Housekeeping • Information about the venue • Timing – full agenda, please return promptly from the breaks to ensure we can keep to schedule • Questions – these are encouraged! • However, questions requiring detailed discussion/answers may have to be taken offline (contact details will be provided at the end of the session) • Hand outs – all the materials used today are also available through the website
Objectives • What we aim to achieve in this training session: • Provide an overview of the NHS Jobs 2 system, concepts and key new features • Introduce the training materials available on the training environment • Introduce the NHS Jobs 2 training environment • Provide guidance and suggestions on the use of these training materials in conjunction with the website • What we will not do today: • Provide comprehensive training in all areas of NHS Jobs 2 • Discuss specific organisational HR requirements in detail • Tell you how to provide training to your organisation • Redesign the system!
Training in your organisation • Don’t panic! • Early feedback from the UAT groups is that the system is intuitive and users familiar with NHSJobs1 should manage NHS Jobs 2 with little difficulty • You do not have to turn on many of the new features in your organisation until you are ready • Extensive training resources are available online • The NHS Jobs 2 Training environment will be available to all organisations • Additional face to face training is available as an additional service • We’re here to help – contact details to follow • We will cover this topic in more detail after lunch
NHS Jobs 2 Training Environment • A functioning training copy of the production environment • Available now to all organisations, access using the following URLs: • Employers: • www.training.jobs.nhs.uk/employers • Jobseekers: • www.training.jobs.nhs.uk • All organisations will have training accounts migrated from the existing NHSJobs1 training environment • Most attendees at these training sessions will be given an admin account • Training materials (screencasts, presentations & documents): • www.jobs.nhs.uk/nhsjobs2/training_info.html
Contact Details • For general questions regarding your organisation’s access to NHS Jobs 2: • email@example.com • For questions relating to migration, system admin accounts, training materials, etc.: • firstname.lastname@example.org • For technical problems with the NHS Jobs 2 training environment: • email@example.com
Additional Capabilities(1) • Optional vacancy approvals processes • Expanded options about how and in what manner you can advertise • Enhanced longlisting/sifting capability • Improved shortlisting tools • New and extended shortlisting and pre-employment checking • A new and expanded MIS and reporting suite
Additional Capabilities(2) • CV support • New short application form • SMS text reminders for jobseekers • Improved application status tracking for jobseekers • Key Performance Indicators (KPIs) • Custom email and letter templates • Additional interview scheduling options
Changes in Terminology The following terms or concepts have changed, or are new, in NHS Jobs 2:
Navigating your NHS Jobs Account In the header of every page the system identifies: • The employer/organisation currently logged into • Ability to change the organisation you are logged into (if your account has access to more than one) • The user account currently in use • Information on the last login to this user account
NHS Jobs Navigation • The navigation bar shows those functions associated with your role. • This will typically be where you access these functions from.
NHS Jobs Tasks • The home page provides each user with a personal tasks and message reminder indicator. • Tasks are indicated as green, amber or red to show whether they are pending, due or overdue. • Numbers are links which take you to a list of those items • Unread messages are indicated by the envelope indicator.
My Tasks The ‘My Tasks’ area provides you with a list of any vacancies or applications where you have tasks to take action on.
Organisation Recruitment Status Members of the recruitment team will see an overview of the current recruitment status for their organisation on the home page.
NHS Jobs Reminders The reminders panel lists reminders on key activities for the organisation to ensure they don’t get overlooked.
Key NHS Jobs 2 Concepts Actions buttons in lists: these buttons are green and are used to access any of the relevant actions that can be performed on that item at the time. Primary action buttons: these green buttons are used to perform the primary action on a page. Secondary action buttons: these grey buttons are used to perform actions within a page that assist you in working in that area. A grey button will also exist as a return button on most pages. Links: these are highlighted and underlined in blue. These will link you through to the relevant information, for example an application form or vacancy advert.
Key NHS Jobs 2 Concepts Sort and filter panels: the order and/or selection of a list of items can be changed here. In the example on the right: we will get results back for vacancies for all recruiters in that are either: - Not Yet Published - Advert Open - Advert Closed And finally the results will be sorted according to the Status of the vacancies.
