REACH Recruitment System. SJA Volunteering HR quick reference guide External workflows

Transcription

1 REACH Recruitment System SJA Volunteering HR quick reference guide External workflows

2 General access questions Login The recruitment system login URL is: You will have received an containing your login credentials. If the has not been received at all, ask a HR colleague or Reach Support (support@reachats.com) to trigger a new password for you. Automatic login Once logged in, SJA users will not need to re-enter their login credentials for a 90 day period. When you have finished your REACH session close the tab or browser and do not click the Sign Out button. Clicking the Sign Out button will remove the automatic login until you enter your login credentials again, at which point the 90 day login period will begin again. Forgotten password If you have forgotten your password visit and click the forgotten password link. Enter your address and press reset password to trigger a new password to be sent to you. Change password Login at and click the Preferences button. Click Change Password and reset the password here. Change background image Login at and click the Preferences button. Click Change Wallpaper and select your preferred image. 2

3 Managing candidate applications Load the volunteer list for the vacancy Click the Candidates tab in the top level menu. Click the title of your vacancy from the selection. Volunteer candidates will appear in a listing, organised by tabs into the stages of the recruitment process: Screening DBS Path Interview Checks Offer Paperwork Welcome RA review candidate screening Review the volunteer s application form by clicking the application form icon, which is the first icon shown underneath the Links heading Ensure that the volunteer has: included complete reference information at least one reference is the applicant s most recent employer/tutor completed the appropriate parts of the health declaration form (category 2) included a complete employment and training history (category 1) Based on the answers, and any information provided in follow up s, progress the volunteer to the Screening stage, contact the volunteer for further information, or reject the volunteer from the process: Rejecting unsuitable volunteer candidates To reject a single candidate, click their name in the candidate listing and click Reject. Enter a rejection reason if known, to be referred to should the candidate ask for feedback. To reject multiple candidates at the same time, tick the box next to their name in the candidate listing then click Actions > Reject. Rejected candidates can be viewed if necessary by clicking Rejected Candidates in the silver bar of the candidate listing. 3

4 Progressing candidates to the next stage To progress a single candidate, click their name in the candidate listing and click Progress. A panel will appear that asks you to confirm your action. This panel also shows any automated s that will be sent as a result of progressing the candidate to the next stage. To progress multiple candidates at the same time, tick the box next to their name in the candidate listing then click Actions > Progress. As candidates are progressed, their Stage is updated in the candidate listing. Depending on the new stage, the candidate may move from one tab to another (e.g. from Screening to Interview ). Manager candidate shortlisting At this stage, you need to send an to the manager who will complete the Shortlist form. When you click progress from the previous stage, the recipient selector box will open. If the manager is already setup as a Reach user, their name will appear in the drop down selector. If this is the case, click their name and then Send. If the manager s name does not appear in the drop down selector, type their name and address into the boxes provided and then Send. Hiring managers will receive a link to the shortlisting form, and then work with any other shortlisters to complete the form. When the candidate has been screened by each of the hiring managers, the candidate will automatically move to the Screening Decision stage. Shortlist decision To review the screening feedback for all candidates on a vacancy, click Forms > Shortlisting collated feedback Recruiter form. Based on the feedback, reject unsuitable candidates and progress suitable candidates to the next stage in the process. DBS path At this stage, you are required to review the initial DBS provided in the application and then fill in a short form to determine the DBS path needed. Review the volunteer s application form. In the options bar that appears under their name, click Forms. A forms panel box will open with a link to the DBS Path form. Click this link and fill in the form. 4

5 When you have filled in the form, close the form tab (the tab will not automatically close if you are using Internet Explorer 8) and then close the forms panel box if it is still open. In the options bar click Progress to progress the candidate to the Schedule Interview stage. Please note that the 'DBS path guide' document can be downloaded from Libraries > Files Library Scheduling candidate interviews At this stage you are required to review the Health form to determine whether the candidate is fit for role or needs to have their health form reviewed by a nominated HCP. You also need to determine if the candidate will need to have their HCP status checked. Confirm the date, time and location of the interview with the Recruiting Manager, if it has not already been provided. Click the Interview tab and then click the relevant candidate s name. In the options bar that appears under their name, click Forms. A forms panel box will open with a link to the Schedule Interview form. Click this link and fill in the form. When you have filled in the form, close the form tab (the tab will not automatically close if you are using Internet Explorer 8) and then close the forms panel box if it is still open. In the options bar click Progress to progress the candidate to the Interview Invitation stage. Interview invitation When the candidate reaches the Interview Invite stage, you need to manually send the candidate the appropriate DBS path interview invitation . To send the , click the candidate s name in the listing and in the options bar click > Template > select the relevant Interview Confirmation from the list > Send this . (If no DBS is needed, the candidate is automatically sent an without the need to select one.) When you have sent the , the candidate will return to the Candidate Centre and complete the Interview Attendance Confirmation form. As soon as the candidate completes this form the system automatically progresses them to the next stage and sends confirmation s of the interview to the candidate and yourself. 5

