The new service includes major improvements to the following areas:

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1 Background In February 2012 the Department of Health awarded the new NHS Jobs contract to Methods Consulting Ltd. Methods' main sub-contractors are Evenbase Recruitment Ltd (formerly known as Jobsite) who will be delivering the core NHS Jobs service. It is a five-year contract, with an option to extend for a further three years. Methods and Evenbase Recruitment Ltd are responsible for the delivery of the current NHS Jobs service. Methods and Evenbase Recruitment Ltd have been working closely with the Department of Health and a number of experienced NHS Jobs users from a number of NHS organisations to ensure that the new service will meet the needs of the NHS Jobs core user base. The new NHS Jobs service is scheduled to be launched later this year and will be available to Local Authorities in England and Wales from January An overview of the new NHS Jobs service The new service includes major improvements to the following areas: application forms (a short, standard and medical and dental form templates) inclusion of pre-application and additional filter questions shortlisting talent pools (retention of good unsuccessful candidates for future consideration) restricted adverts (internal, redeployment, newly qualified staff) electronic communications (interviews, job offer, references) reporting support for organisations operating shared services. In addition there will also be a number of new features which include: edbs (optional separately-chargeable service) vacancy approval/authorisation (optional) text messaging (free via NHS Mail) end-to-end tracking (vacancy, appointment, pre-employment checks) HR department SLA management and reporting interview scheduling and online booking. 1

2 For employing bodies that use third party solutions to process applications and to upload adverts into NHS Jobs, application download and vacancy upload facilities are available. Application Download The new NHS Jobs service requires all NHS Jobs account holders to use the NHS Jobs application form (short, standard and/or medical and dental forms). The service will not allow NHS Jobs users to remove the Apply now button or the inclusion of specific text redirecting candidates to other web sites. It will however support those whom use third-party solutions the ability to download application data in XML or CSV files for transfer to their third party systems or for archiving. The application download specification can be found at The new download feature will support all data items on all of the new NHS Jobs application forms. This will include any responses to any additional questions which employers have added to locally configure the standard application forms. Vacancy Upload NHS Jobs will also support vacancy XML file uploads using FTP. Vacancy "Download" (Local listing or searching of adverts) The new NHS Jobs will support the local listing or searching of adverts on an employer's website and/or intranet. This "download" may take the form of: The provision of an employer's adverts in a page linked from the employer's website and/or intranet; or the provision of an XML feed supplying an employer s adverts for incorporation into their website and/or intranet. The advantage of this approach is that any changes to adverts on NHS Jobs will be automatically reflected on your website and/or intranet. The benefits Some of the benefits of using NHS Jobs are: Application forms A choice of three standard application forms (short, standard and medical and dental) 2

3 Ability to add your own specific filter questions to the application forms e.g. answers can either be yes/no, free text or a multiple choice selection. These can be saved and used in the future. Each employer, via their NHS Jobs system administrator, has the ability to include up to 100 questions. Ability to add your own specific pre-application questions to block unsuitable applications from completing the application form. Ability to save up to 20 vacancy templates for your most common roles. Ability to download the NHS Jobs application forms to your own system for processing. Advert authorisation (optional) Vacancy details are provided to each authoriser in turn for approval or not. A total of 4 approvers can be included. Access to all necessary material i.e. content of advert, job description, person specification and any additional documents. Ability to upload a business case Adverts Ability to display your employer s logo within the advert Support for common right text format options within advert text Shortlisting/Interviews Ability to shortlist applications using a standard or bespoke score card (optional). The inclusion of additional filter questions can assist in the longlisting and shortlisting processes. (Note: Employers have the ability to instruct their recruitment team to longlist (view the applications and reject those that do not meet the required person specification for example, professional registration or the recruiting manager can choose to view all the applications) Arrange interviews or assessment centre events at any time. Choice of approaches to applicant interview booking, include the option for an applicant to select an interview slot from available options i.e. select from a number of time slots, display the next available time slot or have several candidates select the same time slot. Interview invitation by or letter using the employer s template. Interview reminder by and SMS text message Ability to request good applicants for to keep their details in a local talent pool for future consideration. References Ability to set up a standard and medial and dental reference template using your own questions (maximum of 10 questions) 3

4 Referees can provide references online. Referee details can be corrected by the recruitment team within the individual s application form. Referees are automatically reminded if the references are not completed The status of references can be tracked with the pre-employment checks tracking. Stored s and letters Ability to store your own bespoke s/letters System messaging Ability to send online messages with online archiving of communication between recruiters and applicants. SMS text messaging from NHS Jobs to applicants for interviews and interview reminders. Tracking and KPIs Full tracking of vacancy and application statuses Application status tracking and an indication to applicants Support for recording pre-employment checks progress, with tracking and reminders Editable KPIs indications of activities being on time, due or overdue. Reporting Divisional/Department reporting according to your local organisation structure. Improved set of standard reports available for immediate use Extended reporting tools available for specific users, enabling enhanced reporting and building of organisation-specific reports Reporting data available for longer, supporting year on year comparison Auditing Information on actions which are taken on NHS Jobs is stored in an extensive audit trail database. NHS Jobs system administrators will have access to the audit information relevant to their organisation only. User accounts and roles Access to many of the features within the new service is controlled by a range of permissions. For example, system administrators, recruiting officers, recruiting managers, reviewers etc. Ability to set up specific new roles Electronic DBS Checks The provision of e-dbs for online electronic DBS forms and checks submission (an optional paid-for service). 4

5 Atlantic Data provide an additional service to organisations who wish to partake. For further information regarding the service please Please note organisations are free to use other edbs services. Further information regarding all the above can be found on the NHS Jobs communication website within the Preview section The Cost of Advertising on NHS Jobs It has been agreed that the Department of Health will fund up to 1,000 local authority adverts per year over a period of five years. Should local authorities not exceed this amount any unused adverts will be carried forward to the following year! Should local authorities exceed 1,000 adverts within the year there will be a charge of 35 per advert. Additional Support for Local Authorities Training NHS Jobs is fairly simple to navigate around its numerous features but there is some additional support available, namely: Once you are allocated with a NHS Jobs account you will be given access to a NHS Jobs training environment (mirror image of NHS Jobs) which enables your staff to familiarise themselves with the system in a safe environment. Downloadable online training material At an additional cost training sessions can be provided to your authority by Evenbase Recruitment Ltd. NHS Jobs Helpdesk Each NHS Jobs system administrator is responsible for their NHS Jobs account and will be the first point of contact for their colleagues. To help support the system administrators with any questions that they may receive from their colleagues they can contact the NHS Jobs Helpdesk. NHS Jobs Accounts All employers who are interested in obtaining a NHS Jobs account to advertise their health related vacancies need to view our NHS Jobs access agreement to check on eligibility and if deemed suitable complete and submit an NHS Jobs Account Registration form to admin@nhs.jobs. Further information regarding the access agreement can be found at 5

6 Future Development The Department of Health who are responsible for the delivery of the service will ensure that NHS Jobs remains compliant with employment legislation and continues to grow and develop as recruitment processes and technology changes. September