www.jobsbank.gov.sg USER GUIDE FOR EMPLOYERS DISCOVER LOCAL TALENT WITH JOBS BANK The portal that links you to local individuals
CONTENTS PREFACE PART I : NAVIGATING THE JOBS BANK MAIN PORTAL A. ACCESS JOBS BANK MAIN PORTAL... 1 B. REGISTER FOR AN ACCOUNT... 2 C. ACCESS JOBS BANK EMPLOYER PORTAL... 5 D. LOGIN TO JOBS BANK EMPLOYER PORTAL... 7 PART II: NAVIGATING THE JOBS BANK EMPLOYER PORTAL E. MANAGE AN ORGANISATION S DETAILS... 11 F. CREATE A JOB POSTING... 13 G. VIEW A JOB POSTING... 17 H. AMEND A JOB POSTING... 19 I. MARK A JOB POSTING AS FILLED... 22 J. CLOSE A JOB POSTING... 24 K. COPY A JOB POSTING... 26 L. REPOST A JOB POSTING... 27 M. VIEW OR MANAGE JOB APPLICATIONS... 29 N. MY JOB POSTINGS... 32 O. UPDATE JOB APPLICATION OUTCOME OF JOB APPLICANTS... 34 P. EMAIL NOTIFICATION... 35 Q. SEARCH CANDIDATES... 37 R. SET UP SINGPASS 2-STEP VERIFICATION (2FA)... 42
Preface The Employer User Guide is created by the Singapore Workforce Development Agency to equip employers with the knowledge to use Jobs Bank to advertise their job openings and conduct candidate search. Topics in this preface are: What is Jobs Bank? What does this Employer User Guide have to offer? Who should use this Employer User Guide? What is Jobs Bank? Jobs Bank is the Singapore Workforce Development Agency (WDA) s public self-help portal to facilitate online job matching between local individuals and employers. It is a free service for all Singaporeregistered companies and local individuals What does this Employer User Guide have to offer? This Employer User Guide provides a step-by-step guide for companies to register an account in Jobs Bank and create job postings for the positions that they are recruiting for. In addition, it guides employers to source for suitable candidates, invite candidates to apply for the positions offered and to update the job application outcomes This guide provides the following sections: How to access and navigate Jobs Bank portal Browse Jobs Posting Search for Jobs Posting Register for an Account Manage an organisation details Create a job posting View a Job posting Amend a job posting Close a job posting Copy a job posting Repost a job posting View or Manage a job applications Update job application Search candidate Who should use this Employer User Guide? This guide will be useful to employers or their HR hiring personnel who require step-by-step guidance in creating a Jobs Bank account, posting job vacancies and updating the job application outcomes.
A. ACCESS JOBS BANK MAIN PORTAL 1. Accessing Jobs Bank Main Portal Users can access the Jobs Bank portal by visiting our homepage at www.jobsbank.gov.sg 2. Navigating Jobs Bank Main Portal Scroll down to view other features of the homepage such as the View Job Listings, Featured Videos and Find Out More. Information on the Jobs Bank Quick Search Log in For Individual Log in For Employers 1
B. REGISTER FOR AN ACCOUNT 1. Information Required to Login to Jobs Bank or Register for an Account Before registering for an account in Jobs Bank, a company has to get the following information ready: Company s UEN. Companies can visit www.uen.gov.sg to obtain your company s Unique Entity Number (UEN). e-service Access Code from the Inland Revenue Authority of Singapore (IRAS). SingPass accounts of company personnel authorized to access Jobs Bank. Authorised company personnel can log into the Jobs Bank s Employer Portal using their SingPass accounts. 2. Obtain an e-service Access Code from IRAS Step 1: Companies need to obtain an e-service Access Code which is provided by IRAS. (Companies which require to obtain an e-service Access Code can visit https://goo.gl/bhnee6 ). Step 2: Authorize staff to use the Jobs Bank through IRAS EASY: Companies login to IRAS e-services Authorization System (EASY) portal and choose the role as either a Proposer or Approver. Note: There is no difference between a Proposer or Approver role when accessing Jobs Bank. Either role will provide a user with full access to the features on Jobs Bank. Select Jobs Bank Employer e-services that is offered by the Singapore Workforce Development Agency. An employer will proceed to authorize their staff to access Jobs Bank within EASY. Please read IRAS user guide on how to authorize your staff by visiting IRAS website at https://goo.gl/yrxau0. Step 3: Authorized personnel from a company will login to Jobs Bank s Employer Portal via their SingPass account and proceed to access Jobs Bank s features. 3. Register a Company for an Account on Jobs Bank After logging into Jobs Bank Employer Portal for the first time, a user will be directed to the Employer Registration screen. The user will proceed to enter all mandatory fields within the registration form. The user is also required to agree to comply with TAFEP s guideline on Fair Employment Practices before 2
submitting the registration form. You may visit https://www.tafep.sg/fair-employmentpractices for more information. If the company is posting on behalf of another entity: User will have to declare the company s status as a third party employer. If the third party employer is a registered Employment Agency (EA), the user will also enter the EA license number. Click on the Submit Registration button at the bottom of the page after providing information in the following company and contact details : 3
