Please read this user guide to help you apply for Job Vacancies. Bookmark or download the guide for future use.

Transcription

1 Please read this user guide to help you apply for Job Vacancies. Bookmark or download the guide for future use. VACANCIES APPLICANT GUIDE

2 INTRODUCTION This document is a User Guide to help you search and apply for Jobs at Brookes by using e Recruitment. Learn how to register, how to navigate around e Recruitment, and how to use the available menu options. TABLE OF CONTENTS HOW TO OPEN THE JOB VACANCIES HOME PAGE HOW TO SEARCH FOR JOB VACANCIES APPLYING FILTERS VIEW SEARCH RESULTS HOW TO APPLY FOR A JOB HOW TO ENTER YOUR PERSONAL DETAILS HOW TO ENTER YOUR REFERENCE DETAILS HOW TO ENTER YOUR EDUCATIONAL QUALIFICATIONS HOW TO ENTER DETAILS FOR TRAINING, DEVELOPMENT AND COURSES HOW TO ENTER YOUR PREVIOUS EMPLOYMENT DETAILS HOW TO ENTER YOUR SUPPORTING STATEMENT HOW TO COMPLETE THE QUESTIONNAIRE SECTION HOW TO ENTER YOUR EQUAL OPPORTUNITIES DETAILS HOW TO REGISTER HOW TO LOGIN HOW TO USE THE APPLICATION FORM TEXT TOOLS Page 2 of 25

3 HOW TO OPEN THE JOB VACANCIES HOME PAGE To open the e Recruitment homepage, visit home page >> Job Vacancies, or follow the link from the HR web pages. With the e Recruitment home page, you can search for job vacancies register and apply for jobs view Help and Support information Page 3 of 25

4 HOW TO SEARCH FOR JOB VACANCIES When you visit the Job Vacancies web pages, the Search page will always be displayed. If you navigate away from this page, you can always return by selecting : Applicants Options >> Search Current Job Vacancies option. By default, a search will display all Job Vacancies. You can filter your search by: Vacancy ID if you know the ID of a particular vacancy Vacancy Type e.g academic, manual, support etc. Employment Type i.e. full time or part time Faculty or Directorate Location Alternatively, you can search by entering Extra Keywords of your choice. Click on the button to view selected vacancies. The number of items in the list will vary daily, due to new Job Vacancies being uploaded or reaching their closing date. Page 4 of 25

5 APPLYING FILTERS In this example, values have been applied to the Location and Faculty or Directorate filters. Other filters, such as Employment Type, have default values i.e. All. The filters you apply determine the number of Job Vacancies which are displayed. If you click on the button without applying any filters you will be able to see all Job Vacancies. These may be displayed over several web pages. Page 5 of 25

6 VIEW SEARCH RESULTS Job Vacancies are listed with summary details as a result of your search. After completing your first search, the Applicant Options >> Last Search Results option is available. Click on this option to return you to your last search results at any time. The list of summary details may be displayed over several pages. Please use the navigation buttons on the web pages, and avoid using the browser 'back' button.if you accidently click on the browser button, you will need to click on the F5 button along the top of your keyboard to refresh the screen. Click on the 'Job Title' link to view the advert and job description for the selected vacancy. Page 6 of 25

7 HOW TO APPLY FOR A JOB Click on the Apply button which is displayed in the summary list of Job Vacancies or the Apply for Job button which is displayed on the Job Vacancy full details web page. If you have not registered or have not logged in, you will now be asked to do so. You are required to register in order to apply for Job Vacancies. Please view How to Register for further information. APPLICATION CHECKLIST The Application Checklist is a summary of the sections that comprise your Job Application. You must enter information for Required sections in order to complete your Job Application. Completed sections are identified by a large tick. Incomplete sections have a status of Required or Optional. You are encouraged to enter information for optional sections if you have information that would enhance your application. BUTTONS Click on the Save for Later button to continue working on your application at another time. Click on the Submit button to submit your application. Click on the Print Application button to print a paper copy of your application. Page 7 of 25

