Applicant Guide

Applicant Guide

NHS England (South West) co-ordinates the national selection process for Ophthalmology at Level One (ST1).

The posts will commence from August 2025 onwards.  When applying you will not need to select particular posts, regions, rotations, etc.; just complete and submit the application.  You will have the opportunity to rank all the posts available nationally at a later stage in the selection process.

Below are all the details you need to know when submitting, an application for specialty training.  Please read the whole guide before starting your application, paying particular attention to the additional evidence section.

Training Posts and Locations

Each Deanery/local office submit their indicative number of vacancies with a brief outline of the programme.  This information can be found on the national recruitment website under the heading of Job Description.  Also contained within this information is a local contact and a link to more detailed information. The vacancies are correct at the point of advertisement but may be subject to change. All alterations to the vacancies will be published on the national recruitment website.

Recruitment Timetable

Please see the recruitment timetable for key dates in the selection process.  The timetable can also be viewed under the resources section on the national ophthalmology website. 

Eligibility

When submitting an application, you will need to make sure that you meet all the eligibility criteria by the application closing date (or date of interview/appointment if specifically stated). Eligibility requirements are those requirements listed as “Essential” in the Person Specification.  From 2024 the maximum number of months in Ophthalmology was increased to 30 months in the specialty by date of interview.

In order to assess if you have the required competences you will need to refer to the Person Specification.  Further details about eligibility can also be found on the Medical Specialty Website. 

It is an applicant’s responsibility to demonstrate that they meet the eligibility criteria. Applications will be assessed against the eligibility criteria both during longlisting and after offers where necessary. Any applications which do not meet the eligibility criteria will be longlisted out of the process and will not progress to the next stage. By allowing applicants to progress to the interview stage, NHS England does not accept or confirm that applicants meet all eligibility requirements. This includes immigration status, evidence of achievement of core competencies or equivalent, and requisite length of time in training as per the national Person Specification. This list is not exhaustive and is applicable to all eligibility criteria. Applicants may still be withdrawn from the application process at any stage, including after the interviews have taken place, if the evidence pertaining to an eligibility criterion is found to be unsatisfactory.

Applying Online through the Oriel Recruitment System

All specialty training applications for 2025 will be managed through a national online application system called “Oriel” which can be accessed through the 'apply now' button at the top of the page.

Account registration: You will need to create an account (account registration) before you can apply to a vacancy. After registration, you will be able to apply and track the progress of your application. The link to register is available right-hand corner of the welcome page within Oriel. 

Resource bank: A document repository is held within Oriel and is accessible without logging in. The resource bank includes all the national forms you will to need apply along with an applicant user guide that will assist you in using the system at each stage of the recruitment process.

Communication: Our primary method of communication during the recruitment process we will be to message candidates via Oriel and the messages will appear on your applicant dashboard.  We will also send the correspondence via email; however, delivery of emails cannot be guaranteed as they are being sent externally to Oriel and should not be relied upon.  At key points in the selection process, we will also send a text message.  We recommend that you DO NOT opt out of text messages as the messages will be sent with key information that you will need to action.

Completing an application

Applications open at 10:00 am on the Thursday 24 October 2024 and can be completed and submitted from this date.

The specialty of Ophthalmology can be selected from the vacancy list within Oriel.  The vacancy contains information which will assist you with your application.

Please complete the application fully as incomplete applications will not be accepted.  There are no white space questions within the application form.  You will be given the opportunity to demonstrate your skills and competences within the MSRA and later in the process within the evidence folder and on-line interview.

When completing your application, we recommend that you do not opt out of receiving text messages as we will send a text message at key stages in the recruitment process.

Additional Evidence

You may also need to complete and submit additional evidence as part of your application form.  Please refer to sections 1 – 6 below to check if you need to submit additional evidence at time of application.  All the forms listed below can also be found within the document library.

1. Evidence of Foundation Competence

For entry to ST1 specialty training all applicants are required to provide evidence of achievement of foundation competence within the 3½ years prior to the intended commencement date for the advertised posts.

This is essential to the progression of your application and the evidence should be uploaded to Oriel as part of your online application form.

