Hiring Manager User Guide for Online Recruitment at RMIT

Transcription

1 Hiring Manager User Guide for Online Recruitment at RMIT This is a guide to using the RMIT online recruitment system PageUp and covers the following processes for recruitment at RMIT: Accessing the Pageup System Creating a recruitment request Approving a recruitment request Approving an offer of appointment (Appointment Approval) General guidelines for using PageUp People Recruitment Management 1. Do not use the 'Back' button in your browser to go back to the previous page, as your session will be interrupted and you will lose your changes. 2. Your session will time-out after 120 minutes of inactivity. 3. Do not share your login details with any other person. 4. Pop-up blocker software should be disabled for the system to operate effectively. 5. Your computer must meet the following system requirements in order for Recruitment Management to function correctly: Microsoft Windows 95, 98, ME, 2000 or XP operating system (we currently do not support any version of Mac OS) Microsoft Internet Explorer 5.0 or above web browser (we currently do not support Mozilla Firefox) A screen resolution of 800 x 600 pixels or higher At least a 56k modem Internet connection To enter the system go to: If you experience any difficulty using the system or if you require some assistance please contact the HR Central Recruitment Unit on

2 1. Accessing the Pageup System Type in your NDS password details, which should be the same as your daily computer access into the system, and click log in You will need to enter your details to log into the Recruitment Centre. You will now see a screen which gives you an overview of the recruitment process, broken down into recruitment request, approval, shortlist and offer.

3 At this point, you have several options you can raise an automated recruitment request, approve a recruitment request, or review applications received to date, view offer details and approve an offer (formerly an appointment approval). Click here to raise a new job requisition and create a new job. This will indicate how many jobs you currently have open. Clicking on this link will take you to view the details of the job such as Job number, job title, date added and status. Hiring/line managers will also have the ability to access and view the job card by clicking the View job link found on the far right hand side of the page. Clicking on this link will bring up the job card where the hiring/line manager can then start entering the details of the position. TIPS: - Fields on the job card that have an asterix ( ) indicate that this is a mandatory field. Mandatory fields must be completed in order to save the details of the job and the system to generate an automatic job number for the job. - Binoculars icon will allow you to search and select details for a field. To remove details click the eraser icon.

4 2. Creating a Recruitment Request This screen replicates the original paper-based Recruitment Request form, and will require specific essential fields to be completed. Please note that everything with an asterisk (*) is a compulsory field. Please note that when selecting an approval process (see example below), you will need to ensure that you are selecting the approval process that is aligned with current delegations for the particular position you are wishing to recruit. For example, if you are wishing to recruit for a new Academic Level D or E or an Executive Position, please select the relevant option from the drop down menu. PageUp will then automatically populate the different levels of approval needed for that particular position and will then prompt you to select the relevant persons at each level (as can be seen on the next page). The Recruitment Unit Contact will be the person you would normally liaise with regarding Recruitment for your area. This person will be a person working within Human Resources, not someone working within your Portfolio/College Office or yourself. Contact the Central Recruitment Unit if you are unsure who your contact is on Type in the name of the approver and then click the binoculars to locate the correct address

5 It is also necessary for you to upload any supporting documentation including memo s for position justification, market loading approval etc. You can do this by selecting the Document tab (see below). From the drop down box select document from a file, then select the corresponding documents from a location on your computer and hit save (similar to attaching a document to ). You must also upload an MS Word version of the position description. Signed documents will need to be scanned and saved before attaching. Documents Tab Once you have completed all fields, you should click save and exit. PageUp will then automatically send s to all relevant approvers in the appropriate order. This will ask the approver to log in to the PageUp system (using their own log in details) and will enable the approver to view all details entered for the position. The approver will then have the option to either approve or decline a position. An notification will also be sent through to the relevant contact person in the Recruitment Unit, and once all approvers have approved a job requisition, the recruitment process will commence.

6 3. Approving a Recruitment Request ( Approval to commence the Recruitment Process) As a delegated authority to approve a request to commence a recruitment process you may receive s to your RMIT account from Pageup requesting you to approve a Job Requisition. The is likely to come through from "Job approval". The will read similar to below: Dear User, A job requisition has been allocated to you for approval. You can approve the requisition as is or make amendments as required before approving. Please discuss amendments with the "Hiring manager" (Magdaline Pothitos). You can also decline the job if this requisition is not approved. To view the requisition, click the following link: If the link below wraps over more than 1 line, please change your view to HTML using the 'view HTML' in GroupWise in order for this link to work. View requisition View the recruitment request by clicking on the View Requisition link as above. You will then be presented with a summary of the position details as below. Simply click approve when you are ready to proceed.

7 4. To view an offer awaiting your approval As a delegated authority to approve an appointment approval you may receive s to your RMIT account from Pageup requesting you to approve an offer. The will read similar to below: Dear User, You are required to approve the offer details for Sally Smith for job number Test Job, so that an offer can be made. Please click on the link below, then login using your address and employee number. You will then be able to view, amend and approve the offer details for Sally Smith. Click here Once approved, the offer details will automatically workflow to the next approver. For further information please contact the Recruitment Unit on View the offer by clicking on the Click here link as above. You will then be presented with the following screen:

8 Click on the offers awaiting your approval hyperlink and you will then be presented with the following Manage Offer approvals screen. Select view to view the offer details. At this point you must view all the details of the offer card and view any documents related to the job or the applicant such as reference checks, short-list and interview reports, the candidate s CV etc that may be of interest to you in making a decision as to whether to approve the appointment. View

9 Either approve or decline the offer by selecting one of the buttons as shown above. Once you have made an approval decision Pageup will then automatically generate an to be sent to the next Approver ie. Head of School/ Director/PVC. Once all approvals have been obtained, the Central Recruitment Unit representative will be informed electronically and the letter of offer and contract of employment can then be generated.