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1 University of Portsmouth Applying for Vacancies (Candidates Only) Version 1.0 January 2014 Page 1 of 28

2 Contents 1. Logging In Vacancy Alerts Vacancies Your Home Screen Applying for a Vacancy What s next? Appendix A How to structure your application Example of a Person Specification Examples of how to structure evidence Example 1: Example 2: Example 3: Page 2 of 28

3 This guide has been put together so both internal and external candidates can feel confident in using the online recruitment system. This guide outlines what each section of the application form requires, what your candidate homepage holds and links to external help and documentation. Any Queries you may have throughout the process please contact and a member of the team will get back to you as soon as possible. For help in and around Portsmouth to gain CV, application, cover letter and other documentation structure and skill development please click here. For free resources surrounding how to write cover letters, career planning and other toolkits please click here. Page 3 of 28

4 1. Logging In To access the login screen for the online recruitment system, click the Job Vacancies button in the Portsmouth for section on the homepage. This will take you to the online recruitment system and prompt you to select internal or external vacancies. Select the option which is relevant to you and it will take you to the login page which will also have a list of all of the current vacancies. Page 4 of 28

5 If you are an existing user, use your personal account and password to login. If you are a new user click the Apply button on any vacancy and it will bring you to a new user login page. Complete the details and login as normal. Page 5 of 28

6 2. Vacancy Alerts Vacancy alerts can be created before you login to the system and when you are logged in and on your vacancy page. A purple button entitled Vacancy Alert will be in your top right hand corner when you are logged in and the bottom left hand corner of the vacancy table on the initial log in page. When you click the Vacancy Alert button you will load a pop up with has requirements for you to fill in. You MUST fill out both pages to this prompt and save your choices before submitting. Page 6 of 28

7 Subject Fields My address Posted until Delivery frequency Day of delivery Time of delivery Guidance Input your personal account which is registered with the system Select a date in which you would like to receive alerts until Select how frequent you would like the alerts, i.e. Daily, Weekly, Monthly Select the day in which you would like to receive vacancy alerts Select whether you would like your alerts to be sent Morning (AM) of Afternoons/ Evenings (PM) Once you have selected all the relevant criteria click the Next button to add your search criteria. Page 7 of 28

8 Subject Fields Keyword(s) Faculty/ Professional Services Department/ School Type of employment Employment Basis Employment Category Grade Guidance Input key words relevant to the job you wish to apply for i.e. administration, IT and so forth The faculty in which the job can be advertised The department or school in which the job can be advertised Whether the job is permanent or fixed term Whether the job is full time or part time The category the job falls into i.e. clerical, support, academic and so forth The salary grade in which you are looking to work Once you have filled out the criteria you need to click Submit. This will create an alert and show it on the right hand side of the pop up. Once you have completed your alert click the Save button on the bottom left hand corner. You will now receive vacancy alerts through to your personal account. To change them at any time click on the vacancy alert button once you are signed in and you can delete and add to the alerts. Page 8 of 28

9 3. Vacancies As stated previously you can view new vacancies on the login home page of the recruitment system. If you hover over the vacancy it will bring a pop up with the vacancy information and prompt buttons if you wish to apply, save, to a friend or apply. Once you have logged into the system you can also view vacancies by clicking on the Vacancies tab. This will have a list of all the vacancies being advertised at the University and there is a search bar down the left hand side for you to look at specific vacancy criteria. This will search through all of the current vacancies and highlight those you have chosen in terms of grade, employment type, relevance and so forth. All of the key information about a vacancy can be found on this page. You can see the closing date, the department, the vacancy and supporting materials and so forth. Page 9 of 28

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11 4. Your Home Screen Your home screen will have a variety of different options for you to use. You can hide panels you do not wish to view by clicking the ^ Arrow in the top right hand corner. The panels are also moveable, if you click and drag a panel they can be repositioned to whichever order you prefer. Subject Field FAQ tab My Saved Vacancies Search Vacancies My Applications Guidance This tab will bring up the frequently asked questions in relation to the system When you are viewing a vacancy you can chose the Save icon and it will be saved to this location for you to view at a later date Here you can input search criteria and the system will highlight relevant vacancies This panel will list all of the vacancies you have applied for and will give you the status it is currently at the option to print your application form and the option to withdraw at any time My Correspondence My Appointments This panel highlights the correspondents you have had throughout the process for all vacancies for you to view at a later date The panel will show you the interview times you have scheduled. It will outline the location time and status of the interview. At the bottom of your home page there is contact information, prompts to change your password, accessibility and options to change font size and contrast of the page. Page 11 of 28