• Currently undertaking a UK Foundation Programme:- Applicants currently undertaking a recognised foundation programme in the UK, which is due to finish in August 2025, will need to confirm the name of their Foundation School but do not need to submit any other evidence at the point of application.  You will be required to provide a Foundation Programme Certificate of Competence (FPCC) prior to commencing in the post. 

• Already completed a Foundation Programme:- Applicants who have already completed a UK Foundation Programme will be asked to confirm that they have been awarded an FPCC no earlier than 3½ years prior to the advertised start date for the training programme to which they are applying. A scanned copy of the FPCC MUST be uploaded to the Oriel application.

• Currently on a Specialty Training Programme:- Applicants currently in active clinical or clinical and academic practice in a UK educationally approved training post (CT/ST/LAT or equivalent), holding either a National Training Number (NTN) or Deanery Reference Number (DRN) will be considered as having had their foundation competences assessed on entry to their current post and do not need to demonstrate these again, regardless of when foundation competences were signed off. 

• Previously voluntarily resigned from the specialty of application:- Applicants who have previously resigned voluntarily from the specialty to which they are now reapplying will be considered as having had their Foundation competences assessed previously, providing that they can demonstrate evidence of satisfactory progress in the form of ARCP documentation for the duration of the training undertaken.

• Started but not completed Foundation Training: - Applicants who have started but who have not satisfactorily completed a 2-year UK Foundation Programme, or a standalone UK Foundation Year 2 post are expected to return to the Foundation Programme to complete their training. In exceptional circumstances, where trainees were unable to continue their training in the Foundation Programme at that time, for example due to personal illness or family caring responsibility, applicants can provide a letter written and signed by the Postgraduate Dean where the previous training took place. This letter must use the standard proforma available from the Oriel resource bank and be uploaded to the application form along with a Certificate of Readiness to Enter Specialty Training.

• Widening Access to Specialty Training (WAST):-  Applicants currently in a WAST post need to obtain a fully completed and signed Certificate of Readiness to Enter Specialty Training by the start date of the post to which they are applying. No further evidence needs to be provided at the time of application.

• If none of the above applies:-  Applicants who do not fall into any of the above categories will be required to submit a Certificate of Readiness to Enter Specialty Training (CREST) signed by a consultant who has supervised them for at least 3 months (whole time equivalent and continuous period) in the 3½ years prior to the advertised start date for the training programme. The alternative certificate was revised for 2024 and forms from previous years will NOT be accepted.   Applicants must not submit multiple Certificates, from different posts to show evidence of achievement of all competences; only one certificate should be submitted.  New for 2025, Round 1 and the first national academic round (in England) will be linked meaning that a CREST will only need to be uploaded once and the outcome will be recorded across all applications within the round/linked rounds.  There is full guidance for both candidates and signatories and we strongly recommend that you refer to these documents 'Evidence of Foundation Competence' within the Medical Specialty website prior to submitting your application.  If you are applying as refugee and unable to complete the certificate please contact england.sevrecruitment.sw@nhs.net for further details.   

2. Re-application to Specialty Training

Specialty training posts and programmes are not normally available to any doctor who has previously relinquished or been removed from a training post/programme. 

When applying for a post, applicants will be asked if they have previously relinquished or been released or removed from a training programme in any specialty; this is no longer limited to the specialty the applicant is applying to and/or the associated core programme if applying at higher level. 

Applicants reapplying will need the support of their previous Head of School/Training Programme Director and Postgraduate Dean in order to reapply.

Applicants must ask their previous Head of School/Training Programme Director and Postgraduate Dean to complete a “Support for Reapplication to Specialty Training Form”. This form is available to download from the specialty training website.

A new form has to be completed, with appropriate support for application, each recruitment year.  Forms completed in previous recruitment years will not be accepted. 

Applicants requiring this support are advised to start the process early as applications will not be considered without a fully completed and signed form. 

The completed form should be emailed to England.confidential.SW@nhs.net before the closing date of applications.

3.  Re-application to Switch Location

4. Fitness to Practice

Applicants that have answered ‘yes’ to one or more of the questions in the fitness to practice section of the application form will need to submit a Fitness to Practice Declaration Form clearly defining the declaration.  The completed form should be emailed to england.confidential.sw@nhs.net at time of application.

