NHS JOBS 2 TRAINING Welcome…..

NHS JOBS 2 TRAINING Welcome….

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 Key points: Venue specific information (fire, smoking, etc.) Mobiles on silent please Questions and how they will be handled Handouts

NHS jobs 2 TRAINING: agenda and objectives
Key point: Introduce yourself! Sarah Francis – NHS Jobs Manager Helen from Altantic

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! This is train the trainer – focus on new areas Help will be available after this session using the contact details which will be provided User groups will be scheduled in Feb/Mar 2014 when enhancements / changes can be discussed

Key points: Tight schedule!

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 Stress how intuitive the system is – those familiar with NHS1 should be OK New features can be introduced downstream and training done at a pace to suit implementation in that organisation We will discuss this in detail later

NHS Jobs 2 Training Environment
A functioning training copy of the production environment Available now to all organisations, access using the following URLs: Employers: Jobseekers: 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): Key points: More on this to follow in specific section later

Contact Details sarah.francis@nhs.jobs servicemanager@nhs.jobs
For general questions regarding your organisation’s access to NHS Jobs 2: For questions relating to migration, system admin accounts, training materials, etc.: For technical problems with the NHS Jobs 2 training environment: Key points: Help Desk will provide help with technical problems they are not there to provide training

NHS JOBS 2: Concepts and key differences
The next few slides will discuss concepts in the new system and the key difference from NHS Jobs 1

NHS Jobs 2 Scope Scope of the new system extends and enhances what was previously available in the current NHS Jobs Additional features: tracking progress, reporting, vacancy approval and adding vacancies

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 These are just highlights It will not be necessary to turn-on or start using all of these new facilities in your organisation until you are ready

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 and letter templates Additional interview scheduling options Others new features (e.g. KPIs) are pre-loaded with defaults that will allow you to carry on normally

Changes in Terminology
The following terms or concepts have changed, or are new, in NHS Jobs 2: NHS Jobs 1 NHS Jobs 2 Account Manager System Administrator Recruitment Administrator Recruitment Officer Expire Advert Close Advert Renew Vacancy Copy Vacancy Close Vacancy Close Recruitment Transition and migration from NHS Jobs 1 to will ensure no information is lost

NHS Jobs Home Page What you see and options available will depend on the role you have (example above is from a System Administrator) Navigation bar on the left-hand side of the screen ‘My tasks’ area showing: Tasks Pending and Unread Messages

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 This is will be visible at the top of every screen Blue house takes you home Work within one organisation – easy to switch to another

NHS Jobs Navigation The navigation bar shows those functions associated with your role. This will typically be where you access these functions from. There will often be more than one way of getting to a particular area but the navigation bar will get you wherever you need to go Vacancy Manager and Application Manager replaced by Vacancies Talent Pools – we will discuss later

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. Specific to you as an individual Tasks Pending equates to My Tasks on the navigation menu Similarly messages can also be access via the menu KPIs: Green – on schedule, Amber – due, Red - overdue Only System Administrators and members of the Recruitment team will see messages (other users will not have this indicator)

My Tasks The links on the bottom right hand side of each task will take you to the relevant application(s) or vacancy Thinks of this as a dynamic activity list Empty when activities are completed 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. Key points: The bars on these charts will also provide a quick link through to the relevant vacancies or applications

NHS Jobs Reminders The reminders panel lists reminders on key activities for the organisation to ensure they don’t get overlooked. Key points: This relates to organisation

Key NHS Jobs 2 Concepts The vacancies page illustrates some key concepts of the new system These will become familiar throughout the system and will be key to understanding (and training your users in how the system works) Screens will generally look the same to different types of users

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. Exposure to the Training system will ensure users are familiar with these concepts Go back and forward using the previous slide 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. Filters are remembered Reset can be used to clear filters if you don’t see something you expect to

NHS JOBS 2 interfaces and transition
This section covers NHS Jobs working with other systems and also cover the cutover from NHS 1 to NHS 2

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 ESR works same as it does now - no need to change If using NHS Jobs approval process, or setting up vacancies in NHS Jobs first, there is a need to transfer some key information from ESR, so that the vacancy in NHS Jobs picks up the ESR internal unique ID. This is needed to be able to send application data back to ESR. If vac exists in NHS Jobs & is marked as an ESR vac, but does not have the ID, when the relevant file is transferred from ESR, the system automatically matches the ESR file to the vacancy on NHS Jobs based on the visible reference number/code. Apps not automatically transferred to ESR. User determines which application(s) & when the transfer occurs.

ESR Interface ESR NHS Jobs Transfer Vacancy to NHS Jobs
Complete the Vacancy Publish the Vacancy Create Staff Record with successful Applicant Process Applicants as necessary Send Applicant data to ESR Process Applications as necessary ESR NHS Jobs Applicants view and apply for the vacancy using the Internet Create a Vacancy and Requisition If starting the vacancy in ESR nothing changes

ESR Interface ESR NHS Jobs Create a Vacancy Publish the Vacancy
Create Staff Record with successful Applicant Process Applicants as necessary Send Applicant data to ESR Process Applications as necessary ESR NHS Jobs Applicants view and apply for the vacancy using the Internet Identify a Vacancy with minimum data If you start the vacancy in NHS Jobs then you need to create the vacancy in ESR with the minimum amount of data necessary The vacancy reference number on ESR must match the NHS Jobs reference number

Other Interfaces Vacancy Upload via FTP Application Download
Organisation Advert Listing/Search JobCentrePlus Universal Jobmatch Key points to mention: Vac upload & app download interfaces are similar to those on NHS Jobs 1 Changed to reflect the changes in the vacancy and application data. Ability to list your own adverts on your website or intranet, or include a search form for your adverts, is similar to NHs Jobs 1 Details have changed to reflect new features on the new service. JCP UJ is not currently active technical issues at the JCP UJ service resulting in a high number of vacancies being rejected Work is continuing to resolve this.