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13 5. Applying for a Vacancy When you click apply for a vacancy you will be taken to the online application form. The first page will be Notes for Guidance these will help you fill out your application form so it is important that you take the time to read them. Alongside this there is a document available to give you examples of how to structure your reasons for applying, please go to the appendices to view. Not filling these out correctly can jeopardise your application so please take care in reading the guidance when filling out your application. There is a key down the right hand side of the application that will show you which parts of the application form you still need to complete. Ensure that you frequently save your application when filling it out to avoid any information being lost. Once you are happy with your application and have completed all of the appropriate fields you can select the apply button. Page 13 of 28

14 To view the Person Specification, Job Description and Job Hazard Information click the link in the lower right hand box. You will need to view this while applying. The next section is entitled Other Details. This section asks you about your nationality and your right to work status. You must ensure that you fill out all fields appropriately then click next at the bottom of the page. Useful tip: All the information within your application is saved so when you come to apply for another vacancy your personal, employment, educational and so forth information is still logged in the system. This means unless you have to make minor changes all you need to edit is your Reasons for Applying to suit the Job Description and Person Specification. Page 14 of 28

15 The next section asks you about your Personal Details and contact details. All of the fields marked with a * are mandatory. This section also asks you where you saw the post advertised, this is so we can assess the best methods of advertising so individuals are seeing our vacancies at appropriate levels and in enough time before the closing date. Page 15 of 28

16 This section asks about your Employment Details. This allows you to briefly talk about responsibilities you have had to carry out, your main duties and reasons for leaving your previous employer. There is space to add additional employment history if you want to. Page 16 of 28

17 The next section involves your Educational Details; similar to your education details this section holds information about your qualifications. Again there is an option at the bottom of the section to add more qualification details if needed. Please note: The next section is for Training and Memberships for additional qualifications and relevant courses. Page 17 of 28

18 This section is for Training and Memberships. It gives you the opportunity to add any relevant qualifications or relevant courses and memberships to professional institutions. For example: If you are applying for an Administration post and you have gone on advanced IT Training it may be relevant for you to highlight this in this section. Here you could put down you are a members of the CIPD (Chartered Institute of Personal Development) if it is relevant to the post you are applying for. Page 18 of 28

19 This section is where you will be assessed against by those recruiting for the vacancy. Here you can upload supporting evidence such as journals you have had published or relevant certificates to support your Reasons for Applying. You can use the space provided and upload further word documents if you feel you need to write more to support your application. Ensure you click the upload button and save to ensure it has been uploaded correctly. For guidance on how to apply and examples of how to structure your application, please click view the appendices. At this stage of the process it is important that you take the time to complete using the supporting documentation (Person Specification and Job Description). Useful Tip: If you are an internal candidate you still need to complete this section according to the criteria, even if it is a job role you are currently in. Failure to complete this section will result in your not being short listed as you need to demonstrate in detail why you would be a suitable candidate for the job role. Page 19 of 28

20 This section is where you need to upload your References. You can select the option to have your referee contacted before the interview or not, if you select no then we will contact you at a later date for this process to start. Job Type Academic & Research of all grades Support Grade 1-6 Support Grade 7 When to take up References Need References before offer can be made Can appoint subject to references Need References before offer can be made Page 20 of 28

21 The Recruitment and Staff Monitoring section is helpful for the University for monitoring purposes. None of this information is visible as a selection criterion or will it be shared with the recruiting panel. This information is used anonymously for equality and diversity monitoring purposes only. Page 21 of 28

22 The final section is the Declaration page. You must ensure you have answered all of the section on this page and ticked the agreement of decleration page and enter in todays date. Once you have completed each section and are happy with your application form you may click the apply button. All of your sections must either be a green or blue tick, any red cross sections will mean you cannot submit. Once you have applied you will be taken back to your home page and will see your application stage at Application Under Considereation. Page 22 of 28

23 6. What s next? It is advised that you regularly check your s and/or the online system for updates on your application process. You will receive notification on whether you have been successful or unsuccessful at specific stages in the recruitment process. If you are successful you will be sent an informing you of the interview date and time. You will be given a link to the online system to choose your slot for the interview (this will be shown in your My Appointments section of your home page). If you hover over the slots you will be given a pop up box to allow you to confirm your appointment. This will now display all of the details in your My Appointment section of your homepage. You will now be at interview confirmed stage within the recruitment process If you have any queries leading up to your interview please do not hesitate to contact for clarification or queries. Once you have attended your interview again it is advised that you regularly check your s and/or the online system for updates on your progress. You will receive confirmation on the outcome of your interview. Page 23 of 28

24 Application Status Application Under Consideration Schedule for Regret before Interview Interview Schedule for Regret after Interview Offer Made Definition Your submitted application is being reviewed by the Panel. Your application was unsuccessful at the initial shortlisting stage. You have been asked to interview after the shortlisting stage. Your application was unsuccessful after your interview. You have been offered the appointment to the role you ve applied for. If you are successful and offered an appointment you can expect a phone call from the interviewer to verbally offer you the job. Once you have accepted or declined, the process will continue on the online system. You will receive notification of your start date, documentation to complete and contract details via your address. You will be asked to make an appointment to come to Human Resources to bring in the completed new starter documentation and identification to add to your file. Page 24 of 28

