HEALTH SERVICE COMMISSION E-RECRUITMENT SYSTEM

Transcription

1 REPUBLIC OF UGANDA HEALTH SERVICE COMMISSION E-RECRUITMENT SYSTEM What is the Mandate and Mission of the Health Service Commission? The Health Service Commission (HSC) derives its mandate and functions from Articles 169 and 170 of the 1995 Constitution of the Republic of Uganda; section 56(3) of the Local Government Act, CAP 243 and, the HSC Act, 2001 section 25(2). It was established in 1998 to address unique Human Resources for Health (HRH) issues in the health service. The Commission is mandated to appoint, confirm, promote and review the terms and conditions of service, training and qualifications of health workers. It is also mandated to foster professional and work ethics, and exercise disciplinary control over health workers under its jurisdiction. The HSC handles human resource for health issues for the Ministry of Health HQ, National Referral Hospitals, Regional Referral Hospitals, the Directorate of Public Health and Environment under KCCA, and specialized institutions such as the Uganda Blood Transfusion Services, Uganda Cancer Institute and Medical Professional Councils. In addition, the Commission provides guidelines, technical support and support supervision to District Service Commission (DSCs) and Local Governments on matters relating to HRH management. The mission of the HSC is to build a fundamentally strong and competent Human Resource base for efficient Health Service delivery. It is therefore important that the HSC implements systems aimed at improving efficiency and effectiveness in the recruitment process. Why is the HSC implementing an e-recruitment system? The HSC has been operating a manual recruitment system since The e- recruitment system was launched on 5 th October 2017 and is now operational. The developments under ICT have necessitated that the HSC reforms its recruitment processes in order to enhance efficiency and effectiveness, and subsequently responsiveness to the needs and expectations of its clients. The e-recruitment system was developed with the support of the Ministry of Health and Development Partners, namely the World Bank, USAID and IntraHealth. The system has been designed to make use of modern information and communication technology. 1

2 What is the HSC E-Recruitment System? The HSC e-recruitment System is a computerized human resource management system that is being used to undertake recruitment. It is a Web based modular system accessible to HSC staff and health institutions according to their duties and permissions and with an interface for the general public. The available positions are published on the HSC website (hsc.go.ug) and uploaded onto the e-recruitment system (hers.ug). Interested applicants can access the information and are able to express their interest in any of the vacancies in line with the job advert (s). The application is completed on the system by the applicants and relevant documentation for each job uploaded. What are the Objectives of the e-recruitment system? The objectives of the e-recruitment system are to: a) Attract applicants with the required skills, quality and experience. b) Reduce recruitment processing time and fill vacancies timely. c) Reduce bulky paper work in the recruitment process. d) Minimize complaints arising from manual processes. e) Create a database of applicants for various posts. f) Improve the provision of feedback to the applicants. g) Reduce the overall costs of recruitment. What are the Features of the HSC E-Recruitment System? The system has the following features; a) Web based system that requires internet and a web browser for users to access b) Customizable job template library to speed up job requisitions and postings c) Seamless integration with current HSC website d) Media management and job advertising e) Job posting queuing and authorization f) Active forms and direct data capture g) Applications sorting and customizable filters h) Notes and document management for all records i) Audit trail functionality tracking key events in the recruitment process j) alerts to registered candidates k) Quick and advanced search facilities to access records within seconds l) Event triggers and message alerts m) Customizable correspondence by or mail merge n) Provision for jobseekers to register their details making multiple job applications where applicable faster and easier o) Equal opportunities recording and monitoring. 2

3 What are the main functions/uses of the HSC E-Recruitment System? The e-recruitment system will be used for: a) Declaring vacant posts to the HSC; b) Creating and maintaining job profiles; c) Running job adverts; d) Receiving applications online; e) Short-listing applicants; f) Administering written exams; g) Creating and maintaining an up to date data bank on potential candidates for jobs in the health sector. Who will have access to and use the E-Recruitment System? The e-recruitment system will be accessed and used as follows: a) Health Service Commission: The Commission will use the system to create job profiles, advertise on-line, shortlist candidates, schedule interviews and maintain a data bank of prospective candidates. Commission will be able to track the progress on making submissions and recruitment process. b) Ministry of Health: will use the system to make submissions to the HSC. c) Health Institutions: Health Institutions under the jurisdiction of the HSC will use the system to make submissions to the Commission. d) Applicants: will use the system to apply on-line and to obtain feedback regarding their application. Candidates may create their profiles and keep up-dating them for use as and when opportunities arise. Where is the e-recruitment System located? The system is housed at the HSC that is the custodian of the system. Hubs for accessing the system have been established at six Regional Referral Hospitals of Arua, Lira, Moroto, Mbale, Fort Portal and Mbarara. Plans are under way to establish similar hubs in all the remaining Regional Referral Hospitals. Besides the hubs, the system can be accessed from anywhere over the internet. Who are the stakeholders in the implementation of the e-recruitment system? Ministry of Health: The Ministry of Health is a user institution. It will continue to provide necessary support to the HSC and user institutions in the implementation process. It will also set service standards and staffing policies for the sector, guide and ensure compliance by institutions under the health sector. Regional Hubs: will facilitate health workers who have difficulty accessing the internet to submit their applications. ERS hubs are required to feature ERS utilization mini-report, as part of the institutional performance reports. 3

