how to guide on applying for a job via the new hsc ... · applying for a job via the new hsc...

Created by the Southern Trust - 25th November 2014

How to Guide on

Applying for a Job via the new HSC Recruitment Website

A step by step guide which will take you through the process of applying for jobs

using the new recruitment website for the HSC in Northern Ireland.


Registration

.

Before you can apply for jobs

you must register on

HSCrecruit.com using the

'New Users - Click the ‘New

Users – Registration’ link.

STEP 1


Registration

STEP 1.1

New users must register before they

can apply for jobs.

To do this click the below link


Registration

STEP 1.2

Please ensure that you

complete all fields contained

within the registration page.

Those marked with a red

asterisk* are mandatory.

Username - This will be used

by you to log into

HSCRecruit.com in the future -

please create something you

will remember

Email address – You should

use an email address that you

have regular access to

HOWEVER for those already

employed in the HSC DO NOT

use your HSC email address.

Remember to read the Data

Privacy Statement by clicking on

the blue link. Please tick to

confirm you have accepted this

statement.

Remember to Click the ‘Register’

button to complete the registration button.

You will receive email confirmation of this

once the registration process has been

completed.


Logging into HSCRecruit.com

To log into the E-

recruitment system (once

you have completed your

registration) select ‘Login

to your account’.

STEP 1.3


Logging into HSCRecruit.com

Then click ‘External

Applicants Login’

You will then need to input your

username and password, which you

have already created.

Remember your password is 8 digits

long, is all uppercase and includes at

least one symbol.

.

STEP 1.3


Candidate Homepage – Creating your profile

STEP 2

Once you have

completed your

registration, or whenever

you log into the E-

recruitment system the

candidate homepage will

open.

From this screen you

can create & amend

your profile and search

for jobs.

You should create your profile before applying for jobs. Once your profile has been completed

most of your information will transfer automatically into all future applications and can be edited

at any time.

Please note that after completing a profile there will still be additional questions as part of each

specific job application that need to be completed when applying for posts.


Create your profile

To complete your profile you must complete sections 1-7.

STEP 2.1

PLEASE NOTE - You can change your profile information at any time however Applicants should be aware that panels will only be

using the information contained in the questionnaires (i.e. criteria questions)for the selection process including Shortlisting. ALL

information an applicant wants a panel to consider must therefore be placed in the questionnaires linked to specific job advertisements.

You should not rely on the profile information as panels will not consider this information.

TIP – remember to save your work regularly - please note that if applicants remain inactive on a page for over 120 mins the system will time out and any unsaved information will be lost

The Next Step button also acts as a ‘Save’ function to save progress


Completing your personal data section (Profile)

STEP 2.2 TIP – remember to save your work regularly - please note that if applicants remain inactive on a page for over 120 mins the system will time out and any unsaved information will be lost

Please note that all job related correspondence will be via email. You

should use an email address that you have regular access to HOWEVER for

those already employed in the HSC DO NOT use your HSC email address. .

You can change your email address or any information within your profile at

any time.

You can now commence the creation of your profile by filling in the form, please note the following; ‘Second Name’ – enter your maiden name if applicable

‘Known as’ – enter your first name

‘Street/House Number’ – enter your house number and street name in the one line

‘Region’ – insert county

After completing this information, click

‘Next Step’ to make your way through to

the next section of your profile.

The Next Step button also acts as a ‘Save’ function to save progress


Completing your work experience section

Click the ‘add’ button to enter your work experience details.

STEP 2.3


Completing your work experience section – adding details for periods of employment

STEP 2.4

Enter the relevant information for

each period of work experience.

Once complete click the ‘OK’

button

Your work history MUST also account for any gaps in employment,

which you should detail in the 'description' field along with relevant

dates.

Please note that when you

are entering work

experience details for your

current position please tick

the box ‘Not under

notice’. This will disable

the end date field as this is

not applicable in this

instance.


Completing your work experience section –adding additional work experience / editing/

deleting information

STEP 2.5

Once you have completed

your work experience history

click ‘Next Step’

Click the Add button

if you wish to add

details of additional

periods of work

experience.

You have the option

of editing or

deleting each period

of work experience

once completed.


Completing the reference details section

.

STEP 2.6

Enter two

referee’s’ details

by clicking the Add

button.

Who are your referees ?

You must include two referees (non

relatives) of which at least one should have

knowledge of your present work and be in a

supervisory or managerial capacity covering

a 3 year period. Please refer to Southern Trust

Introductory Pack for further guidance.

Please note that the HSC will always seek a

reference from your last HSC/NHS employer

where appropriate.

These details can

always be edited

and amended.

When you have entered all

referee’s click ‘Next Step’. A

maximum of two referee’s can be

entered.


Completing the reference details section - enter referee details

STEP 2.7

Enter reference details as shown above. Please note all fields

prefixed with a red asterisk* are mandatory

Once you have completed details for one referee, click on Transfer

to save.

You are encouraged to select

‘yes’ to allow recruitment staff

to contact your referees either

prior to interview or in most

cases, at the point of being

offered a post.