8 SAVE FOR LATER Please note that your application must be completed and submitted by the deadline, i.e. before GMT on the closing day. Do not leave submission of your application to the last minute, as Internet problems may result in a failure to submit your details in time. PRINT YOUR APPLICATION Click on the Print Application button to display your application in a separate browser tab or window. You can also create an Adobe PDF file copy by using the print option. SUBMIT YOUR APPLICATION The Submit button is only displayed when all Required sections of your application have been completed. To submit your application, confirm you have read the Terms and Conditions, and then click on the Submit button. After submitting your application, you are no longer able to make any further changes, or upload documents. Please check your application before submission. After submission, a successful submission message is displayed. You will also receive an notification, confirming receipt of your application. Page 8 of 25

9 YOUR APPLICATION HISTORY When you create your first Job Application, your Application History will be populated. Applicant Options >> My Application History Each entry is defined by: Vacancy ID unique number identifying Job Vacancy Job Title Date Submitted blank if not submitted Applicant Status initially Application Not Submitted Delete icon delete your application (before submission) View icon view your Application Checklist for this Job Vacancy EDIT CURRENT APPLICATIONS Click on the view icon button to view, print, or edit current applications. Click on the delete icon to delete a current application. VIEW SUBMITTED APPLICATIONS Click on the View icon button to view or print submitted application details. WITHDRAW AN APPLICATION You cannot delete an application after submission. If you wish to withdraw an application, contact the University via the For More Information address published on the Job Vacancy advertisement. If the advert has closed please contact vacancies@brookes.ac.uk COPY AN APPLICATION Once you have completed your first application, it can be reused for subsequent applications. When you apply for a new Job Vacancy, click on the Copy icon button for a selected existing application. You can now edit this new application as appropriate for the new Job Vacancy. Page 9 of 25

10 Always refer to your Application Checklist when making your application. This will help you to ensure all required sections are completed. HOW TO ENTER YOUR PERSONAL DETAILS Please note that all fields, except residential address lines 2 and 3, are mandatory. Click on the Back button to discard your changes and return to your Application Checklist. Click on the Save and Return to Summary button to save your details and return to your Application Checklist. Page 10 of 25

11 HOW TO ENTER YOUR REFERENCE DETAILS Click on Reference Details to enter referee information. You will normally be asked to provide information for two referees, although in some circumstances, additional referees may be required: Referee details are mandatory and you must include this information as part of your Job Application. However, you may defer contact with your referees by the University: All Referee information is required, except Work Address and Telephone number: Click on Back button to cancel your changes, and return to the section summary page. Click on the Save and Add button to save your details and open form for another referee. Click on the Save and Return to Summary button to save your details and display a summary page with a list of entered referee details. UPDATE REFEREE DETAILS The referee input form will display summary information about recorded referees: Click on the red cross icon to delete selected referee details. Click on the edit icon to edit or view recorded referee information in detail. Page 11 of 25

12 HOW TO ENTER YOUR EDUCATIONAL QUALIFICATIONS The Educational Details section is mandatory. However, if you have no information to enter, click on the Section not Applicable checkbox. Click on the Green cross link to enter your details: If the information you wish to enter is not available in the drop down lists, please select Other from the drop down list and use the Institute Other to record the name of the institute and Comments free text fields to enter additional information. Click Back button to cancel changes and return to Summary. Click Save and Return to Summary button to save changes and return to Summary. Click Save and Add button to save changes and enter another qualification. After entering details of your first qualification, summary information will be displayed on the Educational Qualifications web page. Each entry has two buttons, edit and delete. Page 12 of 25

13 HOW TO ENTER DETAILS FOR TRAINING, DEVELOPMENT AND COURSES Click on Your Application Checklist >> Training.. link to open the Training section. Click on the Green Plus button to enter your details. This section may be optional or mandatory. If it is mandatory for your particular Job Vacancy, there is a checkbox to specify Section not Applicable, which you can select if you have no details to add. Click Back button to cancel any changes and return to summary page. Click Save and Return to Summary button to save details and return to summary page. Click Save and Add button to save details and create new Training record. The Training summary page displays details of recorded employments and gives you the option to edit, create, or delete, records. Click on Return to Summary button to return to your Application Checklist. Page 13 of 25