5. Adjustments under the Equality Act 2010

As a national recruiter we are aware of the requirements of the Equality Act 2010 and will make reasonable adjustments to accommodate requests provided these are made known in advance. Adjustments cannot be guaranteed if contact is made late and no adjustments can be made on the day of the assessment.  If you require specific arrangements or adjustments under the Equality Act 2010, please outline the adjustment on page 8 of the application form.

To corroborate your request, you MUST attach independent evidence of your condition and support needs (e.g. an Educational Psychologist report for Dyslexia, correspondence from a medical professional managing your condition) to your application form by time of submission. Please use the ‘Document Upload’ area in your Oriel portal to upload the information.

Nursing mothers are advised to contact us directly via england.sevrecruitment.sw@nhs.net for further advice regarding this requirement.

6. Special Circumstances

A national process has been introduced to assist applicants who need to remain in a specific region for well-founded personal reasons allowing them to be offered a particular region, should they be successful at interview.

Applicants with either a personal medical condition or disability that requires them to remain in a particular region for ongoing care and treatment or applicants who have primary caring responsibilities for someone with a disability are eligible. 

Eligibility will be considered at the time of application and therefore applicants must ensure that they declare this on their application form and submit supporting evidence by email. 

Applicants should follow the process that is published on the special circumstances page of the specialty recruitment website.

Submitting an Application

Applications can be submitted until 4:00 pm (UK time) on the 21 November 2024.  Late or incomplete applications will not be accepted.

Only one application can be accepted and where multiple applications are submitted, only the first application submitted will be included in the process.  If you fail to provide the appropriate documentation your application will be longlisted out.

Note:  Alterations cannot be made to an application once it has been submitted.

Tip:  Remember to save and check your application and only press the submit button when you have carried out this process. This will ensure you are submitting the correct version of your application.

Longlisting

Applications will be checked for evidence of the essential criteria outlined in the person specification. It is the applicant's responsibility to demonstrate that they meet the eligibility criteria.  Applications that do not demonstrate the criteria or fail to include additional evidence will not continue through the process.   Due to the increase in applications the longlisting process is likely to be prolonged and we will update applicants regarding this as the selection process progresses.

The Selection Process

For 2025 the selection process will consist of three components

• Multi-Specialty Recruitment Assessment (MSRA)
• Evidence Folder
• On-line interview/assessment

Multi-Specialty Recruitment Assessment (MSRA)

**** Full details of the MSRA along information to help you prepare for the MSRA can be found on Medical Specialty Recruitment website. ****

All applicants will be invited to attend the MSRA.  Attendance at this assessment is mandatory for applicants to Ophthalmology in 2025 and candidates who fail to attend the assessment will be withdrawn from the selection process.

The assessment will be available be undertaken at Pearson Vue Centres and will be available to take between 2 to 13 January 2025 . Invitations to book the assessment will be no later than 12 December and will be messaged through Oriel.  A text message will also be sent so we recommend that you do not opt out of receiving text messages when you register.

Other specialties will also be using the MSRA within their selection processes and candidates applying to a combination of the specialties will only be required to sit the assessment once.

Evidence Folder 

All candidates will be asked to upload evidence to a specifically designed on-line portal to create a folder of achievements entitled an Evidence Folder. 

A list of contents will be published prior to the opening of applications to assist candidates when putting the documentation together.  Candidates will be able to upload the documentation to the portal, from the 17 January to 7 February 2025. 

When putting the information together please keep in mind any one piece of evidence can only be used once and uploaded against only one domain.  The evidence, in each domain, must be provided as a single PDF file, applicants will therefore be required to combine several documents into one PDF if supplying more than one piece of evidence for a single domain. Please assemble the documentation clearly, ensuring it is easy to follow and keep in mind when putting the evidence together the assessors will have 20 minutes to review and score your evidence.  Further guidance will be given to candidates when the portal opens. 

Evidence Folder Review

Applicants that rank within the top 300 of the MSRA will progress to the next stage and their evidence folders will be reviewed and scored.  The candidates not within that range will be held at this stage of the selection process and will not progress. 

