The Implementation of Robotic Process Automation into the Recruitment Process
Summary
Kent Community Health NHS Foundation Trust introduced Robotic Process Automation (RPA) into its recruitment process to improve efficiency, reduce delays, and enhance the experience for managers and candidates. Recruitment previously took an average of 13 weeks, placing additional strain on teams and increasing reliance on temporary staff. Through automation, streamlined paperwork, and the introduction of digital tools such as DocuSign, the Trust has shortened time to hire, improved satisfaction, and released thousands of hours for staff to focus on more meaningful work.
The Challenge
The recruitment process was lengthy and administratively heavy, averaging 13 weeks from vacancy to appointment. This created pressures on services covering gaps, led to increased bank and agency use, and impacted staff morale. Paper-based forms and repetitive tasks were burdensome for managers, candidates, and the recruitment team. Feedback highlighted duplication, inconsistency, and a need for a better experience for new starters and managers alike.
The Solution
The Trust launched a transformation programme led by the People Services RPA Team.
- A task and finish group gathered insights from managers and candidates to shape improvements.
- Recruitment paperwork was simplified and rebranded, while new e-forms streamlined requests.
- DocuSign was introduced to remove manual processes, improve data quality, and provide a smoother candidate journey.
- Automations were developed and tested with manager input to ensure robust implementation.
- Continuous improvement cycles and regular user feedback ensured that changes remained effective and responsive.
- The recruitment team shifted focus from transactional tasks to providing tailored, strategic support for services, including bespoke campaigns and targeted recruitment for hard-to-fill roles.
Results & Next Steps
- Time to hire reduced from 13 weeks to 9 weeks, exceeding the target of 10.
- Over 24,000 staff hours released, equivalent to 12.36 WTE and £325,240 in savings.
- Additional cost savings of £135,000 achieved by removing vacant posts.
- Staff morale improved, reflected in a 0.2 uplift in the NHS Staff Survey.
- Manager satisfaction with recruitment rose from 36.8% to 82%.
- More than 31 automations now embedded in recruitment, with over 100 across the wider People Directorate.
- Candidate experience improved significantly, with simplified forms, consistent communication, and positive feedback regularly received.
Next steps include expanding the programme, developing AI solutions, and working with Kent and Medway partners on a potential system-wide service offering. The team also continues to share its learning at national NHS forums, showcasing how digital solutions can empower the workforce.