25 Appendix A How to structure your application Example of a Person Specification This is an example of how a person specification can look and the criteria it can contain. This is attached to a vacancy along with a job description to give you the information you need when considering applying for a vacancy. Please note that the criteria are what the recruiting managers are looking for you to demonstrate clearly and in detail when considering your 1. PERSON SPECIFICATION application. No Attributes Rating Source 1. Specific Knowledge & Experience Experience of meeting strict deadlines E AF, S Sound knowledge of good administrative practice and E AF, S procedures Experience with working in a Higher Education environment D AF, S 2. Skills & Abilities Sound and current IT skills, including spreadsheets, wordprocessing and how to present data E AF, S Excellent administrative skills E AF, S Report writing skills D AF, S 3. Qualifications, Education & Training A-level standard or equivalent experience E AF, S Degree or equivalent experience D AF, S 4. Other Requirements Commitment to the aims of the University E AF, S Customer oriented background D AF, S Legend Rating of attribute: E = essential; D = desirable Source of evidence: AF = Application Form; S = Selection Programme (including Interview, Test, Presentation, References) Page 25 of 28

26 Examples of how to structure evidence Please note: The following answers are examples of how to structure an application. You do not have to use any of these forms if you do not wish. In your application you must clearly demonstrate detailed evidence as to why you have met the criteria and why you believe you will fit the job role. Example 1: You can fill out your application using the person specification without headings but ensuring your sections are clearly separated and follow an order. This will ensure you are answering relevant information in one section of your form and not repeating evidence. I had sale targets to meet at the end of each working week. I have completed a variety of different administrative tasks that follow different procedures some which comply with legislation and some that were specific to the company I was volunteering for. I have not worked in a Higher Educational environment but I have volunteered at my University and set up events in my chosen societies. I have worked with computers throughout my degree. I volunteered 1 day a week as an administrator for 6 months where I picked up a variety of skills. I have gained report writing skills through completing my degree. I have 5 A- levels A C in maths, English, IT etc. I have a degree in administration obtained at Portsmouth University. I studied at the University and was a committed student; I joined a variety of societies and volunteered in my spare time. I have previously worked in a retail environment for 4 years. Page 26 of 28

27 Example 2: You can use the headings on the Person Specification as sub sections when completing your form and demonstrate your evidence in detail following the list chronologically. This can be done using the Reasons for applying section and uploading additional documents if needed. Specific Knowledge & Experience I had sale targets to meet at the end of each working week. I have completed a variety of different administrative tasks that follow different procedures some which comply with legislation and some that were specific to the company I was volunteering for. I have not worked in a Higher Educational environment but I have volunteered at my University and set up events in my chosen societies. Skills & Abilities I have worked with computers throughout my degree. I volunteered 1 day a week as an administrator for 6 months where I picked up a variety of skills. I have gained report writing skills through completing my degree. Qualifications, Education & Training I have 5 A- levels A C in maths, English, IT etc. I have a degree in administration obtained at Portsmouth University. Other Requirements I studied at the University and was a committed student; I joined a variety of societies and volunteered in my spare time. I have previously worked in a retail environment for 4 years. Page 27 of 28

28 Example 3: You can use the Person Specification to demonstrate your evidence and upload it as a supporting document to the system. In doing so you can use the reasons for applying box to give a personal statement as to why you are applying for the role and what you can bring to the job. Attributes Specific Knowledge & Experience Experience of meeting strict deadlines Sound knowledge of good administrative practice and procedures Experience with working in a Higher Education environment Skills & Abilities Sound and current IT skills, including spreadsheets, word-processing and how to present data Excellent administrative skills Report writing skills Qualifications, Education & Training A-level standard or equivalent experience Degree or equivalent experience Other Requirements Commitment to the aims of the University Customer oriented background Evidence I had sale targets to meet at the end of each working week. I have completed a variety of different administrative tasks that follow different procedures some which comply with legislation and some that were specific to the company I was volunteering for. I have not worked in a Higher Educational environment but I have volunteered at my University and set up events in my chosen societies. I have worked with computers throughout my degree. I volunteered 1 day a week as an administrator for 6 months where I picked up a variety of skills. I have gained report writing skills through completing my degree. I have 5 A- levels A C in maths, English, IT etc. I have a degree in administration obtained at Portsmouth University. I studied at the University and was a committed student; I joined a variety of societies and volunteered in my spare time. I have previously worked in a retail environment for 4 years. Page 28 of 28

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