Creating New Vacancies

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Vacancies

Creating new vacancies and publishing them on the Job Board

When a user creates a new vacancy this can be published and made available for people to view and apply from different outlets.
These can be the Intranet, Online Portal, or an External Partner such as Seek or Adzuna.

The Online Portal refers to being published to the Public in such that this may appear on your own company site, or hosted for you.
People browsing your website may apply through the Online Portal. If placing advertisements for the vacancy the link to the Online Portal can be provided.

The Intranet refers to being published Internally in such that this vacancy appears for your employees on internal accessible site.

Creating a vacancy

See Creating a Vacancy.

Vacancy Fields Explained

See Vacancy Fields Explained.

Assigning a Recruitment Workflow

See Assigning a Recruitment Workflow.

Assigning a Hiring manager

See Assigning a Hiring Manager.

Adding a recruiter

  1. After logging into the Subscribe-HR HCM Platform, select Recruitment from the left had navigation.
  2. Select the Contacts / Recruiters Folder.
  3. Select the [Add new record] button.
  4. Select the Type this person is. Example: Manager, Employee or Agency.
  5. Enter any particulars that are required and select the [Save] button.

Making an employee a manager

  1. After logging into the Subscribe-HR HCM Platform, select Human Resources from the left hand navigation.
  2. Select the Employees Folder.
  3. Select the Employee you wish to make a Manager.
  4. Locate a drop down called Manager and select Yes.
  5. If this Employee reports to another Manager, locate the Manager Reference drop down and select the Manager this Employee reports too.
  6. Select the [Save] button.

Selecting a default Interview Panel

See Selecting a Default Interview Panel.

The Description field and using a Word Document

See The Description field and using a Word Document.

Assigning Questions

See Assigning Questions.

Publishing

Publication Types


Job Board Job Board "Online Portal" refers to the vacancy being published to the Online Portal. The Online Portal is in the public domain and maybe integrated into your website. People browsing your website may apply for this vacancy.
Internal Vacancy (Intranet) Internal Vacancy refers to the vacancy being published on the dashboard of the self service tool. This means any staff who access the self service tool will be able to apply for this vacancy. Please note, if you are only using the Recruitment Modules, you can copy and past the URL that is available in the publication page, when you select "Intranet" and send this to employees. This will allow them to apply for the Vacancy via the Employee Portal area.
SEEK.com.au SEEK.com.au refers to the vacancy being published on the SEEK website. Fee's and Charges may apply. Please see the article Publishing vacancies to Job Notice Boards for more information.
Adzuna.com.au Adzuna.com.au refers to the vacancy being published on the Adzuna website. Fee's and Charges may apply. Please see the article Publishing vacancies to Job Notice Boards for more information.
CareerOne.com.au CareerOne.com.au refers to the vacancy being published on the CareerOne website. Fee's and Charges may apply. Please see the article Publishing vacancies to Job Notice Boards for more information.
Jobseeker.org.au Jobseeker.org.au refers to the vacancy being published on the Jobseeker website. Fee's and Charges may apply. Please see the article Publishing vacancies to Job Notice Boards for more information.
Trademe.co.nz Trademe.co.nz refers to the vacancy being published on the TradeMe website. Fee's and Charges may apply. Please see the article Publishing vacancies to Job Notice Boards for more information.
Ethicaljobs.com.au Ethicaljobs.com.au refers to the vacancy being published on the Ethical Jobs website. Fee's and Charges may apply. Please see the article Publishing vacancies to Job Notice Boards for more information.

Publishing to the Online Portal

  1. After the Vacancy has been Created and Activated, select the Publications SubFolder.
  2. If you see entries on the Publications screen, then this Vacancy has already been published for the Dates shown.
  3. Otherwise, Select the [Add new record] button.
  4. Select if this publication is going to be active by selecting Yes from the Active drop down.
  5. Select the Publication Type of Online Portal.
  6. Select the From Date. The vacancy will not appear on the Online Portal until this day.
  7. Select the To Date if known. The To Date will default to 1 month from the From Date if no value is entered.
  8. Otherwise select the Never Close check box (the To Date will disappear) if there is to be no end date.
  9. Select [Save] button when done.
  10. Check your Online Portal to make sure your Vacancy has published the way you expected it to.
    If you are unsure of what the link is:
  1. Select the Maintenance TAB
  2. Select the Online Portal Settings Folder.
  3. Copy the link in the Portal URL text box and paste this into your browser address bar.