Enter Professional Registration Details if Appropriate

.

STEP 2.8

When you have entered all Professional

Registration details, select ‘Transfer’ to save.

Once this section is complete, click ‘Next Step’

Enter your Professional

Registration details (if applicable)

by clicking the ‘Add’ button.


Complete Residency/Immigration Details

Adding Residency/Immigration Details

STEP 2.9

Residency / Immigration Status - Everyone must fill this in as this confirms your right to work in the UK otherwise it may be misunderstood Enter Residency/Immigration details by clicking the ‘Add’ button Your information can be edited at anytime however, what you enter at the closing date for a job will be used for that specific job application. You cannot change an application after submission.

STEP 2.10

When you have entered the required

information click the ‘Transfer’ button.

When you have completed this section

click Next step.


Viewing your profile

STEP 2.11

You must read and tick the box to

confirm you have read and

understood the Data Privacy

Statement and once you are ready

to submit your application click

the complete button.

Once all fields are complete you

will be able to view all the

information you have entered in

your profile.

REMINDER - You can change your profile information at any time however applicants should be aware that panels will only be using

the information contained in the questionnaires (i.e. criteria questions)for the selection process including Shortlisting. ALL information

an applicant wants a panel to consider must therefore be placed in the questionnaires linked to specific job advertisements. You should

not rely on the profile information as panels will not consider this information.


Applying for a Job

STEP 3

When you have completed your

profile you can search and apply

for jobs..

Go to the ‘Overview’ tab and

under the ‘Employment

Opportunities’ section select ‘Job

Search’

If you already know the unique

reference number of the job you wish

to apply for, you can search for it by

clicking ‘Application via Reference

Code’.


Search for Jobs

.

STEP 3.1

You can filter your search for

jobs by entering parameters of

your interests in relation to:

Organisation,

Branch (location),

Contract Type or

Hierarchy Level (Job

Category).

Additionally, you can search by

key word in the title of a role

you are interested in.

You can save these search criteria

for future use by clicking ‘Save

Search Query’.

Please note: if you do

not select any search

criteria, the system will

produce results for all the

available jobs.

Click Start to complete

any search


Select the Job you wish to Apply for

.

Begin Completing online Job Application form

STEP 3.2

STEP 3.3

Highlight the job you wish to apply

for by selecting the row and

click Apply

A new window appears allowing

you to complete the job specific

application form - Click

Continue


Completing your application form - Personal Data

STEP 3.4

The information entered when

you completed your profile will

automatically populate this

section and you can amend this

information for a specific job

application if you wish.

Otherwise, enter the required

information and click ‘Next

Step’.

Please note: to save an application form

and complete it at a later date, you must

firstly click ‘Next Step’ as once you do

that the system automatically saves all

information within the application form.


Completing your application form - Work Experience

.

STEP 3.5

Information entered when you

completed your profile will auto

populate this section for you

also.

You can amend this information

for a specific job application if

you wish, otherwise enter

required information and click

‘Next Step’.

List each work relationship individually, providing full dates where requested. Your work history MUST account for any gaps in

employment, which you should detail in the 'description' field along with relevant dates


Completing your application form - Cover Letter

STEP 3.6

Please choose from the drop

down options and complete

as appropriate.

The name of this section is not literal i.e. you do not need to add a cover letter to your application. This section requires that you

simply state where or how you became aware of this job opportunity. This information is used for monitoring purposes only.

Once completed, click

‘Next Step’.


Completing your application form - Questionnaires Section

STEP 3.7

You are required to complete

additional information in the form of

‘questionnaires’. A full list of

questionnaires can be viewed by

clicking on the icon to the right

hand side of the tabs (not all

questionnaires are immediately

visible on the tabs along the top of

this section)

Please note that some fields

contained within questionnaires are

mandatory – these are prefixed with

a red asterisk*. There are instructions

under each questionnaire - please

read these carefully before

completing.

You will not be able to proceed with

your application form if you do not

complete all mandatory fields

contained within questionnaires.

Click Next Step once you have

completed all questionnaires.


Residency/Immigration

Professional Registration

STEP 3.8

STEP 3.9

Information entered when completing your profile

will populate this section however, you can amend

this information for a specific job application if you

wish. Otherwise enter the required information and

then click ‘Next Step’

Information entered when completing your profile

will also populate this section. You can amend this

information for a specific job application, or enter

the required information and click ‘Next Step


Referee Details

STEP 3.10 Information entered when completing your profile

will also populate this section. You can amend this

information for a specific job application, or enter

the required information and click ‘Next Step


Submitting your completed application

STEP 3.11

At this step, a dialogue box will

automatically open asking you to

Open, Save or Close the form.

If you click Open you will see the

entire application (you can also click

‘Save’ to save your application form

at this stage). You can review and

edit the application by clicking on the

relevant stage. When hovering over

the bottom of the Data Overview with

your mouse a print option will

appear.

If the dialogue box closes by

accident go back one step and return

to the Complete Application Stage.

