Managers` Guide to eRecruitment

Transcription

Managers’ Guide to eRecruitment
Table of Contents
Contents
Table of Contents ............................................................................................................... 2
A Quick Guide to eRecruitment ........................................................................................... 3
Introduction ....................................................................................................................... 4
Roles & Responsibilities ..................................................................................................... 4
Preparation ........................................................................................................................ 5
Login and Workspace ......................................................................................................... 5
Create Job .......................................................................................................................... 8
Job Details ............................................................................................... 9
Additional Info. ...................................................................................... 10
Job Requisition ....................................................................................... 11
Advert Copy ........................................................................................... 12
Job Access ............................................................................................. 15
Application Form .................................................................................... 15
Job Notes .............................................................................................. 16
Post the Job ........................................................................................... 16
Live Vacancy .......................................................................................... 17
Shortlisting ...................................................................................................................... 18
Review Application .................................................................................. 18
Complete shortlisting form ....................................................................... 19
Changing applicant statuses ..................................................................... 20
Interview ......................................................................................................................... 22
Offer ................................................................................................................................. 22
Appointment..................................................................................................................... 22
Appendix A ....................................................................................................................... 23
Staff Requisition Workflow .................................................................. 23
Appendix B ....................................................................................................................... 25
Shortlisting – Completing the Initial Sift form ..................................... 25
Appendix C ....................................................................................................................... 27
Interviews – Completing the Screening form ...................................... 27
RecruitingManagersUserGuidev2.doc
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A Quick Guide to eRecruitment
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Introduction
The eRecruitment (Jobtrain) system has enhanced the control line managers have over the staff
recruitment procedure. The system allows the recruiting manager to initiate and monitor the stages
of the recruitment process, giving access to job applications as they are submitted. The process
remains much the same as always, with both HR and the line manager having a range of
responsibilities which take place within the system and outside. HR can also advise and support the
recruiting manager throughout the process. If you have any difficulties or questions about Jobtrain
or the recruitment process please contact your local HR team.
If you are a Recruiting Manager, this guide will steer you through the process of setting up a
vacancy and processing applicants. Please ensure that your panel members also have worked
through this guide.
For Panel Members, there is a separate section on Shortlisting which will be especially useful to
you.
Roles & Responsibilities
Line managers are responsible for:
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Liaising with HR about the vacancy and discussing possible approaches to recruitment.
Establishing and confirming shortlisting and interview panel members, the timescale and
interview dates
Updating the job description and person specification
Using Jobtrain to set up the job, and complete the Recruitment authorisation form
Uploading advert copy and supporting documents
Once authorisation has been received, liaising with HR to make sure the vacancy goes live on
the system
Short listing applicants and updating applicant status on Jobtrain
For shortlisted applicants, confirming to HR the interview and other assessment details.
Changing applicant status to “Invite to first interview”
Conducting Interviews and recording the performance of all applicants interviewed
Completing the Confirmation of Appointment form and forwarding it to HR
Making a verbal offer to the chosen applicant, confirming that their reference will now be
taken up and the person making the offer should check the reference details are still current
Verbally contacting all unsuccessful applicants
Changing the status of unsuccessful applicants on Jobtrain
HR are responsible for:
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Providing advice on the recruitment approach, advertising media, selection methods etc.
Checking the job details
Entering additional information required eg post number, advert details
Actioning the vacancy to go live
Sending relevant correspondence to applicants
Confirming interview timetable to recruiting manager once applicants have responded to the
interview invite
Sending offer of employment
Completing all pre starter checks and documentation
Reviewing the vacancy to ensure all applicants have been communicated with and vacancy is
closed
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Preparation
Before entering anything on to Jobtrain, you should discuss with HR:
• Recruitment method – advertise internally/externally; use a talent pool etc.
• Panel and Shortlisting members
• Interview dates
• Assessment methods
• Potential closing date of the vacancy
• Agree immigration statement for advert
If you are not the budget holder, you should also discuss the vacancy with the budget holder if you
have not done so already.
Login and Workspace
In order to login to Jobtrain you should go to the NTU Human Resources webpage
http://www.ntu.ac.uk/human_resources/, select the Jobtrain eRecruitment link and login using your
NTU username and password.
Depending on how you log out of Jobtrain, you may be presented with a slightly different
screen when next logging in. If this is the case, you should always select “CAS Single Signon” before entering your NTU username and password.