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. Aim: Minimise disruption while maximising migration Anything that can be done on NHS Jobs 1 can be done on NHS Jobs 2 from day 1. Do not have vacancies due to close over the cut-over weekend or shortly after it, in fairness to applicants. As reviewing and shortlisting tools are so different, avoid having the reviewing or shortlisting process extend over the cut-over weekend as this may lead to challenge for not treating applicants equally. Complete reviewing/shortlisting before cut-over or hold it back for new service. Guidance will be issued in advance to organisations through the comms process.

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 Data migrated to enable users to login and use service immediately, without entering information again. Application forms old and new will use the new formatting (colours) but the old questions will remain the same Some small impact where data and tools on NHS Jobs 2 are very different from current service, so data can not be matched. Detailed preparation guidance and instructions will be sent out in advance

NEW SYSTEM ADMINISTRATION Functions
Talk through some of the features that a System Administrator has

Admin Overview Some familiar from NHS Jobs 1 New areas:
Affected by change accounts: previously ‘Pre at-risk’ Stored s and letters: customised templates for the organisation (e.g. interview invite, offer letter) Vacancy templates: stored templates (up to 20) for commonly advertised roles User accounts covered here – remainder at the end of the session

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 Stress that questions must be legal

NEW SYSTEM ADMINISTRATION Functions (DEMO)
Talk through some of the features that a System Administrator has You have slides in the pack supplied which will show you the steps for the following demo as we go along

Adding users Click here The first step is to click the add user button

Permissions & Roles A ‘permission’ is a set of actions that a user can be allowed to perform on NHS Jobs, for example: Manage vacancies Review applications Set-up interview events A ‘Role’ is a collection of permissions. There are standard roles on NHS Jobs, for example: Recruiting Manager Recruiting Officer Approver You can define up to 20 local roles too. Explain that a full-list of the permissions and roles will be included in the training material.

Statuses Inactive- the account has been temporarily ‘disabled’
Locked- the account has been automatically locked-out after the user has tried to log-in five times with incorrect password or security code. OK- the normal status Password expired-the user hasn’t refreshed their password as required. As per screen

Role Management Click to add a local role.
Local roles can be edited and deleted Cannot delete default roles Cannot delete custom roles while there are users of that role Now demo Sys Admin activities Standard roles can only be viewed Click to see the users

Pre-Application Questions
5 standard questions that can be used Reminder: these are ‘blocking’ questions that prevent a candidate from proceeding with an application if they answer incorrectly

Adding Pre-Application Questions
At least one incorrect answer must be selected Example for illustrative purposes only Similarly, at least one correct answer must be selected

Additional Application Form Questions
10 categories of questions, with ability to add questions to each category as required

Adding Additional Application Form Questions
Four types of question: single or multiple select (which can be used for filtering ) and long or short free text

Standard score card as seen when reviewing applications
Score Cards Defaults can be set here depending if you wish to use them Additional score cards (20) can be added as required Standard score card as seen when reviewing applications

Adding Score Cards Custom score cards can be created and the weighting of each section adjusted (Score = No. of stars x weighting) Criteria are added to demonstrate what is required in scoring that section

Stored Emails and Letters
Templates must be previewed before they can be made ‘live’ Custom s and letters must be previewed before they can be made ‘live’

Stored Emails and Letters
Templates must be previewed before they can be made ‘live’ Custom s and letters can be created and populated with ‘smart’ parameters (similar to a mail merge)

Key Performance Indicators (KPIs)
KPIs available for Vacancy, Application and Pre-employment activities Pre-populated with values No need to change anything if you do not wish to use them Reporting (shown later) will be able to pick these up Separate values for standard and medical

Creating, APPROVING & PUBLISHING vacancies
Next slides will walk through the process of getting a vacancy advertised (followed by a demo on the system)

What’s new Templates Vacancy authorisation
Custom additional application form questions The ‘short’ application form Support for CVs Reminder creating a vacancy on NHS Jobs 2 can be very similar to NHS Jobs 1 While there are lots of extra facilities, you don’t have to use them. You have slides in the pack supplied which will show you the steps for the following demo as we go along

Creating, APPROVING & PUBLISHING vacancies (DEMO)
Next slides will walk through the process of getting a vacancy advertised (followed by a demo on the system)

1. CREATING A VACANCY

The Vacancy List This list shows summaries of all the vacancies associated with the user Possible to sort and filter the list, and to click through to more details, as explained on the following slides

The Vacancy Summary Click to see the vacancy details
Click to perform actions on the vacancy Click to see status history Click to see the applications Explain that it is possible to click through to more details, as shown by the green boxes Status: shows where a vacancy is at which affects the actions possible Click to see the additional questions

Click to go back to the list of vacancies
Status History Key points to cover: Explain that the system keeps track of changes to the status of a vacancy. Click to go back to the list of vacancies

This shows the vacancy is not overdue for a change of status
KPI Indicators This symbol shows that a change of the status of the vacancy is overdue This shows the vacancy is not overdue for a change of status The KPIs are set locally within your organisation. Hover cursor on the symbol to see number of days by which the vacancy is e.g. overdue.

