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  • Hiring

    Offer Phase

  • 2 Revised June 2011

    Contents Page 3 The Hiring Process

    Page 4 Candidate Selection Page - Overview

    Page 5 Display Candidates Page - Overview

    Page 6 - 9 Requesting completion of the Work Health Assessment (WHA)

    Questionnaire

    Page 10 Monitoring completion of the Work Health Assessment Questionnaire

    Page 11 - 13 Completing the Request to Appoint Questionnaire

    Page 14 - 15 Notifying candidates they have been unsuccessful after interview

    Page 16- 17 Setting unsuccessful candidates to Rejected

    Page 18-19 Tracking the candidate to be appointed & accessing the contract of

    employment.

    Page 20 Setting the Job requisition to Closed

    Information for staff using an UNMANAGED computer

    Popups should automatically be allowed for staff on managed computers

    When using the e-Recruitment system please ensure that you have allowed Popups.

    On a PC using Internet Explorer

    1. Click Tools, select Popup blocker (usually the second option down)

    2. Either click Turn Off Popup Blocker to allow ALL popups or choose popup blocker settings and

    allow popups from the following web address only; Jobs.shef.ac.uk

    On a PC using Firefox

    1. Click Tools, select Options and then Content

    2. Either uncheck the box that states block Popup windows to allow ALL popups or choose Exceptions

    and allow popups from the following web address only;

    Jobs.shef.ac.uk

    On a MAC using Firefox

    1. Click Firefox, select Preferences and then Content

    2. Either uncheck the box that states block Popup windows to allow ALL popups or choose Exceptions

    and allow popups from the following web address only; Jobs.shef.ac.uk

  • 3 Revised June 2011

  • 4 Revised June 2011

    Candidate Selection Page Overview

    This screen lists all of the Job Requisitions you have created or have been given access to. From

    here, you can monitor the number of applications received for a vacancy. These will be visible to

    Recruiters during the application phase, as well as after the closing date. You can monitor

    whether you have received sufficient applications and contact Human Resources to extend the

    closing date, if necessary.

    Display Candidates: to list the candidates for a highlighted Job Requisition see page 5.

    Click here for an

    overview of the

    Job Requisition

    Click the

    blue box to

    select or

    deselect

    the Job

    Requisition.

    Display Selection:

    Displays the Job

    Requisitions that you

    have selected

    Reset: Resets the

    Selection Criteria fields

    at display Job

    Requisition.

    Arrow buttons:

    allow you to

    navigate through

    the pages.

    Click here to sort

    column below.

    Status: You can choose to view the Job Requisitions by their

    current status (All, Draft, Released, Closed)

    Start date and End date: Enables you to view Job Requisitions

    created within a specific period.

    Filter Row: Enables you to search for a specific Job Requisition

    1. Click in the column you wish to search on e.g. Job Title

    2. Type in the Job Title e.g. Research Associate

    3. Click on the Filter Symbol

    Any Job Requisitions with a matching job title will appear

    4. To return to all Job Requisitions delete the Job Title in the

    search row and press the filter symbol

    Click here to

    collapse or expand

    the Selection

    criteria box

    Shortlisting report: Click here to print

    an Applicant list or Shortlisting report.

    See Selection Training Guide p 8-10

    Publication Ref: Shows the

    advertising reference once it is

    published on-line

    Closing Date: Shows the closing

    date once it is published on-line.

  • 5 Revised June 2011

    Display Candidates Page Overview

    This is the main screen for processing the Hiring activities for a vacancy. You will use this screen

    to carry out actions at each of the Hiring stages i.e. Pre-Selection (preparation for shortlisting),

    Selection (inviting to interview etc.), Offer Phase and Rejection (notifying unsuccessful

    candidates).

    Create Activities: Used to process the possible activities for selected candidates.

    Process Activities: Allows you to track which activities have been performed for a selected candidate.

    Set as Read: Set selected candidates application as Read.

    Set as Unread: Set selected candidates application as Unread.

    Print: Downloads all applications into a PDF document which can be printed, saved or emailed.

