vacancy approval business case). |
| eRostering | Electronic rostering tools (e.g., HealthRoster, Loop, eJobPlan) for scheduling and job planning . |
| SSTS | Scottish Standard Time System (payroll/time recording; referenced in HR systems pages) . |
| ESR | Electronic Staff Record (primarily NHS England; applicants may mention it). |
| PS match | Person Specification match. |
| VBI / CBI | Values‑Based Interview / Competency‑Based Interview. |
| Panel | Interview panel; may include lay or service‑user members per local policy. |
| Reserve list | Candidate pool held for a period (e.g., 12 months) when suitable but not appointed. |
| CIO / CO | Conditional Offer / Contract Offer. |
| Start‑pack / New‑starter | Local term for onboarding/document packs. |
| Induction | Corporate and local induction. |
Vacancy Request Form (VRF) | A form completed by the hiring manager to obtain approval to recruit to a vacant, revised or new post. The VRF captures details of the vacancy, workforce requirements, funding arrangements and business justification, and forms part of the recruitment authorisation process before a vacancy can be advertised. |
Pre‑employment and safer recruitment checks
| Term | Definition |
|---|---|
| PVG (Protecting Vulnerable Groups) | A disclosure scheme managed by Disclosure Scotland, required for roles involving children or protected adults. |
| Right to Work (RTW) | Legal checks confirming a person’s permission to work in the UK. |
| Occupational Health clearance | A health assessment to ensure a candidate is fit for the role, with appropriate support where needed. |
| Registration and qualification checks | Verifying professional registration or qualifications with regulators such as the NMC, GMC or HCPC. |
| References | Employment and character checks covering work history and suitability for the role. |
| PEC / PECs | Pre‑Employment Check(s) (umbrella term Boards use in comms) |
| ID and RTW | Identity and Right‑to‑Work checks |
International recruitment
| Term | Definition |
|---|---|
| CoS (Certificate of Sponsorship) | A certificate issued by an employer to support a Skilled Worker visa application. |
| UKVI (UK Visas & Immigration) | The UK Government department responsible for managing visa applications and immigration processes. |
| IELTS / OET | English language tests used to assess communication skills (International English Language Testing System / Occupational English Test). |
| CBT / OSCE | Assessment routes used by the Nursing and Midwifery Council (NMC): Computer Based Test and Objective Structured Clinical Examination. |
| IMG / IRMS | International Medical Graduate / Internationally Recruited Medical Staff (IMG is most commonly used in Scotland; IRMS may also appear). |
| SING (Scottish IMG Network Group) | A national network supporting standards, induction and ongoing development for International Medical Graduates in Scotland. |
Helpful Explainers to include in Candidate Communications
| Term | What it means | Why it matters / When it’s used | NHS Scotland links |
|---|---|---|---|
| What is Jobtrain? | NHS Scotland’s national recruitment system used to search for jobs, register, submit applications, book interviews and receive updates. | You will use Jobtrain to apply for roles and track your application through each stage of the recruitment process. | Search and apply for NHS Scotland jobs |
| What is PVG? (Protecting Vulnerable Groups) | Scotland’s safeguarding scheme, managed by Disclosure Scotland, which checks whether someone is suitable to work with children and/or protected adults. | Many NHS roles require PVG membership as part of pre-employment checks before you can start work. It supports safe and compliant recruitment. | Disclosure Scotland – PVG scheme information |
| What is JIG? (Job Interview Guarantee) | A scheme that guarantees an interview to applicants who meet the essential criteria for a role. | Supports fair and inclusive recruitment by ensuring disabled candidates have equal access to interview opportunities. This aligns with NHS Scotland’s commitment to equality, diversity and inclusion. | NHS Scotland inclusive recruitment guidance |
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