Communicating with HR in the NHS

Most HR teams are very reasonable and accommodating. However they are overworked and some even do 2 jobs at the same time ( ie are working in the HR department on some days and manage the rota on other days). The reason behind this is that there are not enough funds to hire full time HRs and even if a trust has a full time HR manager, (s)he is swamped with paperwork. They not only sort out paperwork for junior doctors but also for other healthcare workers, trainees and liaise with other departments ( like occupational health, payroll, interviewing consultants)

This post is in no way demeaning HRs. I have worked in the NHS for a few years now and I know how hard working they are and by no fault of theirs, they are extremely busy and try their best to prioritize our issues. They are the stars of the NHS and I would not be here had it not been for the amazing and efficient HRs I have dealt with ( I have been very lucky to have good HRs).

Here are a few reasons why HRs may not respond to your emails:

1. Non NHS emails automatically go into their junk mail ( as part of security). As everyone working in the NHS has official emails.
Making an email on doctors.net can help:https://www.doctors.net.uk/

2. They have more than one job and are dealing with other healthcare staff as explained above. 

3. They may be on leave or may have left this post- however it is best to clarify if they will be around for the next 2 to 3 months when you give your interview. 

I have addressed a few concerns in the form of frequently asked questions. 

I am about to give my interview. Should I ask what is the best way to contact the HR team?

Yes. Ask your HR during your interview about what time suits them best in case you have an urgent query. 

I am in my home country. My HR is not responding to my emails. 

Have you tried calling your HR. The best time to call is at 0900 AM GMT. After this, they may get busy. 

I have tried calling them. I have been put on hold. And my phone bills are skyrocketing because of this. 

This is very frustrating. Have you emailed them?

Yes! I have emailed them many times. They have not responded. 

Okay. This is what I suggest you do:
"Dear****,

Thank you for considering me for this post. It is indeed an honor for me to work in this trust with such and amazing team. However I have a few questions which I would like to be answered by your team ( or if not- kindly direct me to the relevant teams). I have tried emailing you on multiple occasions and have also tried to call you. I have put on hold for up to 20 minutes (this should actually be true- please do not copy paste this) and I have got a huge phone bill because of this. 

I understand that your team is extremely busy however kindly try to understand my situation. I am in my home country and have a few more interviews lined up. If I do not get answers to my queries then I may have to decline your offer and consider taking up another job. Kindly respond to the following questions which I have:
*** Enumerate queries you have****
Many thanks, **** "

I have emailed this however they still have not responded. 

When did you email them?

At 9 AM on a Saturday. It is 11 PM on a Sunday now. 

It is unlikely they will reply as they are off on weekends. Their working hours are:
Monday to Friday 9 AM to 5 PM ( some may go off early though). 

So how long should I wait for?

Five working days. 

I have waited for five working days and they still have not responded. 

Email them this:
" Dear****,

Unfortunately, I still have not got a response to my previous emails. As mentioned before, I will have to decline your offer as I have given another interview for a job which suits my requirements. I am sorry about causing so much trouble. I hope you understand. "

Now you may get an email soon or this may be ignored as well. If you have been ignored (again), it is best to consider alternative jobs. 

But I have accepted a post and they are not responding to my emails. You have mentioned that I should not decline a post as this can cause serious consequences. 

You have waited for a long period of time. You have a good enough reason to decline this offer. 

However you MUST inform the trust somehow. 

How can I do this?

You can contact the interviewing consultant, rota team, other HR team members. First via email and then call them. One of them should respond. 

Another way is to get in touch with an IMG working in that particular hospital by joining this group:
https://www.facebook.com/groups/IMGs.in.the.UK/

And searching for the hospitals name here. You might be able to get lucky by getting in touch with a doctor working there who can personally ensure that HR checks their emails sent by you and replies. 

I have finally managed to get in touch with them. They have now sorted out my issue. 

Yes, eventually people manage to get hold of them - unfortunately sometimes it is very frustrating.

Is working in the NHS like this as well?

No it is not. They respond to emails very quickly. You will have an official email address and thus they will be able to see your email as soon as you send it ( provided they are present in front of their computers).

My tips:

1. Always be kind. Never be harsh. 

2. Be very clear in your emails. Be very nice initially however be a bit stern (but still kind) if they are not responding. 

3. Your tone makes a huge difference when you are talking to them on the phone - practice in front of a mirror first. 

4. Be confident. Do not just accept whatever they say. 

5. If they say something verbally, always follow this up with an email. eg:
"As discussed on the phone, you have kindly agreed to allow me to shadow my on call colleagues for the first one month after which I will put on the on call rota if I am confident enough"
6. Think outside the box - contact IMGs working in that trust ( via the aforementioned Facebook Group). You might get lucky. 

I hope this makes sense.

Again, I personally feel that the HR team is doing a wonderful job and they have always been very kind and helpful to me and my colleagues.