    Arrow buttons:

    used to navigate

    through the

    pages.

    Gives an overview

    of the candidates

    application

    Filter Row: Enables you to search for specific

    Criterion

    1. Click in the column you wish to search on e.g.

    Application Source

    2. Type in the criteria e.g. Word of Mouth

    3. Click on the Filter Symbol

    Any Candidate with a matching application source

    will appear

    4. To return to all candidates delete the application

    source in the search row and press the filter

    symbol

    Click the

    blue box to

    select or

    deselect a

    candidate.

    Click here to

    collapse or expand

    the Selection

    criteria box

    Click here to

    sort column

    below.

    Display Selection: Displays the

    candidates in the status and ranking

    method that you have selected.

    Ranking Method: Provides 3

    different sets of information

    surrounding the candidates

    see page 6.

    Select or

    deselect all

    candidates

    Candidate column:

    Detailed on page 6.

    Candidate Status: Selects

    candidates based on the

    status of their application

  • 6 Revised June 2011

    Offer Phase

    Once the Panel has notified you regarding which candidate they wish to appoint, the candidate

    should be contacted. When the offer has been accepted/agreed, you will then proceed with the

    e-Recruitment Offer Phase activities.

    How to send the Work Health Assessment (WHA) Questionnaire

    Every staff member is now required to complete a Work Health Assessment with the

    Occupational Health Service before they are appointed.

    In line with the Equality Act the Work Health Assessment should not be sent until the successful

    applicant has had a conditional offer of appointment from the recruiting department.

    If the vacancy you are appointing to is a risk post the candidate must complete the Work

    Health Assessment Questionnaire Specialist.

    If the vacancy is a risk post and the candidate will be working with animal they must

    complete the Work Health Assessment Questionnaire Specialist AND the LAA

    questionnaire.

    Where the post involves risks categorised as L or M on the Risk Assessment form. They

    must complete the Immunisation Questionnaire.

    If the vacancy is not a risk post the candidate must complete the Work Health

    Assessment Questionnaire General.

    Within e-Recruitment:

    You will email the candidate to request they complete the relevant Work Health

    Assessment questionnaire in the system.

    Then monitor that the candidate has logged in and completed this questionnaire - chasing

    up if necessary.

    Occupational Health will be notified by an automatic email when the candidate has

    completed the questionnaire.

    Occupational Health will assess the candidate and update in e-Recruitment that the check

    has been successfully completed. You will have visibility that this activity has been

    completed via the Process Activities screen for the candidate, although the details of the

    assessment will remain confidential within Occupational Health.

  • 7 Revised June 2011

    How to identify a Risk post:

    To identify if the job has any risks look at the Risk Assessment Form attached to the Job

    Requisition. This can be accessed by the Job Requisition link circled below.

    Once you have

    identified whether the candidate needs the Specialist or General Work Health Assessment and

    possibly the LAA questionnaire and/or the Immunisation Questionnaire (See above) you need

    send them the relevant questionnaire(s) and request that they complete it.

    1. Highlight the candidate to be sent the

    Work Health Assessment (WHA)

    Questionnaire.

    2. Click on Create Activities > Offer

    Phase > Request Completion of WHA

    Questionnaire.

    You now need to attach the relevant Work

    Health Assessment questionnaire,

    Specialist, General, LAA or Immunisation.

    The Questionnaires need to be sent

    separately.

    3. Click

  • 8 Revised June 2011

    4. Select the Process Offer Phase from the drop down box

    5. Select the relevant Activity from the drop down box: WHA Questionnaire (Specialist) WHA Questionnaire ( Generalist) LAA Questionnaire (You must send the WHA Specialist as well if the candidate is

    working with animals) Immunisation (where the post involves risks categorised as L or M on the Risk

    Assessment form, you must send the WHA Questionnaire Specialist as well.)

    If you are unsure which questionnaire is required please see page 6

    6. Click Create Activity

    The correct WHA should be displayed.

    7. Click Apply to attach it to the email.

  • 9 Revise

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