FULL NHS JOBS 2 GUIDENCE NOTES

Transcription

1 FULL NHS JOBS 2 GUIDENCE NOTES Recruitment Process Who does what? Step 1 (You) Load the vacancy on NHS jobs. Step 2 (Recruitment) allocates your vacancy to an advisor. Step 3 (Budget Holder) approves the vacancy at level 1. Step 4 (Rachael Perry ESR) Adds ESR position number & DBS requirement approves at level 2. Step 5 (Directorate Accountant) approves at level 3. Step 6 (Recruitment) approves at level 4 and publishes Advert live on NHS jobs (Can request recruitment to close early if receive a lot of applications) Step 7 (You) Advert closes, shortlisting to be completed Step 8 (You) Set up and create Interview Schedule Step 9 (You) Invite Applications Step 10 (You) Print Interview documents and prepare for Interview Step 11 (You) Interview Candidates Step 12 (You) Record interview outcome in NHS Jobs and inform all candidates of interview outcome Step 13 (You) Send certified ID and scoring sheets to Recruitment Step 14 (Recruitment) Issue conditional offer letter to successful candidate and requests references Step 15 (Candidate) returns new starter paperwork and completes online application for Team Prevent and DBS Step 16 (Recruitment) Managers pre-employment checks including chasing references, candidates and team prevent if required Step 17 (You & Candidate) decide and confirm a start date you are both happy with. Then recruiting manager contacts recruitment advisor (Please ensure we are aware of the start date BEFORE they start to ensure candidates access and that they are paid) Step 18 (Recruitment) Issues contract, confirmation letter, IT access, ID Badge, will also arrange smartcard. Sets up employee on ESR and sends paperwork through to payroll. Informs Learning development of the new starter who arranges induction and mandatory training Step 19 (Payroll) Action new starter paperwork, which allows smartcard to be assigned to Trust and informs RiO team to provide access to RiO Step 20 (You) arrange first day to ensure candidates is met with a warm welcome to Trust. Uniform and any other materials are arranged and ready for first day.

2 Logging into NHS JOBS 2 1. To log into NHS jobs please click/type the link below into internet explorer: If you require login details please recruitment.services@mpft.nhs.uk You will be presented with the log in page. This looks like the below: Log in details 2. Your password / security code will be sent to you from NHS Jobs via . If you haven t received this then please contact Recruitment Services to reset your log on details. 3. What you see (below) will depend on the role you have (for example the below is from a Systems Administrator) The Navigation bar is on the left-hand side of the screen My Tasks area shows your Tasks Pending.

3 Useful Contacts: and ask for Recruitment Services Technical issues Managers Guide Creating a vacancy Before adding a vacancy make sure you have the following; Basic Job details Job Description which has been approved by Job Matching? Person Spec Advert Text Cost Code Contact details for point of contact Where to start 1. On your home screen you will see a Vacancies button click on this 2. Then at the top right of the screen click on Add a new vacancy You will then need to add the job details; this will be in the format below: 3. Please Generate a VCF number by clicking on Generate 4. Complete all details shown below: Please select from drop down box. THIS MUST BE COMPLETED.

4 5. Section 2 as shown below Please select as best as you can. Please select AFC unless Doctor Post HMDS Director VSM Other Apprentice This is mandatory 6. Section 3 If you do not know this please contact your DA. THESE FIELDS ARE MANDATORY

5 Approval 7. The approval statement below will always be a yes. Vacancy Team Please do NOT use. Recruitment will complete this once the job has been allocated. 8. The vacancy team is the most important part of the process You MUST complete the fields below. If you don t your vacancy won t be sent for approval. This is who applicants contact with questions regarding the vacancy. FinanceVCF_SpecialistHealthcareDivision@sssft.nhs.uk FinanceVCF_MentalHealthDivision@sssft.nhs.uk FinanceVCF_HISDirectorate@sssft.nhs.uk FinanceVCF_CorporateServices@sssft.nhs.uk FinanceVCF_SharedServicesDivision@sssft.nhs.uk

