Vacancies

Vacancies

Creating a Vacancy

Please note, that if you use the [Clone] Vacancy button, Subscribe-HR will copy all Attributes from the Cloned Position as well as other details. The only details not "Cloned" are Status, Cost and Number of Applications.

1. After logging into the Subscribe-HR portal, select the Recruitment TAB.
2. Select the Vacancies Folder.
3. Select the [Add new record] 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

Field Name	Description
Key Vacancy	Is the vacancy a key hire position.
Reference Number	If there is a vacancy reference number for this job, enter this here.
Recruitment Workflow	Assigning a workflow will assist in stepping applicants through the recruitment process. The steps in the recruitment process can be defined by modifying an existing or creating a new workflow.
Link Questionnaire	This is only available if you have Ticked Enable Questionnaires in Maintenance, Online Portal Settings. See Assigning Questions. To link Questionnaire to the Vacancy, Select the questionnaire here. This stage will come after the acknowledgement stage.
Link Questionnaire (Other Questions Section)	This is only available if you have Ticked Enable Questionnaires in Maintenance, Online Portal Settings. See Assigning Questions. Other questions is a second questionnaire with different questions to the first (Above) which will come after Certificates and Licences, Work History, and Education, prior to Confirm and Apply.
Cost	This is a display only field, visible when modifying the record. Is Auto Generated and calculated based on Agency commissions and Other Recruitment costs. Other Costs can be entered in the Applicant Vacancy Sub Folder. Use the Vacancy Management Tool to input Other Costs.
Positions Open	The number of vacancies to be filled.
Number of Applicants	This is a display only field, visible when modifying the record. This is an auto generated field of the number of Applicants who have applied for the Vacancy.
Disable Agency Applicant Submissions	Only accept non-Agency applications.
Vacancy Name	Short description of the vacancy.
Status	This is a display only field, visible when modifying the record. Example: Active, Pending, Archived, etc.
Campaign	You can define a campaign and then record the vacancy against the campaign, which will in turn allow you to measure the effectiveness of the campaign.
Hiring Manager	The person in charge of hiring. This is a list of managers and recruiters.
Open Date	This is a display only field, visible when modifying the record which has previously been activated (Not Pending).
Close Date	Date no more applications are accepted.
Interviews Commencing	Date that interviews start.
Short List Date	Target date that the hiring manager wishes to have a short listing of applicants.
Target Date	Target date to have the applicant recruited.
Date Filled	Date in which the vacancy has been filled.
Location	Location from where the vacancy role will be performed.
Department	Department that this vacancy is performed for.
Division	Division that this vacancy is performed for.
Business Area	Business Area that this vacancy is performed for.
Cost Centre 1	Name of the cost centre.
Cost Centre 2	Name of the cost centre.
Work Type	The type of work such as Full time, Part time, Casual, etc.
Hours	Required hours to be worked per working week.
Pay Structure	How the pay is calculated, Salary, Hourly, Commission, etc.
Salary Min	The starting salary range for this vacancy
Salary Max	The maximum salary range for this vacancy
OTE	On Target Earnings Base amount.
Internal Hire	If the vacancy is filled by an existing employee
Standard Questions	This is only available if you have NOT Ticked Enable Questionnaires in Maintenance, Online Portal Settings. See Assigning Questions. Select check box of required Questions
Default Interview Panel	By selecting members from the Default Interview Panel means these people are invited to interview the Applicant.
Selling Point 1	Advertisements will have a BULLET POINT short description, if populated.
Selling Point 2	Advertisements will have a BULLET POINT short description, if populated.
Selling Point 3	Advertisements will have a BULLET POINT short description, if populated.
Short Description	This is the Summary for the Job Advertisement.
Description	This is the text for the Job Advertisement. If copying and pasting from a Word Document please read the section Using a Word Document in the Job Description field
Vacancy Description	This is a file upload field that enables the uploading of the vacancy description to the Vacancy. This is displayed above the apply link after selecting Find out more from the Vacancy Summary. If no file has been uploaded in the Vacancy, then no link will appear.

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.

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 in the Hiring manager drop down may have to make them a Manager or add them as a Recruiter.

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 fulfill 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 Questions

Standard Questions need to be setup before you can assign questions to the Vacancy or to a Questionnaire.
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.
Defining if the question is mandatory is performed in the Standard Questions Setup.
Once the pool of questions are established these questions can be re-used in any number of Vacancies or Questionnaires you may setup.

