HR Portal – Managing Vacancies

HR Portal – Managing Vacancies

There are 4 sub-functions within the Vacancies functionality, these are:

  1. Request
  2. Current
  3. Pending Vacancies
  4. Rejected

 

 

 

 

 

Adding a new Vacancy in the Portal

Vacancies > Request

Line Managers or Internal Recruiters can request a new Vacancy by launching and completing the Request Form.

The drop-down menus and free format text boxes are completed to build the Vacancy. The details here will appear on the I Frame (job advert and candidate capture mechanism).

Fields with drop-down options such as Activity are harmonized with the configuration of the Windows Application.

Please note, the fields shown below on the Request form can be changed if required.

Files can also be uploaded and attached to the Request form using the Choose Files functionality.

Click Submit once all the details have been added.

Example of fully completed Vacancy form.

After clicking Submit the Vacancy moves to the Pending Vacancies queue, pending approval.

Vacancies > Pending Vacancies

Select the Vacancy to display the underlying details.

The Vacancy details can be amended at this point through the Amend Vacancy Pop-up window.

Click Submit to apply any final amendments.

The next stage from here is for the HR Team to review and approve the Vacancy request in the HR Application > Recruitment > Vacancy Workbench.

The Vacancy request from the Portal will feed directly into the Vacancy Workbench and will automatically be set to status Awaiting Approval. The Vacancy is now available for review by the HR Team.

The Vacancy Workbench provides the HR Team with a real time snapshot and inventory of all Vacancies. If multiple locations are being used, all Vacancies will be visible here.

 

 

 

To Approve the Vacancy:

Select the Vacancy, click Edit and undertake 4 actions:

1. Details

Check the details presented generated from the Vacancy request are correct as these will form part of the live I Frame (job advert). The details can be amended at this point.

 

 

 

 

 

 

 

 

 

 

 

2. Check Candidate Capture

Recruitment > Vacancy Workbench > Candidate Capture

If you have multiple forms configured, ensure that the right set of forms have been attached to the Vacancy.

 

 

 

 

 

3. Vacancy Status

Ensure the Vacancy Status is set to Open. This status is required for publication of the Vacancy on your website.

 

 

 

 

 

 

 

 

 

 

 

 

 

4. Closing Date

A future Closing Date must be added. This date is required for publication of the Vacancy on your website.

The Vacancy will be automatically removed from your website at midnight of the Closing Date.

Adding the Date Approved and Date Advertised also advised at this point as these are useful reportable fields.

 

 

 

 

 

 

5. Stages

Move all Available stages to Selected by clicking Add All.

This action makes the Stages available for use in the Candidate Workbench.

You will note that the Vacancy Status has changed from Awaiting Approval to Open.

A Workflow will be generated on the back of the above Status change, informing the Line Manager that a new Vacancy has been opened and Approved.

 

 

 

 

 

 

 

 

Rejecting a Vacancy 

Recruitment > Vacancy Workbench > Vacancy Status > Rejected

To reject the Vacancy, set the Vacancy Status to rejected. This will trigger a workflow back to the Line Manager advising of the rejection.

This will also appear in the Rejected view in the Portal of the requestor.

 

 

 

 

 

 

 

 

 

Recruitment > Vacancy Workbench > Vacancy Approval/Rejection

From here, the HR Team can add a comment on the rejection decision which will be visible to the Line Manager in the Portal.

 

 

 

 

 

 

 

 

 

 

I Frame

The Vacancy is now live and appears on the I Frame which will be visible on the careers section of your website.

The view of the I Frame is configurable, the below are in scope as part pf the delivery:

  • Display of vacancy advertisements as tiles (Search, Read More)
  • Optional of number of vacancies displayed across page (1,2 or 3)
  • Fields included in the vacancy summary
  • Button colours / styles to match web site
  • Optional “Closing Soon” display button
  • Sequence of vacancy adverts such as latest at top
  • Search vacancies by text string

The I Frame panel as shown below displays the login and registration buttons, and all Open Vacancies, and will be injected into a suitable location on the careers section of your website.

The I Frame is locked and controlled by a corresponding Query.

Candidates will apply for the Vacancy through the I Frame using an online version of the application form as provided by the client.

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

Vacancies – Current

The Vacancy now appears in the Current queue within the Portal.

 

 

 

 

 

 

 

 

Select the required Vacancy to display further details.