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RECRUIT SYSTEM – GUIDANCE FOR MANAGERS

1. Introduction to using Recruit 1.1 Setting up your access to Recruit (including setting up a short cut) 1.2 Passwords 1.3 Manager dashboard 1.4 Roles and access 1.5 Applicant audiences (Internal, External, At risk, Ring fenced) 1.6 Communicating with applicants 1.7 Workflow and stages (moving jobs and applicants through the stages) 1.8 Saving and navigation 1.9 Timing out 1.10 Notes field 1.11 Mandatory fields

2. Overview of the recruitment process

2.1 Manager and Shared Services Centre roles in the recruitment process 2.2 Recruitment timeline 2.3 Closing dates 2.4 Email notification

3. The new ‘at risk’ advertising stage

3.1 Vacancy control exceptions 3.2 At risk advertising process flow chart 3.3 After the closing date 3.4 Identifying at risk employees 3.5 Redeployment support 3.6 Eligibility for priority consideration at other advertising stages 4. Advertising a job on recruit

4.1 Before you start

4.1.1 Vacancy control approval reference 4.1.2 Position number 4.1.3 Advert text 4.1.4 Job and person profile 4.1.5 Provisional interview date

4.2 Setting up the job to be advertised – step by step 2-3 Importing a job from SAP

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4. Job Basic tab 5. Adding a job and person profile 6. Job Details tab 7. Dates tab 8. Advert tab

9. Previewing the advert 10. Moving to ‘submit for review’

4.3 Re-advertising a job

4.4 Making an advert live Amending the advert 5. PROCESSING APPLICATIONS 5.1 Email Notification 5.2. Processing applications –step by step

2. Viewing applicants 3. Viewing online application forms 4. Viewing offline application forms 5. Sharing online applications 6. Sharing off line applications 7. Shortlisting candidates 8. ‘At risk’ applicants 9. Setting up interview slots and allocating to candidates 10. Moving shortlisted candidates to the next stage 11. Unsuccessful candidates

6. AFTER THE INTERVIEW/SELECTION PROCESS

1. Selecting the successful applicant 2. Attaching documents 3. Moving the candidate to next stage ‘offered and accepted’ 4. Create a job offer 5. Unsuccessful candidates 6. Pre-employment checks 7. Viewing progress 8. References 9. Start date request

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1. INTRODUCTION TO USING RECRUIT 1.1 Setting up your access to Recruit (including setting up a short cut) 1.2 Passwords 1.3 Manager dashboard 1.4 Roles and access 1.5 Applicant audiences (Internal, External, At risk, Ring fenced) 1.6 Communicating with applicants 1.7 Workflow and stages (moving jobs and applicants through the stages) 1.8 Saving and navigation 1.9 Timing out 1.10 Notes field 1.11 Mandatory fields

1.1 Setting up your access to Recruit There is no need for you to request manager access to Recruit, as this will be generated automatically from details supplied each night from SAP. For new managers the record in Recruit is created overnight once both the payroll record and work email address has been set up in SAP. For managers moving from one role to another management role their access will be amended overnight once their payroll record has been changed in SAP. You will receive an email once your account is has been created in Recruit. The email provides a link to the system which will take you to the system login page below.

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Do not enter your user name or password on this screen but click on the ‘Forgotten password’ link’. This link will take you to the screen below in which you enter your email address, and then click Go

. You will then receive an email with a reset password link. The email also confirms your username. Please note your username is your SAP logon not your network logon which for some users can be different (e.g. beginning with 0 rather than A or an E).

You then need to create a password for your account in accordance with the Council’s password policy. Once you have entered your password and confirmed it click ‘Go’ and you will be taken to the Recruit login screen to enter both you username and password.

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If you have not retained the initial email sent to you at implementation in August but are a manager, you should still be able to access the system as an account will have been created for you. Go to the Recruit login screen https://derbyshire.recruitsaas.com/Login.aspx Once here you can follow the instructions above. 1.1.1 Future Access To use Recruit in future to recruit to vacancies and track progress you will need to click on the following link: https://derbyshire.recruitsaas.com/Login.aspx You can retain the link to be used later by:

• Adding it to your internet favourites • Creating a shortcut on your desktop – instructions below.

1.1.1.2 Creating a Shortcut on Your Desktop You need to have Recruit open so use this link to access it https://derbyshire.recruitsaas.com/Dashboard.aspx. The link displays in top left hand corner of the screen.

Highlight the link: https://derbyshire.recruitsaas.com/Login.aspx If you click in the link will then hightlight it and appear as below.

Right click on the mouse and select ‘copy’. Navigate to the desktop on your PC/Laptop. An easy way to do this is to use the button at the bottom right handside of your screen.

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Click here and everything you have open will minimise.

Right click on the mouse to display the following menu:

Scroll to ‘New’, and the following menu will appear:

Select ‘Shortcut’ and the screen below will display:

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Click into the box and right click the mouse and select ‘paste’, then click on ‘Next’

When the following box appears, enter ‘Recruit Login’ into the field ‘Type a name for this shortcut’ and click ‘Finish’.

Your new Recruit Login shortcut will appear on the desktop of your PC/Laptop.

1.2 Passwords

Your password must be between 8 and 30 characters long and must contain a lowercase character, uppercase character, numeric character and special character (any of the following only: ”, £, $, %, ^, &, *, @, ~, #, ?).

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1.2.1 I’ve forgotten my Recruit password

If you forget your password go to the log in screen for Recruit.

1.3 Accessing Recruit through links in email notifications

Click on the forgotten password link and follow the instructions.

1.3 Manager dashboard

1.3.1 What is it ?

Your manager dashboard is the screen you see after you have logged in to Recruit, where you can see at a glance:

• The jobs that are currently assigned to you for action • Jobs that are currently being advertised (‘live’) • Jobs assigned to other people • Jobs at the stage ‘submit for review’ (with Shared Services Centre (SSC)) • Jobs awaiting references

You also access the Jobs and Applicants tabs, through which you can view and process jobs and applicants through the recruitment process.

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1.3.2 Changing your dashboard view

You can change what you see on your dashboard by clicking on and selecting the headings you want to be on view.

If nothing is showing under a heading this may be because it has not been expanded. Click on the arrow next to the heading:

Any jobs under this heading will then appear (the names have been blanked below):

1.4 Roles and access 1.4.1 Manager role Within the system, your role determines what you have permission to view and do. This has been set up automatically through daily integration with SAP. If you are recorded as a recruiting manager within SAP you will have the role of ‘manager’ within Recruit. Recruit

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holds the Council’s ‘hierarchy’ or organisational structure and this is updated nightly as part of the SAP integration with Recruit.

The manager role enables you to recruit to jobs within your hierarchy in SAP. You will also be able to view jobs that have been placed by people you manage. You cannot recruit to jobs which are not within your hierarchy.

Other roles within the Recruit system are SSC, HR View only (HR have an overview of the Council) and System Administrator.

1.4.2 Access for new managers

When a new manager or member of the SSC has a payroll record created or transfers into a new role, the SAP nightly update creates the appropriate role in Recruit. If the access to Recruit is new the user will then be sent an email giving them instructions on how to access the recruit system. Access cannot be given during payroll lockdown periods.

If a manager or member of the SSC is no longer in the extract from SAP, their access to Recruit will be removed.

