Managers Guide to Accessing Completed Job Application Forms and Recruitment Documents online

Introduction

A new recruitment process has been devised to allow managers to view all job application forms Online. All incoming application forms will be stored in a secure area on the Intranet. Each vacancy will have its own secure document library, accessible only by the managers who are registered as carrying out shortlisting.

This means you will no longer have to wait until your job closes before viewing completed job application forms, and you will no longer need worry about keeping application forms secure. Managers who work at home will be able to shortlist there without taking paper forms home!

Here are some benefits of the new process:

Communicating via Email and Text messaging

Tired of applicants contacting you to ask if they have been shortlisted? For the first time we are able to inform `unsuccessful candidates' they have not been shortlisted via text messaging and email. You can also use this new process to confirm interview times with shortlisted candidates. Please ask a member of the Recruitment team for more details.

In order to help us set up the secure area, you will need to follow these steps.

Step 1

Complete the Recruitment Brief and send it to the Recruitment Consultant who will be dealing with your job.

Step 2

After receiving your `Recruitment Brief', a secure area on the Intranet which will be set up and made accessible only to you and the managers who will assist you with Shortlisting.

The Recruitment team will then email you the link to the secure site. To ensure you do not lose this email, save it to a folder in Outlook. Alternatively, you can add the secure site to your list of Internet `Favourites'.

Once the Response handling team start saving completed application forms, you can click on the link to view both completed job application forms and the documents listed below.

The benefit of this new process is that it will enable you to view application forms received before the job closes. This will also give you the option to start your shortlisting early.

Step 3 - Setting up Alerts

The Intranet incorporates a facility called Alerts which once set up will notify you via email every time the Response Handling team upload a job application form. To set up an Alert follow these three easy steps.

If you have any problems setting up your Alerts, please email the Personnel Department mailbox.

Step 4 - Shortlisting

When the job closes, you will receive an email confirming that all the application forms have been uploaded and then you can begin your shortlisting.

Please go into your document library to access the Shortlisting form. You can either print the form or complete it online by typing in the relevant boxes. Once you have completed this form, please send it to the Recruitment team. This will enable the team to upload these documents to your secure site.

Step 5 - Request to print 20 or more application forms

If you have received 20 or more candidate application forms, please complete the `Print Request form' (this is held under Being a manager/Recruitment and Leavers/Recruitment process) so that we can process your print request.

When you have finished interviewing, please send your Interview notes to the Recruitment team. This will enable the team to upload these documents to the secure area.

Step 6 - Using text messaging and email to contact applicants

Text Messaging

Did you know that you can send a text message direct to a mobile phone via your e-mail?

This is how you do it.

+[email address]

The recipient receives it as an SMS text message and can reply to you in the same way - you will receive the reply as an e-mail in your in-box.

The addressing bit looks a bit fiddly, but if you set people's mobiles up in your contacts book then you only need to type it once, and after that you can use the contact name.

You can create distribution lists of phone numbers, so you can send an e-mail to lots of mobile phones simultaneously.

You can use text messaging to let candidates know they have not been shortlisted or to confirm interview times with them. If confirming an interview time, you should also send an informal invite to interview via the post or email.

Emailing

You can use email to let applicants know they have not been shortlisted for a role or to invite them to an interview. When emailing a candidate an invite to interview you should attach the letter to the email. A template letter can be found within the step-by-step guide to recruitment.

You will need to remember that if the candidate is required to complete a pencil and paper ability test, you will need to send the practice leaflet for the test separately via the post. Unfortunately, the practice leaflets are not provided in an online format.

1

How to Upload completed job application Forms & Documents

March 2007, Published by PSP Personnel Intranet team

1) Click on the link you were sent by the Recruitment team. A page similar to this should be displayed:

Click on the text titled `Alert me'

2) Click in the box titled `Added items'

3) Depending on how frequently you want to be notified, you can either select Send e-mail immediately' or `Send a daily summary'