Adding a Vacancy Listing

www.northeastjobs.org.uk

Each organisation on North East

Jobs has the ability to add a

vacancy for advertising on the

site.

In every instance the process

begins with a vacancy creation

form being completed.

Sign into North East Jobs -

https://admin.northeastjobs.org.uk

When logged in click Jobs on the left hand menu and then the link

titled ‘Create a Job’

Choose a Job Category from the next

screen.

Please note, you can only choose one

category so try to make it the one most

appropriate to the duties of the vacancy.

Scroll to the bottom of the screen and click ‘Create Job’

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The Vacancy Creation screen will appear. At the top of this screen is a list of the stages in the

creation workflow. Please note this can differ on a job by job and organisation by organisation

basis and is shown here as reference only

Below this workflow layout sits the advert creation form. Help text for fields is available by

hovering over the question marks

beside most fields. Also shown here

is a red asterisk beside the field

name. This indicates that the field

must be completed before the vacancy can move to the next stage.

Work from top to bottom completing the fields of the form as you go.

Depending upon your organisations set up you may come to sections for Pre-Screening

Questions, Competency Frameworks and Picking Authorisers for the Job. These are covered in

the following pages of this manual. Please refer to page 4 for Pre-Screening Questions Page 5

for details about Competency Frameworks and Page 7 for Picking Authorisers.

Towards the bottom of

the page you will find the

a section for uploading

documents relating to

the vacancy, Job

Description, Person

Specification, etc.

These documents get

published alongside the

vacancy listing and

should be in a widely

used format such as Word, PDF, etc. Please bear accessibility in mind when creating them.

You can attach one Job Description, One Person Specification and as many Additional

Documents as the job requires.

The global documents section is for overarching information such as privacy policies which is pre

-loaded.

Comments about the vacancy can also be added at

the bottom of the screen. This information does not

get published to the jobseeker but may be useful to

the recruitment team and authorisers as the vacancy

progresses.

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Finally at the bottom of the screen you will see the options around what to do with the vacancy

Of note here is the option to ‘Save this page’ which will save the details and let you return to

complete the listing at a later point.

Delete lets you delete the entire listing and remove it from the database.

Save and Move to Next Stage validates the data on the form, presenting any errors for

correction. If there are any errors a red box will be

displayed over the field(s) where the error is found and

these can be corrected before clicking the button again

If there are no errors or once they are corrected it will then save the listing to the database and

move it to the next part of the workflow—usually an authorisation stage. An email will be sent

to the person who is dealing with the next stage

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Pre-Screening Questions

Pre-screening Questions (sometimes referred to as Killer questions) allow you to filter potential applications from

jobseekers who may not satisfy some of the requirements for the vacancy. Frequently there will be questions such as,

“Do you have the right to live and work in the UK?”’

Or,

“Do you have a full UK driving licence?”.

The set of questions spans across all users of the system so are kept as generic as possible.

If a user states they do not meet the criteria of the question then they are stopped from progressing to the application

form, avoiding them wasting their time completing it and your time filtering through it at shortlist, etc.

The questions are chosen during the vacancy creation workflow and may or may not feature in the facilities built for

your organisation.

You can scroll through the list of available questions and add them to the vacancy by clicking the Add button.

Once added you have a the option to say an applicant may not change their answers (if they made a mistake the

system allows for this) and also to delete them from the listing.

Please note that once a question is added to the vacancy and it goes live the questions CANNOT be altered or

removed from the advert.

5

Competency Frameworks and Scoring Systems

Application forms need not be static on North East Jobs. The competency framework tools allow for the replacement

of a single page asking applicants to specify how they meet the criteria of the post with bespoke questions that are

specific and tailored to the vacancy being advertised.

This enables you to tease from the applicants the specific information you need in order to carry out your shortlisting

exercise. Instead of having to search through a five page essay you can have the specific detail you require provided

by the applicant.

Adding these to the application forms is dependant upon your organisations implementation of the North East Jobs

system.

If the option is present you will see the following section on the vacancy creation form -

The scoring system and questions listed in the

drop downs will be specific to your organisation.

Here a simple Pass/Fail system is being specified.

This is used during the shortlist stage to mark

applications answers (again, this depends upon

organisational setup).

The question drop down list will contain only the

options agreed for your organisation. There may

be several sets of questions or only one here.

When you select one of the options a further

element is shown allowing you to

choose questions from the sets.

Here you can expand the sets, tick the

box beside the questions you wish to

use and then click ‘Add Selected

Framework Questions’.

This adds the question to the form. If you click on the

text of the newly added question it will expand to

show options around character and word count which

you can alter and then save.

You can add as many questions as you wish to the

vacancy including bespoke ones.

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Competency Frameworks Bespoke Questions

Alongside the competency Frameworks you are able to create and add new questions which are completely specific to

the job you are going to advertise. The option for this sits just under the drop

down list of framework questions.

Clicking on this brings up an input screen to help create these bespoke

questions.

An application form can contain both Framework questions and bespoke allowing for a multitude of customisation

options.

Simply type the text you wish to use as the question in the field shown above. This is limited to 600 characters and a

countdown shows this as you type. Once complete click ‘Add Ad Hoc Question’.

Once your question is added you have the same options as the frameworks around changing character / word limits.

To access these just click on the text of the question.

7

Authorisers for the Job Depending upon the workflows put in place for your organisation you may have up to nine authorisation stages for the

vacancy to pass through before it goes live.

In the example below the vacancy goes from the creator to the Director for a check before progressing.

You are required to specify who the authoriser is for each stage which is done by selecting from drop down boxes on

the vacancy creation form.

Simply click on these boxes and select the relevant entries from the lists. In some cases this will have a list of names, in

others there will be one generic name added depending upon your organisations set up.

When the job is moved forwards an email is sent to the mailbox of the person chosen for each stage and they are

asked to take an action to progress the advertisement.

North East Jobs is operated and managed by North East Regional Employers’

Organisation for the benefit of all public sector bodies in the region.

For more information on NEREO please visit: www.nereo.gov.uk