Each evidence folder will be reviewed by a panel and scored in line with scoring guidance that has been published.  The candidates whose folders score 40% and above will be progressed to the next stage and invited to join us for the interviews.  The candidates whose folder does not achieve 40% will not progress to the interview stage.

The scores and the comments recorded as part of the review will be released to candidates on the 14 of February 2025. 

Upon receipt of the feedback if you feel your evidence has been overlooked/misinterpreted you can submit an appeal. Instructions for submitting an appeal will be included in the email containing your feedback. You will be given 48 hours to submit your appeal. You will not be able to upload any additional documents during the appeals process, appeals can only be made using the evidence originally submitted.

An appeals panel will review your appeal. Scores awarded by the appeals panel are final and there is no further recourse to appeal even if the appeals panel reduces the original score.

Assessment/Interview

The assessment/interview will take place over the 13 and 14 of March 2025 and will be virtual so there will be no need to attend in person.  Candidates will be asked to book a slot through Oriel.  The slots are booked on a first come first served basis.

The assessment will have two components and with each component will be up to 10 minutes in length.

Interview 1 - Assessment will be in the form of a medical consultation focusing on clinical knowledge and will involve conversing with an actor playing the role of a patient or carer of a patient. Two assessors will observe the interaction and score each candidate according to set criteria. The assessors will not be seen or heard by the candidate. At times there will be third quality assurance assessor or lay representative observing the interaction.

Interview 2 – Assessment will be in the form of a medical consultation focusing on a difficult communication or ethical scenario and will involve conversing with an actor playing the role of a patient or carer of a patient. Two assessors will observe the interaction and score each candidate according to set criteria. The assessors will not be seen or heard by the candidate. At times there will be third quality assurance assessor or lay representative observing the interaction.

Although the assessments are labelled interview 1 and 2 candidates may start in either one.  The process for each candidate including the initial identity checks, assessment and the debrief will take approximately 45 minutes.

To progress to the offers stage candidates are required to achieve a minimum score of 40% and above in the assessment. Candidates that meet the minimum threshold will have their scores compiled and a ranked list will be produced.

Total Score - Offers

The total score for each candidate, which meets the minimum threshold will be combined as listed below and candidates will be given a rank based on this score.  The score from the MSRA will not be included within the total score.

• Evidence Folder – Maximum score 50 points
• Online Assessment – Maximum score 50 points

The posts will be allocated in rank order based on preference and will be issued through Oriel by no later than the 25 of March 2025.

Feedback

Feedback will be released in stages during the selection process.  Feedback will be released for the evidence folder on the 14 February 2025 and feedback from the virtual assessment will be released on the 20 of March 2025.

Expressing a preference - ‘where do you want to train?’

Candidates that have progressed to the offer stage will be asked to rank the training locations in order of preference.  This process will be carried out within Oriel.  An automated message, containing instructions, will be sent to candidates when the preferences open. 

It is intended that the offers process will commence towards the end of March 2025.  At the point of making offers the preferences will be temporarily suspended.  Following this a matching process will take place and successful candidates will receive their highest ranked preference available.  Candidates whose preferences have been exhausted before their name is reached will not receive an offer and will be notified of this.

Further details about preferencing and the offer process is available within the Specialty Training Website.

References

As part of the national application process candidates will be asked to provide the names of three referees.  References will only be requested once applicants have accepted the offer of a training post.  The purpose of the reference is to confirm employment history and to highlight any concerns.

If no offer is made, or an offer is not accepted, referees will not be contacted.  Please note references will not be required at the interview.

Complaints Policy

If you wish to raise concerns about any part of the recruitment process, please refer to the national complaints policy for guidance.

Questions still remaining

If after reading this guide your question is not answered you can contact the Recruitment Team for questions regarding the recruitment process. 

We often have candidates with questions regarding the scoring of the portfolio and about the content.  To ensure that all candidates receive the same level of information we can only provide the guidance that is published on the website and no further details can be given to individuals.  With this in mind please do use the support lines for questions about the portfolio.

• Candidate Support Line: 01454 252610
• Email Support: england.sevrecruitment.sw@nhs.net

For questions regarding vacancy numbers and rotation details please contact the relevant local team.  The contact details are available in the Job Description section on the national recruitment website.