Manchester City Council Online Application Form Guidance

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2 Online application form guidance Contents 1 Introduction 2 2 Registering for the online recruitment system 3 3 Overview of Personal Data section Personal Data Communication data 6 4 Overview of Candidate Profile section 7 5 The online application form Work experience Education details Qualification details Attachments Data overview Equality questionnaire Additional applicant information Covering letter and submitting your application Covering letter Submit application 16 6 Points to note 17 7 Next stage 17 For all our vacancies go to Page 1 of 19

3 1 Introduction Manchester City Council s online application system is divided into four sections: Candidate profile used to record your work experience, education details, and qualifications. Personal data used to record the basic data such as name, address and contact details Jobs this section is used to search and apply for jobs. Once you have applied for jobs, this section will show you which jobs you have applied for. Personal settings allows you to change the page layout and your username, and printing preferences (change to PDF option). This guide will go through the sections, detailing how to complete the application form and submit an application. For all our vacancies go to Page 2 of 19

4 Online application form guidance 2 Registering for the online recruitment system Before using the online system, you must register as a user. Once you become a user, you can maintain your information online and apply for jobs. To register for the system, you must: You must fill in all boxes marked with * Accept the Data Privacy Statement by ticking the box. You can only register once with any one address. If you forget your password or username, ask for a password reminder to be sent to you using the 'Password forgotten' option on the logon page. If you should lock yourself out of your account (for example, by putting the incorrect password in three times), you will need to contact Recruitment Services on They will unlock your account so you can continue with your application. Once you have registered you will see your 'Personal pages'. You can return to the personal pages menu (home 3 page) from Overview other pages of Personal within this Data system section by selecting Start page. For all our vacancies go to Page 3 of 19

5 The personal data contains your name, date of birth and gender. Most of the information is transferred from the registration page. The communication data contains information about your contact details and your preferred method of contact. Please complete all the details. To access any of the forms, click on the relevant link. For all our vacancies go to Page 4 of 19

6 3.1 Personal Data To enter your personal data, such as date of birth, follow the instructions below: Click on Personal Data from the link list Select Gender from the Drop-down list Enter Date of Birth in the specified format. Click on Save To return to the menu page, click on the Start page button. For all our vacancies go to Page 5 of 19

7 3.2 Communication data To enter information on your preferred contact methods, follow the instructions below: Enter Enter telephone number If you enter more than one telephone number you can indicate your preferred contact telephone number by selecting an option from the drop down list. Enter address details. If you live in the U.K. you do not need to select a country. You can only select a region if you have selected a country. Manchester is listed as Greater Manchester. Click on Save. To complete the next section, click on the Start Page button or move to the next tab. For all our vacancies go to Page 6 of 19

8 4 Overview of Candidate Profile section The candidate profile section allows you to manage the main application data. The candidate profile enables you to enter details about your work experience, qualifications and attach documents to support your application. The data overview provides an overview of the information you have entered in the candidate profile viewed as a single document / page. Delete registration enables you to remove yourself from the online application system. Data privacy statement links to the council data privacy statement, which states that you have provided, to the best of your knowledge, accurate information as a part of the application. Click on the individual links, to complete the section. For all our vacancies go to Page 7 of 19

9 5 The online application form The application form has the following sections: Personal details entered through the Personal Data and Communication data sections Work experience Education and qualification details Attachments Equality questionnaire Entered through the Candidate profile section Additional information Covering letter Once registered, the menu screen will be displayed. Each section of the application is entered using the links. Once in the screen, all details marked with an * must be entered. The next section of the guide will explain how to complete the application form. Should you have any issues completing the application form, contact Recruitment Services helpline on or Please note that this helpline is only available during office hours (9am until 5pm). Out of hours, Recruitment Services can be contacted via using recruitmentservices@manchester.gov.uk. For all our vacancies go to Page 8 of 19

10 5.1 Work experience In this section, we would like to know about your previous work experience, therefore follow the points below on how to enter the information into this tab: Click on New Entry Enter the Employer name in the Employer field If this is your current employment, tick Not Under Notice box Enter the Start Date of the job Enter the End Date if applicable Enter the City Select the Industry from the Drop-down list Select Functional area from the Drop-down list Select Hierarchy Level from the Drop-down list Enter the Current Job Title and Description of the current job Click on Save To create more than one Work Experience entry, click on New Entry and proceed as before. If you do not want to create more than one entry, go to next tab (Education details) For all our vacancies go to Page 9 of 19

11 5.2 Education details Use this page to show any relevant school/college education details: Click on New Entry Enter Name of Institute Enter the Start and End Date of the course/study period Select the Country from the Drop-down list (optional) Enter the City Select the Level of Education from the Drop-down list If the current entry is your highest education level, tick the Highest Education Level Box Enter the Subject, Grade and Short Description about your course Click on Save To create more than one Education entry, click on New Entry and proceed as before. If you do not want to create more than one entry go to next tab (Qualifications) For all our vacancies go to Page 10 of 19

12 5.3 Qualification details Use this page to show any relevant qualifications achieved. Select Qualification Group from drop down list Click yes to indicate which qualifications have been gained To provide further details about skills, enter the information under Other Click on Save To create more than one Qualification entry, click on the qualifications group list and proceed as before. Once complete, move onto the next tab - Attachments. For all our vacancies go to Page 11 of 19

