NHS Jobs Preview Communications 9

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1 NHS Jobs Preview Communications 9 Overview This is the ninth in a set of previews that provides glimpses of the new NHS Jobs. This preview focusses on the local administration features. System administrators in each organisation will have the ability to manage the same information as can be managed on the current service: Organisation details Users Job packs, job pack documents and links Stored s Reference form questions Restricted accounts Affected by change accounts Secondary organisations (if appropriate) In addition there are several new features where each organisation can locally manage their organisation s use of NHS Jobs. The key additional administration features are described below: User Accounts & Roles Access to many of the features within the new service is controlled by a range of permissions that is more extensive than those on the current service. Some of these permissions are shown below.

2 These permissions can be grouped together into relevant roles for groups of staff that perform similar actions on NHS Jobs. Although each organisation will be able to set up and manage roles that are appropriate for their organisation the system provides a default set of roles for every organisation, as shown below. The three key roles to support the operation of NHS Jobs are Recruitment Officer, Recruiting Manager and System Administrator. These default roles should provide the appropriate roles and access permissions for almost all staff in most organisations. The Recruitment Officer role is the role within a recruitment team or HR team that may manage recruitment exercises, support recruiting managers, control advertising, communicate with applicants, or manage the pre-employment checking of successful applicants. Each vacancy must have a recruitment officer identified. The Recruiting Manager role is the line manager for the department or team where the vacancy exists that may identify the vacancy details, review and shortlist applications, interview applicants, or decide to offer or reject. Each vacancy must have a recruiting manager identified. The System Administrator role is responsible for the user access controls, organisation details, managing standard communication templates, managing vacancy templates, managing additional questions and score-cards that can be used, and any of the features referred to in this document. The system administrator role is also responsible as a local point of contact for communications and for providing support to staff within the organisation. Given the importance of the role and the power available there will be a maximum of three system administrators in each organisation. Some of the system administration functions can, however, be delegated to other members of staff.

3 Vacancy Templates Each organisation will be able to create up to 20 vacancy templates for their most common roles. A vacancy template provides a quick and easy way to fill in the details of a vacancy when creating a new one. The template can include the information that defines a vacancy and how its applications are processed, but the organisation can decide how much or how little to include in a vacancy template. Application Form Questions There will be three standard application forms for use on NHS Jobs a medical and dental form, a short form which requires less information regarding qualifications and previous employment and a standard form which is suitable for the majority of jobs advertised. When creating each vacancy there is the ability to include additional questions within the application form. There will be a number of standard questions available for all organisations to use when needed. Each organisation will also be able to create and manage their own additional questions that can be included on the application forms for their vacancies. In the example below the question Do you have a lived experience of mental health problems? has been added by this organisation.

4 There can be four types of additional questions. Two types of questions support filtering or sifting and offer the applicant the ability to make a single choice or a multi-choice selection from a list of values. Two types of questions support review and shortlisting and offer the applicant the ability to provide a short or a longer text answer. Stored s and Letters The system default or letter templates for communications to applicants can be added to by each organisation. Both letter (RTF document) and templates can be added and used in applicant communications.

5 Score Card Templates NHS Jobs provides a score card along-side the application form for organisations that wish to score applications as part of the review and shortlisting process. Each organisation will be able to add and manage up to 20 score card templates. Each local score card template can be configured to relevant criteria categories, can include criteria reminders for the reviewers and can have an uneven weighting applied to the criteria categories. KPI Management NHS Jobs provides tracking information, reminders and warnings about the state of tasks and activities being performed. The warnings about overdue activities or reminders of those that are due will be determined from each organisation s list of KPI figures. The organisation s KPI figures are managed in the KPI management form, where different values can be used for Medical/Dental recruitment and other recruitment.

6 Division/Department for Reporting It will be possible to produce several reports on NHS Jobs according to your local organisation structure, in addition to NHS-wide categories like Staff Group or Pay Band. As each organisation is different, if your organisation requires reporting by division or by department, the relevant divisions or departments can be set up by the system administrator. There are also forms for locally managing any additional pre-application (blocking) questions, a library of job descriptions and person specifications (if not available locally) and an automated publishing path, for use in automatically changing the vacancy publishing option. There will also be an audit search tool that will enable a system administrator to query the audit database for actions performed by staff within the organisation. Please note that, as the system develops and is tested, the look and detail of some of the features may change. More information will be made available over the coming weeks and can be found at

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