6 Job Advert 9. Documents and Links 10. PLEASE IGNORE THIS BOX Select the relevant links you want on your advert Placing your advert

7 11. Tick this box if a DBS is needed for the post. (Previously known as CRB) Please do NOT use. Tick this box if Professional Registration is needed for the post. 12. If this is ticked you will be notified when XXXX applications have been received. If this is left ticked you will be ed after EVERY application is submitted. A drop down box will appear for you to type in the number of applications. PLEASE LEAVE TICKED - DEFAULT 13. Application Form Only for a Director post ALWAYS leave ticked Please select Standard unless you are: Recruiting a Doctor Medical & Dental form Apprentice Short form

8 These Pre-Application questions filter stop any applicants that answer NO. For example if NMC Registration is asked for then a student will NOT be able to apply. This is good for stopping external candidates from applying. Select the relevant questions. If you don t understand please DO NOT use PLEASE DO NOT USE Internal Notes

9 14. If your vacancy is like for like replacement then please include the name of the member of staff who is leaving/left. Save and Proceed Please double check your work before saving. If an error has occurred then you will need to double check that you re JD, PS, ECF and any other attachments are still attached. If not you will need to attach this again. Please tick Save and Proceed Your vacancy will be sent to your Service Manager (Budget Holder) now for the first approval. You will be notified by if your vacancy is rejected/withdrawn. If your vacancy is rejected/withdrawn by one of your 4 approvers you will need to edit your vacancy and go through the approval process again. Approving a Vacancy

10 Where to start

11 Arranging/Inviting Interviews On NHS Jobs 2, setting up an interview event for a vacancy is a separate step from inviting applicants to the interview. The interview can be set up at any stage from when the vacancy is first created, but applicants cannot be invited to interview until after they have been shortlisted. Arranging Interview Where to start 1. Select Interviews on the navigation on the left. 2. Then select the Create new Interview button at the top right of the Interviews page. 3. Once you ve selected the option to create an interview you ll be presented with the following form to enter key information about the interview including dates and times for the event. The appointment type field has two options: Interview and Assessment event. These are just labels that are displayed to the applicants when they are shown the details of the event. The Scheduling mode selection allows you to select how the slot times are allocated to each applicant. Enter the relevant information HERE that you wish to include in the invitation or letter, make available to applicants and make available to the interview panel through the interview schedule. This information is added to the bottom of the invitation or letter and is limited to 400 characters. Please tick here if a presentation/test/both is required.

12 4. Enter a date or choose a date from the calendar by clicking on the calendar icon. 5. Enter a time, using hours and minutes, for the start time and end time of a slot. Enter the number of applicants that you can manage in each slot in the Spaces available box. When setting up time slots for interview you have the flexibility to: Set up one slot with a number of spaces available (this may be useful for assessments). For example you may have a morning slot from 09:00 until 12:00 with five places available so five interviewees all attend the same 3 hour session that morning. Set up a number slots each with one space available (this may be useful for individual interviews), For example you may have 09:00 10:00 for one interviewee to attend, then 10:00 11:00 for another interviewee to attend etc.

13 The wording of the invitation received by an applicant should be appropriate to the type of scheduling mode used for the interview/event (Applicant confirms next available slot, Applicant picks any available slot, Recruiter picks slot). The standard messages on the system automatically match the type of scheduling selected. 1. The selected applicants are displayed for confirmation. You should select the type of invitation, as required. The options are: an from the NHS Jobs service; a letter produced for opening and printing in Word; or a CSV file to download and use in a mail-merge locally. 2. Where your organisation has stored local versions of the invitation or invitation letter you will be offered the choice of selecting from these in addition to the system standard versions, once you have selected the type of invitation. (Like below) Please select - USE THIS ONE ONLY Additional information can be included in the at this stage, by entering it in this area, if it had not been added when the interview event was set up. This appears as the last paragraph(s) in the invitation or letter and is limited to 400 characters 3. Having selected the invitation type and the appropriate template from the template list, select the Preview button. You will be presented with a preview of the invitation for each applicant, similar to below:

