e-recruitment Guide Hiring Selection

Transcription

1 e-recruitment Guide Hiring Selection 1

2 Contents Page 3 Page 4 Page 5 Page 4 Page 6 Page 7 Page 8 Page 9 Page 10 Page 11 Page 12 Page 13 Page 14 Job Requisition Process Flow Chart Hiring Process Flow Chart erec Recruiter Overview Candidate Selection Page - Overview Display Candidates Page Overview Activities - Overview Adding a Recruiter s ranking to the system Bulk Download & Shortlisting Report Adding an Attachment/Note to a candidate Inviting Candidates to Interview Notifying unsuccessful candidates Sending an to a candidate Recording an Eligibility to Work Check Information for staff using an UNMANAGED computer Popups should automatically be allowed for staff on managed computers When using the e-recruitment system please ensure that you have allowed Popups. Guidance on how you can do this is available via the link below: 2

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5 Click to Create a Job Requisition, Access Recruitment Groups, Create a Contract Admin and view Redeployment Candidates. Screens will open in a pop-up Activities where an should have likely been sent but was not, will appear under Unsent Correspondence e.g. if you do not select Send when doing a WHA Activity. If HR propose a redeployee against one of your requisitions it will appear under Redeployment Activities. erec Recruiter Overview Access your requisitions through the My Draft snd My Released links Use this Search box to find Requisitions/Contracts and Published Job Postings where you are in the Recruitment Group. You can also use it to search for any candidate. If you have been added as a support Recruiter, the requisition will appear under Team Requisitions Highlight a row and click to launch the Bulk Download and Shortlisting Report. These buttons will be greyed out until the reports are ready for download You can sort the requisitions table by clicking on the column headings and typing in the filter row to find specific requisitions. Highlight a row and click the Requisition button to show Create, Edit, Copy, Close, Delete and Status options Highlight a row and click the Display Candidates button to open your candidate page Click to Edit a requisition Click to export the table into Microsoft Excel The filter row uses * as a wildcard. 5

6 Display Candidates Page Overview Tick the Rejected and Withdrawn tickboxes, then select Apply to display the rejected and withdrawn candidates Click to display the PDF overview of the job requisition Highlight a candidate(s) and click Activities to launch the activities menu Highlight multiple candidates and select Compare Candidates to open their Education and Work Experience in a sideby-side view Candidates will move between the tabs when activities are ran. Candidates will appear in the All tab until they are set to rejected or have withdrawn from the process You can sort the requisitions table by clicking on the column headings. Click the filter icon to open the filter row. The filter row uses * as a wildcard. Click to open the Candidate Profile Export table to Excel Click to toggle between Unread/Read If a Personnel Number is shown it s likely that the candidate is internal Click to open a specific application form Click to show Two Tick candidates 6

7 Activites Overview The calendar icon indicated that an activity is in the Planned stage The Due On date is when the activity started and the Completed On date is when the activity was completed. Click the arrow next to each Process heading to display the activities. The icon indicates that an has been sent. Then click the blue activities link to run that specific activity Delete an activity by clicking on the bin icon Edit an activity by clicking the pencil icon The green tick symbol means that activity has been completed 7

8 How can I add rankings to the system? If a Panel Member or your whole Panel is unable to add their own rankings to the system you are able to add 1 set of rankings yourself. The rankings will appear in your name under the My Ranking column. 1. In the Display Candidate screen, highlight the candidate(s) you wish to shortlist and select the Activities button 2. Click Preselection > Assignment Ranking 3. Choose an Assignment Ranking from the drop-down list, add any necessary notes and click OK If you go back to Preselection > Assignment Ranking, you will see that your ranking will now appear at the bottom of the activity. This is how you will be able to see the rankings of other panel members and it will also display the overall ranking. 8