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C. ACCESS JOBS BANK EMPLOYER PORTAL 1. Introduction to Jobs Bank Employer Portal Jobs Bank s Employer Portal is a self-service platform for registered companies to access the following features: Advertise and manage job vacancies. Receive job applications and resumes online from registered job seekers. Search and shortlist candidates within the portal s candidate database. 2. Accessing the Employer Portal (a) Via Jobs Bank Homepage The Employer Portal can be accessed by clicking on the Log In for Employers button on the Jobs Bank homepage (www.jobsbank.gov.sg). Click on this hyperlink 5
(b) Via Direct URL Alternatively, employers can visit https://www.jobsbank.gov.sg/icmsportal/portlets/jobbankhandler/login-employer.jsp to access the Employer Portal directly. 6
D. LOGIN TO JOBS BANK EMPLOYER PORTAL If it is your company s first time to access Jobs Bank Employer Portal, please refer to Section E for instructions to register for an account on Jobs Bank. If your company has authorized you to use Jobs Bank on their behalf, please follow the steps below to login to Jobs Bank Employer Portal: Step 1: Click on the Log In for Employers button on the Jobs Bank homepage (www.jobsbank.gov.sg), to go to the Jobs Bank Employer Portal Login page. Step 2: On the Employer Portal Login page, click on Log In For Employers. Click on Log In for Employers to login to the Employer Portal 7
Step 3: [SingPass Authorization] System will redirect employers to SingPass Authentication page. Follow the instructions and login using your SingPass account details: If you have enabled your two-factor authentication (2FA), please follow the step below, otherwise proceed to Step 4. Choose one of the 2FA login modes*: *Ensure that your OneKey Token and/or Mobile are registered and linked to your SingPass Account before you log in with that option. a) To login with OneKey Token. Press key 1 (OTP) to generate the One-Time Password. Enter the One-Time Password generated on OneKey Token device. b) To login with mobile SMS OTP. 8
Click on GET OTP via SMS to receive the One-Time Password via SMS Enter the One-Time Password generated on your mobile device. Step 4: [EASY Authorization] After user completes the SingPass authentication, the user will be directed to the Inland Revenue Authority of Singapore (IRAS) s e-services Authorization System (EASY). To login, enter the organisation s Registration Type & UEN and click on the Next button. Select the employer s registration type and enter the employer s UEN Click Next 9
Step 5: After EASY authorization, there are two options: a) If a company is not yet registered with Jobs Bank: User will be directed to the Employer Registration page. (Refer to Section E to understand the registration process). b) If the company is registered with Jobs Bank: User will be directed to Employer Portal dashboard to access the portal s features. 10
E. MANAGE AN ORGANISATION S DETAILS Upon logging into the Employer Portal, employers will be able to view and amend their organisation s details. Step 1: On Employer Portal dashboard, click on My Organisation Details at the top navigation menu. Click on My Organisation Details Step 2: On My Organisation Details page, click on the Edit button. Click on Edit 11
Step 3: Edit the organisation details and click on the Save Changes button. 12
F. CREATE A JOB POSTING This feature allows employers to create and publish job postings to the public Jobs Bank. A user will have the option to save the job posting as a draft, or to preview the job posting details in Jobs Bank before publishing it. Step 1: On Employer Portal dashboard, click on Create Job Posting on the top navigation menu. Click on Create Job Postings Step 2: Enter the job posting details required in three tabs (Job Details, Qualifications, and Contact Details). (a) Job Details tab - Complete the fields under Job Posting Details (*Please remember to tick on the box if you are posting on behalf of another company) Positions (Job Title) Job Description (Provide the job scope) Job Requirements (Leave blank if not applicable) Job Category (Click Search for a list of Categories) Occupation (Click Search for a list of Occupations) Position Level (Tick at the selected level) Employment Type (Tick at the selected employment type) Min. Years of Experience (Leave blank if not applicable) Working Hours (E.g. 8am to 5pm) Shift Pattern (Select from the drop down box) Number of Vacancies (To specify in numbers) 13
Expiry Date Gross Monthly Salary Workplace Locations (Defaulted to 30 days from current date) (To indicate a range) (Tick at the selected locations) 14