Select a sorting criterion here from the drop down list.
Sorting and filtering Select a sorting criterion here from the drop down list. This tells you if the displayed vacancy list is filtered. You can press reset to remove the filters. Click the ‘View’ button to apply your selected filters or sort criterion You need to click the ‘View’ button to make your selected filtering and sorting options take effect.

Vacancy Actions The displayed list of actions depends on the status of the vacancy and on your role Click here to see the job advert To perform an action select it on the list then click here. Make sure the trainees understand that the available list of actions depends on the status of the vacancy and on their role.

Where to start The button highlighted with a red oval takes you to the form to create a new vacancy.

Navigating the form This is the vacancy form, next few slides will show more Long form - headings highlighted will take you to the corresponding part of the form.

Saving your work Various options for saving work as you go, as follows: - ‘save’ button simply saves whatever is in the form, does not check that all mandatory info is saved. Does check what you have entered is OK. - ‘save and proceed’ button will checks mandatory fields of information. Takes you on to the next stage of the recruitment process. - ‘save and list my vacancies’ button saves and takes you back to your list of vacancies.

Templates Two options: create from scratch or template
Details from template can still be edited Logged in as Sys Admin here, so I can save templates If org uses ESR to create vacs: will carry on being created in ESR

Reference numbers Every job needs a unique reference number
If your organisation may have a process for allocating reference numbers If not, there is an option to ‘generate’ a unique reference number automatically

Reporting categories Divisions or departments for reporting purposes to represent org structure Occupational code will be used for national reporting purposes, so it is important to pick the right code for the vacancy. The last two categories are only used for reporting purposes. What you select doesn’t affect the way the vacancy appears to applicants.

Additional Questions Add questions to the application form
Grouped under a number of headings Select a heading you are shown its associated questions which you can then select or deselect individually Questions can be used later to filter/sift applications during long-listing or short-listing Organisation can also add and manage their own list of additional questions (20)

Score cards New option to set up different types of ‘score cards’ for scoring how well applicants meet the person specification. New shortlisting facilities are covered in detail later Here we just select what score card, if any, is going to be used with the vacancy. Standard score card that is always available, and create their own local score cards. If org doesn’t use score cards, select the ‘None’ option from the drop-down list.

Vacancy Approval Key points to cover:
At the end of the job details section: option to say whether the vacancy is subject to approval on NHS Jobs. If you will use it we will show how next: otherwise leave as ‘no’.

The Vacancy Team As a minimum the addresses of the RM and RO required System will try to anticipate the address you are typing so that you can select it from a list. If more than 3 reviewers you can press the ‘add reviewer’ button. Reviewers can be added later if required

2. Approving Vacancies The key points to cover in introducing the topic are as follows: Using the online approval process on NHS Jobs is optional. It is included on a vacancy basis and the approvers defined per vacancy.

Vacancy approval? Key points to mention:
Explain that the use of the approval process is determined within the vacancy form, by the recruiting manager or by the recruitment officer. The system is flexible to support local processes or practices. Select ‘Yes’ to the question to include the online approval process.

Approval Information Additional information relevant to the approval of the vacancy can be entered in the Approval section. The fields are all optional, to provide flexibility for an organisation to determine its local process. A business case or equivalent document can be uploaded to be attached to the vacancy. NOTE: Any information entered in this section will not be visible to job seekers. This is for internal use only.

Vacancy Team Approvers can be identified in the Vacancy Team.
Enter addresses of approvers in order of approval required. If using the online approval process, one approver must be identified but up to four approvers can be. If more than one approver is selected, then each approver is contacted in series (i.e. approver 1 must approve before approver 2 is sent a request to approve)

Approver Key points to cover:
The approver logs in to their account. Approvers are set up by the system administrator. Approvers get sent an from the system to inform them that they have a vacancy to approve. When logged in, the home page Tasks Pending indicator and the My Tasks list show the vacancy(ies) to approve.

View Vacancy The approver can view the core vacancy details

View Vacancy The approver can also view the additional approval information. Once satisfied, the approver can approve or decline using the button to the right for the form. When declining a vacancy the system requires a descriptive note to be added, to include the reason. When a vacancy is declined, it is returned to the originator and is no longer progressed through the approver list.

Approver Actions The actions available to the approver are ‘Approve’, ‘Decline’, ‘Edit’ and ‘Preview’. The ‘Approve’ or ‘Decline’ options can be used from this screen, when the vacancy details are known about already. Clicking on the ‘Edit’ option and then the ‘Action’ button, produces the Edit Vacancy form. This displays all the vacancy details. Although the approver can edit vacancy details at this stage, doing so should be a local policy in your organisation.

3. Publishing Adverts Only users with ‘Publish adverts’ permissions can publish an advert – this is typically members of the recruitment team All vacancy details, including the advert text, should be checked before publication

Publishing Options The relevant publishing option can be selected in the Publishing options section. The publishing options can be changed while the advert is open. For example, from ‘Trust restricted’ to ‘All NHS Jobs Visitors’. Selecting the ‘Use automated publishing path’ option results in the job advert being published to groups of potential applicants using the options listed above. The job advert will automatically be moved from one option to the next in the publishing path after the time period specified. The organisation’s publishing path is defined by the system administrator.

Check and Publish After approval (if used) vacancy goes back to the Recruitment Officer to check and publish

BREAK (15 minutes)

APPLYING FOR A VACANCY Will take up to 5 minutes for the vacancy to appear so will look at a few features available to the Jobseeker first

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 Recruiters should be aware that applicant may amend their contact details SMS currently a free service as part of the N3 contract (this may change in the future)

APPLYING FOR A VACANCY (Demo)
Will take up to 5 minutes for the vacancy to appear so will look at a few features available to the Jobseeker first

Setting up Interview and Assessment EVENTs
A change from NHS 1 is that interview events can now created at any time after a vacancy is created Interview and Assessment Events: different terms Interviews – traditional e.g. panel interviews Assessment events e.g. group events I will demonstrate this after the next few slides

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. Go through each of the options. Applicant picks slot Applicant selects next available slot Recruiter picks slot Explain that the options are set when you create the event.

