University of Portsmouth Online Redeployment Guide. Applying for Vacancies (Candidates Only) Version 1.0 January 2015.

Transcription

1 University of Portsmouth Applying for Vacancies (Candidates Only) Version 1.0 January 2015 Page 1 of 24

2 Contents 1. Logging In Applying for a Vacancy Vacancies Your Home Screen 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 24

3 This guide has been put together for all staff who may be redeployed. This guide outlines the process, what each section of the form requires, what your candidate homepage holds and links to external help and documentation. Candidates applying for roles through the University Redeployment Procedure are still required to go through all stages of the recruitment process e.g. complete an application form which will be used to shortlist against the person specification and interview (other methods of selection such as presentation or test may also be required). References are not required. There will only be a competitive process where there is more than one candidate on the ring fence applying for the role. If you are unsure what is expected from you, advice is available from a HR Adviser/HR Officer. If however, you are unsuccessful at any stage you may ask for feedback from the chair of the panel. This will help you to identify areas of improvement for you to address and assist you in being more successful in future applications. The University provides an Employee Assistance Programme that includes the option for employees of the University each year to have a 50 minute telephone session with a Career Consultant. To find out more about this contact the EAP Helpline to speak to an adviser who will refer you to a member of the Career Consultant Team. Any Queries you may have throughout the process please contact OnlineRecruitment@port.ac.uk 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. Access to redeployment vacancies For all employees at risk, a formal notification will be sent confirming the status and the date your employment is due to end, should a suitable redeployment opportunity not be available. You will be provided a link which takes you directly to the redeployment module and a personal login which you will be asked for when you wish to apply for a vacancy. Please make sure you save the link and login as this is the only way you can see redeployment opportunities. Page 3 of 24

4 1. Logging In If you haven t already registered on the system, you will have to do so in order to apply for the vacancy on the Redeployment page, please remember to use your Personal address: The system will ask for you to input your Redeployee Number in order to start an application form, you will have received this by Page 4 of 24

5 If you have never used the online recruitment system as an applicant before, please complete the details as a new user. If you have applied for vacancies on our recruitment website, you will be able to use the same login as for recruitment as an existing user. Before you can progress with your application, you will be asked pre-screen questions to ensure you are eligible to apply for the position. Please answer these questions and then if you are eligible, the Proceed button will no longer appear greyed out and can be clicked. Page 5 of 24

6 2. 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 My Correspondence My Appointments Guidance This section 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 section will list any vacancies you have applied for, and their current status. There is also the option to print your application form and the option to withdraw your application for a vacancy if you decide you no longer wish to apply This section contains the correspondents you have received throughout the process for all vacancies This section allows you to select your preferred interview slot once shortlisting has taken place. It will also show you the interview times you have scheduled and 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 6 of 24

7 3. 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. Not filling these out correctly can jeopardise your application so please take care in reading the guidance when filling out your application. Please note that relevant University Policies have been attached to this page for you to download and read in PDF format. The key down the right hand side of the application identifies which parts of the application form still needs to be completed. 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. 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, as the information will assist you in your application. Page 7 of 24

8 The next section is entitled Personal Details. This section asks you to provide your address, please note this must be a personal account and not one. You must ensure that you fill out all fields appropriately then click next at the bottom of the page. All of the fields marked with a * are mandatory. 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 8 of 24

9 The information provided in this section is key to identifying whether you meet the requirements of the person specification and should be shortlisted for interview. There is a 10,000 character limit in this section. If that is insufficient please use the Upload section to attach your reasons for applying document. If you have obtained grants or publications, please upload the relevant documents as they will be considered with your application. Ensure you click the upload button and save your application to ensure it has been uploaded correctly. For guidance on how to apply and examples of how to structure your application please view the appendices. As this stage of the process it is important that you take the time to complete this section against the criteria detailed in the Person Specification. Useful Tip: You 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 position. Page 9 of 24

10 Please indicate on the next section your Reason for being in online redeployment. Please note information provided on the Reasons for being in online redeployment page will not be visible to the panel, and is only necessary for HR to facilitate redeployment into a suitable position. Page 10 of 24

11 The section Employment Details acts in a similar way to the skills audit form and gives you the opportunity to demonstrate skills that may not have come up on the Person Specification and Job Description for the vacancy. This allows you to briefly talk about responsibilities you have had to carry out and your main duties. The previous employments section should show your full employment history. Please do not leave gaps in your employment explain what you were doing whilst not in employment. Page 11 of 24

12 This section is for you to list 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 member of the CIPD (Chartered Institute of Personal Development) if it is relevant to the post you are applying for. Page 12 of 24

13 The next section involves your Educational Details; similar to your Training and Memberships 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. Education Details asks you to provide both your secondary education qualifications and any further or higher education you have completed. Ensure you provide full details, especially if the person specification is looking for a minimum educational requirement. Ensure you include teaching qualifications or memberships if applicable. Page 13 of 24