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Once logged in you will see current “Live” vacancies to which you have access.
You will have access to these vacancies because you are the recruiting manager or because you are
a member of the shortlisting or interview panel.
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Job Statuses
Each vacancy will have a status within the system. Statuses determine at what point in the whole
recruitment process vacancies sit. Below is a table showing the various statuses and their meaning:
Status
Live
On Hold
Waiting for Approval
Approved
Rejected
Complete
Template
Meaning
The vacancy is/has been published to the
vacancies website. Any applicants can be
processed.
The vacancy is part way through being set
up but the requisition process has not
been started.
The vacancy has been set up (or part set
up) and the requisition process has been
triggered
up) and has passed through the requisition
process successfully
up) and has been rejected during the
requisition process
The vacancy has passed beyond the close
date and applicants have been progressed
through the application process
Indicates that the vacancy is used as a
template to create similar vacancies.
Templates can be set up by HR for use by
recruiting managers and are designed to
cut down on the time it takes to create a
new vacancy
Set by
HR
System
System
System
System
HR
HR
Should you log in to the system and not be able to see a particular vacancy that you are
administering or are designated as shortlisting member, it may be that has not progressed to “Live”,
yet.
In order to view vacancies that are not “live”, just click on the filter button at top-right and select
the relevant status from the job status filter.
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Create Job
To initiate the process the recruiting manager needs to create a vacancy in Jobtrain. This can be
done in a variety of ways. When you talk to HR it is a good idea to check if there is an existing
template that you can use, or a previous vacancy that you can copy.
The whole process of creating a vacancy and posting it live takes place in
the Jobs & Talent section of Jobtrain.
You will need to select “Create New Job” from the left-hand menu. A new window will open (if it’s
not immediately visible, check your Taskbar), called “Create New Job”.
You will be offered three options for creating the new job:
1. Copy from a job template
2. Copy from an existing job
3. Create a new job
Unless HR have specifically asked you to use one of the other options, you should always select
option 3. Create a new job
Creating a vacancy has the following seven steps which will be explained in the next section:
1.
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3.
4.
5.
6.
7.
Details
Additional Info
Job Requisition
Advert Copy
Job Access
Job Notes
Post the Job
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Job Details
Complete the “Details” section using the free-text, lookup and dropdown selections.
Please note the following:
• Job Reference: this is a mandatory item automatically generated for you, so you do not
need to enter anything here.
• Job Title: this should be the job title as advised by HR.
• Job Title for Applicants: this is the job title that will be displayed on the website. So,
where applicable, it should show the subject ie. Professor of Real Estate, Reader in
Computer Science.
• Employment Type: select whether the role will be “Permanent”, for a “Fixed-term” or
“Hourly paid”.
• Contract Duration: where the “Employment Type” will be for a fixed-term, the length of
the appointment should be noted here i.e. “12 months” or “until 28 January 2014”
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against the field (please note:
College, School, Team: using the magnifying glass
on some of these popups, you may have to click a second magnifying glass to display the
selection), select the College, School and Team to which the vacancy belongs. If the
vacancy is College based, you only need to enter the information in the College field; if it
is at the School level, then you should enter information in the College and School fields;
otherwise, enter information to all three fields. As a minimum, there should at least be
an entry in the College field. For Professional Services roles, only the College and School
fields should be populated
Informal Enquiries: this field should be left blank, as it is not used
Advert Closing Date: if known, this should be populated with the date to which
applicants can apply for the post
Close Job After Closing Date: this should always be set to “Yes”
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When this section is completed, you must click “Save & Continue” to move to the next section. If
you use the tabs across the top the data will not be saved.
Additional Info.
Some of the information will be imported from the Job Details section. However, a few fields will
need to be completed before you send the Recruitment Authority Form for authorisation.
Please note the following:
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Originator’s Name: this will be populated by the system with the name of whoever is
creating the vacancy
Vacancy Type: Specify if the post is New or a Replacement
If New Post: specify if it is within/out of budget
If Replacement Post, Name of…: Enter former postholder’s name
Full/Part Time: complete this field with the relevant information
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Weeks per year: complete this field with the relevant information
FTE: please state the FTE (for example 0.75 or 1)
Justification for Proposal: please state the business case for why you need to recruit to
this post
Advertising: please state what advertising media should be used to advertise the post
Costing: state the cost code and budget source(s) for the vacancy. The percentage split can
be entered “50%” or “50”
Confirmation: please confirm that you are either the budget holder or that you have
discussed the vacancy with the budget holder.
you use the tabs across the top the data will not be saved.