Arranging Interview and Assessment EVENTs (DEMO)

Creating an event Explain that there are different ways to navigate to the page for setting up a new event, as follows: Select ‘Interviews’ from the navigation menu on the left of the page. Select the ‘Create Interview’ button from the top right of the Interviews page Or: Go to the applications list for the vacancy, select the ‘Actions’ button beside any of the shortlisted applications, then select ‘Create interview/assessment’ and the ‘Action’ button.

Creating an Event ‘Interview’ and ‘Assessment’ :system treats them in the same way. The ‘appointment name’ is just a descriptive label for the event ‘Further information’ box will also appear on details sent to applicants. You can use the ‘add slot’ button to add more and more time slots to the event. Add slots: system will try to help by anticipating the start time of each successive slot Can be over-written (e.g. to leave time for lunch or gaps between interviews)

Editing Events Explain that it is possible to edit the details of an event after it has been set-up, and that the steps are as follows: From the interviews page: Select the ‘Actions’ button Select ‘Edit Interview’ and select the ‘Action’ button. You will be taken back to the Interview details which can be edited and then updated using the button at the bottom of the page.

Long-listing or Sifting Applications
Not all orgs will do this – on by default – System Admin can turn off The list of applications can be filtered or sorted by application status or by applicant attributes The long-listing or sifting features involve filtering applications on answers within the forms and taking an action on the results The filtering features are available to the recruitment team or to recruiting managers

Longlisting Q R Organisation that uses Longlisting/Sifting:
Applications Status: Rejection Pending Q Recruiting Manager Longlist Recruitment Officer Status: New R Status: In Review Organisation that does not use Longlisting/Sifting: Applications This is set per organisation and is controlled by the System Administrator(s) for your org Recruiting Manager Status: In Review

Longlisting (DEMO) Not all orgs will do this – on by default – System Admin can turn off The list of applications can be filtered or sorted by application status or by applicant attributes The long-listing or sifting features involve filtering applications on answers within the forms and taking an action on the results The filtering features are available to the recruitment team or to recruiting managers

Start Long-listing Two ways to navigate to the applications list page, as follows: Go to the vacancies list, select the ‘Applications: ’ link beside the relevant vacancy. OR Go to the My Tasks list, select the ‘Longlist applications’ link beside the relevant vacancy (shown here).

Applications List Applications can be viewed by clicking on the app ref no. Names beside the apps are only visible to members of the recruitment team Names become visible to RM once shortlisting completed If org performs long-listing, all new applications have the status ‘New’ If not, new apps have status ‘In review’. List can be sorted and filtered using the options in the right-hand panels. ‘Sort by’ options change the order ‘View applications’ options filter the list according to their status, applicant attributes (e.g. restricted accounts), or specific app ref. no.

Filtering Applications
Select ‘Show questions’ button to view and select filtering questions. Standard app form questions and any additional filtering questions are included on the form Select answer options that you are looking for in the applications and click green ‘Apply Filters’ button Filter selections for those that match the criteria required can be passed on to the next stage Those that match unwanted criteria so that they can be rejected at this stage. Positive or negative filtering

Filter Results Key points to mention:
Applying a filtering selection should produce a revised list of applications on which an action can be taken. Applying a filter selection where the answers in all applications are the same will result in the full list of applications appearing or no applications appearing. Either proceed to review/shortlisting or reject

Long-listing Complete
3 applications proceeded to review/shortlisting (‘In Review’ status) and one was rejected. Filtering questions available to RO and RM Repeat the filtering and actions as often as necessary to get to the preferred number of applications or to remove those applications that will not succeed.

Lunch (45 minutes)

Reviewing Applications, SHORTLISTing AND INVITING TO INTERVIEW
We will now look at the process for reviewing applications, creating a shortlist and inviting to interview

Status: Rejection Pending
Longlisting Organisation that uses Longlisting/Sifting: Applications Status: In Review R Recruiting Manager Longlist Recruitment Officer Status: Rejection Pending Q Status: New Organisation that does not use Longlisting/Sifting: Reminder how we got here Applications Recruiting Manager Status: In Review

Review(s) and Recommendations
Review and Shortlist Applications Review(s) and Recommendations Finalise Shortlist Status: In Review R Recruiting Manager (and/or Reviewer(s)) Recruiting Manager Status: Rejection Pending Q Depending on whether longlist was used all applications will be either ‘In Review’ or some may be ‘Rejection Pending’ Only when ‘Finalise Shortlist’ is selected do candidates see their status change if rejected (to Unsuccessful) Q R Status: Rejected Status: Shortlisted (or Reserve)

Reviewing Applications, SHORTLISTing AND INVITING TO INTERVIEW (DEMO)
We will now look at the process for reviewing applications, creating a shortlist and inviting to interview

1. Reviewing applications
I will demonstrate the process after we have been through the next few slides

Start Reviewing 2 ways to navigate to the page for reviewing applications, as follows: Go to the vacancies list, select the ‘Applications: ’ link beside the relevant vacancy. OR Go to the My Tasks list, select the ‘Review applications’ link beside the relevant vacancy (above)

Review Summary Applications can be viewed by clicking on the application reference number Progress of all reviews can be monitored from here and reviews requested from others.