14 4. When ready click on the Invite button to send the invitations. The system will confirm the applicants invited to interview. If the applicants have provided UK mobile phone numbers and indicated that they wish to receive SMS notifications, NHS Jobs will automatically send an SMS message to the applicants to notify them of an interview invitation. The wording of the SMS message will be like this example: You have been invited to an interview event on 30 th September at Please log into your NHS Jobs account for details. NHS Jobs will also send an automated reminder SMS message the day before the event, like this example: REMINDER: you have an interview event on 30 th September at Please log into your NHS Jobs account for details. During the interview At the interview process now we are asking all candidates to bring their documentation in. This is to speed up the process and to avoid candidates travelling for a face to face document check with Recruitment Services. You as the manager will require photocopying, signing and dating the documentation given. You will need to take documents for I.D, Right to work, DBS, Qualifications and Professional Registration and also Visa documents if needed. There a list of required documents below: I.D Two photo s / One address or One photo / Two address or One signed passport sized photograph / Two address / Two additional none photographic documents. Right to work Current Valid Passport or Birth Certificate and National Insurance number. Viewing Interview Details Where to start 1. Select Interviews on the navigation on the left, find the interview in the list, select the Actions button beside the interview, select Edit interview and select the Action button. (Like you did at the beginning of this guide). 2. Select Invite to interview & manage schedule and select the Action button. 3. You will be able to see the applicants that have been shortlisted but not yet invited to the interview/event, the applicants that have been invited to interview but have not yet confirmed their attendance and the applicants that are booked into the slots available. (Below)

15 Confirming or declining an Applicant s Acceptance You will see the interview schedule, including the applicants that have been invited and have not yet accepted their invitations. From here you can accept or decline the invitation on their behalf. Interview Packs 4. Select Interviews on the navigation panel, find the interview in the list and select the green Actions button. And you will presented with a download/print option. 5. Select the sections of the interview pack required and then Download PDF.

16 Note that the application forms will include personal information but will not include monitoring information sections.) The downloaded PDF file can be printed locally or ed to the relevant person(s). Where to start Successful Applicants Outcome of Interview/Pre-employment Checks On your home page on NHS Jobs 2 please click on Vacancies and you will see your vacancy number, click on the number of applicants who have applied. Tick the box next to the successful candidates name and click actions. You will see the screen below: Click Indicate as appointable 2. Action 3. Send ALL unsuccessful & successful scoring sheets, I.D and Application forms to Recruitment Services. Once you have indicated the successful candidate who is appointable this triggers an to your Recruitment Advisor who will then out a conditional offer letter If your candidate requires a salary on appointment form please send this completed form to Recruitment Services. At this point please post ALL scoring sheets and Identify Checks to Recruitment Services. IF YOUR SUCCESFUL CANIDATE IS INTERNAL: Please complete all the relevant checks as an external candidate as this is the perfect opportunity to update are ESR records.

17 To check progress on your successful candidate 1. To check the progress of your successful candidates pre-employment checks, go to the vacancies list, select the Applications link beside the relevant vacancy, scroll to or find the relevant application. In the example below, the Identity check, Right to work check and Occupational Health check have been completed satisfactorily. The DBS check and Declarations check have been identified as not applicable and the other checks are still to be completed. Start Dates Once all pre-employment checks are complete you will need to contact the candidate to arrange a start date that suits both yourself and the candidate. Then please let Recruitment know the start date BEFORE the candidate starts to ensure they get paid and the required access in time. Personal files We will still remain to complete / send personal files to you. I.D badges and smart cards Included in the conditional offer letter is an address for the candidate to send an electronic photo too. Once this photo has been received by recruitment services the badge and smart card will be produced as normal.

18