Job Requisition
This is the authorisation procedure for NTU vacancies.
You should select the appropriate College/Professional Services workflow depending on whether the
vacancy is in or out of budget. Depending which you select will determine who will authorise the
vacancy at each stage (see appendix A)
If you wish, you can attach one supporting document in the Requisition Attachment section i.e. the
job description.
To attach this:
• start by saving your agreed supporting document(s) to your machine in pdf format
• click the “Upload a Document” button
• in the Description field give a brief description of the document you are uploading i.e.
Job Title and document type
• in the “For Applicants” field you can enter just the type of document i.e. Job
Description
• use the “Browse” button to locate the supporting document saved to your machine
• Click “Save” – at the top of the window
• You will be returned to the original screen where you should click the “Add to List”
button
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you use the tabs across the top it is likely that the data will not be saved.
Advert Copy
The advert copy section is where you specify the text of the advert and the vacancy supporting
documents that are to be included in the advert.
When adding advert copy you should bear the following in mind:
• No entry should be made in the “Attention Grabber” section of the form, as we are not
using this field
• You can cut and paste from a Word document but this will not guarantee the formats of
that document will be retained; so it is advisable to check the copy thoroughly.
• Any special conditions should be clearly specified; preferably in bold, at the head of the
text. For example, “This post is fixed-term for six months”
• Informal contact details should be included, this would normally be the recruiting
manager’s name, job title, telephone number and email address
• Care should be taken to ensure the advert copy conforms to NTU’s style guide
There are four tabs in the advert copy section:
• External: Enter advert copy to the “Main Advert Copy” section of this tab if the vacancy is to
be advertised to external candidates. If the advert is for internal staff only, then this section
should be left blank.
• Internal: Enter advert copy to the “Main Advert Copy” section of this tab if the vacancy is to
be advertised to internal candidates only. If the vacancy is to be advertised both externally
and internally, you do not need to copy the advert text in to this tab; unless it is to differ
from the external advert text.
• Agency: This section is not in use, so you do not need to enter anything on this tab.
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Supporting Documents: In this section you should add the supporting documents that will
accompany the advert; ie. job description, person specification.
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start by saving your agreed supporting document(s) to your computer in pdf format
click the “Upload a Document” button
in the “Description” field give a brief description of the first document you are
uploading i.e. Job Title and document type
in the “For Applicants” field enter the type of document i.e. Job Description, Person
Specification
use the “Browse” button to locate the supporting document saved to your computer
Click “Save”
You will be returned to the original screen where you should click the “Add to List”
button
You will need to repeat this process for each document you wish to include in the
advert.
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Once you have all your documents listed click “Save & Continue’’ to proceed to the
next tab
Should you incorrectly add a document, simply untick it in the list, and then click
“Save & Continue”
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Job Access
In order that you can access the vacancy once saved, your name must be included in the
“Job Access” list. Should your name not already be populated in the right-hand section,
then you should add it yourself.
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Click the magnifying glass and enter your surname or NTU username in the search field.
Select your name and click “OK”.
Click the “Add” button to move your name in to the right-hand field.
Click the “Save and Continue” button.
Application Form
In the Application Form section you are required to select the “Generic” application form from the
dropdown for each of the three websites (External, Internal and Agency)
You must also place a check in each of the appropriate “Visible To” fields. If the vacancy is being
advertised to NTU staff and students only, then you just need to check the “Internal Site” box; if the
vacancy is being advertised externally, then “External Site” and “Internal Site” should be checked.
Please note that you are not required to add anything else to the other tabs in
this section. HR will be responsible for setting the remaining criteria.
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Job Notes
In this section that you can enter any notes relating to the vacancy by clicking “Add Job Note”.
Any notes saved against the vacancy can be seen by the shortlisting panel and HR.
When the RAF is passing through authorisation process, it is in this section you will see details of the
stages through which the vacancy has passed.
To save the vacancy, click “Save and Continue”.
Post the Job
The only requirement in this section is for you to click “Save & Close”.
Your job will then be saved and the Requisition Process started.