Request Reviews Request Application Review page lists the applications selected. If the list is to be split among the reviewers, this selection page enables a sub-set of the apps to be selected If all reviewers are to review all apps, click ‘Select applicants’ button with all checkboxes ticked. Enter instructions/requests to reviewers in ‘Review instructions’ box. Reviewers can be selected drop-down, if identified in the vacancy team If not, Reviewers’ addresses can be added Select ‘Request review’ green button and select the ‘Confirm review’ on following confirmation screen System will send reviewers an requesting them to review & provides a link to access applications they have been asked to review.

View the application Click on the application reference number link for the application here.

Review the application
Link(s) to job description and person specification ‘Next application’ and ‘Previous application’ links at top of each section Sections can be collapsed expanded using the section headings Score card and recommendation panels on the right These stay on screen when scrolling up and down application form

Scoring applications Key points to mention:
The default score card provides the ability to score in common: categories: Qualifications, Experience, Skills/knowledge & Desirable criteria. Ability to add further score cards which may have different categories, criteria and weighting Scores are recorded by clicking the mouse on the relevant star symbols.

Recommendation To provide a recommendation, select the appropriate option from the drop-down list ‘Reject’ reason(s) for rejection can be recorded Additional information can be recorded in notes during the review or when rejecting The reasons for rejection and any notes will only be available to the RM and Rec team ‘Submit’ button saves the score and/or recommendation and identifies the application review as ‘Complete’. If there is a score or recommendation not recorded the ‘Submit’ will not progress as these are mandatory items.

2. SHORTLISTING The list of applications can be shortlisted following review of the application. The reviews for shortlisting can be by RM alone or involve a number of reviewers Shortlisting is made easier by using the recommendations from the reviews If org uses score cards, the scores for applicants also support easier shortlisting decisions. Shortlisting and completing the shortlisting is the responsibility of the RM. Shortlisting applications and inviting applicants to interview are two separate tasks in the new NHS Jobs. They can be performed by the same or by different users.

Finalise shortlist List of applications sorted by recommendations and score The list can be sorted and filtered using the options in the right-hand panels. Recommendation of the reviewers is summarised using the tick and cross icons In the two applications shown above, both reviewers have recommended that the applicants are shortlisted.

Viewing Recommendations
Key points to mention: The green tick icon for shortlist recommendation The red cross icon for reject recommendation The ‘reserve’ in brackets indicates recommendation to shortlist reserve If score card is used, the average total score for the application is indicated (90 in example above).

View Recommendations In the example, the last two applications show that both reviewers have recommended that the applications are rejected. The application marked as ‘1:’, at the top of the list, shows one reviewer recommending to shortlist and one to reject. Selecting ‘Show scores and recommendations’ will bring up individual scoring (next slide)

Recommendation Details
Recommendation and total score from each reviewer is listed. Identity of the reviewer can be seen by hovering over the (>) icon. Rank number identifies where in the list of applications that reviewer put them. Clicking on the ‘Show details’ link for an application will show the score details. In the example the standard score card had been used, so the four default categories are listed. Score = value selected x 10 by default (this weighting can be adjusted in custom score cards)

Shortlist Applications
Click on the ‘Actions’ button for the application and select the relevant action option. OR To process a number of applications at once, tick the relevant applications, click on the ‘Group Actions’ button and then select the relevant option. When selecting ‘Reject’ the system will combine and store the rejection reasons recorded during the reviews, so it is not necessary to enter a reason at this stage.

Complete Shortlisting
When all applications are shortlisted, rejected or reserve. Click ‘Shortlisting complete’ button to indicate that the activity is completed. Triggers an from the system to the recruitment officer for the vacancy, so that the recruitment team are aware and the recruitment activities can continue. Rejected applicants will see the status of their app change to ‘Unsuccessful’.

3. Inviting to interview Now we have some shortlisted candidates we will want to invite them to interview The interview event has already been created If not, you can do so at this stage

Inviting Applicants Go to the applications list for the vacancy
Select the ‘Actions’ or ‘Group Actions’ for more than one shortlisted applications Select ‘Invite to interview ‘First Interview’’ (where ‘First Interview’ is the appointment name) and select the ‘Action’ button.

Inviting to an Event To invite applicants you: choose the invitation type, preview and then send the invitations. Invitation type options are: (sent from NHS Jobs), Letter (printed locally and posted), CSV file to be downloaded to enable a local mail-merge, or none (e.g. verbal). There are standard default and letter templates on NHS Jobs. Where organisation has stored local versions of the invitation or invitation letter the user will be offered the choice of selecting from these

Invitation The preview is displayed once ‘ ’ is selected from the invitation type list. Additional information can be included in the at this stage (limited to 400 characters) Possible to attach a document to the to be sent to the applicants. Clicking the ‘Invite’ button results in the applicants being invited and sent to them.

Applicant Invitations
Invited applicants in the UK, with UK mobile phones, will get an SMS message notifying them of an invitation (if they confirmed they wish to receive one on their application). They will also get a reminder SMS message a day before the interview/event. ‘You have been invited to an interview on 30th September at Please log into your NHS Jobs account for details.’ SMS text message: Invited applicants will see they are invited to an interview in their NHS Jobs account. There is a notification indication as soon as they login and any interviews are listed together. Invited applicants will receive the invitation (if type selected). Text message reminders available if applicant has indicated they would like them

Interview Schedule Summary
Select ‘Interviews’ on the navigation on the left, find the interview in the list, select the ‘Show Interview Slots and Notes’ below the interview. Users will be able to see the interview dates and times, application references and names of those booked into the slots, and whether they’ve confirmed attendance. This information is available to recruitment team and recruiting managers. To add an internal interview note, that can be viewed by recruitment team and recruiting managers, select the green ‘Actions’ button and complete the ‘Add a note to this interview’ section

Interview Pack RMs or the recruitment team can download and print the interview pack Select ‘Interviews’ on the navigation panel, find the interview in the list and select the green ‘Actions’ button. ‘Download/print documents’ option. Select the sections of the interview pack required and then ‘Download PDF’. (Note that the application forms will include personal information but will not include monitoring information sections.) The downloaded PDF file can be printed locally or ed to the relevant person(s).

