Recruitment. Overview. Benefits. What it looks like. 3. Making an Offer. 1. Managing Vacancies. 2. Managing Applicants
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1 Recruitment Overview ESR manages the entire recruitment process from the identification of the initial vacancy, through the selection of suitable applicants, to an offer being made to the successful candidate. The data that is captured during this process creates and builds the Employee Record, so this information never needs to be entered again. Benefits Integrates with the online NHS Jobs service already in use in 95% of NHS organisations and with other e-recruitment systems. Vacancies can be transferred from ESR to the e- Recruitment system and subsequently to the internet. Applicants can be short-listed in the e-recruitment system and their details then transferred to ESR. Integrated with the Deanery Interface to facilitate the junior doctors in training rotation programmes. Tracks advertising costs, allowing the selection of the most cost-effective and efficient recruitment methods. Enables single data entry. Applicant data is built up throughout the recruitment process and forms the basis of the employee record. In the event of staff transferring between different NHS organisations, their employment record is instantly available to the new employer, thus reducing overheads and promoting the idea that staff are a part of the NHS family wherever they work. Provides a comprehensive reporting suite. This supports both the recruiting process (e.g. vacancy list reports and applicant status reports), and the mandatory monitoring of applicants (e.g. equal opportunities). Links the establishment of posts to the organisational hierarchy (see the Work Structures factsheet in this series for more about this). What it looks like 1. Managing Vacancies 2. Managing Applicants 3. Making an Offer
2 Step 1: Managing Vacancies Requisition and Vacancy Form This form contains information about the specific vacancy. Each vacancy has its own reference number and description. Vacancies can be grouped together under a single source of funding (e.g. a budget to open a new ward or department). The Budget Measurement tab identifies the level of funded establishment that the vacancy is looking to fill. This information can be used when generating reports
3 Recruitment Activity Form Recruitment Activities need to be created for each different medium used in any recruitment campaign. This form identifies where the vacancy/vacancies are being advertised NHS Jobs, HSJ, BMJ, local paper etc. Selection of the NHS Jobs national website triggers an outbound interface that populates the website with details of the vacancy, thereby reducing data entry. The Recruiting For form allows you to add all of the relevant vacancies attached to Recruitment
4 Step 2: Managing Applicants Personal Details and Application Form A recruiter uses ESR to manage an applicant through the process using the applicant status. NHS Jobs will automatically populate the applicant s personal details, such as name, address, date of birth and ethnicity. In addition, the appropriate status (for example, grade or pay scale point), and all vacancy information, will be automatically transferred to ESR. Applicant Interview Form Interviews can be set up against a vacancy for the shortlisted candidates either created on ESR or transferred from NHS Jobs. The identification of both internal and external panel members is possible. ESR includes a suite of predefined letters, including an Invitation to Interview letter pre-populated with data held by the system.
5 Six NHS Mandatory Employment Checklist The Employment Check Standards are mandatory for all applicants for NHS positions (prospective employees) and staff in ongoing NHS employment. This includes permanent staff, staff on fixed-term contracts, temporary staff, volunteers, students, trainees, contractors and highly mobile staff supplied by an agency. The Healthcare Commission will be assessing trusts against these standards. ESR enables these checks to be recorded and monitored. This information is also available in a number of standard reports. It is possible to record and verify when regulatory checks were requested and received. Medical Clearance is directly fed through the Occupational Health functionality and advises HR teams when a person has passed or failed medical assessment Information on employee regulation is built up during the recruitment stages and carried forward when the applicant becomes an employee.
6 Step 3: Making an Offer Offer Management Once an offer is accepted, a projected hire date can be entered. This date can be used to trigger notifications to other users in order to process the new hire for example to issue security passes, IT passwords etc. Standard letters, pre-populated with information, can be issued quickly to successful candidates. security passes, IT passwords etc. Verification of Identity Checks at the offer accepted stage enables RA Agents where required to create a Smartcard in advance of the person s hire date whilst controlling access rights. This is particularly useful for the junior doctor rotations. Reporting Capability ESR has a suite of standard reports that organisations are able to run to effectively monitor and manage the recruitment process including reporting on Equal Opportunity data. NHS Recruitment Monitoring Analysis Provides analysis by a number protected characteristics as well as by age and recruitment activity. NHS Vacancy Analysis Provides information on the following: Job Bulletin Vacancy Progress Applicants against Vacancy Interview Schedules Recruitment Actions.
7 NHS Vacant Post Analysis Enables a comparison to be made between Established FTE and Actual FTE. NHS Employment Checklist Reports on the employment checks related to Right to Work, Professional Registrations, Medical Clearance, CRB etc. Full Applicants Detail Report Reports on all applicant details by individual person. e-recruitment Exception Report Advises when a record has been imported/rejected for a vacancy. Further Information Further information can be obtained from the links below: Links ESR Website ESR User Manual (N3 Only) Kbase
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