6 RA interview progress At this stage, you need to send an to the manager that will complete the Interview Feedback form. In the options bar click Progress to open the recipient selector box. Complete the form as described in the shortlisting stage. The system will automatically progress the candidate to the next stage Interview Feedback. Interview feedback The system automatically sends the Recruiting Manager confirmation of the interview, along with an ID checker checklist, a next steps letter and a copy of the application. Following the interview, the Hiring Manager will complete the Interview Feedback form. The Recruiting Manager is instructed to follow a link in the to complete the interview feedback form. One this form has been completed, the system automatically progresses the candidate to the next stage. As soon as the manager completes this form the system automatically progresses them to the next stage and sends an confirming that the form has been completed to you. Interview decision Scan (if needed) and upload the volunteer's proof of identify (x2) and photograph via the Files tab of the volunteer's record card. Then review the manager's Interview Feedback form via the Forms tab of the record card. Based on the feedback, click Reject in the options bar or click Progress to take the candidate to the References stage. References The system automatically s a reference request to the volunteer s two referees. The referee clicks a link in the request and completes the short reference form. (Category one roles also have a stage for a third reference, if needed.) To view the reference form when it has been completed, click the candidate s name in the listing to open the options bar then Card > Forms tab > Reference form. To check the status of a candidate s references, click Reports > Reference Status. The reference completion will also appear in the activity feed on the Dashboard page. 6

7 If a reference has not been returned within three weeks, an automatic is sent to the applicant, asking them to follow up with their reference or to contact HR to provide a new one. Note that the referee form completion does not hold up the process, candidates will automatically progress to the HCP Checks stage regardless of whether the forms have been completed or not. HCP checks Review the manager's Schedule Interview form via the Forms tab of the record card and check if the candidate needs to have their HCP status checked or health declaration form reviewed. If an HCP check is needed, click the candidates name in the listing, then send , and select the Regional Assurance HCP checks . A box will appear for you to enter the address and name of the appropriate member of the Regional Assurance team and then Send. Once the has been queued, or no HCP check is needed, progress the candidate to the next stage. RA health progress If a Health form review is needed, click the candidate s name in the listing then Progress in the options bar. If not, move the candidate to the Complete DBS stage (or the Complete volunteer checks stage, if no DBS is needed for the role.) To move the candidate to this stage, click their name in the listing then Move in the options bar. Select the Complete DBS stage from the stage list drop down then click Move. Health form review A box will appear on the screen for you to confirm the Nominated HCP address and name. Press send to the nominated HCP the health form for completion. A link is included in the to a form that the nominated HCP fills in to provide their recommendation and any restrictions. If the HCP form is required, the candidate will appear at the Health Form Review stage until the HCP has completed their form. Once the form has been completed, the candidate is automatically progressed to the next stage. Health form result Review the recommendation and either progress the candidate to the next stage or reject them from the process. 7

8 Complete DBS At this stage you are required to review the DBS Complete form, depending on the candidate's DBS path. Click their name in the listing then click Forms. A forms panel box will open with a link to the DBS Complete Review form. Click this link and fill in the form. You may need to close the forms tab when finished if you are using Internet Explorer 8. In the options bar click Progress to progress the candidate to the Complete Volunteer Checks stage. Complete volunteer checks Click their name in the listing then click Forms. A forms panel box will open with a link to the Complete Volunteer Checks form. Click this link and fill in the form. Before completing the form, ensure any HCP check and all references have been returned. You may need to close the forms tab when finished if you are using Internet Explorer 8. In the options bar click Progress to progress the candidate to the Setup Offer Form stage. Setting up the offer form Once all screening checks are complete, confirm with the manager who they would like to offer the role(s) to, and who will make initial contact with the successful applicant(s). Click the successful candidate s name in the listing then click Forms > Volunteer New Starter Setup and fill in the form. You may need to close the forms tab when finished if you are using Internet Explorer 8. In the options bar click Progress to progress the candidate to the Awaiting Offer Acceptance stage. Awaiting candidate offer acceptance Once the manager has made an initial contact, they will manually send the volunteer an attaching the relevant offer (regular or after RM contact, start date or no start date) To send the , click the candidate s name in the listing and in the options bar click > Template > select the relevant Offer from the list > Send this . 8

9 When you have sent the , the candidate will return to the Candidate Centre and complete the Offer Acceptance of Volunteering Role form. Once the candidate has completed this form, the system will automatically send them an to confirm receipt of their offer acceptance and progress the candidate to the next stage. Complete SJF4 Add the new volunteer to DIPS, making note of the ID number assigned the volunteer. Then click the candidate s name in the listing then click Forms > Add SJF4 ID No. and fill in the form. You may need to close the forms tab when finished if you are using Internet Explorer 8. In the options bar click Progress to progress the candidate to the Confirm Start Date stage. Confirm start date As you enter this stage, a box will appear on the screen for you to confirm the manager s address and name. Select their name from the drop down selector, or type their name & address if they are not in the selector. Then press Send. Now click the candidate s name in the listing then click Confirm Candidate Hire. A panel will appear that shows the start date. Pick this date and Save. NB. If no start date appears in this panel, return to the Vacancies tab and Edit the job. Click the Hire Details tab and select a location > start date > add hire. New volunteer Hand over the new volunteer to the line manager and file the paperwork. If appropriate, remove any applicants who have not completed the recruitment process by clicking Withdraw in the options bar. This will send the applicant a "Volunteer withdrew application" courtesy . The successful candidate(s) is now a new volunteer and this marks the end of the recruitment process. 9

10 Useful Reports Scheduled interviews report Click the name of the report and select a job from the dropdown. Candidates that have a scheduled interview will appear in the listing. Details include the date, time, venue and lead interviewer for each candidate s interview Hiring Managers can access this report and can use the application form link to print out forms prior to interview Reference status report Click the name of the report and select a job from the dropdown. Candidate referees will be shown together with a status of the reference (e.g. pending / complete) Recent activity report Click the name of the report and use the drop down filters to view recent activity on your vacancies. Vacancy approval status report Click the name of the report to view the current status of recruitment requisitions. Where the current actioner is HR, the recruitment administrator has released the vacancy to candidates or will be doing so shortly. 10