You must confirm that you have read

and accepted the Data Privacy

Statement by ticking the marked

field.

Once satisfied your application form

is complete and accurate click ‘Send

Application Now’.

To save an application form

and revisit at a later stage,

go to steps 4.3 – 4.5 on pages

32 - 33 of this document.


Confirmation Application Submitted

STEP 3.12

A page appears confirming the

application form was submitted – you

should check that a ‘green tick’

appears on the page to confirm you’re

your application has been sent

successfully (you will also receive an


View your Completed Applications

STEP 4

To view all draft and / or submitted

applications, go to the Overview tab and

under ‘Employment Opportunities’

section click ‘My Applications’.


View/Print Application Form

STEP 4.1

Click here to view

your application

form (either

completed or in draft).

Click here to print your

application form(either

completed or in draft).

Highlight the relevant

application by selecting

the correct row.


Withdrawing / Deleting your Application Form

Click here to withdraw / delete

your application form

STEP 4.2

Highlight the relevant

application by selecting

the correct row.


Saving an Application Form to Complete Later

My Applications (accessing saved Application Form)

STEP 4.3

STEP 4.4

Then, click on the ‘close’ button

at the top right of the screen.

To access the application form

again, follow the steps below.

To view all the applications you

have saved and/or submitted, go

to the Overview tab. Under

‘Employment Opportunities’

section, click on ‘My

Applications’

To save an application form and

complete it at a later date, you must

firstly click ‘Next Step’ as once you do

that the system automatically saves all

information within the application form.


Select Application and Click on Continue/Display Application

STEP 4.5

At this section you can view all

applications i.e. both saved

applications (draft) and those

previously submitted.

Select the partially completed

application and click

‘Continue’. The status of this

application form will be ‘Draft’.

The selected application form

will open and all information

entered previously will be within

the application.


Appendix 1

Term Where you might see it What it means

Application Wizard When applying for a job This is the tool you will use in the system when you are applying for a job – it will guide you through the steps required to complete your application.

Branch When searching for jobs This refers to the ‘geographical area / locality’ in which a post is located – it is one of the criteria you can use to search for suitable jobs in which you might be interested

Cover letter When applying for a job This is one of the screens you will be asked to complete during the process of applying for a job. Its name is slightly misleading – you are not required to prepare a covering letter for your application; rather, this screen gathers information on how you found out about the particular post you are applying for, in order to help the HSC Organisation to monitor its advertising.

Data Overview When applying for a job At the end of your application, you will see a Data Overview – a summary of your application for you to review prior to submitting your application.

Functional area When searching for jobs This refers to the ‘department’ in which a post is located – you may see it when you are shown a list of jobs you have searched for.

Hierarchy Level When searching for jobs This refers to the ‘Job Group’ (e.g. Admin & Clerical; Nursing & Midwifery etc.) of a post – it is one of the criteria you can use to search for suitable jobs in which you might be interested

Glossary of E-Recuitment terms

The following glossary gives an explanation of some of the terminology used in the introduction of the new E Recruitment system.



Job Agent On your candidate ‘homepage’

This is a way for you to be notified of suitable jobs when they are advertised – you will set up relevant search criteria for posts (e.g. HSC Organisation; location; job group etc.) and whenever posts are advertised which meet these criteria, you will be notified by email so you can decide whether you wish to apply.

Location Before applying for a job When completing your Personal Details on your Candidate Profile, this is one of the fields you will see in your address – it refers to ‘Town / City’.

My Applications On your candidate ‘homepage’

When you log in to your e-recruitment account, this link will take you to a list of all the applications you have previously submitted, as well as those that you have started but not yet submitted. You can return here at any time to complete applications which you have previously saved, prior to the stated closing date of the advertisement.

Overview & Release When applying for a job This is the final stage of the Application Wizard (see above) where you can check your ‘Data Overview’ (see above) prior to submitting your application.

Profile Before applying for a job This is a collection of ‘standard’ information about you, which will be used to populate the majority of any application form you may wish to complete. It is strongly recommended that you complete your applicant profile in advance of making any application, as it will make the application process easier. You can update your profile at any time.

Questionnaire When applying for a job This is a way of gathering necessary information as part of your application – it complements the information on your Profile (see above). Primarily, questionnaires are used to allow you to demonstrate how you meet the requirements of the post you are applying for (as detailed in the Personnel Specification) – please note that it is only the information contained in these questionnaires which selection panels will use to decide if you should progress to the next stage of the recruitment process.



Reference Code When searching for jobs This is a unique number assigned to every post advertised for recruitment – if you already know the particular reference code for a post you are interested in, you can go straight to it rather than having to search for the job using other criteria.

Region Before applying for a job When completing your Personal Details on your Candidate Profile, this is one of the fields you will see in your address – it refers to ‘County’ and it will pre-populate with a drop down of relevant data, depending which ‘Country’ you have selected for your address.

how to guide on applying for a job via the new hsc ... · applying for a job via the new hsc...

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