Recruitment

Recruitment Definitions

 

Administrators

Administrators Definition is provided to view, create, amend, delete and import user defined codes to be used within Maintain Vacancies.

The Administrator Code is attached to a vacancy and can be used to record which person within the organisation is maintaining and recording the information relating to the vacancy.

Interviewers

The Interviewers Definition is provided to view, create, amend, delete and import user defined codes to be used within Maintain Vacancies.

The Interviewer code is attached to a candidate who has progresses to the Interview stage of the recruitment process. The Interviewer’s Name is displayed within Maintain Vacancies against each candidate and the vacancy.

The Interviewer Option may be automatically populated by first selecting a HR Record, then under Employment, run Duties. By ticking Interviewer and clicking Finish, this option will be updated with the employee’s number as the Interviewer Code, and the employee’s name as the Interviewer Code Description.

Recruiter Codes

The Recruiter Codes Definition is provided to view, create, amend, delete and import user defined codes to be used within Maintain Vacancies.

The Recruiter Code is attached to a vacancy and can be used to record which person within the organisation has given authorisation for the vacancy to be raised.

The Recruiter Codes Option may be automatically populated by first selecting a HR Record, then under Employment, run Duties. By ticking Recruitment and clicking Finished, this option will be updated with the employee’s number as the Recruitment Code, and the employee’s name as the Recruitment Code Description.

Recruitment Resources

The Recruitment Resources Definition is provided to view, create, amend, delete and import user defined codes to be used within Maintain Vacancies.

The Recruitment Resource is attached to a vacancy and costs for the resource can be allocated to the vacancy. When recording Candidate Details for the vacancy, you are able to select which Recruitment Resource the candidate used. This information may then be analysed in HR Queries, to identify which resources were used and cost effectiveness of them.

Recruitment Stages

The Recruitment Stages Definition is provided to view, create, amend, delete and import user defined stages that are to be used for tracking and controlling the recruitment process. A subset, or all of the stages will be used within Maintain Vacancies.

Vacancy Status

The Vacancy Status Definition is provided to view, create, amend, delete and import user defined status codes, that are to be used for tracking and controlling the recruitment process. The status will be maintained within Details in Maintain Vacancies.

Interview Templates

The Interview Templates Definition is provided to view, create, amend, delete and import user defined templates to be used within Maintain Vacancies. The template contains details of the time slots that the interview will start and end. This option may be used when the interview times have been confirmed, as a time slot is required for each candidate that has been selected to attend an interview for a vacancy.

New

Click New and enter a new Code, (Note: 5 characters) and a Description, (Note: 40 characters). Click New to enter the Start and End Time of the interview slot. Click OK. Click Close.

 

 

 

 

Maintain Vacancies

 

Overview

Maintain Vacancies is provided to manage the processes of creating a vacancy within an organisation and to ultimately appoint a candidate to a position.

The user is able to create a vacancy, record the candidate’s biographical details and progress each candidate through the recruitment process. A candidate may be invited to attend an interview, or be rejected for the vacancy. Any recruitment stage can generate a letter with the candidate details.

Interview Information can be created and a candidate can be appointed to the vacancy. All the biographical and vacancy details are transferred to create a new HR Record for the employee.

Details

Details allows the user to record key elements of the vacancy. E.g. the Vacancy Code, the Activity Title and the Salary Grade.

Field Description
Status Status is defaulted as Vacant and when a candidate is appointed to the position, it will change to Filled.
Activity Title Enter the Activity Title for the vacancy, or alternatively it may be selected using . On selecting the activity, the following fields may be defaulted with information stored against the activity.

 

Dates

Dates allows the user to record key dates for the vacancy within the recruitment process. The details of the vacancies terms and conditions are also recorded.

Candidates

Candidates allows the user to create new candidates, amend existing candidate data and delete candidates for the vacancy.

Field Description
Attach Attach is used for the document production of letters. (Note: Explained fully in Stages section of the manual). If the option is invoked from within this screen, then only the single candidate highlighted will be output.

 

Click New  to create a new candidate.

Details

Details allows the user to record the biographical information for the candidate.

Equality

Equality allows the user to record the equality information for the candidate.

Credentials

Credentials allows the user to record the credentials information for the candidate.

Interviews

Interviews displays the details recorded if the candidate has been successful in being selected for an interview.

Referees

Referees displays the details recorded of referee’s data that has been supplied by the candidate.

History

History displays the audit trail that has occurred to the candidate. E.gThe stages that the candidate has progressed through.

 

 

 

 

Additional Functions

 

Notes

Allows the user to create and edit Notes relating to the candidate. The user may enter or amend free format test in the Note and click OK.

Select

When creating a new candidate, it is possible to select either an existing employee as a candidate, or a candidate from another vacancy.

Click New in Candidates and click Select. You are asked if you wish to copy the details of an existing candidate. If Yes, you will be provided with a selection screen, where details may be entered to aid selection of the correct candidate. If you do not wish to choose an existing employee, click No.

Click OK to confirm your selection and all current biographical details of the employee, or previous candidate records are copied to a new candidate record for this vacancy.