1.5 Applicant audiences All vacancies placed on the Council’s job site will be advertised to a specific audiences. The audience determines who can see the job, and are as follows:

Audience Who can see the advert External Everyone, including the public Internal Council employees Ring fenced Used for re-organisation and restructures, and

viewable by individually at risk and group at risk employees

‘At risk’ Individually at risk employees. Everyone who registers on the Council’s jobs website will have an audience assigned to them. When first registering everyone is given an external audience meaning that applications can be made immediately for any job that is advertised externally. Council employees have the option to select their employer as Derbyshire County Council and enter their payroll number, allowing them to view and apply for other categories of job advert as appropriate. The change to audience requires Recruit to receive the details supplied each night from SAP which updates the system and gives and removes access to the above audiences. The information about an employee’s at risk status is taken from an integration between SAP and the redeployment register. The redeployment register is maintained by operational HR teams, and records all employees who have been informed they are individually at risk, or group at risk. It is important this is kept up to date as it will determine the vacancies at risk employees get access to.

1.6 Communicating with applicants There are three options available to applicants when applying for a job, which will determine how we communicate with them throughout the recruitment process:

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• On-line - all communications between the SSC and the candidate will be by email • Off-line with email – this means that even though the application is off-line all

communications between the SSC and the candidate will be by email • Off-line – if no email address has been supplied any communication by the SSC to

the applicant will be by letter.

1.7 Workflow and stages 1.7.1 Examples of workflow stages 1.7.2 Workflow History 1.7.3 What if I move an applicant to the wrong stage? The system is based on jobs and applicants being moved through stages in the recruitment process. This is done by the manager, and in some cases the SSC, depending on who is responsible for that stage in the process. It is very important that a job or applicant is moved to the correct stage in the recruitment process. An applicant or job has to be at the right stage to continue through the recruitment process, for example, for the job to be advertised, or an applicant be invited for interview. If a job or applicant isn’t moved on to the correct stage when this is necessary, they will not progress through the process. Applicants can see on their dashboard which stage they are currently at within the recruitment process.

1.7.1 Examples of workflow stages

Example of applicant workflow stages for an applicant who has already been shortlisted

Example of job workflow stages for a job that is being submitted by the manager to the SSC for review before being advertised :

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1.7.2 Workflow History

You can see the stages a job has been through and who moved it on in ‘workflow history’ on the job basic screen.

From the manager dashboard click on the jobs tab.

Then select the job that you want to see the workflow history for from the list, or search using the filter at the bottom of the screen.

Clicking on the job title will take you to the Job basic screen for that job.

In the left hand pane under you will see the stage the job is currently at, in this case, processing applications.

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To see the stages the job has been through, click on workflow history at the bottom of the screen.

You will see the stages the job has moved through with dates, who the job was assigned to, and who set each stage.

1.7.3 What if I move an applicant to the wrong stage?

Care should be taken when setting the applicants to different stages as it is easy to select an incorrect stage, which can have implications for your recruitment process and the applicant.

If you do select the wrong stage, go to the applicant over view screen. To get to this from your dashboard, click on the Applicants dashboard tab, then the Processing applicants tab.

Select the job that you want to amend the applicant’s stage for. Click on the ‘process applicants’ link for the stage that the applicant has been incorrectly moved to.

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Select the applicant who you want to amend by clicking the tick box next to their name, and then click under ‘Move selected applicants’ in the left hand pane to select the correct stage for that applicant. Click go.

If the correct stage for the applicant is no longer available for selection this will need to be raised with the SSC.

1.8 Saving and navigation

1.8.1 The buttons above will appear at the top of the screen when you are working on jobs or applicants.

Get into the habit of clicking save regularly as you work.

Clicking finish will save and finish what you are working on.

Clicking the red cross cancels any changes and takes you back to the previous screen. Make sure that you have saved any changes before you do this to avoid losing information that you have just entered.

The go button must be clicked to action or process tasks. If you enter information, or select from a drop down list but don’t press go, it will not be actioned.

1.9 Timing Out If you have the Recruit system open but do not use it for 30 minutes your session will time out. You will need to log back in to continue.

1.10 Notes field You use the notes field to add any additional information for the SSC to view. To see the notes field click on:

The yellow notes field will then appear, which you can type in to. When you have finished click on save and ‘hide notes.

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1.11 Mandatory Fields Fields which are red are mandatory and must be completed before you can progress any further.

On the top left hand side of the screen any mandatory fields which still need to be completed will be highlighted.

2. OVERVIEW OF THE RECRUITMENT PROCESS 2.1 Manager and SSC roles in the recruitment process 2.2 Recruitment timeline 2.3 Closing dates 2.4 Email notification

2.1 Manager and SSC roles Your role as a manager at each step of the recruitment process is summarised below, next to the steps SSC undertake.

Step Manager SSC Advert Set Up Manager sets up job and

submits advert for review.

SSC reviews job/advert and sends back to manager to be made live.

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Step Manager SSC Advert Live Manager makes advert live. Applications received

Manager views all online applications via dashboard.

Ready for shortlisting

SSC uploads any offline applications and advises manager when ready to shortlist (applicant stage 2. Ready to shortlist).

Shortlisted For jobs being advertised at the ‘at risk’ stage, manager reviews applications and contacts applicants, to arrange to meet, and updates applicant stage as appropriate

For internally and externally advertised jobs manager shortlists, updates applicant stage to ‘3.Shortlisted’, and sets up and allocates interview slots. Then updates applicant stage to ‘4.Interview slots added’

Manager is the contact point for interview candidates.

SSC sends interview invitations.

Interview/selection process

Manager interviews candidates.

Job verbally offered and accepted

Manager makes provisional job offer and updates applicant stage to 5.Job offered and accepted.

Manager: scans copy of ID and other relevant documents and attaches to applicant. These documents should be verified, signed and dated confirming the original document has been seen.

Manager moves all unsuccessful candidates to stage ‘Candidate unsuccessful after interview (4)’

Pre-Employment Checks

Manager notified when references returned, updates check as accepted, and confirms start date.

SSC generates proceed to offer letter, sends reference requests, DBS and medical questionnaire .

Appointment SSC generates contract of employment

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2.2 Recruitment Process Timeline Below is an outline timeline for a normal recruitment process, including the ‘at risk’ advertising stage, in working days.

Working Day 1 Manager sets up job on Recruit and submits to the SSC for review.

4 Within 3 days the SSC review job, set a closing date of 7 working days

for ‘at risk’ applications and send back to manager, to make live.

6 Latest the job advert goes live (will go live earlier, on day 4 if manager actions immediately on receipt from the SSC).

11 Closing date for at risk employees to allow a minimum of 5 working days for job to be viewed/applied for.

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All ‘at risk’ applications, including off line, available for manager to consider.

By day 15/16 If no applications are received, the SSC send the job to manager for review before internal/external advertising with a closing date of two weeks on a Sunday. Manager makes the advert live.

By day 18

If at risk applications received, manager has reviewed applications and met at risk employees to assess suitability. If appointment made, process ends here. If no appointment made, manager submits priority candidate assessment forms to operational HR for approval

By day 20 Operational HR review priority candidate assessment forms. If approved, operational HR send authorisation email to the SSC for job to be advertised internally/externally.

21 SSC process job to be advertised internally/externally and send to manager to make live. SSC set closing date for a Sunday allowing at least 16 days. Manager informs the SSC if any changes required e.g. to the interview date.

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Latest the job goes live internally or externally (if no action from manager). Closing date set for on a Sunday, allowing two clear weeks.

Sunday after day 35/36

Closing date

Tuesday All offline applications available – ready to shortlist. The manager receives an email to confirm all offline applications have been input into Recruit and they can commence the shortlisting process.

w/c day 41 or 42

Earliest interview date, allowing a week’s notice for candidates, end of the week commencing.

Note the above is a guide only, and will vary depending on how long it takes you to make the advert live, shortlist, consider any ‘at risk’ applicants etc.

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2.3 Closing dates The SSC will add a closing date once the job has been set up by the manager and submitted to them for review. For jobs going through the normal recruitment process – advertised to ‘At risk’ employees first, for a minimum of 5 working days - SSC will set an initial closing date of 7 working days. The 7 days will start from the day the SSC send the advert back to you for review, to ensure a minimum of 5 working days for applications in the event that the manager does not make the job live, and it goes live by default after 2 days. For jobs being advertised internally or externally, the closing date will be a Sunday, as now, allowing a minimum of 16 days for applications.