Assigning Standard Questions

Please note that if you are using Questionnaire, you will NOT be required to tick the questions here. This means that if you have Ticked Enable Questionnaires in Maintenance, Online Portal Settings, this area will NOT be visible in the Vacancy Form.

To Assign Questions to a Vacancy:

1. After logging into the Subscribe-HR portal, select the Recruitment TAB.
2. Select the Vacancies Folder.
3. Select the required 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.

Assigning Questionnaires

Please note that if you are using Standard Questions, you will NOT be required to select from the Questionnaire dropdowns here. This means that if you have NOT Ticked Enable Questionnaires in Maintenance, Online Portal Settings, this area will NOT be visible in the Vacancy Form.

To Assign Questionnaires to a Vacancy:

1. After logging into the Subscribe-HR portal, select the Recruitment TAB.
2. Select the Vacancies Folder.
3. Select the required Vacancy.
4. Locate the Link Questionnaire and Link Questionnaire (Other Questions Section) drop downs. These questionnaires are made in the SHaRe solution.
5. Select the required Questionnaire for the Vacancy.
6. Select the [Save] button when complete.

Custom Recruitment Portal Steps

The Microsite Steps SubTAB is located next to the General SubTAB when you select a Vacancy. These Steps will be used by an Applicant when they are applying for a Vacancy. If you do not use Custom Steps, the Default set-up in maintenance will be used.

1. After logging into the Subscribe-HR portal, select the Recruitment TAB.
2. Select the Vacancies Folder.
3. Select required Vacancy.
4. Select Microsite Steps SubTAB.
5. Select Customise Application Steps check box to display the available Steps.
6. For each of the following Steps you will have the options to:
   Disable - If you check this box, this stage will not appear in the Vacancy Application form in the portal that is used by an applicant when applying.
   Mandatory - If you check this box, the applicant will need to submit a least 1 record into the form to get to the next step:
   * Education
   * Referees
   * Work History
   * Certificates & Licences
7. You will also get 2 steps for Questionnaires which only have the Disable option:
   * Questions
   * Other Questions
8. You can re order the steps by clicking on the step holding down the click and dragging the step into the correct place
9. When completed select the [Save] button.

Using Social Media Share Option in Vacancy Master File

The Subscribe-HR Recruitment Administration Solution allows the person who is logged in (SA User), share the Vacancy into their Social Media networks. Including LinkedIn, Facebook, Twitter and E-mail. If you wish for us to add others including Google + for example, let us know. Look for the Social media Icons at the top right of your screen. Once the Icons have been selected, you can then select the type of Social Media you would like to Share the Vacancy with. As standard we have Linkedin, Twitter and Facebook available. + E-mail. If you select Linkedin as your options, you will then be asked to authorise Subscribe-HR to access your Linkedin profile. From here the user can share the Job into your LinkedIn feed. (Please note, LinkedIn previously allowed the user to share the Job directly with a connection or multiple connection and Subscribe-HR could track this referral / application process. LinkedIn has turned their API's off for all e-Recruitment system, HR System providers).

Once you have shared this Vacancy into your Social Media Feed, there is a Referrals sub-tab in the Vacancy Manage tool which will allow you to see how the referral was made and if the recipient has applied for the position. This is the automatic Tracking Feature that exists for LinkedIn and Twitter. This same feature is available on the Subscribe-HR Recruitment Portal. This allows the public to share Jobs from your portal into LinkedIn, Twitter and Facebook.

Social Media Referral Tracking in Vacancy Manage Sub-Folder

To access the Referral Tracking Feature in Subscribe-HR:

1. After logging into the Subscribe-HR portal, select the Recruitment tab.
2. Select the Vacancies Folder.
3. Select a Specific Vacancy.
4. Select the Manage Sub-Folder from the left menu.
5. Sort by Referrals from the Step Tab on the Right (where your recruitment workflows for that Vacancy are located).

The Referrals sub-tab will show you who has been referred to the position and who has applied for the position. If someone applies from one of these sources, Subscribe-HR will show you where the applicant came from in the Vacancy Manage feature also. Please also see e-Recruitment portal for information relating to the Social Media sharing feature available here. Please note, if a Vacancy is shared via the Job Board, there is no referral tracking available as the person who shares cannot be identified by Subscribe-HR. Referral tracking is only available through SA login to the Recruitment Solution.