(b) Qualifications tab - Next, complete the fields under Qualifications Education Details (Click on the Add Qualifications) Vocational License (Leave blank if not required) Driving License (Leave blank if not required) (c) Contact Details tab - Under Contact Information, please select the contact person from your company. Step 3: To save the job posting as a draft, click on the Save button. Step 4: To preview the job posting in Jobs Bank, click on the Preview button. Step 5: To publish the job posting in Jobs Bank, click on the Post Job button. 15
Click on Preview to preview job posting Click on Post Job to publish job posting Click on Save to save job posting as draft 16
G. VIEW A JOB POSTING This feature allows employers to view the details of their job postings. Step 1: On Employer Portal dashboard, click on List Job Postings to view the list of job postings posted by your company. Click on List Job Posting 17
Step 2: Click on the Position/Job Title to view job posting details. Click on Position/Job Title to view job posting details 18
H. AMEND A JOB POSTING This feature allows employers to amend the details of a job posting. Fields allowed for amendments vary by Job Posting Status: Job Posting Status a. Draft All fields Fields Amendable b. Open (i.e. published jobs) Only the Expiry Date is amendable Please follow the steps below to amend the job posting details for an open job posting status: Step 1: On Employer Portal dashboard, click on List Job Postings on the top navigation menu. Click on List Job Posting 19
Step 2: Click on the Edit hyperlink to go to the Amend Job Posting page. Step 3: Change the expiry date and click on the Update button to save the changes. 20
Step 4: Click on the OK button in the prompt to proceed with the change in the expiry date. 21
I. MARK A JOB POSTING AS FILLED This feature allows employers to mark a job posting as filled: Step 1: On Employer Portal dashboard, click on List Job Postings on the top navigation menu. Click on List Job Posting Step 2: Select an application. Step 3: Click Mark As Filled. A pop up box with message will appear. 22
Step 4: Click OK to proceed to close the job posting. Step 5: Click OK to close the pop up box. The job posting has been updated as closed. 23
J. CLOSE A JOB POSTING This feature allows employers to close a job posting before the posting s expiry date. Step 1: On Employer Portal dashboard, select the job posting you want to close and click on Close Job Posting button. Step 2: On the pop up screen, read the instruction and select the options. 24
Step 3: Click on OK button in the pop up box to proceed with the closure of the job posting. 25
K. COPY A JOB POSTING This feature allows employers to copy the details of an existing job posting to a new job posting. Employers are allowed to copy job postings that are in draft mode, published or closed. Step 1: On View Job Posting page, click on the Copy Job Posting button. Step 2: On Copy Job Posting page, make the necessary updates in all 3 tabs (Job Details, Qualifications, Contact Details), if required. Step 3: To save the job posting as a draft, click on the 'Save' button. Step 4: To preview the job posting in Jobs Bank, click on 'Preview' button. Step 5: To publish the job posting in Jobs Bank, click on 'Post Job' button. 26
L. REPOST A JOB POSTING This feature allows employers to repost a closed job posting. During the repost, system will not allow employers to edit any fields, except for expiry date. And each job posting is allowed a maximum of two reposts. Please follow the below steps to re-post a closed job posting: Step 1: On Employer Portal dashboard, click on List Job Postings on the top navigation menu. Click on List Job Postings Step 2: Click on the Repost hyperlink of the job to be reposted. 27
Step 3: The expiry date will be defaulted to 30 days from current date. Change the expiry date if required. Click on the Repost button to complete the repost. Edit the Expiry Date if required 28
M. VIEW OR MANAGE JOB APPLICATIONS This feature allows employers to view the list of applications and download the resumes of the individuals who have applied for their job postings. Employers will also be able to update the status of each application. Step 1: On Employer Portal dashboard, click on List Job Postings hyperlink. Click on List Job Postings Step 2: Click on the number of applications hyperlink of a job posting. 29
Step 3: System will display the list of applications received for the job posting along with the following details: applicant name, ID no., application date, status, and hyperlink to download the applicant s resume. 30
Step 4: Click on the Download Resume hyperlink to download the applicant s resume. Resume will be downloaded in either PDF or Microsoft Word format, depending on the format uploaded/generated by the applicant. Click to download resume 31
N. MY JOB POSTINGS This feature is easily accessed from the Jobs Bank homepage after you have login to the Jobs Bank portal. It allows the employer to view their job posting. Click on Job Title to view the job posting. Click on the Application to view the Job application details. Note: 1) When the job posting application status has been changed to unsuccessful, it will not be available in My Job Posting. You can still view the job posting under the List Job posting. 2) Note: The difference between My Job Posting and List Job Posting is My Job Posting will list jobs which a specific user has created whereas List Job Posting will list all the job postings created by the various users within the organisation. 32