2.4 Email notifications 2.4.1 Accessing Recruit through email notifications You’ll receive email notifications at specific stages within the recruitment process, to inform you that action can be taken, e.g. a job advert made live, or shortlisting can begin. There will usually be a link within the message which takes you straight to the job it relates to within the Recruit system, as in the example email below. You must already be logged in to Recruit before you click the link for the link to take you straight to the job. If you aren’t already logged in, the link will take you to the Recruit home page, and you will need to log in, and then search for the job from your dashboard.

EXAMPLE EMAIL NOTIFICATION

From: <noreply@jobsderbyshire.recruitsaas.com> Date: 25 July 2018 at 13:35:04 BST To: <jonandtanya@uwclub.net> Subject: Job ready to make Live - reference JOB/18/00739 - Day Care Assistant

The advert request you submitted has now been processed and is available for you to review. Please log into Recruit and then click on this link.

• To view the actual advert you should click on the Preview button and if you are happy with the advert you should set the workflow stage to Live and then click on 'Finish'.

• If the advert needs amending please supply full details using the notes facility in Recruit and set the workflow stage to Submit for Review and then click on 'Finish'.

Further guidance can be found here.

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3. THE NEW ‘AT RISK’ ADVERTISING STAGE

3.1 Vacancy control exceptions to the ‘normal’ process 3.2 At risk advertising process flow chart 3.3 After the closing date 3.4 Identifying at risk employees 3.5 Redeployment support 3.6 Eligibility for priority consideration at other advertising stages To support the Council’s commitment to retaining talent and minimising redundancies wherever possible, the normal process will be for jobs to be initially open to individually at risk employees only for a minimum of 5 working days at the start of the recruitment process. Once the manager has set up the job, the SSC will set the closing date, for 7 working days’ time. This allows 5 working days for applications, and 2 days for the job to go live in the event the manager doesn’t action it sooner. Employees who are ‘individually at risk’ on the redeployment register will be automatically given access, from details supplied each night from SAP, to view and apply for jobs at this stage and can set up alerts to be notified of any jobs added to the jobs site.

The benefits of this new approach: • Enables employees to receive genuine ‘priority consideration’ for vacancies before

other employees or the public. • Gives employees seeking redeployment timely, direct online access to all vacancies

as they arise, reducing reliance on manual processes and the chances of redeployment opportunities being missed.

• Signals the Council’s commitment to supporting employees at risk of redundancy.

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3.1 Vacancy Control exceptions Any exceptions to a job being advertised to ‘at risk’ employees first i.e. where a job bypasses the ‘at risk’ stage and goes straight out to internal or external advert - must be approved through the Departmental vacancy control process, summarised below.

Departmental vacancy control process Through the usual Departmental vacancy control (VC) process, authorisation given:

1. To fill the vacancy. 2. For any exception to the normal process of the job being

advertised to individually at risk (IAR) employees first (before being advertised internally, then externally).

3. For any exemption to the requirement to advertise jobs internally before externally.

Vacancy control approval given for one of these recruitment routes:

a. Advertise through the normal process – to individually at risk employees first, and if unfilled, internally, then externally.

b. Advertise to individually at risk employees first, then if unfilled, externally.

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c. Advertise internally without being advertised to individually at risk employees first.

d. Advertise externally without being advertised to either individually at risk employees or internally first.

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3.2 The ‘at risk’ advertising process Below is a summary showing both the process of setting up a ‘normal advertising process’ and when a vacancy control exception has been agreed to bypass the ‘at risk’ stage.

Manager sets up job and submits advert to SSC

Manager makes the job live

Job advert is published on the jobs website and viewable by individually at risk employees only (and Redeployment Officers/operational HR) for a minimum of 5 working days. They should apply either on or off line, by the closing date.

IAR employees registered for alerts receive an email alert when any new job goes live (to any audience).

SSC: • set the closing date (usually

allowing 2 weeks, for a Sunday), • submit back to manager to make

live (or job goes live within 2 days whichever is the sooner).

SSC: • set the closing date for 7 working days

time. This ensures the advert is open to ‘at risk’ employees for 5 working days minimum, allowing up to 2 days for the job to go live if not actioned sooner by the manager.

• submit the advert back to the manager to make live (or job goes live within 2 days, whichever is sooner).

Exception to normal process approved at vacancy control – advertise internally or externally without being advertised to ‘at risk’ employees first.

Normal process Job to be advertised through the normal process - to ‘at risk’ employees first.

Manager makes the job live.

Job advert is published on the jobs website and is viewable by the relevant audience e.g. DCC employees for internal jobs, the public and all employees for external jobs.

Any individually at risk employees applying for internally or externally advertised jobs are eligible for priority consideration in line with the Council’s policies.

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3.3 After the closing date - ‘at risk’ advertising stage

If applications from individually at risk (IAR) employees have been received

SSC process any off line applications and confirm when all applications have been submitted.

Manager views applications on their dashboard.

Manager contacts IAR applicants who meet the essential criteria for the post or could do so with reasonable training/support, to arrange a mutually convenient time to meet, in order to establish their suitability (in line with DCC policy).

No applications have been received from individually at risk employees

The advert will be moved by SSC to either internal or external advert (as approved by the original VC decision), with appropriate closing date.

The advert is submitted to the manager to review and make live (automatically goes live after 2 days).

The manager has the opportunity to review and amend the advert details and original interview date (entered when setting the job up) before making the advert live.

Manager decides no IAR applicants are appointable.

Completes and send Priority Candidate Assessment form(s) (Appendix 1) to operational HR for approval, to justify reasons for not appointing. One form for each applicant.

Manager appoints an individually at risk employee. End of process.

Operationall HR approve (or challenge) priority candidate assessment form(s).

If approved, operational HR send email to the SSC quoting the job reference number, confirming the job can be moved to the next advertising stage – internal or external – as approved at VC .

Priority candidate assessment forms are retained within the Department.

The SSC amend the closing date and process the job to be advertised either internally or externally (as per original VC decision).

The SSC submit job to the manager to review and make live (automatically goes live after 2 days). Manager can amend the proposed interview date set at the start of the process, before making the advert live. (See Making an advert live, guidance section 4.4 )

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3.4 Identifying ‘At risk’ Employees Although managers can see the ‘audience’ an employee belongs to in each applicant’s record on the Recruit system, and if they are ‘At risk’, employees will also be asked to indicate their ‘individually at risk’ status on their application form.

For any employee applying offline their audience will always display as external. These applications need to be scrutinise as at risk employees should indicate their status on their form. If this is not clear you should query this with a member of the operational HR team.

3.5 Redeployment support Individually at risk employees will be encouraged to register for alerts, and become familiar with looking at and applying for jobs online. Redeployment officers will continue to support employees seeking redeployment, liaise with recruiting managers where necessary, and will also have access to all vacancies. Employees who cannot use the system to search and apply for vacancies online will be given support to look for and apply for redeployment opportunities off line. At risk employees applying offline need to ensure that their application form is clearly marked to indicate their at risk status.

3.6 Eligibility for priority consideration at other advertising stages Individually at risk employees are eligible for priority consideration at whatever stage they apply for a job, including if the job has moved to the internal or external advertising stage, having been through the ‘at risk’ advertising stage. It is expected that this should happen less frequently with the introduction of the new ‘at risk’ stage of advertising.

