NHS Jobs System Administration Overview

1. System Administration Overview

2. About the Role • Most important role on NHS Jobs with highest level of permissions • Responsible for managing key aspects and items used in recruitment in your organisation • Recommend at least 2, maximum 3 • In larger organisations can be supported by assigning ‘HR Admin’ to someone else in recruitment team

3. About the Role • Initial & local support to users within your organisation • Helpdesk will support organisations using NHS Jobs • Helpdesk support is expected to be to system administrators • Recruitment officers & recruiting managers supported locally by system administrators • If this is a problem, contact the NHS Jobs Service Manager through the helpdesk to discuss options for support and/or training

4. HR Admin permission • Users supporting system administrators • Sub-set of the administration features can be managed by other users • Assign ‘HR Admin’ permission to user • Can manage: • Restricted accounts • Affected by change accounts • Job packs • Documents and links • Role document library • Publishing paths

5. Admin Features • Accounts for users in their organisation • Standard information that is displayed to jobseekers on the ‘Employer Details’ page, and on job adverts. • Standard letters, emails and reference request forms • Additional questions for application forms, and ‘pre-application’ questions • Templates for ‘score cards’ • Templates for vacancies • ‘Job packs’ and associated documents and links • Department names to be used for reporting purposes • KPI time periods • Publishing paths for vacancies

6. Stored email & letters

7. Placeholders Dear [placeholder], Your interview for [placeholder] will take place on [placeholder]…. You can put placeholders in your emails and letters. The system will automatically replace them with the right details when the templates are used for real applicants.

8. Placeholder examples [%applicant_title%] The applicant’s title [%applicant_surname%] The applicant’s surname There are thirty different placeholders- you can see a full list online when you create new letter or email templates.

9. Reference Requests

10. Editing Reference Questions

11. Score Cards

12. Score cards Enter a descriptive name for the score card here. Enter criteria for assessing application here Enter the name of the score-able section here, and the weighting below it. Click to add more criteria

13. Publishing paths Select a type of publishing path Enter the elapsed time (in days) that will trigger the move of a vacancy to the next publishing stage.

14. System Administration Overview Exercise • Log-in to the employer side of NHS Jobs using the log-in details given by your trainer. • Add or edit a stored email or letter, then preview the result • Add or edit a reference request form • Add or edit a score card template