ESR Interface Operation will be the same to start with: • Vacancies • Subset of vacancy data transferred • Will appear as “Received from ESR”, if new vacancy • Will appear as “Pending Advertisement”, if matches existing vacancy that was “Pending – ESR” • Applications • Subset of application data transferred • Recruitment Officer selects applications to transfer
Complete the Vacancy Publish the Vacancy Create a Vacancy and Requisition Transfer Vacancy to NHS Jobs www.jobs.nhs.uk Applicants view and apply for the vacancy using the Internet Send Applicant data to ESR Process Applications as necessary Create Staff Record with successful Applicant Process Applicants as necessary ESR NHS Jobs ESR Interface
Create a Vacancy Publish the Vacancy www.jobs.nhs.uk Applicants view and apply for the vacancy using the Internet Create Staff Record with successful Applicant Process Applicants as necessary Send Applicant data to ESR Process Applications as necessary ESR NHS Jobs ESR Interface Identify a Vacancy with minimum data
Other Interfaces • Vacancy Upload via FTP • Application Download • Organisation Advert Listing/Search • JobCentrePlus Universal Jobmatch
Transition to NHS Jobs 2 • Maximise access to services, minimise work for employers and disruption for jobseekers • Users can use new service from day one • Use of new features can be introduced later if desired • Deliver new service after long weekend cut-over • Service unavailable after office hours Thursday until office hours Tuesday • Avoid closing vacancies over the cut-over weekend or for 2/3 days after • Close ‘rolling’ adverts • Avoid reviewing & shortlisting some applications before and some after cut-over • Tidy up user accounts and organisation details in advance.
Migration to NHS Jobs 2 • Ensure all users are presented with their own-datasets on day one • Organisations, users, vacancies, applications, interviews, reviews, references all migrated to new service • All new vacancies will use new application forms but migrated vacancies will retain the form selected • Exceptions: • Interviews without date or time (as all interviews have date/time on new service) • Review scores (as scoring is very different on new service) • Data on above will not be lost and can be provided – contact Service Manager • Communications regarding migration will be sent to all organisations during October
Admin Overview Some familiar from NHS Jobs 1 New areas: Affected by change accounts: previously ‘Pre at-risk’ Stored emails and letters: customised templates for the organisation (e.g. interview invite, offer letter) Vacancy templates: stored templates (up to 20) for commonly advertised roles
Admin Overview New areas: Additional and Pre-application questions (these must be legal!) Score card templates: ability to create different review score cards Div/Dept for reporting: additional detail on vacancy form to assist with reporting to match organisational structure KPI management: ability to set expected durations for recruitment activities
NEW SYSTEM ADMINISTRATION Functions (DEMO) You have slides in the pack supplied which will show you the steps for the following demo as we go along
What’s new • Templates • Vacancy authorisation • Custom additional application form questions • The ‘short’ application form • Support for CVs You have slides in the pack supplied which will show you the steps for the following demo as we go along
Jobseeker Changes • New functions: • Edit contact details: ability to change details (after application submission) • Profiles: re-usable details to speed-up application process • Notifications: alerts regarding e.g. interview invites • Messages: communication from the recruitment team • SMS notifications: ability to select text messages for reminders / invites • Application status tracking: indication of whether an application has been successful
Scheduling Options • On NHS Jobs there are three ‘Scheduling modes’ for offering time slots to applicants, as follows: • Applicant picks slot • The applicant is able to view a number of time slots, from those set up and with spaces still available, and must choose a slot when they accept the invitation. • Applicant selects next available slot • The applicant is automatically offered the earliest available timeslot at the time they accept the invitation. • Recruiter picks slot • The recruiter selects which timeslot the applicant is given and the applicant confirms their attendance.
Longlisting Organisation that uses Longlisting/Sifting: Applications Status: Rejection Pending Q Recruiting Manager Longlist Recruitment Officer Status: In Review R Status: New Organisation that does not use Longlisting/Sifting: Applications Recruiting Manager Status: In Review