14 The Recruitment and Staff Monitoring section is helpful for the University for monitoring purposes. None of this information is visible as a selection criterion nor will it be shared with the recruiting panel. This information is used anonymously for equality and diversity monitoring purposes only. Page 14 of 24

15 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 declaration box. 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. The Crimminal Convictions section must be completed and if you have answerd Yes details of the conviction must be sent to HRDBS@port.ac.uk. This mailbox is only reviewed by senior HR staff to assess the relevance of the conviction to the vacancy applied for. Page 15 of 24

16 When you have submitted the form, by clicking Apply, you come back out to the Homepage, here it demonstrates what stage your application is at in the same way regular recruitment does. When you have been contacted by the Department for feedback on your application and/or to arrange an interview your stage will change when you log in to the system. Application Status Redeployee Application Received Redeployee - Regret before Interview Redeployee - Interview Confirmed Redeployee - Regret after Interview Schedule for offer Redeployee - Offer Accepted and Trial Period Re-Entering Redeployment Pool Definition Your submitted application is being reviewed by the Panel. Your application was unsuccessful at the initial shortlisting stage and you should have been contacted by the chair of the panel with feedback. You have been asked to interview after the shortlisting stage. Your should already have a date and time confirmed with the panel chair. Your application was unsuccessful after your interview. Feedback will have been provided. You will shortly be offered the appointment to the role you ve applied for. You have been offered the appointment to the role you ve applied for and have a 28 day Trial Period in the role. Your Trial Period was not completed successfully and you are to resume searching for a Redeployment vacancy If you are successful at interview you can expect a phone call from the chair of the panel to verbally offer you the position. Once you have made your decision the status will be updated on the online system. Page 16 of 24

17 You will then receive notification of your verbal offer. You will also be asked to complete an online Health Questionnaire for Occupational Health. Your contractual paperwork will follow shortly thereafter. 4. Vacancies You can view new vacancies on the login home page of the Redeployment recruitment system, through the link ed to you with your access details. If you hover over the vacancy it will bring a pop up with the vacancy information and prompt buttons allowing you to apply, save or print. All of the key information about a vacancy can be found on this page. You can see the department, the type of vacancy, salary, closing date, advert and supporting information e.g. job description. Page 17 of 24

18 This is how current vacancies will be shown on your home page. You will have access to the same information provided on the main login page of the site. Page 18 of 24

19 5. What s next? You will be contacted directly by a member of the interview panel informing you of the result of your application and if successful provided with an interview date and time. Once you have attended your interview you will be contacted directly with confirmation on the outcome of your interview. If you are successful at interview you can expect a phone call from the chair of the panel to verbally offer you the position. Once you have made your decision the status will be updated on the online system. You will then receive notification of your verbal offer. You will also be asked to complete an online Health Questionnaire for Occupational Health. Your contractual paperwork will follow shortly thereafter and an appointment date and time will be provided for you to bring in the completed new starter documentation and identification to HR. Page 19 of 24

20 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 each vacancy together with the job description and hazard form to give you the information you need when considering applying for a vacancy. The panel will review your application against the person specification so try and demonstrate clearly with examples for each attribute required. 1. PERSON SPECIFICATION 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 E AF, S and how to present data 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 20 of 24

21 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 21 of 24

22 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 22 of 24

23 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 23 of 24

24 Appendix B - Additional Tips when completing application forms Your form should be neat and tidy and easy to read. Complete all requested information. Complete the application form with accurate information. Have available all information about previous employers, including addresses and names, dates of employment, etc. Be informative, detailed but concise in your answers giving the essential detail and examples. Write not applicable or n/a instead of leaving items blank. If you have examples of work you have done please list these as they will help to show the experience you have. Use the examples you think are most relevant to the job. Don't dismiss anything as irrelevant. You may have skills that have been developed and used outside of work such as secretary to a social club, sports team captain, volunteering, internships etc. This can be used as evidence of skills you can transfer into a work environment. Do not assume that the recruiter will know certain information about your experience if for example they know you or you feel they should know from your job title. Make sure you are explicit in your application form about your knowledge, skills, experience etc as the recruiter will be looking for evidence. Research the role and the department. There is a lot of information available on the University website. The more you understand the role the better your application is likely to be. Do not state please see my CV as evidence of your abilities as the recruiter will assess your application from the information you have put in the application form. Answer each point on the person specification as intensively as if it were an interview question. Always check your application form for spelling and grammar. Errors on an application form can be evidence of lack of attention to detail which is often a requirement on a person specification. Do not use abbreviations or initials as the meaning may not be clear to the recruiter. However, you can use abbreviations if you have explained their meaning. If you are unsure about any aspect, advice is available from HR. Page 24 of 24