4. ADVERTISING A JOB ON RECRUIT 4.1 Before you start 4.1.1 Vacancy control approval reference 4.1.2 Position number 4.1.3 Advert text 4.1.4 Job and person profile 4.1.5 Provisional interview date

4.2 Setting up the job to be advertised – step by step 2/3 Importing a job from SAP 4. Job Basic tab 5. Adding a job and person profile 6. Job Details tab 7. Dates tab 8. Advert tab

9. Previewing the advert 10. Moving to ‘submit for review’

4.3 Re-advertising a job

4.4 Making an advert live Amending the advert

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4.1 Before you start You will need the following before you can put a job onto Recruit to be advertised.

4.1.1 Vacancy control approval reference. This is the reference from your Departmental vacancy control process. It can be in any format as is a text field in Recruit. Through the usual Departmental vacancy control (VC) process, authorisation is given:

1. To fill the vacancy. 2. For any exception to the normal process of the job being advertised to

individually at risk (IAR) employees first (before being advertised internally, then externally).

3. For any exemption to the requirement to advertise jobs internally before externally.

4.1.2 The position number for the job you are recruiting to. This enables details of the job to be uploaded from SAP to auto-populate a lot of the fields within Recruit. If this is an existing post you can find the position number on a report in Workplace. In Manager Self Service, accessed under the green BW reports tab, the ‘Staffing and positions combined’ report lists all the posts within your hierarchy as well as the current and previous occupants (see below). Scroll to the right to see the occupants. You don’t need to add any dates or other information to run the report. There is a mini guide on d-net under ‘BW reports mini guides’ on running this report if you need more guidance.

4.1.2.1 Ensure the details against the position number are correct for the job you want to advertise before you start to set the job up. If they are not, you must get them amended before you start. Your job advert will not be progressed if the details held against the position number on SAP are different to those entered on the job basic screen when setting up the job. Although you can make changes to the auto populated information as you set the job up, any differences between what you submit to SSC and the details on SAP, will mean SSC return the job to you to be corrected, which will delay the process for you.

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Areas that may need amending could include when you have had changes approved to: • Working hours • Grade • Base

A form is available on d-net to use to submit requests to change the details held against the position number to the SSC. The positon number amendment form can be found here.

4.1.3 Advert text It is a good idea to have the advert text drafted, ready, so that you can copy and paste it into Recruit when you reach that point on the Advert tab.

4.1.4 Job and person profile Ensure that you have an up to date job and person profile, set out in the correct format, ready to upload when you get to the job basic screen. The job and person profile should describe the job in a way that is meaningful to applicants to enable them to understand the job they are applying for and the skills, knowledge and experience we are looking for. If you have updated an existing job and person profile, or created a new one for the recruitment process, make sure you have checked with your operational HR team, to ensure that the changes have not had any impact on the job’s evaluation score line or grade. For a small number of very frequently recruited to jobs, the SSC will supply the job and person profile, so there is no requirement to attach it. Managers will already be aware if this is the case.

4.1.5 Provisional interview date You will need to enter a provisional interview date when you set up your job, ready for when your job is advertised internally or externally (depending on what has been agreed at vacancy control). No interview dates are required for priority consideration interviews for ‘individually at risk’ applicants, as managers will normally arrange to meet them at a mutually convenient time. The normal process will be for jobs to be open to ‘at risk’ employees only for at least five working days, before being advertised to a wider audience. This makes it difficult to accurately predict a provisional interview date for the internal/external advertising stage as timescales will depend on whether or not any ‘at risk’ applicants apply within the first 5 days, and how long it takes you to consider them. Although it is a mandatory field, you can give an estimate at this point, and as it is a text field you can enter ‘week commencing’. You can review and amend the date by informing the SSC, at the point the job goes on to be advertised internally or externally. .

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As a guide, below are the earliest possible interview dates, counting in working days from the day you set a job up and submit it to the SSC: Earliest date for interview after

internal/external advert

Advertised through the normal process to ‘at risk’ employees first

34 working days from the day you set the job up on Recruit (if no ‘at risk’ applications are received at first stage).

Advertised outside the normal process, internally or externally, without being advertised to ‘at risk’ employees first

If you set the job up on Recruit: • On a Mon or Tues - 22 working

days. • On a Weds – Fri – 27 working days.

4.2 Setting up a job to be advertised on Recruit

Remember to save regularly and always save before leaving a page or moving to a different tab

4.2.1 Preparation

Before you can start placing an advert you need the following information ready (see section 4.1 ‘Before you start’ above for guidance on this):

• Vacancy control approval reference. • The position number for the job you are recruiting to, with the correct job details held

against it. If it is an existing post you can find this on Workplace using the ‘Staffing and position Combined’ BW report. If you are recruiting to more than one job you will require the position number for all jobs. The lead position number entered should be for a job for which you have management responsibility.

• Advert text • Job and person profile • Estimated interview date (see 4.1.5 for guidance on calculating this).

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4.2.2 Step by step guide

1 Go to the Recruit website and login.

This will take you to your dashboard in Recruit.

2 Importing a job from SAP - go to the Jobs tab

and select Add underneath ‘‘Import Job from SAP’

3 Enter the position number that you will have obtained before starting. For existing posts you can find the position number in the Manager Self Service area of workplace, under the green BW reports tab, in the ‘Staffing and positions combined’ report (see 4.1.2 above).

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Press the Send button

4 JOB BASIC TAB The Job Basic tab will appear, pre-populated with relevant fields from SAP. It will look similar to this:

The first field is the Vacancy reference number – make a note of it. This is read only.

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Work through the fields: • Post Title – is pre-populated but can be amended to make it clearer to

applicants if required eg changing ‘BSA’ to ‘Business Services Assistant’, but should not be significantly changed.

• Position number – is read only. • Number of positions (mandatory) – usually 1 - this is a mandatory field. • Occupational Group – this is used by applicants for the job search – only

one group per advert can be selected. This is a mandatory field. • Additional position numbers – is only required if multiple jobs are being

advertised in one advert. • Department – should not be amended. • Work Location – can be amended as the text from SAP may not give the

full or most helpful address eg JHH should be amended to John Hadfield House. The actual location must not be changed.

• The grade should not be amended. • The vacancy control reference is mandatory. This is free text to reflect

different Department’s processes. • Vacancy control date is mandatory – free text. The date the vacancy

control decision was made. • Working Week (mandatory) - this is either Monday to Friday or 5 from 7 • Job Term (mandatory). Select from the drop down list.

• Job family – read only and cannot be amended.

Department, Grade, Job Family, Hours, Recruiter Email should not be amended.

• Appointment type (mandatory) – select from the drop down list.

• Fixed Term reason – If the job is fixed term select the reason from the drop down box. This wording will appear in the advert. It is important that the reason given is correct as it will determine what is included in the successful candidate’s contract and influences whether redundancy applies at the end of the contract.

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• Fixed term end date – this is a text field so e.g. ‘2 years from start date’ can

be entered • Hours – should not be amended. • If not all year select no of weeks – for posts less than 52 weeks per year.

• Recruiter name - add the recruiting manager’s name to be used for

recruitment related queries. • The recruiter telephone (mandatory) should be an external number as will

be used by candidates for interview, and will populate correspondence sent to them. N.B. This can be a business services team number if they are supporting the manager with the recruitment process.

• Recruiter e-mail – will be used to send automatic notification emails through

the system, to update you on progress. This is prefilled with the email address of the position’s line manager.

Click the Save button (at the top of the form)

5 Adding a job and person profile. Next you upload the job and person profile into the system. To do this click Add at the bottom of the page.

Then click browse, and browse again to locate where you have saved the document, then click open.

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Next to ‘Document name’ type in ‘Job and Person profile’ (this is the naming convention).

Select the category from the drop down list (e.g. Job description file – there isn’t a job and person profile option in the list). Click to tick the box to Display on Website. This always needs to be clicked. If it isn’t the attachments will not be visible on the website.

DO NOT SELECT AN AUDIENCE TYPE

Click the save button at the top. You will return to the Job basic view.