If you publish to a third party jobs notice board such as SEEK or Adzuna then your vacancy is automatically published on the Online Portal for you.

Publishing an Internal Vacancy (Intranet)

  1. After the Vacancy has been Created and Activated, select the Publications SubFolder.
  2. If you see entries on the Publications screen, then this Vacancy has already been published for the Dates shown.
  3. Otherwise, Select the [Add new record] button.
  4. Select if this publication is going to be active by selecting Yes from the Active drop down.
  5. Select the Publication Type of Internal Vacancy (Intranet).
  6. Select the From Date. The vacancy will not appear on the Online Portal until this day.
  7. Select the To Date if known. The To Date will default to 1 month from the From Date if no value is entered.
  8. Otherwise select the Never Close check box (the To Date will disappear) if there is to be no end date.
  9. Select [Save] button when done.
  10. Check your Intranet to make sure your Vacancy has published the way you expected it to.
    To locate and the Job Listing on the Intranet, select the Human Resources TAB, and select View Internal Vacancies from the Quick Links Dashboard panel.

Publishing to an External Third Party

Such as SEEK, Adzuna, CareerOne, EthicalJobs, Indeed etc.

  1. After the Vacancy has been Created and Activated, select the Publications SubFolder.
  2. If you see entries on the Publications screen, then this Vacancy has already been published for the Dates shown.
  3. Otherwise, Select the [Add new record] button.
  4. Select if this publication is going to be active by selecting Yes from the Active drop down.
  5. Select the External Publication Type of SEEK.com.au, Adzuna.com.au, CareerOne.com.au, etc.
  6. Depending upon the External Publisher selected, there will be a series of fields to populate. These will include fields like From Date, a Template, Location details, Salary, etc. Below is more details of these fields.
  7. Select [Save] button when done.
  8. Check the External Third Party Website to see if it has Published correctly.
    Note: There could be a delay between Publication & Appearance on the site due to the External Third Party Publishing process.


Publishing to SEEK.com.au

  1. After the Vacancy has been created and activated select the Publications SubFolder.
  2. If you see entries in the Publications table then this vacancy has already been published.
  3. Select the Create button.
  4. Select the Publication Type as SEEK.com.au
  5. Select the From Date from the calendar.
    The From Date will determine when the vacancy is published on SEEK.com.au
  6. Select the SEEK Standard Ad Template from the drop down.
    The Standard Template designs are available from the SEEK website.
  7. Select the Zone from the drop down.
    The SEEK Zone allows posting of vacancies into the General SEEK area or for executive vacancies select SEEK Executive.
  8. Select the Classification from the drop down.
    This is the vacancy category.
  9. Select the Sub-Classification from the drop down.
    This is the vacancy subcategory and is dependent on the Classification selected.
  10. Select the SEEK State / Region from the drop down.
  11. Select the Location.
    This is the location of where the vacancy exists.
  12. Select the Location Area.
    This is the state area where the vacancy exists and is dependent on the Location.
  13. Select the Work Type.
    This is whether the vacancy is Full Time, Part Time, Contract/Temp, Casual/Vacation type work.
  14. Select the Add Residents Only Message if you wish for the vacancy to appear on SEEK with a note advising that the vacancy is only available for residents of this country.
  15. Select the Pay Structure from the drop down.
  16. Select the Salary Min from the drop down if known.
    This is the starting salary for this vacancy.
    This value is not visible on SEEK however is used when searching for vacancies within a salary range.
  17. Select the Salary Max from the drop down if known.
    This is the highest salary available for this vacancy.
    This value is not visible on SEEK however is used when searching for vacancies within a salary range.
  18. Enter the salary into the Visible Salary (50 characters max) if applicable.
  19. Enter the Search Results Title (80 characters max).
  20. Enter a Short Description (150 characters max) of the vacancy.
  21. Enter the Job Title (80 characters max) This is the title of your vacancy advertisement.
  22. Enter the Video Link (full embed link including object tags as displayed on the youtube.com site)
  23. Select the Video Position
  24. Select Make Your Ad Stand Out (may incur additional cost) option if you wish to utilise SEEK priority feature.
    You will then get the following options:
    * Selling Point 1 (80 characters max)
    * Selling Point 2 (80 characters max)
    * Selling Point 3 (80 characters max)
    * Logo
  25. Enter the Estimated Cost if applicable.
  26. Select Use Clean Description and you will then get the following options:
    * Full Description (inc. HTML)
  27. Select the [Save] button.
    By clicking Save you are publishing this vacancy on SEEK.

