Understanding NHS Jobs You should allow 15 minutes for this session. The key points to cover in introducing the topic are as follows:

Scope Key points to mention: Explain that NHS Jobs has expanded considerably in response to input from the NHS, as follows: Additional capability includes: Optional vacancy approvals processes Expanded options about how and in what manner you can advertise Expanded application management options, including flexible sifting capability New and extended shortlisting and pre-employment checking Capability to undertake online DBS checks as part of the service A new and expanded MIS and reporting suite Workflow that can be tailored to your organisational needs. Ability for applicants to provide anonymous feedback to your organisation.

Navigating NHS Jobs Key points to cover: 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

Navigating NHS Jobs Key points to cover: Logging in to the NHS Jobs home page, personalised for your organisation and you Accessing all functions associated with your role, using the navigation menu buttons on the left Returning to home page by clicking the ‘house’ image at the top of the navigation menu The primary navigation options available to you are: ‘My tasks’ Lists the tasks that you have (see below for more information) ‘Vacancies’ Lists the vacancies that you have access to and from each vacancy to the applications submitted for it ‘Interviews’ Lists the interview events that you have access to ‘Messages’ Lists any messages sent to or received from applicants ‘Applicant finder’ Search for an applicant to your organisation using name, email address, application reference or other identifying terms ‘Talent pool’ Search for a previous applicant that has been identified in the talent pool for consideration in any further recruitment ‘My preferences’ Identifies your access permissions, change defaults for your account and change your name or password

Key Concepts Key points to cover: 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 actions buttons: these buttons are green and are used to perform the primary action on a page or easily access a key activity from a page. Secondary actions buttons: these buttons are grey and are used to perform actions within a page that assist you in working on that area. 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. Filter panels: where the contents of a list of items can be filtered, you will have access to a filter panel on the right hand side of the page. Sort panels: where the order of the contents of a list of items can be sorted, you will have access to a sort panel on the right hand side of the page.

My tasks Key points to cover: ‘My tasks’ area provides a list of any vacancies or applications where there are tasks for a user to take action on. Once completed the task will be removed from the list. Tasks here are to record the outcome of an interview and to review applications for the Staff Nurse vacancy – both tasks are overdue Tasks are identified with a colour coded icon on a traffic light system as follows: Tasks that are within the locally defined KPI deadline will be green. Those that are approaching the KPI deadline will be amber, and Those that have already passed the KPI deadline or are overdue will be red.

Switching Organisation Key points to cover: If user has access to more than one organisation or access to secondary organisations, then individual logins for each organisation are not necessary Switch organisations by: Click on the ‘Switch organisation’ link in the page header, and Select which account to work in and click the ‘Proceed’ button to complete the switch to the selected account Permissions within each account may be different and will change automatically depending on the account selected.

Account Security Not sharing your account details with anyone, even members of your own team Logging out of the NHS Jobs system if you are not using it, or are leaving your desk Not writing login details down Keeping material you print from the system secure when not being used. Key points to cover: Check that your trainees recognise their responsibility for the security of their own and others information (especially applicants). There are practical and simple things that can be done to protect this. The system supports users keeping information secure by: A rigorous user authentication system requiring password and security code Password renewal: users required to change your password every six months Automated password resets or security code reminders if users have forgotten either of these Automated logout: after 60 minutes of inactivity, users will be logged out of your NHS Jobs account. (Inactivity means that they have not interacted with any of the navigation, links, actions or save functions.)

General Information & Good Practice Attractive job adverts Selecting the best applicants Terms of Use & Legal Obligations Key points to cover: Inform trainees that the job advert on NHS Jobs is an opportunity to sell the role and the benefits of working for your organisation • Having informative and attractive narrative describing the role, the organisation and other information e.g. cultural philosophy, memberships (IIP, two ticks etc.) • Attractive text, formatted and laid out in a manner that is easy to navigate • Ability to attach core additional material e.g. Job Description/Person Specification • Ability to attach other information about your organisation e.g. ‘Working for us’ literature • Ability to include links to other information sources such as your own website Remind trainees that the challenge facing recruiters is finding the right or best candidate for the role. Actions to limit the number of applications can seem very attractive you may miss out on the best candidate. NHS Jobs offers sifting, reviewing and shortlisting tools to help easily identify the best applications for the role. Remind trainees that their use of NHS Jobs is bound by the Acceptable Use Policy, which can be found under the ‘Terms’ link from any page of the site. - If there are any changes to the terms of use, when logging in users will be prompted to read and accept the revised terms, before continuing. It is also important to emphasize that everyone is obliged to ensure vacancies published through NHS Jobs comply with UK and European Community law, including anti-discrimination legislation, as well as any local policies and procedures instituted by your organisation.