VI-Hire Employee Guide

Transcription

1 VI-Hire Employee Guide JULY 2011 Prepared by HR Service Centre, People and Organizational Development

2 Table of Contents Accessing VI-Hire... 3 Logging In... 4 Forgot Your Password?... 5 Applicant Profiles... 6 Editing Your Profile... 6 Adding an Attachment Searching and Applying for a Job Job Searches Viewing All Jobs Applying for a Job Creating a Search Agent (Internal) Editing or Deleting a Search Agent Running a Manual Search Agent Auto-Apply VI-Hire Employee Guide Page 2

3 Accessing VI-Hire VIHA Employees are able to access VI-Hire through the following link. Go to and Select Careers. Employees will be directed to the following page where the Employee is able to choose to search for jobs or login. VI-Hire Employee Guide Page 3

4 Logging In Employees logging in for the first time with a VIHA address will enter their VIHA login name, (e.g. jane.doe@viha.ca) and Select Forgot Your Password?. All Employees are considered Returning Users. The page will refresh to what is seen below. Enter your VIHA address again and Select Send. VI-Hire Employee Guide Page 4

5 A temporary VI-Hire password will be sent via VIHA and the log in screen will refresh. Re-enter the VIHA address and the temporary password from your VIHA to log in. Upon logging in with the new account, follow the prompts as seen below to create a new password and Select Submit. Once the new password has been verified, access to VI-Hire is granted. Passwords must be at least 8 characters long and contain one upper case letter and one number. Note: Your VI-Hire password should be different from your VIHA network password. VI-Hire passwords will be reset every 42 days as per VIHA policy. If your VIHA account has not been used for more than 6 months, please contact the IM/IT Service Desk at (Central/North) or (South) to reactivate your account. In order to view, apply and have seniority considered on current and future internal postings, Employees must use their VIHA address to log into VI-Hire. DO NOT USE A NON VIHA PERSONAL ADDRESS. This will result in inability to view VIHA internal job vacancies and seniority will not be considered. All correspondence regarding job postings, selections, offers, etc. will be sent to your VIHA address. Forgot Your Password? For forgotten passwords, please navigate to Forgot Your Password? link as per above and a new password will be sent to your VIHA account. VI-Hire Employee Guide Page 5

6 Applicant Profiles A Profile has already been created for each Employee. The Profiles contain information such as work location/department, phone number, and seniority. This basic information is uploaded from the Human Resources Information System daily. Employees are encouraged to review and edit his or her Profile. Changes are limited to adding a Preferred Contact number such as a cell phone number, updating the resume field and adding attachments such as cover letters, resumes, and certificates. Employees cannot edit the base information in his or her Profile. If base information is incorrect, Employees should contact HR Access at (Victoria only) or Toll free: or via to HRAccessHumanResources@viha.ca to make the appropriate changes in the HR/Payroll System. If the Employee is a new Employee, any attachments or resumes previously created in the External Profile will not be attached to the New Internal Profile. Once the Internal Profile is updated to include resume and attachments, they will be available for each position applied to. Editing Your Profile After logging in to VI-Hire, the Employee will be brought to the Career Centre page. At this page, the Employee can Select My Profile which will navigate to the Resume Profile page where the Employee can edit his or her Profile and resume. The Employee is also able to Select My Attachments which will allow the Employee to add documents, certificate, letters etc. to his or her Profile. VI-Hire Employee Guide Page 6

7 However, If the Employee is in VI-Hire and wishes to edit his or her Profile, it is possible to navigate to the Career Centre by Selecting the Symbol User Career Centre My Profiles Select Edit Profile to update any fields, add attachments etc. VI-Hire Employee Guide Page 7

8 Enter or Edit preferred phone number and Select Yes or No on buttons below. When Yes is selected regarding working under a relative or existing medical condition, more information can be entered in the text boxes. When Yes is selected in relation to Duty to Accommodate Agreement on file, Managers will contact Wellness & Safety for further details regarding the requirements of the Duty to Accommodate. VI-Hire Employee Guide Page 8

9 If an Employee edits his or her Profile, it is mandatory to enter text into the Resume* box. The preferred method is to copy and paste or type either a portion or a complete resume into the box below. After copying and pasting into the Resume* box, the format should be reviewed as spacing and formatting may be impacted. If an Employee decides to add a resume as an attachment, text must still be entered in the Resume* text box (For Example: See Attached Resume ). The first time a Profile is edited there will be a prompt to accept the Terms and Conditions. After Selecting Submit, the user is returned to the Resume Profile. This is where Resume Attachments (For Example: certificates, test results etc.) can be added. VI-Hire Employee Guide Page 9

10 Adding an Attachment To add an attachment, (For Example: resume, references, scanned documents etc.) an Employee has various options from which to add attachments. Attachments can be added after editing the Profile from the Resume Profile page as indicated above or at the Career Centre page when first logging in. If the Employee is in VI-Hire, Go to Career Centre, Select My Attachments Add New Attachment as below. Select Browse to search for a document, Choose the document to be attached then Open in the Choose File dialogue box. Add Resume Attachment. VI-Hire Employee Guide Page 10