Utilizing Apply with Seek

  1. Select a job and click Apply or applicant clicks on apply on seeks website and is automatically directed to the job board
  2. Applicant enters e-mail address
  3. Applicant can now Apply with seek or create a new profile manually
  4. Applicant authorises the task
  5. Applicant is automatically redirect back to the job board with their details pre-filled
  6. Applicant can continue through the steps and can click confirm and apply clicking this triggers an API call to seek and finalises the application

Find additional information at: http://www.subscribe-hr.com.au/resources/data-sheet/apply-with-seek

Seek premium Ad auto listing

  1. Create and export a Vacancy as a standard job
  2. Client(or SEEK) book premium add directly via SEEK
  3. Client(or SEEK) to 'Copy' active uploaded job ad and assign this as content to the premium ad booking

If client instructs seek to do this, client must inform SEEK that the job ad applications will be received via SEEK Application Export

  1. When assigning content, client (or SEEK) must add "PL" to the end of the reference number (i.e. 1119-51PL)
  2. Subscribe-HR will then be able to retrieve applications via SAE for both Classic and Premium Ad

Refer to seek data sheet link above for additional information

Subscribe-HR and the Seek API Process

The linkout function at Seek gives a direct link to the Subscribe-HR vacancy when selecting the apply button. Seek disabled external Recruitment system link outs in August 2013, unless negotiated by their clients to keep this functionality. Subscribe-HR has an alternate system to get applicants from Seek into Subscribe-HR. This works via the Subscribe-HR back-end system process doing an API connection via the Seek API to Subscribe-HR Applicants. This is done for all customer systems that have a Subscribe-HR seek publication.

  • When an applicant arrives in the Subscribe-HR system from Seek, the process sends an email to the applicant to login to Subscribe-HR. This email template is found in correspondence and is called SEEK SAE Acknowledgement and can be edited for Customer specific wording. * The Process is: Applies with Seek with a User Name and Password: Provides CV, Letter and Basic Details to Seek. 3. Seek sends confirmation email with notice that Service provider (S-HR) will contact them shortly (VIA E-mail) to complete application. 4. S-HR receives CV, Letter and basic information and sends email to applicant to finalise application. Email contains link to job portal. 5. Using link provided, Applicant logs in on Job Portal (Microsite) using Email address and PW provided in S-HR email. This email is called the Seek Acknowledgement email (SAE). 6. Applicant finishes application as per Microsteps. 7. Data is written to S-HR data base and is listed in the system in the appropriate vacancy.
  • When an applicant applies to a second Vacancy via Seek and is picked up from Subscribe-HR, the applicant is not sent a Password, as the saved password has been encrypted. Rather the below text is sent to the applicant.
    Password: Use the password you previously entered. If you have forgotten your password you can recover it by using this link.

The word link contains a web link to the reset password option.

Free and charged updates after publishing a Seek Ad

When using bulk import facilities FastlanePlus to post job ads onto SEEK, the following actions constitute a new or additional advertisement and will be counted and billed accordingly:

  1. If a job reference is received in a file and then not included in a subsequent file it is removed from the SEEK website. ** If that job reference is then reposted in a subsequent file it will be counted as a new ad regardless of timeframes between import files. This practice is commonly known as refreshing.
  2. If a job reference changes it will be counted as a new ad.
  3. If a job remains and is received in a file beyond 30 days it will automatically be re-listed and counted as a new ad.