Click on save (at the top of Job basic) again.

Note: It is not mandatory to attach job and person profile (JPP) at this stage, however, jobs will not be processed without a JPP. The JPPs for posts that are frequently recruited to are held by the SSC – you will already be aware if this is the case.

For all other posts a JPP will be needed before the job can be processed further. Guidance about making changes to JPPs, and ensuring any job evaluation, benchmark or grade implications have been considered is included in the manager Recruitment and selection guidance on d-net - section 7. The Job and Person Profile.

6 JOB DETAILS TAB Go to the Job details tab and complete the following fields:

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• Whether the post is politically restricted is pre-populated, but can be amended.

• Whether the job requires a DBS or not is mandatory and should be selected from the drop down list

• If you have vacancy control approval to advertise outside the normal process – which is to individually at risk employees first, followed by internally, and then externally, indicate this here by selecting the ‘yes’ radio button. The default will be ‘no’.

• If you do have approval to advertise outside the normal process, select which advertising route you have approval for:

• For more guidance on vacancy control approval and exceptions to the normal ‘at risk’ advertising stage this see Section 3 above.

• Recruitment process type (mandatory) – for most jobs ‘standard’ should be selected. The other options apply to certain Childrens Services posts.

• If the successful candidate will be required to use their car for work.

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• IT access required for the successful candidate will be pre-populated from SAP, but can be amended. A ‘yes’ here will ensure that setting up a payroll number for the successful candidate will be prioritised, to enable them to access ICT systems as soon as possible.

If the job is being re-advertised click yes here.

Click the Save button at the top of the screen.

Then click on the Dates tab.

Most adverts are not rolling jobs. A rolling job is rarely used and is for hard to fill posts that are advertised continually.

Ensure you save and finish before moving to the next tab.

7 DATES TAB Provisional Interview Date

Enter a provisional interview date, ready for when your job is advertised internally or externally (depending on what has been agreed at vacancy control). This is a text field so you can add several dates if required or ‘week commencing’. For guidance on estimating the date see guidance section 4.1.5.

Although it is a mandatory field, you can give an estimated date at this point as it is difficult to know how long the ‘at risk’ stage will take, depending on whether or not you have any applicants. The date you enter now can be reviewed and amended if the job moves on to be advertised internally or externally.

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For rolling adverts you could enter ‘various’ for the interview date as interviews will be ongoing. Email for interview replies - enter the email address for correspondence regarding interview invites. This could be a team inbox or business services support, rather than the recruiting manager’s.

Rolling adverts - if the job is a rolling advert (an advert which is ongoing over a long period, as is being continuously recruited to) you need to record this here. This removes the closing date from the advert.

Click Save at the top, and then click on the Advert tab.

8 ADVERT TAB Ignore the first four fields; Web advert text, Website text added, Other selected media and Total advertising costs.

To add the advert text which will appear on the jobs website click on Edit;

When asked if you are happy to be redirected away from the page click on OK:

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Click Edit again before entering your advert text in the blank space. This can be copied and pasted or typed in.

After entering text ensure you click on at the top.

Close down the window by clicking

Only if the post is being advertised externally, and only if vacancy control approval has agreed the use of paid for external media type in the name of any journals, newspapers or other job sites to be used and enter the cost centre that this will be charged to.

If you are using any other free jobs sites/media e.g. the NHS job site, enter this in the External media box so it can be included in the options given to applicants when asking them where they saw the job advertised.

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Click at the top of the screen.

Social Media – including Linked In and Facebook

Advertising on social media is actioned outside the Recruit system, via the Council’s Communications team. See detailed manager guidance on d-net on the options and how to use them under ‘Guidance on advertising a role ‘– ‘How to advertise a vacancy’.

9 Previewing the advert

To see how the advert will look click on the Preview button.

The job displays as it will appear on the website – some fields are missing but will be added by the Shared Services Centre at the next stage, for example salary. It will look something like this:

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Close the tab by clicking the cross at the top of the screen:

This takes you back to the Advert tab.

Click on save and finish, and close the window by clicking on the red x.

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10 Moving to ‘submit for review’ Once all mandatory and other fields have been completed in all the above tabs the job should be saved by clicking on Save.

You then need to move the job on in the workflow from ‘setting up job’ to ‘submit for review’. The stages that the job can be moved to will display in the left hand pane.

To progress the advert, select workflow stage ‘Submit for Review’ using the radio button and assign the job to Shared Services which is at the top of the drop down list. Do not assign the job to any names in the list, as this will delay the advertising process.

Clicking on Finish saves and closes the job details.

If you click on Save, you can click on the red x to close down the job details.

Click on the dashboard tab.

Note: When the stage is set to Submit for Review you are not be able to amend the stage any further as this has to be done by the SSC (ie you cannot update

the stage to ‘Completed Review’ yourself.) The job details are not visible to you in this view, but the job will be visible on your dashboard.

The SSC will now process the job, update the stage to ‘Completed Review’ and assign the job back to you within 3 working days.

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4.3 Re-advertising a job

You may need to re-advertise a job, for example if two posts are advertised but only one is filled, or a job is offered to a candidate who then withdraws. Do not use this process to move on jobs that remain unfilled after being advertised to ‘at risk’ employees at the start of recruitment, and which need to be advertised internally or externally. Guidance on this is in section 3.3 (if no at risk applications have been received) or the Shortlisting section below.

1 Login to Recruit.

Go to the Recruit dashboard. Click on the Applicants dashboard then the ‘Processing Applicants’ tab. Click on the job which you want to re-advertise.

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In the workflow (left hand pane) select the radio button for Setting up Job and then click save in the top right hand corner. Relevant fields will now be editable.

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3

Update any information that needs changing now that the job is being advertised again. For example this could include on the: Job Basic Tab

• Number of positions – which may require additional position numbers to be added.

• Vacancy control information if this has changed – for example if approval to recruit externally has been given.

Job Detail Tab

• Where the vacancy control approval has given permission to advertise outside the normal process, and who the job should be advertised to.

• If the job is a re-advert.

Dates • A revised interview date. • Email address for interview replies

Advert • Amend the advert text. • Where the job is to be advertised externally and external media is to be

used. • Cost centre.

Amending an advert before it goes live If you do need to make an amendment to the advert then the changes required should be added to the notes field for the SSC to view.

Click on the triangle before ‘Show notes’ – it opens up the notes field.

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Type in any information that the SSC need to be able to amend your advert.

Click on save. The details of who added the note and when, is displayed. The notes field title will display a number indicating the number of notes added.

4

You can preview the advert at this stage by clicking on the preview button.

The information that will need changing by the SSC will not have been amended at this point, e.g. the closing date.

5 In the left hand pane assign the job to ‘Shared Services’ and move the job to the stage Submit for Review by clicking on the radio button. Click Finish

6 Once you have submitted the job for review by the SSC, and have received it back in the stage ‘Completed review’, you will follow the usual ‘Making the job live’ process below.

4.4 Making a Job Advert Live 1. Check your email inbox for notification that job is at the stage ‘Completed

review’. The email will look similar to the one below and contain a link to the advert. Log in to Recruit before clicking on the link.

Subject: Job ready to make Live - reference JOB/18/00739 - Day Care Assistant

The advert request you submitted has now been processed and is available for you to review.

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Please log into Recruit and then click on this.

To view the actual advert you should click on the Preview button and if you are happy with the advert you should set the workflow stage to Live and then click on 'Finish'.

If the advert needs amending please supply full details using the notes facility in Recruit and set the workflow stage to Submit for Review and then click on 'Finish'.

Further guidance can be found here. Please be aware that if you do not update the job within two working days the advert will be made live by default.

The Advertising Team 01629 535118 - Option 1

The link will take you to the job being advertised. Click preview to see the job as it will appear on the website.

