Hiring Manager FAQs. (revised 10/26/2015)

Transcription

1 Hiring Manager FAQs (revised 10/26/2015) 1. Are all University Health positions posted on the job applications website? Yes, all current vacant University Health positions are posted on the job applications website. If you, as a hiring manager, notice a nursing position that should be removed from the website, send an to Jessica Carter, Nurse Recruiter, requesting your nursing position be removed. If you have a non-nursing position that should be removed, send an to Teresa DeLatin, Recruiter, requesting your position be removed. 2. I have a vacancy I need to fill. How do I request a position be posted? If you have a vacant position to fill, a Position Form will need to be completed. 3. When will my position be posted? Complete and print the Position Form from the website. The position form is completed with justification box completed. The productivity reports should be attached to the position form. Submit the position form with the Department Director s signature and justification/ supporting documents to Human Resources for processing. Human Resources will log request and forward to Position Form Committee weekly. Human Resources will notify hiring manager if Position Form is approved or on hold status. If position is placed on hold then the hiring manager/director will have an opportunity to justify position at next Committee meeting, or may request to attend the next Committee meeting and discuss. Once the position form is approved by the Department Director, Administration, HR and Committee, the position will be posted on UH website. 4. How long will my position be posted? Whichever of the following circumstances takes place first will dictate the length of the posting: 1) Posted for 90 days as indicated on the Position Form 2) Posted until filled 1

2 3) Posted until requested to be removed by the hiring manager 5. Can I edit the position summary information after the position has been posted? Yes, you may edit the position summary information by submitting an with this request to the appropriate Recruiter along with an updated job description. 6. I am ready to hire someone. What is the next step? After reviewing all applications for a position, the hiring manager will need to submit an offer to Human Resources for review. Once you make a selection for your vacant position, go to the RECOMMENDATION section of the application: 1. Interviewed? If yes, click yes, then enter date of interview, click save. 2. Click Select to indicate the position you are extending the offer for and indicate whether the applicant is a current UH employee. 3. Enter Recommended Salary 4. Click Approve for Human Resources. This action automatically generates an to the Recruiter for review. Interviewed? If no, click no and save if not interviewed; then click the box Reject for this title ; this will remove the applicant from the list. Rejection letters are ed to these applicants each week by HR. Once you complete this process, HR reviews and forwards the offer for approval. When approval is obtained, the offer is extended to the applicant and the onboarding process begins. The selected candidate SHOULD NOT contact the Recruiter for this offer. There is a specific process in place by which HR notifies all new hires. Please allow this process to work for you. The hiring manager will also need to reject those applicants not chosen to fill the position. 2

3 7. Once I reject an applicant, how is the applicant notified? At the end of every week, the Recruiters send an notification to all rejected applicants. 8. How many applicants must I interview before I can hire my selected applicant? Hiring managers are not required to interview a minimum number of applicants. 9. Who maintains our interview records? Does HR need a copy? It is the responsibility of the hiring manager to maintain all interview records within their respective department. HR does not need a copy of this information. 10. What are considered appropriate/inappropriate interview questions/topics? This information is located on this job applications website for your review. 11. During the interview, is it appropriate for me to tell applicants to contact the recruiter regarding their offer? No. It is the responsibility of the Recruiter to notify the new hire with the employment offer; not vice versa. 12. When can I extend the offer to the applicant? It is never appropriate for the hiring manager to extend the offer to their selected candidate. The Recruiter will contact your selected candidate with the offer. 13. How do I approach the subject of salary during an interview? Tread lightly! You do not want to commit University Health to a salary that is not comparable or equitable with your current employees. If this information is requested by the applicant during an interview, you may share the entry rate of pay and then express that anything above that is dependent upon their experience. An exact rate of pay to be offered to this new hire will be determined by HR. 14. When do I perform reference checks? How many references do I need to check? Once you have chosen a candidate to fill your vacancy, it is good practice to perform reference checks on all new hires, even if they are internal candidates. The Employment Reference Verification Form is available to you on the job applications website. At a minimum, complete at least one reference check. 15. When is my new hire eligible to begin working? 3

4 New hires must meet all Human Resources pre-employment requirements prior to a start date being established: drug screen, background check, paperwork submitted. New Employee Orientation and Nursing Orientation (if applicable) are also required and must be completed on the first day/week of employment. All new hire start dates are set for the Monday of the next available pay period. However, if a new hire or hiring manager requests this date be extended to a future date, HR will accommodate this request. 16. Will I be notified with my new hire start date? After HR receives notification that drug screen, background check and education results are complete, HR administrative staff contact the new hire with their appointment schedule (NEO, Nursing Orientation [if applicable] and Occupational Health appointments) and copy the hiring manager with this information. 17. I want to move a current employee from full-time to part-time within my department. What is the process? The hiring manager will need to complete a position form for the part-time position. See item 3 of this guide. The current employee will need to apply for the part-time position and the hiring manager will then push out the offer for the part-time position. 18. One of my employees wants to move to a PRN position within my department. What is the process? The process is the same as stated in #17 above. PLEASE NOTE: The employee does not need to submit a resignation from their full-time position! If an employee accepts a position in another department, they will need to submit a letter of resignation to the current hiring manager. HR will facilitate the transition with the current and new hiring manager. 19. When I receive a letter of resignation, where do I send this letter? Please forward all resignation letters to UHS Benefits (uhsbenefits@uhsystem.com). The resignation should be submitted right after it is received by the manager, not on their last day in their current area. 4

5 20. If we have two different positions posted in our department, can we automatically consider applicants for both positions? PLEASE NOTE: An applicant must apply for ALL positions for which they would like to be considered. For an applicant to be considered for a position, they must apply. For example, if an applicant applies for a Nurse-Staff position but wants to also be considered for a Nurse-Supervisor position, the applicant must apply for both positions posted. Or if an applicant applies for a full-time position but wants to be considered for a PRN position, the applicant must apply for the full-time and PRN position. 21. What is the process for changing tiers for a PRN employee? The hiring manager will submit this request to the appropriate Recruiter via . After the Recruiter performs a personnel file audit, the employee will be contacted to come to HR to complete the appropriate PRN paperwork. 22. If an applicant brings a resume directly to our department, can we consider them for our position? The hiring manager may consider an applicant that submits a resume directly to them; however, an application is still required to be submitted. 23. If a previous employee is rehired, do they have to attend new employee orientation again? Yes 5