This information reflects the standard SEEK Advertising Terms of Use.

Publishing to Ethicaljobs.com.au

  1. Enter your Ethicaljobs account information (These steps are only required to be completed once, if this has been completed, skip to step 6.
  2. Click Maintenance from the left navigation menu
  3. Click Ethicaljobs Accounts
  4. Enter your Uername and API key (These are obtained from the Ethicaljobs customer support team).
  5. Select Save
  6. Navigate to Recruitment from the left navigation menu
  7. Click Vacancies
  8. After the Vacancy has been Created and Activated, select the Publications SubFolder.
  9. If you see entries on the Publications screen, then this Vacancy has already been published for the Dates shown.
  10. Otherwise, Select the Add new record button.
  11. Select if this publication is going to be active by selecting Yes from the Active drop down.
  12. Select the Publication Type of Ethicaljobs.com.au.
  13. Select the From Date. The vacancy will not appear on Ethicaljobs until this day.
  14. Select the To Date if known. The To Date will default to 1 month from the From Date if no value is entered.
  15. Select the Job Title
  16. Write a Short Description of the publication
  17. Select a Location, Work Type 1, Classification 1, and Sector 1.
  18. Check Use Clean Description to clean the description of any formatting.
  19. Select Save button when done.
  20. Check Ethicaljobs to make sure your Vacancy has published the way you expected it to.

Note: The EthicalJobs API, will only allow you to create NEW ads and POST them from Subscribe-HR to EthicalJobs. If you want to update or expire EthicalJobs Ads, this will need to be done from your EthicalJobs account directly.


Publishing to Adzuna.com.au

Please note: MyCareer is now caled Adzuna. Please visit www.mycareer.com.au for more information about the Joint Venture between MyCareer and Adzuna. Adzuna is a free Job listing service. It is pay per click. So, it is Free to post, though you can post to Adzuna for free. It can take up to two days for the post to be updated by Adzuna once it has been uploaded via Subscribe-HR. The below steps are required to complete the Publication.

  1. After the Vacancy has been created and activated select the Publications sub-folder.
  2. If you see entries in the Publications table then this vacancy has already been published.
  3. Select the Create button.
  4. Select the Publication Type as Adzuna.com.au. This is a Mandatory field.
  5. Select the From Date from the calendar.
    The From Date is a Mandatory field and will determine when the vacancy is published on Adzuna.com.au.
  6. Enter the Ad Title in the text input field.
  7. Enter the Ad Description in the Large text input field. Note : The description of the ad must contain at least 100 characters.
  8. Enter the Job Location in the text input field.
  9. Enter the Country in the text input field.
  10. Enter the Salary in the text input field.
  11. Enter the Minimum Salary in the text input field.
  12. Enter the Max Salary in the text input field.
  13. Confirm the Company Name that has auto-populated from the
  14. Select the Job Category from the Drop-Down list.
  15. Select the Contract Type from the Drop-Down list.
  16. Select the Contract Time from the Drop-Down list.

Publishing to Indeed.com.au

Publishing to Indeed is completed through an automatic export in the system settings. You can find more information here.

Using Campaigns

Setting up campaigns in the Subscribe-HR Software can allow a user to report on and gauge how successful a recruitment campaign was. This however is not necessary to setup to be able to publish a vacancy.

  1. Select the Recruitment TAB
  2. select the Campaigns Folder.
  3. Select the [Add new record] button.
  4. Enter the Name of the Campaign.
  5. Provide a Start Date for the Campaign.
  6. Provide an End Date for the Campaign if known.
  7. Select a Manager for the Campaign if applicable.
  8. Select the Location that the Campaign is for.
  9. Select any Default Questions
  10. Enter any Notes.
  11. Select the [Save] button.

Assigning a vacancy to a campaign

  1. Select the Recruitment TAB.
  2. Select the Vacancy Folder.
  3. Select the Vacancy you wish to assign.
  4. Locate the Campaign drop down and select the desired Campaign.
  5. Select the [Save] button.



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