While the vacancy is going through the requisition process it will have a status of “Waiting for
Approval”. Therefore, if you want to locate you vacancy in Jobs & Talent, then you use the jobs
filter, as detailed above.
As the RAF passes through the authorisation process you will receive an email at each point to notify
you of whether it has been approved or declined. You do not need to respond to these emails.
Please note: there is no reason to set up a completely new job when a RAF is
rejected.
Should the RAF be declined you should make the required amendment to the existing Additional Info
tab of Jobtrain and click “Save and Continue”. In the Job Requisition tab you should then either:
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click “Resend”, which will resend the RAF through the specified authorisation template
immediately; or
if the reason for rejection was an incorrect job authorisation template i.e. In Budget was
selected, rather than Out of Budget, then you should click the “Reset Approval” button before
selecting the correct template and clicking “Save and Continue”. In this case, you will also
need to start the requisition process again in the Post the Job tab.
Should you not be able to find your vacancy once it has been set up, please try using the
jobs filter, as described above. If you still cannot find the vacancy, please seek the advice
of your local HR team, rather than creating a new vacancy.
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As part of the requisition process HR are required to add details to the vacancy before setting it to
“Live”. Once the vacancy has been set to “Live” it will be published to the NTU Job Vacancies
website and applicants can start applying. HR will also be placing adverts in other media, as agreed.
Live Vacancy
Whilst the vacancy is live you can view applications and shortlist as they are submitted.
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Shortlisting
Once applicants have started applying for your vacancy you can view their application and
commence shortlisting.
In the Jobs & Talent screen, to view the applicants you should click “List” to the right of the relevant
job (see screenshot below)
The list of applicants will be displayed
The list of applicants summarises the following:
• the date the application was submitted
• the applicant’s name
• the applicant’s status in the system. When an applicant submits their application, their
status will be “Application Submitted”
or cross . These signify if the applicant has
Before the applicant’s name there may be a tick
answered pre-assessment questions satisfactorily. Pre-assessment questions relate to their right to
work in the UK. On occasion, internal applicants will not be asked the Right to Work questions; in
which case, there will be no tick or cross displayed.
Other symbols you might see are:
symbolises that the applicant has declared a disability. In this case you must
• two-ticks
shortlist them for interview where they meet all the essential criteria of the role.
• A lowercase i shows that the applicant is an NTU employee or student.
Review Application
To view an application, just click on the applicant’s name.
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The list of applicants will collapse to the top-left of the screen and the relevant application will be
shown.
Clicking on an applicant’s name will display the relevant application form in the right-hand panel.
Use the tabs along the top of the application form to navigate through it.
To return to the full list of applicants, use the close button
at top-right of the application form.
Complete shortlisting form
The Shortlisting Assessment Form can be obtained from your local HR team. Once the
panel has assembled and shortlisted the completed Shortlisting Assessment Form should
be emailed to your local HR team.
Alternatively, you can use the “Initial Sift” form in Jobtrain to record your decisions. Notes
on how to use this facility are detailed in Appendix B.
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Changing applicant statuses
Once you have completed shortlisting, you should go back to “Jobs & Talent”, select your job and
click on “list” to change the status of each applicant to either “Reject at Shortlisting”, “Invite to First
Interview” or “On Hold”.
When changing an applicant’s status to “Reject at Shortlisting” an email will automatically be
sent to the applicant. Changing the status to “Invite to First Interview” or “On Hold” will not
trigger any emails.
Once the final status of those “On hold” is determined then they can be changed to one of the other
statuses.
To change a status go to your list of applicants and check the box to the
left of each applicant you are going to change. A pop-up box will appear
for you to add notes and confirm the status change.
In the example below, we have selected Clare Ryder and Alan Smith, in order to change their status
to “Invite to First Interview”. Once the applicants are selected, click on the “Change Status To”
dropdown and select the appropriate status.
Gary Towers and John Smith can then be selected in the same manner, and their status changed to
“Reject at Shortlisting” or “On Hold”.
Once you have changed the statuses of your applicants, you should contact HR and inform them
that you have made your decisions and updated Jobtrain accordingly. You should also advise HR of
the interview details, if you have not already done so.
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HR will schedule the interviews and advise the relevant applicants. The recruiting
manager should prepare for the interview, creating the questions to be asked.
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Interview
Conduct interviews.
You should ensure that you take notes during the interview and you can use the
existing Interview Assessment Form which can be obtained from your local HR team.