Click to view the job posting Closed job posting will continue to appear in home page until the application status are updated by employers system to Unsuccessful Click to view the job application 33
O. UPDATE JOB APPLICATION OUTCOME OF JOB APPLICANTS Step 1: On Job Applications page, select one or more applications to be updated by checking the checkbox in the leftmost column. Step 2: Select the status from the drop down menu under the list of applications and click on the Save button. The status of all the selected applications will be updated. The statuses are listed in the table below: Application Status Under Review Successful Unsuccessful Description Application is being reviewed by employer. Application is successful. Application is unsuccessful. 34
P. EMAIL NOTIFICATION This feature allows employers to receive email notifications on applications submitted via Jobs Bank and job posting that are expiring in 7 days. Please follow the steps below to enable email notifications: Step 1: On Employer Portal dashboard, click on Email Notification on the top navigation menu. Click on Email Notification 35
Step 2: Click on the Subscribe button to enable the email notification. Step 3: Clicked the checkbox on Application Received and Expiring Job Postings to receive the email notification. Step 4: Enter up to 5 generic emails to receive the email notification. You may tick the checkbox next to the email to receive the Application or Expiring Job Posting or both. Click on Subscribe Tick on the Checkbox Tick on the Checkbox 36
Q. SEARCH CANDIDATES 1. This feature allows employers to search through the pool of individuals registered in the Individual Portal and download their resumes. 2. There are 2 types of individual resumes: Resume with contact details Resume without contact details 3. Resume with contact details will display the full details of the individual, while Resume without contact details will not display the individual s name, contact details, and names of his/her current and previous employers. Step 1: On Employer Portal dashboard, click on Search Candidates hyperlink. Click on Search Candidates Step 2: Enter search criteria and click on Search button 37
Step 3: System will display the list of individuals who match the search criteria. Individuals with full details will be listed on top, while individuals with hidden contact details will be listed at the bottom. System will not display the name and ID no. of individuals with hidden contact details. Step 3a: If Send my contact to candidate is selected, select the person whose contact details will be sent to the individual. 38
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Step 3b: If Invite candidate to apply my job is selected, search and select the job posting that the employer wants the individual to apply for. Click on Contact Candidate Select the Jost posting for the invite 40
Step 4: Click on the Send Alert button to send the company/job posting details to the candidate. Step 5: To download the resume of the individual, click on Download Resume hyperlink. 41
R. SET UP SINGPASS 2-STEP VERIFICATION (2FA) To better protect your personal data, all government e-services will require 2-Step Verification (2FA) from July 2016 onwards. This means that in addition to your SingPass username and password, you will need to enter a One-Time Password (OTP) sent via SMS or generated through a OneKey token. Since 12 December 2015, Jobs Bank has enabled its 2FA log-in. For users who have yet to sign up for 2FA, can still access and transact on Jobs Bank till 4 July 2016. However, starting 5 July 2016, it will be compulsory to log in with 2FA. We encourage you to set up your 2FA before 5 July 2016. If you have not set up your 2FA yet, here are the steps: a. Firstly, register for 2FA. You can log into your SingPass account at www.singpass.gov.sg, and click Set Up 2-Step Verification under the Quick Links section. Next, select their preferred mode of verification. Upon successful registration, a PIN mailer and/or token will be sent to your registered addresses within seven working days. b. To activate your 2FA, you can then activate your 2FA by sending an activation code to 78111 via SMS in the following format: c. To activate mobile number only: ACT<space>SMS<space>NRIC<space>PIN Mailer Password (E.g. ACT SMS S1234567A AbC1234D) d. To activate OneKey token only: ACT<space>TOKEN<space>NRIC<space>PIN Mailer Password<space>OTP generated from token (E.g. ACT TOKEN S1234567A AbC1234D 12345678) e. To activate both mobile number and OneKey token: ACT<space>BOTH<space>NRIC<space> PIN Mailer Password<space>OTP generated from token (E.g. ACT BOTH S1234567A AbC1234D 12345678) Alternatively, you can log into Assurity s website (https://portal.assurity.sg/activate) using your NRIC and the password in the PIN mailer to activate your 2FA. If you wish to watch the Step-by-Step video on how to set up your 2FA, click here. 42