1. SYSTEM ADMINISTRATION OVERVIEW

2. About the Role Most important role on NHS Jobs with highest level of permissions Responsible for managing key aspects and items used in recruitment in your organisation Recommend at least 2, maximum 3 In larger organisations can be supported by assigning ‘HR Admin’ to someone else in recruitment team

3. About the Role Initial & local support to users within your organisation Helpdesk will support organisations using NHS Jobs Helpdesk support is expected to be to system administrators –Recruitment officers & recruiting managers supported locally by system administrators If this is a problem, contact the NHS Jobs Service Manager through the helpdesk to discuss options for support and/or training

4. HR Admin permission Users supporting system administrators Sub-set of the administration features can be managed by other users Assign ‘HR Admin’ permission to user Can manage: Restricted accounts Affected by change accounts Job packs Documents and links Role document library Publishing paths

5. Admin Features Accounts for users in their organisation Standard information that is displayed to jobseekers on the ‘Employer Details’ page, and on job adverts. Standard letters, emails and reference request forms Additional questions for application forms, and ‘pre- application’ questions Templates for ‘score cards’ Templates for vacancies ‘Job packs’ and associated documents and links Department names to be used for reporting purposes KPI time periods Publishing paths for vacancies

6. Stored email & letters

7. Placeholders Dear [placeholder], Your interview for [placeholder] will take place on [placeholder]…. You can put placeholders in your emails and letters. The system will automatically replace them with the right details when the templates are used for real applicants.

8. Placeholder examples [%applicant_title%]The applicant’s title [%applicant_surname%]The applicant’s surname There are thirty different placeholders- you can see a full list online when you create new letter or email templates.

9. Reference Requests

10. Editing Reference Questions

11. Score Cards

12. Score cards Enter criteria for assessing application here Enter a descriptive name for the score card here. Enter the name of the score-able section here, and the weighting below it. Click to add more criteria

13. Publishing paths Select a type of publishing path Enter the elapsed time (in days) that will trigger the move of a vacancy to the next publishing stage.

14. System Administration Overview Exercise Log-in to the employer side of NHS Jobs using the log-in details given by your trainer. Add or edit a stored email or letter, then preview the result Add or edit a reference request form Add or edit a score card template