14 HOW TO ENTER YOUR PREVIOUS EMPLOYMENT DETAILS Click on Your Application Checklist >> Previous Employment Details link to open the Previous Employment Details section. Click on the Green Plus button to enter your details: You can create a record for each of your Previous Employers. Please create your Previous Employment records in descending date order, the most recent first. The Previous Employment summary page displays details of recorded employments and give you the option to edit, create, or delete, records. Click Back button to cancel any changes and return to summary page. Click Save and Return to Summary button to save details and return to summary page. Click Save and Add button to save details and create new Previous Employment record. Page 14 of 25

15 HOW TO ENTER YOUR SUPPORTING STATEMENT Using the person specification to guide you, please give details of any experiences and skills which you feel are relevant to the post. Include a description of your duties in your present role, if appropriate, and details of experiences and skills gained in previous roles and any other areas such as temporary work, voluntary work, studies or spare time activities. This section is mandatory. The maximum number of characters is The maximum number of characters is If this is an insufficient amount of space, you can also upload a document in the 'Supporting Documents' section. If you wish to upload a document instead of entering details in this section, please enter some text in the Supporting Statement box e.g. I have uploaded a document called Jills Supporting Statement. Click on the Back button to return to Application Summary without saving your changes. Click on the Save and Return to Summary button to save your changes and return to Application Summary. Page 15 of 25

16 SUPPORTING DOCUMENTS CV AND PUBLICATIONS Click on Your Application Checklist >> Supporting Documents link to open the Supporting Documents section. You can use this feature to upload a CV, a Publication, or any other documents in support of your application. A list of any uploaded documents will be displayed on the web page. To upload a document, click on Choose File button Your Windows or OS X File Explorer or Finder window will be displayed. Select a document and click on Open button. The name of the selected file is displayed next to the Choose File button. At this stage you have not yet uploaded your file. To upload your selected file, click on the Upload document button. Your file is now listed in the summary of uploaded files. DOCUMENT FORMAT Each document no greater than 2MB size Maximum of 5 documents uploaded Maximum of 25 characters for document title Supported file types:.doc,.docx,.pdf,.txt,.jpg,.jpeg and.rtf. Please read the guidance notes on the Supporting Documents web page before uploading any documents. Page 16 of 25

17 HOW TO COMPLETE THE QUESTIONNAIRE SECTION Click on the Questionnaire section link in Your Application Checklist. The Questionnaire section will be displayed. This section is mandatory. The Questionnaire section has one mandatory question. Your answer is selected from a drop down list of responses. If you select Other, you can add any further information to the optional Other field. Click on the Back button to return to Application Summary without saving your changes. Click on the Save and Return to Summary button to save your changes and return to Application Summary. Page 17 of 25

18 HOW TO ENTER YOUR EQUAL OPPORTUNITIES DETAILS This section is mandatory. Click on the Equal Opportunities Monitoring section link in Your Application Checklist. The Equal Opportunities Monitoring section will be displayed. Please note that although several of the fields are mandatory, you can usually select a response of Prefer Not To Say. Click on the Back button to discard your details and return to your Application Checklist. Click on the Save and Return to Summary button to save your details and return to Application Checklist. TWO TICKS SCHEME The University supports the Positive about Disabled People Scheme, or Two Ticks Scheme. The University is committed to encouraging disabled people to apply for jobs by offering the guarantee of an interview if they meet the essential criteria for a job vacancy. To apply for a Job Vacancy under the Two Ticks Scheme, please state that you have a disability. You will be automatically included in the scheme, unless you opt out by specifying NO in the Do you wish to take part.. Two Ticks scheme question. Page 18 of 25

19 Applicant Options provides you with a set of tools to search for jobs, make applications, set up and receive notifications about suitable vacancies, and access Help and Support information. These options are available to registered applicants. HOW TO REGISTER REGISTER NEW ACCOUNT In order to apply for a Job Vacancy, you must first register with the University. Additional benefits of registration include: monitor progress of your job application receive notifications about your application and future vacancies keep your applications details in a secure environment to use for future applications You have two registration options: Select the Register New Account option from the Applicant Options menu Click on the Apply for Job button which is displayed on the Job Vacancy full details web page. On the login page, click on the Register Now button Page 19 of 25