13 5.4 Attachments In this section please attach supporting information which is relevant to how you meet the requirements of the vacancy e.g. curriculum vitae or a covering letter detailing your suitability and how you meet the requirements for the job. The recruitment panel needs to gain enough evidence from your submission about how you meet the requirements of the person specification for the post to be able to short list you. It is therefore important to tailor any information in your attachments and / or cover letter to the job you are applying for. If you wish to add electronic attachments to your application, the preferred file formats are.doc,.rtf,.txt, and.pdf. Please do not attach files in the following formats:.exe,.bat,.com,.asp,.jsp,.zip Select Add attachment Select Attachment Type and Language (optional) from the Drop-down list Select the file which needs to be attached through browsing Enter the Document Title for the attached file. The best name to give the documents is something including the reference number so that it s clear to the panel that it relates to the job, eg NB Cover Letter Click on Save To add further attachments click on Add Attachment For all our vacancies go to Page 12 of 19

14 5.5 Data overview You can use this tab to check all the information you have entered and saved onto the system. Information is sometimes not displayed immediately. Please allow time for the information to come up on screen. You may need to use the scroll bars to see all of your information. 5.6 Equality questionnaire You will be asked to complete this page every time you apply for a job. This is because the information declared (e.g. whether you are a disabled person) could change. The information in this section will be treated in the strictest confidence and is used in our recruitment and selection monitoring. Please note we have a policy of guaranteeing an interview to people with disabilities who meet the requirements of the job. 1. Select the appropriate ethnic origin, disability status and sexual orientation. The council's definition of disability is shown on within the questionnaire. 2. If you are a disabled person, select yes or no to show whether there are any considerations for job redesign you wish to bring to our attention. 3. If yes, enter details in the field titled Other For all our vacancies go to Page 13 of 19

15 4. Click on Save 5.7 Additional applicant information You will be asked for this information every time you apply for a job. That is because it may vary, depending on the job you are applying for. 1. Enter full contact details (including address where possible) of two referees 2. Indicate if you do not wish us to take up a reference without your consent 3. Select yes or no to indicate whether you are entitled to work in the UK 4. Enter your current annual salary, and state whether this figure is net 1 or gross 2 (this field must be completed). 5. Select from the options to indicate whether you wish to job share 6. Select yes or no to indicate whether you currently employed by Manchester City Council 7. If you are not currently employed by Manchester City Council, but have been in the past, please give the reason for leaving in the space provided 8. Select to indicate if you have previously left any local government employment as a result of Voluntary early retirement or Redundancy 9. If you did, please indicate whether you received any enhancements, and specify the name of the Local Authority in the space provided 1 This is your total annual salary minus all your annual salary deductions 2 This is your total annual salary without any deductions For all our vacancies go to Page 14 of 19

16 10. Select yes or no from the Drop-down list to indicate whether you are related to any member or senior officer of Manchester City Council 11. If yes, please state their name and your relationship to them in the space provided 12. Please indicate how soon you could start the job, if offered it (e.g. by stating the notice you are required to give for your current position, or entering a potential start date) 13. Click on Save 5.8 Covering letter and submitting your application Covering letter If you wish to submit a covering letter with your application, please type it here. It is not mandatory to add a covering letter. You can mention any experiences gained through work, school, college, at home, in voluntary work, on work experience or through hobbies, if not already done so through the attachment section. If you are to complete a covering letter, we strongly recommend that you draft your cover letter in a system such as Microsoft word, and when you are happy with it copy and paste it into the cover letter field. This section is not the place to detail how you meet the personal specification. Please do not make your covering letter more than 4 pages of A4 long. For all our vacancies go to Page 15 of 19

17 5.8.2 Submit application Once you have completed your candidate profile, you can submit your application. As long as you have not submitted your application, you can exit at any time and continue with your application later. Your application is visible to us only after you have submitted it. Application source type is to indicate where you heard about the job you are applying for the choices are: Agency - for example a recruitment agency Non-web - for example Jobs Update or a newspaper Referral - for example a friend or colleague told you about job (Job Centre comes under this category) Web - for example you saw it advertised on Manchester City Council's website or another website No Selection if you are unsure or do not wish to inform us of where you saw the vacancy When you submit an application to us, you must accept the Data Privacy Statement and Candidate Declaration. Once you are happy with everything, click on the submit button. For all our vacancies go to Page 16 of 19

18 6 Points to note To register for the system, you must have an address. There are many free accounts available on the Internet for you to register and create an address for yourself To scroll through the application form use the navigation buttons on the right hand side. To scroll to the next tab along use I< or >I and to scroll to the end of the tabs use II< or >II. If you have forgotten your password and need to request a new password, complete the details on the form and click on Submit password. The system will then send you a password reminder or unlock your account. You can register with more than one address on the system. 7 Next stage If you are unsuccessful at the application stage you will be informed. We aim to advise all applicants whether your application has been successful or not. This information will be ed to you when the shortlisting process is complete. If you have not been contacted within four weeks of the closing date, please assume your application has been unsuccessful. If you are not successful you can ask for feedback. You can use this feedback as a guide to what you did well and the things that need improving for next time. For all our vacancies go to Page 17 of 19

19 If you are successful, you will be contact by a member of the Recruitment Service Team about what will happen next. Finally, good luck with your application. For all our vacancies go to Page 18 of 19