4 Health Institutions: Health Institutions under the HSC jurisdiction will popularize the system and comply with the requirements to submit online. Institutions will also guide and assist the health workers to use the system. Health Workers: Health workers will comply with the new requirement to apply online. Health workers can all access ERS Client Relationship Management System (CRM) to ask questions and make suggestions. Ministry of Public Service: As per the mandate, develop schemes of service, approve staffing structures, job descriptions, salary scales, and approve posts to be filled and set terms and conditions of service. Ministry of Education and Sports: As per their mandate the Ministry will ensure the production of appropriate candidates. MoES will play role of sensitizing undergraduates on how to utilize the ERS. Ministry of Finance Planning and Economic Development: Provide resources for recruitment. Ministry of ICT and National Guidance (MoICT&NG) and National Information Technology Authority of Uganda (NITA-U): Provide ICT support to the ERS and HSC. Development partners: Support the further development of the ERS and capacity building initiatives to enable the full functionality of the e-recruitment system. What are the expected benefits of the E-Recruitment System? a) Improved efficiency: Through the use of the internet, the HSC expects to realize efficiency gains in the recruitment process. Candidates will also be able to access a richer source of information via the internet. They will be able to view the status of their applications, edit and update their profiles as they deem necessary and do realistic job previews. The Applicant Tracking System is expected to reduce the unit cost of recruitment. Some of the paper work will be eliminated and the time needed to perform administrative duties such as scheduling appointments and maintaining records significantly shortened. Candidates will not be required to physically submit applications, thereby enhancing the ease of the application process while at the same time eliminate undue physical contact with the respective offices. 4

5 b) Pre-filtering: E-recruitment allows on line screening and pre-filtering of unsuitable candidates thus enabling the Commission to save time by concentrating on filtered candidates who meet the minimum requirements. c) Data Bank (Job Bureau): E-recruitment will enable the HSC to build a pool of qualified candidates. This will allow the Commission to contact them when appropriate vacancies arise. d) Tracking Candidates: One of the outcomes of E-recruitment will be the establishment of a job bureau. The data bank will enable the HSC to keep track of candidates especially specialists who are usually needed but are in short supply. e) Transparency: E-recruitment makes it possible to access candidate(s) data as well as viewing the progress of the recruitment activities, in line with the permissions on the system. In addition, the Commission will be able to view in real-time the candidate profiles and their status in the recruitment process. f) Coverage: being a web based system, E-recruitment will enable HSC attract candidates for high caliber jobs from both within and outside the country. g) Reports: the system will facilitate production of E-generated reports. What are the common questions by applicants? Common questions have arisen from applicants. Find below some of the questions and answers. Question How do I register a profile on E- Recruitment Portal? Answer Go to the address open the Applicants and Health Workers Portal, on the right hand of the applicants' welcome page, you will find a dialogue box prompting you to either Login or Register. (i) (ii) (iii) (iv) Click Register Now. Enter your address. Follow the steps on the new screen, including creating a new six character password and submit. You will be notified of successful registration and transferred back to the log in screen. I have not successfully uploaded my resume, and passport photograph. You are advised to use a desktop computer or laptop with, Mozilla Firefox or Google Chrome to access all the options. Your resume must be uploaded on section 1 (Personal Information) immediately after filling in the personal details. The passport photograph should be uploaded on the left hand side where you will see the upload photo prompt. You will then be prompted to crop and then save the picture on the profile. You may also upload your photograph and resume at 5

6 How do I submit my application after completing the process? I have failed to see the submit button. Can I apply by sending my Attachments to you by ? How do I know my Application has been submitted successfully? I submitted my sectionfive with all your other attachments. Upload only key documents that are specified in the advert. If the process is well completed and you had selected the job you wanted to apply for during the profile creation, a submit button will appear at the end of section 5 of the documents tab. Click on submit and the application will be received at the Commission. The final screen will read that you have successfully applied for the job and indicate its reference number. This is usually because you have clicked the save profile button, or you did not select the job you intend to apply for or you did not fill all the details in sections 1-5. To submit your application, click the home button in top left corner and do the following in their order. (1) Using the search option, find the job you intend to apply for. (2) Click Apply now. You will be transferred to your profile (3) Crosscheck your profile entries in section 1-5 and click submit at the end of section 5. If the search option does not show results and yet the position was advertised, check the following options below the search button on the right hand side. (a) View All Jobs Basket List, (b) View All Pending Jobs List, (c) View All Recommended Jobs List. The job you seek will be listed in either of the options (a) (c). click on apply now and do as in (3) above NO. Please do NOT send your PSF 3 and/or application documents to us by . Your application will NOT be considered for recruitment. Create a profile for yourself on the e-recruitment system (hers.ug). Log in and apply online. Upon successful submission of your application, the system will send you an notification. However, you may confirm your application status by clicking the View All Applied Jobs List on the right hand side of the home page after logging in. The job for which you applied will also be shown on the home page by default on the second part below notifications Simply log in and read the information under the Applied Jobs List heading. If it does not show the position you applied for, follow steps (1) to (3) and/or (a) to (c) as outlined above. Please log in with your registered details, go to the Manage 6

7 application but did not attach a key document or made an error on personal details My Profile option on the right hand side of the page after logging in, review the details in sections 1 5 and update as necessary. This should be done before the submission deadline set by the Commission. Implementation of the e-recruitment system will make recruitment more efficient, effective and transparent and contribute to the mission of the HSC of building a fundamentally strong and competent Human Resource base for efficient Health Service delivery. Health Service Commission Plot 1 Pilkington Road Worker s House, 3 rd Floor P.O. Box 7452, Kampala Tel: / info@hsc.go.ug E-recruitment portal - 7