2.

3.

If you are happy with the advert and do not need to make any changes, update the stage from ‘Completed Review’ to ‘Live’, in the left hand pane under workflow, by clicking on the radio button, which will immediately make the job live on the jobs website. Keep the job assigned to you as the manager.

Then click Save and Finish.

Amending the advert If you do need to make an amendment to the advert then the changes required should be added to the notes field.

Click on the triangle before ‘Show notes’ – it opens up the notes field.

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Type in any information that the SSC need to know to be able to amend your advert.

Click on save. The details of who added the note and when, is displayed. The notes field title will display a number indicating the number of notes added.

To view notes, click on ‘show notes’

You can view all notes added

The SSC will make the amendments and return the advert to you to check again, before you make it live. Follow process in 4.4 step 1 onwards above to make it live.

4. When your job goes live you will receive an email along with your higher manager to inform you and them that the job has gone live. Please be aware that the same email is received by both managers. Some managers may query why they have received this email but it is to make them aware that a job they have responsibility for has been advertised.

Any job that is not either made live or returned to the SSC for amendment within 2 working days, will be made live on the jobs website automatically by

the SSC.

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5. PROCESSING APPLICATIONS 5.1 Email Notification 5.2. Processing applications – step by step

2. Viewing applicants 3. Viewing online application forms 4. Viewing offline application forms 5. Sharing online applications 6. Sharing off line applications 7. Shortlisting candidates 8. ‘At risk’ applicants 9. Setting up interview slots and allocating to candidates 10. Moving shortlisted candidates to the next stage 11. Unsuccessful candidates

You can view applications as they arrive on your dashboard, before the closing date, but must not shortlist or process applications within the system until you have been notified by email from the SSC to say that any off-line applications, have been added and that all applications are ready to shortlist. Do not start the shortlisting process before receiving this email.

Remember that once you update the system to say an applicant is ‘not shortlisted’ the applicant will be able to see this on their dashboard. It is important not to update the system with shortlisting decisions until after the closing date, as applicants would usually expect decisions to be made once all applications had been received.

5.1 Email Notification You will receive an email from the SSC to let you that that all applications are available for you to review and shortlist. It will be similar to the one below. Log into Recruit before clicking on the link within the email, and the link will take you straight to the job. If you click on the link before logging in you will be taken to the login page, and will go via the Recruit dashboard where you will need to search for the job.

Example notification email to Recruiting Manager

Subject: Job Vacancy is Ready for Shortlisting JOB/18/00739 - Day Care Assistant The above job has now closed and all applications (including off-line if applicable) are available for you to view and shortlist. Log into Recruit and then click on this link. If you are unsure of how to access and process application forms please access guidance using this link. The Advertising Team 01629 535118 - Option 1

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5.2 Step by Step Guide 1 Check your email inbox for the email from the SSC notifying you that all applicants are

ready to shortlist. Do not start to shortlist and process applications in the system until you receive this (off-line applications may not yet have been added to the job).

Log into Recruit before you click on the link in the email, and it will take you straight to the Job in Recruit.

If you aren’t logged in when you click the link you will be taken to the log in screen, and will have to search for the job from your dashboard - click on the applicants/applicants dashboard tab.

And then the processing applications tab:

If there are a lot of jobs, search for the job using the Job number, using the ‘search by ID’ filter at the bottom of the page.

2 Viewing applicants Clicking on the job title opens the job. You’ll see the applicants who have applied. The workflow stage should show ‘2. Ready to Shortlist’

The column headed Disability indicates to managers if an applicant has declared they are disabled.

An applicant who is disabled should be shortlisted if they meet all essential criteria for the post to support our commitment to be a Disability Confident employer.

This view also indicates how the applicant has applied - online, offline with email or offline without email.

All applicants applying online and those applying off line but providing an email, will receive all correspondence via email. Offline applicants who have not provided an email will receive a letter.

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If you click on the processing application button the applicants will display along with their audience so it will easy to identify someone who is at risk. Please be aware,

however, that offline applications will always display as offline.

Note the scoring function is not in use currently.

If you click on an individual applicant you will then see further information about their application:

You can see the Audience they belong to – in this case ‘External’. This tells you whether the applicant is:

• At risk’ (individually at risk) • Ring-fenced • Internal • External

Whatever stage of the recruitment process you are at, whether having advertised to at risk employees only, or internally or externally, it is important that you always check to see if any employees that have applied have the audience ‘At risk’. This should be shown on their applicant record as above, and they should also indicate it on their application form.

Please be aware that all offline applications display as external. You should, therefore, check to see if the applicant is ‘at risk’. You need to do this regardless of the audience the job has been advertised too. The applicant should indicate their ‘at risk’ status on their job application. If the job has only been advertised to the ‘at risk’ audience and an offline application is received and there is no indication that they are individually ‘at risk’ this should be checked with your operational HR team. Employees shown as ‘at risk’ are individually at risk which means in line with the Council’s Redundancy and Redeployment Policies, if they meet the essential criteria for the post, they should receive prioirty consideration and be considered before other applicants. See guidance section 3.for more detailed guidance on this.

3 Viewing Application forms online If the applicant has applied on-line their application form can be viewed by clicking on

the View application form button.

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The application form opens in a new tab and can then be viewed – see example below.

It is recommended that you do not print off forms unnecessarily.

There is no longer a requirement to get on-line forms signed at interview.

You can easily share online and offline applications forms securely with panel members, who do not need to be users of Recruit. See below for details on how to do this.

To close down the application form click on the large red x to close that tab.

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4. Viewing Offline applications If an applicant has applied off-line you view their application form by clicking on the applicant and viewing the Applicant details below.

Click on the Attachments tab and you will see the application which you can click on to view.

5 Sharing Online Application Forms You do not need to print off application forms to share with other panel members. The on-line forms can be shared securely in the system even if the other panel members do not have system access.

To share all the on-line forms close down the individual record, if open, by clicking on the red x so you are back in the job applicant overview screen. In the bottom left hand side pane, click on ‘Download application PDF forms’.

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You will then be given the option to either:

• Merge all applications to one PDF document

Or

• Recreate PDF documents (this will create individual documents for each applicant)

Select the option you require, then click the send button on the top right hand side of the bar.

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To check the content of the application forms that have been prepared for sharing, click on the link to the forms merged into one document (as below) OR if you’ve recreated individual documents, click on an applicant name.

Click Finish

To send the application forms to interview panel members click on the ‘Send application PDF forms’ link.

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Enter the email address of the panel member, and tick whether the forms are merged or ‘recreated’ as separate documents. Click send.

The panel member will receive two emails, the first with a link to the forms, and the second with a password, with instructions on how to access the forms. They should:

• copy the password received in the second email • click on the link in the first email, and • paste the password in at the prompt. • they can then view the application forms. The link for these remains valid for 21

days after which time the recruiting manager would have to set up access again.

6. Sharing offline application forms The process for sharing offline applications is different. You should click on the off-line applicant:

and then go to the attachments tab, and click to open the job application form attachment.

You will need to save the form outside the Recruit system and email separately. You should only use a Derbyshire County Council email address when sending these. Ensure that they are deleted from where you saved them as soon as you have sent them, as copies of application forms should not be kept in multiple places outside the system.

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Other members of the interview panel need to be aware that all application forms need to be kept no long than 12 months after the interviews have taken place.

7. Shortlisting candidates To shortlist candidates you need to be on the applicant over view screen. To get to this, from your dashboard click on the Applicants dashboard tab, then the Processing applicants tab.

If you need to search for the job, use the filter at the bottom and search by the reference number (id). When you click on the job you will see the list of applicants.

Click on the Process Applicants link on the top right hand side.