Once the interviews have been completed the interviews the amalgamated Interview Assessment
Form must be forwarded to your local HR team.
If you wish to conduct a further round of interviews, you should change the status of the
interviewees to “Invite to second interview” and that of unsuccessful applicants to “Reject after
Interview”
Alternatively, you can use the “Screening Form” in Jobtrain to record your decisions. Notes on
how to use this facility are detailed in Appendix C.
Offer
Recruiting Managers should discuss with HR the offer, including salary, before talking
to the successful applicant and verbally offering the role.
Recruiting Managers should also verbally contact unsuccessful applicants, to inform
them of the decision.
Once all the applicants have been notified, change the statuses of those applicants you have
interviewed to either “Offer”, “Reject after Interview” or “On Hold” (you might use this last option
for your second-choice applicant until the offer is accepted).
It is important that all applicants are notified of your decision before their status is
changed as they are able to log onto to their application and they will see the status. It is
not good practice if this is the way they find out about the outcome of their interview. Once
an offer has been accepted you must change any applicants with a status of “On Hold” to
“Reject after Interview”.
Appointment
HR will send a formal offer to the successful applicant, which will include an offer letter and the
contract.
The Recruiting Manager should prepare for the new employee’s commencement at NTU.
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Appendix A
Staff Requisition Workflow
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When a RAF is passing through the requisition process, the vacancy you have set up will have a
status of “Waiting for Approval”.
Each time the RAF passes to the next individual in the process, you will be sent an email informing
you of whether they have approved or rejected the RAF. The email will detail through who the RAF
has passed, their decision and any comments they have added.
When the RAF has successfully passed through the process the vacancy status will be “Approved”.
However, should a RAF be rejected at any point during process, you can go back to the vacancy in
Jobtrain and correct any issues that might apply before resubmitting the RAF though the process
again. If the RAF is rejected, the vacancy will have a status of “Waiting for Approval”.
To resubmit the RAF following a rejection you should:
• list the jobs that have a status of “Rejected” and open the vacancy
• make any amendments to the Details (tab 1) or Additional Information (tab 2)
• in tab 3 it will show at the bottom of the screen where the RAF was rejected and there will be
an option to “Resend”. On clicking “Resend” the requisition will recommence from the point
at which it was rejected
• You can then close the window.
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Appendix B
Shortlisting – Completing the Initial Sift form
An alternative to completing the paper Shortlisting Assessment Form is to enter your shortlisting
information in the Initial Sift form for each applicant.
Start by selecting the first applicant for whom you wish to enter data by placing a tick in the
checkbox to the left of their name and clicking “Initial Sift Form” in the left-hand menu.
In the form that opens you can enter relevant shortlisting information for the applicant. The
categories reflect those on the paper shortlisting assessment form.
Each category can be scored and used to help in shortlisting. The total score for each applicant is
then displayed in the list of applicants. You can establish your own rationale for scoring but it
should remain consistent throughout the vacancy lifcycle.
All sections of the form are mandatory.
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When you have completed the form you must click “OK”, close the form using “Cancel” and then
repeat to enter information for the other applicants.
Any scores you give in the form will be totalled and displayed in the Initial Sift column of the
applicant list (depending on your browser, you may need to refresh the page by pressing F5 before
the scores are displayed).
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Appendix C
Interviews – Completing the Screening form
An alternative to completing the paper Interview Assessment Form is to enter your interview
information in the T/Screening form for each applicant.
Start by selecting the first applicant for whom you wish to enter data by placing a tick in the
checkbox to the left of their name and clicking “T/Screen Form” in the left-hand menu.
In the form that opens you can enter relevant shortlisting information for the applicant. The
categories reflect those on the paper shortlisting assessment form.
Each category can be scored and used to help in shortlisting. The total score for each applicant is
then displayed in the list of applicants. You can establish your own rationale for scoring but it
should remain consistent throughout the vacancy lifcycle.
All sections of the form are mandatory.
27
When you have completed the form you must click “OK”, close the form using “Cancel” and then
repeat to enter information for the other applicants.
Any scores you give in the form will be totalled and displayed in the T/Screen column of the
applicant list (depending on your browser, you may need to refresh the page by pressing F5 before
the scores are displayed).
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www.ntu.ac.uk/cpld
29

Managers` Guide to eRecruitment

Transcription

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