Interview Schedule Select ‘Interviews’ on the navigation panel, find the interview in the list, select the ‘Actions’ button beside the interview. Select ‘Invite to interview & manage schedule’ and select the ‘Action’ button User will see the applicants that have been: Shortlisted but not yet invited to the interview/event Applicants that have been invited to interview but have not yet confirmed their attendance And applicants that are booked into the slots available.

Managing the Schedule You can enter an applicant’s acceptance or non-acceptance of the interview invitation, should the applicant contact you directly rather than responding to the invitation on their NHS Jobs account. The applicants that are invited but have not yet accepted their invitations are displayed. Select the grey ‘Actions’ button beside the relevant applicant. Select the ‘Confirm applicant will attend interview xxxxxxxxxx’ (where xxxxxxxxxx is the appointment name) and select the ‘Action’ button. If the scheduling mode for the interview required the applicant to choose a slot, then a slot will need to be selected for the applicant to complete the confirmation or booking. Select ‘Book’ when a slot has been selected. An applicant declining the invitation or re-sending the invitation to the applicant are also available actions.

NHS JOBS 2 RECORDING INTERVIEW OUTCOMES AND PRE-employment checks
Again, we will see how this works through some slides and then look at the system using some test applications etc.

Recording Interview Outcome
Interview outcomes can be recorded once the interview/assessment time has passed

Recording Interview Outcome
Optional fields at top (scoring, doc received, DNA) Actions (Offer, Reject, Reserve) Reject will allow you to add to Talent Pool

Pre-Employment Checks
NHS Jobs can be used to record the outcome and the details of pre-employment checks performed with successful applicants. The information entered about pre-employment checks can be used to track progress through this phase of the recruitment activity. The status of pre-employment checks is available for reporting on in the pre-defined ‘standard’ reports and in the reporting tool. The ability to transfer information to ESR is a desired goal and work is continuing to define and develop the necessary improvements to the interface to support that. Once a candidate has had a positive interview outcome recorded e.g. ‘Offer Conditional’ , then pre-employment checks become active

Overview The summary provides an indication for: References
The pre-employment checks status summary displayed below an application that is at ‘Offer (Conditional)’, ‘Offer Accepted’ or ‘Recruited’ provides a quick indication of where each of the checks is. The summary provides an indication for: References Professional Registration Identity Occupational Health Right to Work Qualifications Disclosure and Barring Alert notices Declarations Final Preparations 10 categories of pre-employment check within the system

NHS JOBS 2 MANAGING INTERVIEW OUTCOMES AND PRE-employment checks (DEMO)
Look at the system using some test applications etc.

Summary View In the example below, the Identity check, Right to work check and Occupational Health check have been completed satisfactorily. The DBS check and Declarations check have been identified as not applicable and the other checks are still to be completed but are within the KPI targets. Green tick icon shows that check has been completed successfully Summary view is visible to RO and RM

Recording Checks The application form has a section ‘Pre-Employment Checks’ where the checks can be recorded.

Recording Checks Each check can be identified as not being required, where appropriate, by ticking the relevant box and selecting ‘Save’. This action stops the check from being flagged as due or overdue as time passes. Such checks are displayed with an ‘N/A’ icon beside them. Each check has can be flagged as not required for that applicant

Recording Reference Results
The status of individual references are shown and a green tick symbol indicates a reference has been received and checked as satisfactory. A red cross symbol indicates that the reference has been identified as not being satisfactory. ‘Date Returned’ field is automatically updated when an electronic reference is received Updated manually if a paper reference is received Scanned copies of offline references can be uploaded

Reference Check Outcome
Once all required references have been returned the overall reference check status can be recorded. Key points: Each reference has an outcome which then enables an overall check outcome to be recorded

Other Checks Each of the remaining checks has a similar format:
For each check you can decide that it is not required e.g. for an internal candidate

Final Preparations The last check is used to record the final steps of the recruitment process in NHS Jobs. Final preparation can be entered once applicant is in a status of ‘Offer Accepted’ or ‘Recruited’. Now demo.

BREAK (15 minutes)

REPORTING 2 types of reporting: Standard Reports and the Reporting tool which we will touch on at the end of this section

Accessing Reporting Reports are accessed from a tab on the home screen
Access to the pre-defined reports are given to the System Administrator role by default System administrators can grant access to Reports for other users System Administrators have access to standard reports by default Assign this permission to other users requiring reports as required

Accessing Reporting 21 standard reports Some new some familiar
Reports open in a new browser window or tab

Standard Reports: 2 Reporting database is updated overnight, so reports will reflect the status as at the end of the previous day

Standard Reports: 3

Vacancy Bulletin Vacancy Bulletin is different to the other report formats Vacancy Bulletin runs in real time whereas other reports are only updated overnight Designed to be printed physically for noticeboard or electronically (e.g. print to PDF) for distribution (e.g. intranet / ) Can be customised e.g. to show local or restricted only

Configuring Reports Reports will have a number of customisable parameters (these vary according to the specific report selected) Area group – your organisation, region or national Grey options customise report Green buttons for output format

Pre-employment checks snapshot

Application Status snapshot

Report Output Key points:
Various output options: browser (Report), spreadsheet (CSV), PDF and Word format

REPORTING TOOL

Reporting Tool Standard reports should cover the majority of requirements Accounts with the ‘Access reporting tool’ permission will have access to a range of more customisable reports

Flexible Reports Advanced customisable reports Additional training?