Once having recorded information about the candidate, click Save.

Appoint

The final process of the recruitment process will be to Appoint a candidate to the vacancy. Select the Candidate and click Appoint.

The employee reference assigned to the record, will depend on the setting of whether the application will generate the employee number or the number is user defined. The parameter controlling this can be found in References in HR Parameters.

To create the employee, either click Finish if the application is set to generate the next employee number, or enter a user defined employee number in Next Employee Reference Number. Click Finish and confirm you wish to proceed.

If the candidate appointed to the job is already an employee of the college, they will continue to be reference under their original employee number.

Once the process is run, a new HR Record will be created and all the biographical, equality, credentials and data relating to the vacancy, will be transferred to the HR Record. If the candidate who was successful was an internal candidatei.e.  someone who is already employed by the organisation, a new Employment History Record is created for this Activity, and the employee’s present Employment History Record is changed to Historical.

Stage

For each candidate, you are required to assign a stage to their record. This may be achieved by using Stage against the candidate, or as a bulk process within Stages.

Click Stage and select the stage that you wish to associate to the candidate. Click Finish. The current stage is displayed in Candidate Stage.

Resources

Resources allows the user to record the recruitment resources that have been used for this vacancy. The Recruitment Resources are created in Recruitment Definitions.

Stages

The user is presented with three columns of information in Stages. The pre-defined Stages are displayed in the Available column. For each vacancy, you are required to select which stages apply to it. To select a Stage, click >.

Note: It is important to select the stages in the order that the recruitment process is carried out in.

Continue this process until all the Stages for the vacancy are selected.

The Interview Template column is used to assign a pre-defined interview template to a stage, (E.g. First Interview). You may selected a stage in the Selected column, and then select an Interview Template. Click Save.

The pre-defined Interview Template has the time slots for the interview stored against it and therefore when candidates reach the First Interview stage, they may then be selected to attend an interview (Note: using Interviews) and the time slots against the Interview Template will be used.

Stage Changes

If Change is clicked when As Selected Above has been chosen, the user is asked to define a new stage to which candidates currently on the selected stage are to be moved.

If Change is clicked when If Empty has been chosen, the user is asked to define a new stage, to which all candidates with no current stage defined are to moved.

Attach

Attach is used for the document production of letters, (E.g. to invite a candidate to an interview). There are two pre-requisites that must be set up prior to using Attach. A HR Query should be created, interrogating the Recruitment module.

You will be asked to complete five pages of information.

On Page 1, select the Recruitment module. Click Next.

The system will automatically open the Microsoft Word document, and the user should then use Microsoft Mail Merge to link in the interim file of candidate data, (E.g. the c:\interview_letters\interview_data.csv), to the Word document. (Note: Further information on creating a Mail Merge Document can be found within the Help system of Microsoft Word).

Note: The example HR Query displayed, will execute for all candidates who are satisfy Select IF, whereby the Stage = FIR (First Interview). To execute Attach for a single vacancy, an additional Select If should be created, (E.g. VacancyHR0998 (Finance Clerk)).

Stage Changes

Stage Changes allows the user to amend candidate’s stages from one stage to another, or assign a stage where candidates had not been assigned to one.

As Selected Above

As Selected Above allows the user to move all the candidates from one stage to another. Select the stage that the candidates are presently on and click As Selected Above. Then click Change. You may now select the stage that you wish to change all the candidates to. Click Finish. This function will only move candidates who are on the stage selected, to the new stage. Therefore not all candidates will be moved to the new stage.

If Empty

If Empty allows the user to move all the candidates to a stage whereby they have not already been assigned to a stage, (i.e. their stage reference is empty). Click If Empty and click Change. You may now select the stage that you wish to assign to the candidates. Click Finish.

Interviews

Interviews allows the user to record the interview details for the candidates who have progressed to the interview stage.

Select the StageInterviewerCandidateLocation and Interview Date and Time. The interview times will be displayed as set up in the pre-defined interview template. Click OK.

 

 

 

 

Equality Input

Equality Input has been developed for the Northern Ireland Education sector to record data for Fair Employment, Section 75 reporting. When a candidate is created within the recruitment process, the are assigned a candidate number. This information is held in System Reference in Candidates Details. This number is unique and will be used in Equality Input.

 

 

 

 

Candidate Search

Candidate Search has been developed to allow for quick access to candidates details where possibly only the candidates name is known, rather than the vacancy for which the candidate has applied.

On entry to the screen, you are presented with four fields on which you can do a search.

Forename – enter here the forename or partial forename of the candidate whose details you are enquiring.

Surname – enter here the surname or partial surname of the candidate whose details you are enquiring.

Vacancy – enter here the vacancy on which you are enquiring – a drop-down list of vacancies is supplied.

Reference – enter here the System Reference that was allocated to the employee when their details were entered to the system.

Having entered the details on which you wish to enquire, select Search and a grid will be displayed, showing all candidates that meet the search criteria. Highlight the required candidate and you may either use Vacancy to display the details of the vacancy for which that candidate has applied, or by using Candidate you may access the actual Candidate record for the entry that you have selected.