You’ll see the list of applicants with tick boxes next to their name. Place a tick in the box by each applicant that you want to shortlist (online and offline). Ignore the three columns relating to scoring, as we are not using this function currently.

In the left hand pane, under Move selected applicants, select the stage

‘3. Shortlisted’ and click .

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8. Considering ‘At risk’ applicants Any individually at risk (‘At risk) employees that apply for the job, whether within the 5 day ‘at risk’ stage at the beginning of the recruitment process, or in response to an internal/external advert, must be given a priority consideration interview if they meet the essential requirements for the vacancy or could do so with reasonable training/support. If individually at risk candidates apply alongside other candidates for a job which has been advertised internally or externally, and are eligible for a priority consideration interview, you must see them, and decide whether they are appointable, before you see any other candidates.

You should follow the same steps in Recruit for moving ‘at risk’ applicants to the stage ‘short listed’ or ‘candidate not shortlisted’ depending on whether they are eligible for a priority consideration interview or not. Where there is more than one ‘at risk’ employee eligible for priority consideration there will normally be a competitive process amongst priority candidates to fill the job.

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You may be contacted by an ‘at risk’ applicant’s redeployment officer, to discuss the employee’s application for your post. If you decide not to appoint an at risk employee

If there are ‘at risk’ applicants for your job but you do not appoint any of them, you must complete a priority candidate assessment form, available at Appendix 1 of this manager guidance, for each applicant. The form is used to record the grounds on which the candidate(s) have been deemed unsuitable. This form can also be used to record the reasons why an ‘at risk’ candidate has not been shortlisted for a priority consideration interview.

Before you can move the unfilled job on to be advertised internally/externally, you must send the priority candidate assessment form(s) to your operational HR team, for review and approval. If the forms are approved, operational HR will email the SSC to confirm that the job can now be advertised to a wider audience (internally or externally).

The SSC will then send the job back to you to make live. You may want to review and amend the interview date that you entered when you set the job up, as you will now have a firm closing date for internal or external advertising.

If you appoint an ‘at risk’ employee, after having considered several ‘at risk’ priority candidates, you do not need to complete a priority candidate assessment form for the unsuccessful candidates.

9. Setting up interview slots and allocating them to candidates

‘At risk’ applicants - you do not need to set interview slots up for priority consideration interviews for ‘at risk’ candidates. The usual approach is for the manager to contact ‘at risk’ applicants directly and arrange a mutually convenient time to meet. Keep a record of your conversations/emails with ‘at risk’ employees.

Setting up interviews Setting up interview times is a two stage process. First you set up interview slots, and then you allocate an applicant to each slot.

You should aim to give applicants at least 7 day’s notice of their interview. Take into account that it will take up to 3 days from when you move applicants to the stage ‘4.Interview slots added’ for the SSC to send applicants their invitations to interview (by email or letter).

You need to be in the applicant overview screen. From your dashboard click on the applicant dashboard tab, click on the job, and you will see the applicant overview (the list of applicants).

Click on the diary slots link in the top right hand corner of the applicant overview.

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Then click on the +Add button by ‘Add multiple diary slots’.

Then add the date and the number of slots (usually one per candidate you are interviewing).Click add.

You will see the following screen. Enter the date of the interview and the number of shortlisted candidates who require interview slots. Click on Add.

You’ll see the following screen.

Enter the time each interview will start and end.

Enter 1 in ‘Places’ (this is the number of candidates to be invited for each timeslot so will usually be 1).

On the first timeslot add in the note field any additional information that you want to be included in the invitation to interview. For example, details of any selection tests, or presentations that you will require applicants to do.

Then click Add.

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Adding the interview location.

Click +Add by Location.

All Derbyshire County Council locations are held here – you are advised to search by postcode. If you wish to use a location not listed contact the Advertising Team and request that the location is added to Recruit.

Search for the location in the list, and select the button next to the correct interview location. Click Add selected in the top right hand corner. Click save, to save all the interview slots.

Once the diary slots (interviews) have been created you need to allocate each slot to an applicant. Click edit by the first slot (the green button below).

Click +Add by the applicants section.

Place a tick to the left of the applicant you want to allocate to the slot, and click +Add selected in the top right hand corner. Select Finish.

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Continue to repeat these steps with all other applicants until all slots have been allocated.

Then click on the red x to close down the diary slots window

10. Moving shortlisted candidates to the next stage ‘4. Interview slots added’. You then need to move all candidates shortlisted for interview to the next stage. To get to this from your dashboard click on the Applicants dashboard tab, then the Processing applicants tab.

If you need to search for the job, use the filter at the bottom of the Processing applicants tab, and search by the reference number (id).

When you click on the job you will see the list of applicants.

Click on the Process Applicants link on the top right hand side.

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In the Applicant column, tick to select all the applicants that are at stage 3. Short listed. If you tick the box in the heading row all candidates will be selected. (Ignore the scoring columns which are not being used).

In the ‘Move selected applicants’ area, select ‘4. Interview slots added’.

Click Go.

Select Finish.

11. Unsuccessful candidates who are not shortlisted As well as updating those applicants shortlisted for interview, remember to also update those who are unsuccessful. Applicants will be checking their dashboard to see if they have been shortlisted or not.

You need to be in the applicant overview screen. To get to this, from your dashboard click on the Applicants dashboard tab, then the Processing applicants tab.

If you need to search for the job, use the filter at the bottom of the Processing applicants tab, and search by the reference number (id).

When you click on the job you will see the list of applicants.

Click on the Process Applicants link on the top right hand side.

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The unsuccessful candidates will still be at the ‘Ready to Shortlist’ stage.

Select the (unsuccessful) applicants, using the check box next to their name.

In the ‘Move selected applicants’ area in the left hand pane select ‘Candidate not shortlisted’. Click Go.

To navigate away from this view, click on the tabs - Dashboard, Jobs, Applicants – to get to the area you require.

Once you have updated the stages for all the applicants, you can see who is at which of the different stages - see the example below.

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5.3 Inviting applicants to interview The SSC will now process the interview invites. These will either be sent by email or letter. All applicants, both on-line and off-line that provide an email address will receive an email. Only off-line applicants who have not provided an email address will receive a letter.

Applicants should receive at least 7 days’ notice of their interview. You should have allowed up to three days from when you move applicants to the stage ‘4.Interview slots added’ for SSC to send applicants their invitations to interview (by email or letter).

Applicants that have applied on-line will be able to see the status of their application on their dash board if they log into their account, so it is important to update the workflow stage for unsuccessful applicants, as well as successful applicants. The applicant’s account is updated, and visible to them, as soon as you move them to the new stage e.g. shortlisted, or not shortlisted. It is not dependent on the SSC having processed the candidate, for example by sending them an invitation to interview.

Candidates for interview who apply online will also be able to view their interview invitation in their account, via the dashboard.

5.4 Confirming attendance at interview Applicants will contact you, the recruiting manager, directly to confirm or decline their attendance at interview. You will be asked to provide an email address for candidates to use to confirm their attendance when the advert is placed (see guidance on completing the Job details tab). It does not need to be your personal work account and could be a shared inbox.

This email address is provided to the candidate in the invitation to interview. It will be the manager’s responsibility to keep a record of who is attending and if required, chase up those that have not responded. SSC will no longer do this for managers as it is more efficient for managers to deal directly with their candidates.

Applicants will also contact the manager directly if they want to re-arrange their interview.

6. AFTER THE INTERVIEW/SELECTION PROCESS 1. Selecting the successful applicant 2. Attaching documents 3. Moving the candidate to next stage ‘offered and accepted’ 4. Create a job offer 5. Unsuccessful candidates 6. Pre-employment checks 7. Viewing progress 8. References 9. Start date request

1 Select the successful applicant Once the selection process/interview has taken place and you have spoken to the successful candidate and verbally offered them the job, and they have accepted (subject to relevant checks), the SSC need to be informed.

