Medical HR forms

Congratulations on your Conditional Offer of Employment with Brighton & Sussex University Hospitals NHS Trust

We want to ensure that everything is in place prior to you starting your new position with the Trust.

We need all completed paperwork / documentation at least six weeks prior to your start date so that we have time to process your details; therefore please complete and return the paperwork by email (scanned) for the attention of the named person stated in your offer letter as soon as possible.

Once cleared, Medical HR will contact you to make an appointment to verify original documentation and issue you with a contract.

If you have any questions or enquiries for the team please email or call 01273 664819.

What you need to do


The forms should be completed and returned along with a copy of your degree certificates and CCT certificate.

All Grades:

Please complete the Occupational health questionnaire and return it directly to

1. Appointment Documentation and Equal Opportunities Form

  • PAYE checklist and pension documents
  • Ensure you sign the direct debit details page
  • Email your most recent NHS payslip and a copy of your CV – Essential to ensure we pay you correctly and you receive the correct increment date
  • Complete immigration status details and supply a copy of your VISA if applicable

2. Please attach a JPEG photo (passport style) and send it to to ensure we have enough time to send your photo to security for processing your ID badge before your start date.

3. You will need to have DBS clearance to be able to commence in post:

Completing this DBS application form and returning the documents listed within the instructions is essential if you are to begin working on your proposed start date. It is Trust policy for new employees to hold a completed DBS disclosure certificate before you start work.

As there is a strong possibility you will come into contact with children as part of your role your details will be checked against the PoCA (Protection of Children) list. In addition, your details will be checked against the PoVA (Protection of Vulnerable Adults) list. These will both be done through the Disclosure & Barring Service.

If you have joined the Disclosure & Barring update service please inform us immediately by reply of this email with a clear scanned copy of the certificate you joined with. By providing a copy of your DBS certificate you are authorising Medical HR to check your details on the online service, a decision will then be made as to whether or not you need to complete another DBS certificate as above. We will require sight of your original DBS certificate on your first day.

If you are currently residing outside of the UK you will need to provide us with a certificate of good standing from your local police station, dated within the last three months.

If you have a current enhanced DBS clearance that was issued whilst you were in a training post and dated with the last three years, then we will be able to accept that as clearance and you will not be asked to complete a new application. For this to be accepted please email a copy of the certificate to your Medical HR Adviser.

You will need to ensure that you bring the original certificate with you to Induction to be able to commence in post.

If we do not receive the current certificate from you or you do not hold a current enhanced DBS certificate then you will be required to complete an online application. Your DBS certificate will need to be issued by DBS before you can commence in post.

4. Primary Medical Qualification Certificate

Please send a copy of your medical degree qualification certificate by email and ensure you bring the original with you on your first day.

5. Passport and Immigration Status checks

You are requested to state your immigration and right to work status as part of the pre-employment check process. Please send a copy of your passport and visa/work permit by email so we can confirm that you have the right to work in the UK. You will be required to bring your original passport and visa documents with you on your first day.

6. General Medical Council

Please ensure you send us a copy of your GMC Certificate as soon as you receive provisional registration. We realise that you may not receive your GMC certificate before your start date. As soon as your certificate has been received please ensure you bring a copy and the original to Medical HR for verification.

Eligibility Criteria:

Occupational Health clearance – please complete and return the health questionnaire which you need to return as soon as possible, together with your Hepatitis B, proof of measles and TB immunity (Occupational Health forms will not be sent any sooner that 3 months before your start date)

You may also need to have a chest x-ray with our Occupational Health Department. (Please note the results of this can take a few days and you will not be able to start before the results are back)

A copy of your passport and appropriate VISA (delete if not appropriate) – please note this is your responsibility, BSUH are unable to provide any advice, support or funding for this.

If you are not a National of a majority English speaking country or from an exempt country, you will be required to provide evidence of your English knowledge preferably a copy of your IELTS certificate (score of 7.5 or higher) or equivalent/comparable. Alternatively, Students or recent graduates may provide evidence from an approved University that their Medical Degree was taught in English.

If based outside of the UK – We will require a Certificate of Good Standing which can be obtained from your local Police Station, please note we will need this to be translated in English. Failure to do this will prevent you starting your attachment.

We can only accept your Certificate of Good Standing if it is valid up to 1 month before your placement starts.

If currently based in the UK – We require an up to date DBS certificate. This must be fully enhanced and issued within the last 3 months. We are unable to accept a previous DBS Certificate issued from another Trust.

Please note you must not start your placement until you have received confirmation of clearances from Medical HR.