20 ENTER REGISTRATION DETAILS When you first register, please have the following information to hand: Your address A memorable but secure password of your choice. Your address will be used for all communication during the e Recruitment process. You password will only be known to you. Please ensure you use a memorable but secure password. If you forget your password, there is a recovery New Password option. You will also be asked to enter your First Name and Last Name. All information is mandatory. To complete the registration, you are required to confirm the Terms and Conditions checkbox. Finally, click on the Register button. TERMS AND CONDITIONS You can view Terms and Conditions from the Applicant Options >> Terms & Conditions link. Terms & Conditions (extract only) : The Terms & Conditions document is downloaded in a separate tab page or browser window, and is several pages in length. Page 20 of 25

21 NOTIFICATION OPTIONS These options are available once you have registered. Select Applicant Options >> My Account and Notifications >> Notification Options to set up or amend your notifications. You can enable or disable notifications. If you enable notifications, you can also enable the following options: Vacancies advertised Daily notification of new adverts You can specify a time stamp for these notifications i.e specify how many weeks/days/hours before the closing date your are to receive notifications: Vacancies closing Unsubmitted Applications Page 21 of 25

22 HOW TO LOGIN Click on the Login option to login to e Recruitment. You can only login if you have previously successfully registered. When you have successfully registered for the first time, or after logging in on subsequent occasions, additional applicant options will be displayed: My Application History My Account and Notifications Change Password Logout The Logout option will only be displayed if you are logged in. Your login name is always displayed above Applicant Options when you are logged in. FORGOTTEN PASSWORD If you have forgotten your password, there is a forgotten password facility available on the Login screen. If you enter an invalid password, you will receive an error message: Click on the Forgotten Password? link to request a new password. Please note that the new password is sent to the address that you registered with e Recruitment. You can login with this replacement password. Page 22 of 25

23 CHANGE PASSWORD You can change a password after receiving a new password, or at any other time by selecting the Applicant Options >> Change Password option. A notification is sent to your current address. FORGOTTEN USER NAME There is currently no facility to recover a lost user name (your address). However, if your registered address is no longer available, you can change your address. CHANGE CURRENT ADDRESS Select the Applicant Options >> My Account and Notifications option. Complete the Change Current Address form : A confirmation notification is sent to your new address: Your new address will be active after 5 or 10 minutes. Page 23 of 25

24 Your application form has a number of sections, some of which are mandatory and some optional. Each section has a number of controls, which are common to all of the forms you are asked to complete. HOW TO USE THE APPLICATION FORM TEXT TOOLS MANDATORY INFORMATION Several sections in your application form are mandatory. Some of these mandatory sections have a Section Not Applicable checkbox; if you have no information to enter in this section, click on this checkbox. Every section has a field which enables you to enter your details. Some of these fields are mandatory, and they are identified by an asterisk ( * ). Some mandatory field are populated from drop down lists. These often have values such as Other, Prefer not to say, etc. ENTERING DATA All dates are required in a specific format e.g. 01/01/1967 (dd/mm/yyyy). In most cases a Calendar tool will help you to select and enter a date in the required format. Some fields have drop menus with a list of values, from which you select the most appropriate value. Page 24 of 25

25 EDITING TOOLS When you enter multiple records, for example, details of previous employers, you are provided with several editing tools: Create a new record. The text will identify type of record you create. Update, or change, selected record Delete selected record HELP Help information is available in all sections. Please ensure you read the notes in each section before entering your details. Additional help is provided with some fields where there is a Help i icon: In Applicant Options, further Help and Support information is available. BUTTONS When you complete your application form, Your Application Checklist will have a button toolbar, which allows you to Print a copy of your application, or to Save for Later if you wish to work on it at another time. A Submit button is displayed after you have completed all mandatory sections. You can return to Your Application Checklist from any section by clicking on the Return to Summary button. When you are creating records within a section, there is a record toolbar which allows you to cancel your current editing (Back), to Save and Add a new record, to Save and Return to Summary (of your current section). Page 25 of 25