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You do this in Recruit by going to the Applicants tab and clicking on the Processing Applicants tab.

When the list of jobs is displayed, click on the job title of the post you are filling and the job will display. If you have a lot of jobs in the list, use the filter at the bottom of the list.

Clicking on the job will show all the applicants for the job at the various stages of the process – those have been short listed, and those which have not.

From the list of applicants at stage 3. Shortlisted, click on the name of the applicant who has been successful and the applicant’s record will display.

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2. Attach scanned documents You should scan and save the following documents, and attach them to the successful applicant’s record. The SSC cannot progress the appointment without them:

• A copy of the ID document the candidate has provided at interview to prove their right to work e.g. a passport. Please verify and annotate that it is a true copy of the original and sign and date the photocopy.

• Any handwritten interview notes. • Any other documents e.g. qualifications. Please verify and annotate

qualification certificates to confirm it is a true copy of the original and sign and date the photocopy.

To attach these to the candidate, in the Applicant’s record you go to the Attachments tab. Select +Add by New attachment.

Then click browse. Browse to the folder where you have saved a scanned copy of the documents, click to select the file, give the file a meaningful name (e.g. John Jones’ passport) and then save.

You can continue to add more documents in this way.

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3. Move the successful candidate to ‘offered and accepted’ You now need to move the successful candidate to the stage ‘offered and accepted’. Go back to the overview of applicants for the job by clicking the red x to close down the successful applicant’s record. Click on the ‘process applications’ link on the top right hand side. From the list of applicants, select the successful candidate by ticking the box next their name.

In the left hand pane, under the ‘Move selected applicants’ heading select ‘Job Offered and Accepted’ from the drop down list. Then click Go.

The applicant should now show under the heading stage 5. Job Offered and Accepted.

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Creating a job offer Click on the name of the applicant and then go to the Applicant offers tab.

Click on +Add by New Offer.

Enter job offer type of ‘Provisional Offer’ and enter the date the offer was made.

Next select communication type of ‘Letter – your application is being processed’.

Click Save.

4. In the middle of the create job offer screen, go to the Job details tab.

Add in the following: • SCP - enter the spinal column point for the starting salary

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• DBS verifier email – if applicable enter the email address of the person who will undertake the DBS verification.

• If the job advert was for multiple posts you will need to enter the position number that this successful candidate will occupy.

Go to the Applicant details tab on the Create job offer screen:

Select the button if internal (a current employee) and add the employee’s payroll number if known.

Click Finish then click on the red x to close down the successful applicant details.

Do not move the successful candidate to the next stage Pre Employment Checks. This stage is for SSC use only and marked as such.

5. Move unsuccessful candidates to the stage ‘Candidate unsuccessful after interview. Ensure you have spoken to unsuccessful candidates so they aware of the outcome of the interview, before updating their workflow stage so that they do not find out via their dashboard.

Go back to the applicants tab, and the group of applicants that are at the stage shortlisted. Click on ‘Process Applicants’ on the right hand side.

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Click in the header to place a tick in the boxes next to the applicants’ names.

In the left hand pane in the ‘move selected applicants’ section, select Candidate Unsuccessful After Interview and click Go.

The applicants will then appear in the ‘Candidate unsuccessful after interview’ category.

.

Ignore the talent pool and panel scores functions which are not being used.

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6. Pre-employment Checks

The SSC will now process the successful candidate by: • Checking the required attachments you have uploaded, e.g. the Identity check

document, qualifications etc. and contacting you with any queries. • Requesting any checks that are required for the post. • Uploading references received to the applicant ‘Attachment’ area.

You will be required to confirm the references are satisfactory, and can view the progress of checks and references. The medical questionnaire will be sent to the successful candidate with the proceed to offer letter or email.

You can view the reference in the attachments.

Any correspondence from the candidate is saved on the applicants attachment tab.

The SSC will send the proceed to offer letter/email to the successful candidate, containing the appropriate clauses.

7 To view the progress of pre-employment checks Go the Applicants Dashboard and then the Processing Applicants tab.

You will then need to search by job ID and click filter.

Click on the job title and then the successful candidate’s name.

The checks that have been requested and received can be found in listed in the Checks tab

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You can see what has been requested and if references have been chased.

If a reference has not been received, the original request is resent by Recruit 10 working days after the initial request, and again 5 working days later.

8. References When a reference is returned you will receive an email containing instructions on how to accept or decline it.

To view the reference, go to the Applicants tab > Applicant dashboard > Processing Applicants

Click on the job title for vacancy reference or search using the id reference and filter at the bottom.

Click on the candidate name to open the applicant record.

Go to the Attachments tab and click on the reference attachment (listed under File name below).

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Once you have reviewed the reference you will need to confirm if you are happy to accept it or decline it.

Go to the Checks tab on the applicant record.

Click on the edit button to the right of the reference check name. Update the check by completing the fields below:

• For Date received, select the date. • Select yes or no for ‘satisfactory’ - to accept or decline this reference. • Click Finish

Then email emp-checks@derbyshire.gov.uk to notify the Pre-Contractual Screening team that you have updated this, quoting the job reference number.

It is important that you send this email making the SSC aware the reference has been reviewed, otherwise the appointment start date could be delayed.

9. Start date Once all checks are complete, the SSC will send you an email – outside the Recruit system – to request a start date.

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Appendix 1

Priority Candidate Assessment Form - To be completed in all cases when a priority status candidate is not appointed - This form may be used to record when an ‘at risk’ candidate is not short-listed for interview

or has an unsuccessful statutory trial period

Name of Employee Employee Number

Current Position Details Potential Position Details

Department Department

Position Position

Grade Grade

Hours/Days per week Hours/Days per week

Base Location Base Location

Job Family Job Family

Applicant’s Status

Group at Risk Individually at Risk

*Guaranteed Interview *Priority Interview

*Where large numbers of ‘at risk’ employees apply for the same post, shortlisting may be necessary

Assessment Method

Shortlisting Application Form Interview

Work Taster Statutory Trial

Essential Criteria Please note that the ‘essential’ requirements within the person profile for a vacancy should be relevant and genuine so as not to unnecessarily exclude potentially suitable ‘at risk’ employees from redeployment opportunities. The selection process should also ensure that it does not unnecessarily exclude applicants from outside the service area who have transferable skills and experience which would enable them to do the job, for example by using very context specific interview questions.

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Retraining Funding of retraining should be discretionary, subject to an identified business need and reasonableness in the circumstances. It is proposed that the total cost of retraining will not normally exceed 50% of the cost of the deleted post’s annual savings. Please provide the reasons why you believe the individual is not suitable for the position for which they are being assessed by completing the applicable categories below:

Skills gap: Please give details of the gap in skills and why you feel it is not possible to bridge this with reasonable retraining and support.

Knowledge gap: Please give details of the gap in knowledge and why you feel it is not possible to bridge this with reasonable retraining and support.

Retraining requirements: Are there any essential qualifications that the employee does not currently hold? What retraining and support would be required to enable the individual to commence/succeed in the role? Does the candidate have the relevant skills, aptitude and commitment to complete the retraining and carry out the duties of the role effectively? Please estimate: • timescale to complete retraining • total retraining costs (including course fees,

registration fees, exam fees, equipment, cost of cover and/or time away from work)

• Percentage of salary of deleted post

Additional Comments:

Recruiting Manager: Date:

Department: Service Area:

• This form must be submitted to your departmental HR Service Partner for authorisation before

appointment, or release of the vacancy for further advertising, in accordance with the Council’s Redundancy, Redeployment, Protection of Earnings and Buy Out of Hours policies and Core Principles for Managing Organisational Reviews.

• Please ensure that shortlisting, interview notes or trial period assessment notes are attached on submission to HR.

HR Service Partner: Date:

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