11 Deleting and viewing attachments is possible, but editing attachments is not. If editing, items must be deleted and reattached. VI-Hire Employee Guide Page 11

12 Searching and Applying for a Job Job Searches Employees may Search public job postings without logging into VI-Hire. To Search for internal VIHA postings or apply for public or internal postings, Employees must first log into VI-Hire. VI-Hire Employee Guide Page 12

13 If the Employee is already logged in at the VI-Hire site, Select the Symbol Jobs Search Jobs. This search will allow Internal Employees to enter more specific criteria such as Collective Agreement, Union Certification, Vacancy Type and Department. The more criteria that is selected, the more refined and restricted the search. Enter the search criteria and Select Search. Employees may also choose to do an Advanced Job Search by Selecting Search Jobs Advanced Job Search Show Instructions for more details. From here, searches can be customized to be more specific than the Quick Job Search. VI-Hire Employee Guide Page 13

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15 When the search displays the jobs applicable to the criteria, Select the Job Title to view the posting and detailed Job Description on the Job Details page. The Job Details page provides options to View the Full Job Description, Submit your Resume to this Job or Send this Job to a Friend. However, the option to Send this Job to a Friend is only available for positions posted externally. VI-Hire Employee Guide Page 15

16 Viewing All Jobs There is the ability to View All Jobs posted from both the Quick Job Search and Advanced Job Search. Employees can view internal and external postings. Note: Most columns on this screen can be sorted. To Find Matching Jobs Select the icon on the right. Select the Job Title in the View All Jobs screen to open the posting. The full Job Description may be viewed from here as well. Clicking on the View Full Job Description provides all of the Job Description details including the salary grid, the job summary, the job duties and the qualifications and abilities. VI-Hire Employee Guide Page 16

17 Applying for a Job To apply for a job from this page, the Applicant would Select Submit your Resume to this Job. The next step is to Complete your Resume Profile. Follow the steps under Editing Your Profile to complete this page and to add attachments if necessary. VI-Hire Employee Guide Page 17

18 Employees will receive the following notification once the resume has been submitted to a selected job. To: applicant@viha.ca Subject: Application to Cook position, (Req. # 1046) Date: Tue, 5 Jul :22: From: donotreply@hrsmart.com Dear Applicant, Your application to posting # Cook, which closes on July 29, 2011, has been received by VIHA. Your application will be reviewed and only those applicants who are shortlisted will be contacted. Please do not submit a paper application as your resume has been forwarded to the recruiting team assigned to your chosen job. We encourage you to frequently monitor our postings and apply to any positions for which you are qualified. If you have not already done so, you may wish to consider using the Job Search Agent feature and have VI-Hire you when a position of interest becomes available. Thank you for your application and interest in this position. Vancouver Island Health Authority VI-Hire Employee Guide Page 18

19 Creating a Search Agent (Internal) Select the Symbol User Career Centre My Job Search Agents Create New Search Agent. Every hour, the database will be searched for jobs that match the Search Agent criteria. The Employee will receive a notification whenever a job is found to match the criteria in their Search Agent. Employees may create several Search Agents. From the Job Search page, Select the search criteria. The example below will send notification of any jobs with the word Nurse in Nanaimo. After choosing the search criteria, Select Search at the bottom of the screen. VI-Hire Employee Guide Page 19

20 Once the search is complete, the following page appears. At this time, the Employee may choose to save the search as a Search Agent. Select Save Search as Job Agent. Give the Search Agent a name and acknowledge that there has been a request to receive notifications of upcoming positions. Select Save Search Agent at the bottom of the screen. Editing or Deleting a Search Agent Search Agents can be edited, deactivated or deleted at any time by Selecting My Search Agents on any of the Search Jobs pages. Running a Manual Search Agent To execute the Search Agent manually, Go to below. Symbol User My Search Agents and Select the icon VI-Hire Employee Guide Page 20

21 Auto-Apply (Restricted to Employees in the Community, Facilities or HSP Collective Agreements) This function allows Employees to set up Search Agents and Auto-Apply to positions that are posted after the Auto-Apply is set up. Employees using this feature will receive a notification when matches occur and the Profile was auto-applied to a specific posting. The option to Auto Apply is only available to regular status Employees in the Facilities, Community and HSP Collective Agreements who are on approved leave (LOA, vacation, sick, etc). Go to Jobs Search Jobs Advanced Job Search to create a Search Agent as above. Select the dropdown box and Select Create Search Agent and auto apply me to matches. Check the acknowledgement box and name the Search Agent. Select Save Search Agent. It is highly recommended that Applicants be very specific when using the Auto-Apply function to ensure the appropriate Category, Collective Agreement and Union are chosen. Failure to set this feature appropriately may result in applications for positions you may not be interested in nor qualified for which will create delays in the recruitment process. Enter the dates of the approved leave, complete the remaining fields and Select Save Search Agent. **When an Auto Apply expires, an notification will be sent to the Employee. VI-Hire Employee Guide Page 21