Reporting Tool – Vacancy Number aggregation

Reporting Tool – Vacancy Chart

Vacancies Report Sample: detailed data reports with slice and dice functions Huge variety of data and range of options for formatting, filtering and presenting Should be familiar to anyone with reporting experience in other systems (e.g. Crystal, BO, Cognos, etc.)

NHS JOBS 2 TRAINING ENVIRONMENT AND MATERIALS
Key points: This section will cover what you need to consider to ensure that the users of NHS Jobs

Using the Training Materials
The training needs of your users will vary depending on their role in recruitment, which in turn is likely to depend on the way in which recruitment is handled in your organisation. If running training sessions, you will need to decide how to organise your training schedule and what topics to cover at each training session so that the sessions cover the topics that are of interest to the trainees. The training guides provided for NHS Jobs are modular, allowing you to pick and mix the parts that are relevant to the roles in your organisation. The training materials can be accessed at: *** Demonstrate range of materials from the website ***

DEMONSTRATION Training Materials
Review different types of training materials on the website

Available now to all organisations, access using the following URLs: Employers: Jobseekers: 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): Key points: More on this to follow in specific section later

Training is a functioning training copy of the production environment However, there are a some functions that are not available in this environment: ESR interface SMS text message alerts Key points: test data only so no ESR connection

Accessing the Training System
There is an extra login step which is in place to prevent confusion with the ‘live’ site. These credentials will be provided to the system administrators for your organisation. Most browsers will allow you to save these credentials These credentials will be issued once the training environment is live (7/10)

System Administrators
New user accounts on the training system can only be set-up from an existing account with the ‘System Administrator’ privilege. All existing accounts and login credentials (for all users) will be migrated from the current NHS Jobs training system. All attendees at ‘Train the Trainer’ sessions will also be set up as System Administrators in the Training Environment System Administrators should be the first point of call for users of the NHS Jobs system in your organisation. Only System Administrators will be able to raise calls with the NHS Jobs Help Desk. Key role……. Sys Admins set-up all accounts Sys Admins either migrated or added from training attendees

Setting-up Test Accounts
You will need to set-up user accounts on the training system for the trainees and the trainers if running formal training. As with the main NHS Jobs service: the user account names have to be addresses. the user accounts for the employer side of the system are separate from the user accounts on the jobseeker side. Ensure the account has the correct permissions the user account names have to be real addresses that you can access from the training classroom. Information around providing training covered in a specific document on the training website A specific guidance document on delivering training on NHS Jobs 2 in your organisations will be made available with the other training materials

Test Email Addresses A couple of points are worth considering:
If you are just giving staff access to the training environment then they could use their existing trust addresses for both employer (e.g. Recruiting Manager) and jobseeker accounts. However, if you are running training courses, we suggest you set-up a block of addresses for use in these sessions. For example: , , etc. etc. or etc. The advantage of these generic accounts is that they can be reused at a number of training events and make setting up test data more straightforward. Key points: Deciding what to do early here will save lots of potential confusion later. Creating Gmail or Yahoo (other providers are available) addresses is free but can be time-consuming to do in any volume.

Setting-up Information on the Training system
If you want to complete hands-on exercises on the Training system you will need to ensure that the right information is set-up beforehand. Other information that you might consider setting-up in order to make the training more realistic, includes: A selection of job descriptions and person specifications, available on the training PCs in the classroom . A number of job pack documents that are used within your organisation, in the Admin/Documents and links area. Any additional application form questions to be used by your organisation, in the Admin/Application form additional questions. Any standard letters or s that are to be used by your organisation for NHS Jobs, in the Admin/Stored s and letters area. Key points: As a minimum one Job Description document will be required to anyone creating new vacancies on the training system

NHS JOBS 2 TRAINING approach
Key points: This section will cover what you need to consider to ensure that the users of NHS Jobs

Training in your organisation
Don’t panic! Although the new service is a very significant advance on the current service, the core is sufficiently similar that it should be familiar to users of the current service that they should to be able to carry out tasks on the new service equivalent to those they know on the current service with little or no training as the concepts will be very familiar. There is no need to deploy all of the new areas of functionality in your organisation on day one. The organisation's trainers have longer to cascade training in new areas and can train as the new functions are used. New features will come loaded with defaults that can be changed later but will work from day one. Key points: Stress again how intuitive the system is

Where do you start? How many recruiting managers are there in your organisation? How may recruitment officers (HR team) are there? What is your organisation’s volume of recruitment activity? Do you wish to use new features from day 1? e.g. Scorecards, Vacancy Approval, etc. Begin planning as soon as possible Consider these questions for your organisation Be realistic – you know your users better than we do!