9 Bulk Download & Shortlisting Report The Bulk Download should be sent to all panel members as soon as the closing date has passed, This will give the option for the panel to print off the application forms should they wish to. The Bulk Download will also link to a zip file with attachments if your requisition is for a vacancy at Grade 6 or above. The Shortlisting Report will list all candidates in an Excel document. It will also display all the panel member rankings, comments and aggregated scores. Your panel will find report particularly useful once they have shortlisted online and are deciding who to interview. 1. Highlight the requisition you are working on and select Bulk Download / Shortlisting Report. Both will give the option to open a file 2. Open and save the files; then to your panel members, along with information on who the Two Tick candidates are. 3. The PDF for the Bulk Download may have a blue link at the top to download a zip file of attachments should the position be at Grade 6 or above. If so, you should this file as well to your panel. 9

10 How do I add an Attachment/Note to a candidate? You can add a Note or Attachment to a candidate at any point. Depending on what the attachment is you may wish to add it at the Preselection stage, Selection stage or Offer Phase. Below are some Examples of the type of documents you may wish to attach: A Panel Member s comments if they have not ranked the candidates on-line in e-recruitment Documents/information brought to interview 1. Select the candidate you wish to add an Attachment or Note to and click the Attach Documents/Add Notes button. 2. You can type notes directly into the notes box and add attachments by clicking the Add button, Browse for the file to upload, click Upload, enter a Title and select an Attachment Type, then select OK 3. Click OK again once complete. 10

11 How do I invite candidates to interview? Once your panel have agreed which candidates to invite to interview you can send each candidate an through e-recruitment. 1. Select the candidate to be invited to interview 2. Click Activities > Selection > Invite to Interview 3. Click Change Letter Section to edit the text of the . Clicking on Preview will give you an overview of the completed You can add a note or attachment in the top section of the activity. The candidate will not have visibility of anything added here. To add an attachment for the candidate to receive select the Add to button. Clicking Send and then OK will send the to the candidate. Just selecting OK will save the letter but not send the . 11

12 How do I notify candidates they have been unsucessful? You can notify multiple candidates they have been unsuccessful simultaneously. The same will be sent to all the candidates you select. If you want to add additional information to the s for certain candidates you should select them individually. 1. Select the candidate(s) you wish to notify were unsuccessful 2. Click Activities > Rejection > Correspondence Rejection 3. Click the Change Letter Section button to edit the text of the . Clicking on Preview will give you an overview of the completed You can add a note or attachment in the top section of the activity. The candidate will not have visibility of anything added here. To add an attachment for the candidate to receive select the Add to button. Clicking Send and then OK will send the to the candidate. Just selecting OK will save the letter but not send the . 12

13 How do I send an to candidate? You can send s, that aren t covered by the templates, to candidates by selecting the Free Correspondence activity. This can be sent to multiple candidates simultaneously. 1. Select the candidate to be ed 2. Click Create Activities > the appropriate Hiring phase e.g. Preselection, Selection etc > Free Correspondence. Clicking on Preview will give you an overview of the completed You can add a note or attachment in the top section of the activity. The candidate will not have visibility of anything added here. To add an attachment for the candidate to receive select the Add to button. Clicking Send and then OK will send the to the candidate. Just selecting OK will save the letter but not send the . 13

14 How to record the Eligibilty to Work Check Once the interviews have taken place you may wish to record the Eligibility to Work Check on the system. Although undertaking the check is mandatory recording the check on the system is optional. For further details regarding Eligibility to Work Checks see the web address below or contact your designated HR Assistant in HR Business Support Select the candidate you wish to record an Eligibility to Work check for. 2. Click Activities > Selection > Eligibility to Work Check You may wish to add: Note: Detailing the date of the check and what evidence the applicant provided Attachment: You can upload a scanned copy of their evidence. For example, a copy of their passport. Ensure that you save any attachment you add. To do this Click on the relevant Note or Attachments tab NB If you forget to change the status to Completed you can go back and edit it through the Process Activities button. See below 3. Click OK 14