Revision as of 23:33, 18 April 2013

< < < UNDER CONSTRUCTION > > >

Online Portal Vacancies

Creating new vacancies and publishing them on the online portal

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 MyCareer.

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

1. After logging into the Subscribe-HR portal, select the Recruitment TAB.
2. Select the Vacancies Folder
3. Select the [Create] button.
4. Enter details about the Vacancy in the fields provided.
   Please see the Vacancy Fields Explained table below for more information on the fields.
5. When completed select the [Save] button.
6. After saving the vacancy you should notice an Activate button. You must activate this vacancy before you can publish this vacancy to the Online Portal.

Mandatory fields are marked with Red Asterisk, the record will not be saved unless mandatory fields are filled in first.

Vacancy Fields Explained

Assigning a Recruitment Workflow

The importance of assigning a Recruitment workflow is that it steps the applicants through your defined recruitment process automatically, and also allows for correspondence to be automatically sent when an action or point is triggered.

For example: If we had setup our Recruitment Workflow to be a 3 step process. [1. Acknowledge, 2. Interview, 3. Offer]

Jim applies for the vacancy, Jim could receive an automated email Acknowledging that we had received his application. and when utilise the stepping tool and progress Jim's application to the Interview stage Jim may also receive an automated email advising Jim that he has been progressed to the next stage.

Alternatively, we could decline Jim's application and Jim may receive an automated email advising of an unsuccessful application.

1. When setting up a new vacancy we can select an existing recruitment workflow, and before publishing change the workflow to a new or modified workflow if we desire to.
2. To modify or create a new recruitment workflow users should select the Maintenance TAB and then select the Recruitment Workflow folder.

It is important to remember that if you choose to modify an existing recruitment workflow, and this workflow is in use by other vacancies the workflow will be modified for all vacancies.

Assigning a Hiring manager

The Hiring manager is the person responsible for recruiting the candidate.

The Hiring manager drop down contains all managers and recruiters in the organisation.
If you do not see the person you are looking for you in the Hiring manager drop down may have to make them a manager or add them as a recruiter.

Adding a recruiter

1. Select the Recruitment TAB.
2. Select the Recruiter folder.
3. Select the 'create' button.
4. Select if this person is a Manager, Employee or Agency.
5. Enter any particulars that are required and select the 'Save' button.

Making an employee a manager

1. Select the Human Resources TAB.
2. Select 'List Employees'.
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 to.
6. Select the 'Save' button.

Selecting a default Interview Panel

The Default Interview Panel automatically advises the selected people that an applicant has been invited for an Interview at a particular date and time.

1. Select the people who should attend the interview for this vacancy.
2. Select the 'Save' button.

The Description field and using a Word Document

The Job Description and your organisations requirements to successfully fulfil this position are published in the description field.
The Subscribe-HR Software comes with some great tools for formatting the text

If however you have your Recruitment Advertisement designed in Microsoft Word you can simply copy and paste from Microsoft Word into the Description text field.
Sometimes there are formatting issues and not everything looks the same. In this instance click on the MS Word icon in the tool bar above the text box.
This will provide you with a window to paste your Microsoft Word text into

1. Copy MS Word Text.
2. Paste MS Word Text into Window.
3. Select the 'Insert' button.

Assigning Standard Questions

Standard Questions need to be setup before you can assign questions to the vacancy.

Standard Questions are a pool of commonly asked questions that the HR Team or Managers may want to ask an applicant when applying for a vacancy.
Once the pool of questions are established these questions can be re-used in any number of vacancies you may setup.
To Assign a Question to a vacancy:

1. Select the Recruitment TAB.
2. Select the Vacancies folder.
3. Select the desired Vacancy
4. Locate the Standard Questions box
5. Place a tick next to each Question you wish to be asked when an applicant applies for this vacancy.
6. Select the 'Save' button when complete.

Setting up the Questions and defining if the question is mandatory is performed in the Standard Questions Setup.

Publishing to the Online Portal

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 if this publication is going to be active by selecting an option from the Active drop down.
5. Select the Publication Type 'Online Portal'.
   

1. Select the From Date. The vacancy will not appear on the Online Portal until this day.
2. Select the To Date if known. The To Date will default to 1 month from the From Date if no value is entered.
3. Enter an Estimated Cost if known.
4. Select Save.
5. 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:
   Select the Maintenance TAB
   Select the Online Portal Settings folder.
   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 MyCareer 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 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 if this publication is going to be active by selecting an option from the Active drop down.
5. Select the Publication Type 'Internal Vacancy (Intranet)'.
   

1. Select the From Date. The vacancy will not appear on the Intranet until this day.
2. Select the To Date if known. The To Date will default to 1 month from the From Date if no value is entered.
3. Enter an Estimated Cost if known.
4. Select Save.
5. 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.

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 and select the Campaigns folder.
2. Select the 'create' button.
3. Enter the Name of the Campaign.
4. Provide a Start date for the Campaign.
5. Provide an End Date for the Campaign if known.
6. Select a manager for the Campaign if applicable.
7. Select the location that the Campaign is for.
8. Enter any notes.
9. 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.