Suggested Objectives Recruitment Officers
Train the most active HR department users, particularly those who will be supporting others and recruiting managers who are involved in on-going recruitment. In all but the largest organisations with heavily devolved recruitment, this is likely to be a relatively small number of staff. Recruiting Managers For training to be effective, we advise that you should concentrate on training those who are actively using NHS Jobs or will be active shortly after training. Delivering training too far ahead of using the system may lead to repeating the training as it will not have been reinforced by active use. Key points: Help will be available after this session using the contact details which will be provided

Planning for Training Preparation Comments Checking the venue
This should be done as soon as possible, in case your IT department needs to make changes to allow you to access the training system and from the venue. Getting system administrator rights If you don’t already have a valid system administrator account on the training system, and you need one to be set-up via the NHS Jobs helpdesk, you should allow at least a day for the account to be set-up. Setting-up users accounts. Setting up a batch of user accounts (say 20) on the training system should only take an hour at most. However, if you need your IT department to set-up addresses beforehand then you should contact them as soon as possible. Allocating roles on NHS Jobs Changing the roles that are allocated to your training accounts just takes a few minutes once you are logged-in to the training system. Scoping your training courses and assembling the training materials Deciding which modules to cover in each course should be straightforward. You should be able to scope your training courses and assemble the training materials within a day. Setting up information on the training system. You should be able to set-up a good selection of vacancies and applications within a single day as part of your practice with using the system. Key points: Venue – will you be using classroom training for some/all? Do you have a suitable training facility? Check system administrators Set-up test users (for online training)

Customising your training: 1
The training materials can be used to provide your own bespoke training. If you wish to run your own online training for some users of the system in your organisation, the following slides give a recommended order to the modules and order they should be run in. There are two benefits to using the suggested order: The workflow will be more logical and will follow a typical recruitment process from start to finish. One module can be used to provide information (e.g. vacancies) that can be processed by the next (e.g. applications). This will reduce the amount of set-up that is required in advance of each session. Key points: If you are considering running formal training the next few slides give you some guidance on how you may go about this

If you work through the training modules in the recommended order (as explained below), then the information that you generate on the system when you run through one topic should provide you with all the information you need to run through to the next topic. Training topic Information required Recommended sequence Adding vacancies There needs to be at least one job description and person specification available on the training PCs in the classroom This topic should be covered before any other topics to do with creating or managing applications Approving vacancies There needs to be at least one approver set up in the Admin/User accounts area and at least one vacancy added and awaiting approval This topic should be covered after adding vacancies and before publishing vacancies, if the approval process on NHS Jobs is to be used. Publishing vacancies There needs to be at least one vacancy in ‘draft’ or ‘pending ‘advertisement’ status. This topic should follow approving vacancies, if using the approval process on NHS Jobs, or follow adding vacancies, if not.

Training topic Information required Recommended sequence Applying for vacancies There needs to be at least one open vacancy on the training system for your organisation. If you have already covered the topic of creating and publishing vacancies, then you can use the vacancies from that topic Although applying for vacancies is not something that an employer user has to do, we recommend that they try it during the training in order to experience the effect their vacancy setting have on the applicants. Also, the applications they create can be used as training material later in your course. Managing applications There needs to be at least one vacancy per trainee, and an assortment of applications. If you have already covered the topics above then you can use the vacancies and applications that have previously been created in the training sessions. This should be covered after publishing vacancies and applying for applications. Shortlisting and interviews As per managing applications. This should be covered after managing applications. Pre-employment checks This should be covered after shortlisting and interviews. System administration None This can be covered at any time. Running reports Key points:

Useful Tips for Training
Practice runs: if you intend to deliver hands-on training, then it is important that you try out the functionality yourself, and allow time to become familiar with it. Resetting credentials: check spam folders if these have not appeared as they can occasionally be found here Pre-employment checks: to practice with these you will need an interview event to have already taken place. This will need to be prepared in advance. Browsers: by default the same browser will only let you log onto one employer and one jobseeker account. Trying to log as more than one of these e.g. Recruitment Officer and Recruitment Manager (even if the browser supports multiple tabs) will not work correctly and may produce undesirable results. Having more than one browser installed will save multiple log-on / log-off when training. Key points: Multiple browsers are an advantage.

Classroom Requirements
To deliver hands-on training you will need a suitable training venue with: access from all of the PCs Microsoft PowerPoint installed on the trainer’s PC A projector or large screen, connected to the trainer’s PC, on which to demonstrate the system and to show the training presentation material. You should liaise with your IT department to ensure that: Users on the PCs can access the addresses of the training system and can send and receive s from the addresses associated with your training accounts. The Internet browsers on the PCs are configured with ‘JavaScript’ enabled. Please allow plenty of time for this, in case your IT department has to make any technical changes to allow the training to be run from your classroom.

Additional Training It will be possible for organisations singly or in groups to purchase additional training. Course details and prices will be published shortly. We do not see this as an alternative to the free of charge 'train-the-trainer' cascade training; the number of organisations using NHS Jobs means that there would not be sufficient capacity to deliver this to a significant number of organisations prior to go-live. The 'train-the-trainer' approach increases the number of active trainers hugely and is the only way we can deliver training to the circa 500 organisations using the service in the time before launch. For this reason, we will be prioritising the free training and only expect to offer additional training post go-live. Key points: Likely to only be available post go-live - not a substitute for doing it yourself

Contacts sarah.francis@nhs.jobs servicemanager@nhs.jobs
For general questions regarding your organisation’s access to NHS Jobs and the training environment: For questions relating to additional training, migration, system admin accounts, training materials, etc.: For technical problems with the NHS Jobs 2 training environment: Key points: Help Desk will provide help with technical problems they are not there to provide training

NHS JOBS 2 SUMMARY Key points:
This section will cover what you need to consider to ensure that the users of NHS Jobs

Objectives What we aimed 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 Restate objectives and check attendees are happy

Any questions?

NHS JOBS 2 TRAINING Welcome…..

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