Guidance for Vacancy Owners using Vacancy Manager

Transcription

1 Guidance for Vacancy Owners using Vacancy Manager Contacts For initial discussions about filling your vacancy contact your HR Business Partner. The Recruitment Team will then be able to assist you with specific queries, and guide you through the process of recruiting to your vacancy. For support on using the vacancy management system, contact HR Systems in the first instance. Submitting a shortlist Follow the instructions for Panel Members to score your vacancy. Once you have done this, follow this guide. NB: Vacancy Manager has compatibility issues with the browser Safari. If you are using an Apple product, use/download an alternative browser such as Google Chrome or Mozilla Firefox Once the panel members have submitted their scores for the vacancy, the Vacancy Owner will need to do the same. Once you have submitted your scores you will be given this message and are prompted to make the shortlisting decisions. Use the decision drop down to either shortlist, reject or reserve each candidate. You can add notes to justify decisions if needed. Page 1 of 6

2 When you have completed your decisions, click on the Submit Shortlist button You will be prompted to confirm the applicants you have shortlisted for interview. You will also have confirmation that your decision has been sent to your HR Business Partner. They will review the shortlist and confirm your decisions. All rejected applicants will be sent an automatic by the system to confirm the decision not to interview. Making Interview Arrangements Once your HR Business Partner has confirmed your shortlist, you will be sent an with an interview arrangements form attached. Complete the Interview Arrangements Form as per the instructions on the form and return to Your shortlisted applicants will then be invited to interview as per your arrangements. You can check if applicants have accepted the interview by logging into vacancy manager. Page 2 of 6

3 Printing your panel pack ready for the interview If you are also on the interview panel for a vacancy you will need to print a panel pack prior to the interview. This includes a schedule for the interviews, the candidate application forms and a scoring sheet Go to the vacancy in Vacancy Manager Click Panel Pack >View Panel Pack Click Download Panel Pack Page 3 of 6

4 Making an offer Once the interviews are complete and you have made a decision on who you wish to offer the position to, you will need to update Vacancy Manager with this information. NB: You should also notify the unsuccessful candidates. You can either do this verbally or by . If you prefer, the recruitment team can send a standard rejection on your behalf but you need to specifically request this by ing the team. Go to the vacancy in Vacancy Manager Click on Make Interview Decisions For each applicant, select a status. Then click Submit For candidates that you have selected as offer you will be asked if you want to complete the offer details form now. If you have all the details for the offer form click yes. Otherwise you can do this later by going to the vacancy and clicking Make Offer next to the candidate/s name Page 4 of 6

5 Completing the Offer Details Form Your completed offer form is sent through the system to your HRBP who will review the form and send it to the recruitment team. The recruitment team will produce an offer letter and contract based on what is contained within the form and will send it to the individual within 4 working days of receipt of the completed offer form. Offer Details Job Title Job Reference Group Department Work Location Name of candidate Reference Number Preferred start date Grade Spinal Point Salary Contract Detail Hours per day Hours per week FTE hours Weeks per year FTE Rotation Probation Adviser Do you wish to change the probation period from the standard length: If the job is not based on the main campus, select No and enter the full address where the position is based. Enter the preferred start date if known. The preferred start date should be no less than 2 weeks from completion of the offer form to allow preemployment checks to be undertaken. Check that it is correct. Select the correct spinal point. This field is automatically populated from the spinal point selected. Enter the contract type. If Fixed Term or a Secondment, also enter the expected end date. Enter the number of hours the post holder will work each day in decimal. A standard work day is 7.3 hours (7:18). The hours per week will automatically calculate from the number of hours worked each day. This should be left as 36.5 for the vast majority of staff. Enter the number of weeks per year for the post. Full year posts are weeks. If the individual is to work part year, you will need to specify if they get to take annual leave or are paid for it. This will be automatically populated based on the hours per week and weeks per year. If the post is for a shift, night or annualised hours worker. Enter the probationary advisor this post. Enter N/A if this is an Academic post that is not subject to a probation period. We recommend that you say no to this question, unless you have spoken to your HR Business Partner about this first. Further options will become available if you say yes. Page 5 of 6

6 Redeployment If this is a redeployment contract, select yes and complete the following Current Grade of Employee Salary Protection Redeployment Review period If there is a fixed term cost code for any redundancy payment please detail: Enter the current grade of the employee. If yes, complete the salary grade and spinal point that is protected, and the duration of this protection. Typically this will be 4 years. If yes, complete review period duration, for example 6 or 12 months. If a permanent employee is being redeployed into a fixed term position, note the cost centre for the redundancy payment after the fixed term position finishes. Areas of work involved Select the relevant area/s of work General Disclosure and Barring Service Check Start Up Fund Teaching Qualification Required Certificate of Sponsorship Required Select the relevant option. If a DBS check is required, select whether this is standard or enhanced. Select the relevant option. If the position has a start up fund, note the amount in the any other information box. Select the relevant option. Select the relevant option. Once you have completed the offer form click Submit to HR This will notify HR of your decision, and a formal offer letter and contract will be sent to the individual. Please allow 4 days for processing by HR. Page 6 of 6