NHS Jobs
Guide to the use of
vacancy holding area
and archived vacancies
NHS Employers
Version 0.3
Introduction
This document provides guidance for the following two improvements to the NHS Jobs website:
· Vacancy Manager in NHS Jobs has been updated to support the creation of vacancies by users that do not have full authority to advertise a vacancy on the NHS Jobs site.
· The ability to archive old vacancies to reduce the number of vacancies in the current work list.
Overview of the features
Holding area for new vacancies
Vacancies can be added to NHS Jobs and held in a holding area for each employer. While in the holding area the vacancy can not be searched or viewed by candidates or visitors to the site, but can be viewed by recruiters logged in to the employer’s side of the site.
Vacancies in the holding area can be viewed and edited by employer users with the appropriate access rights and then ‘released’ to website visitors. All vacancies in the holding area are listed in a new list within Vacancy Manager – “View holding area vacancies”.
The vacancy can be searched and viewed by candidates and visitors to the site within a few minutes of the release from the holding area.
The User Accounts administration tool enables Account Administrators to set up and manage user’s access rights. The right to publish vacancies can be set up separately from the rights to add or edit vacancies.
Vacancies created by users with rights to add and publish will be live to website visitors almost immediately. (as it has been working). Vacancies created by users that do not have the rights to publish vacancies will be added to the holding area only.
Archiving old vacancies
Vacancies that are no longer being worked on and are closed on the system can be moved into an archive area for each employer. On the Edit/Expire list in Vacancy Manager, when a vacancy status is identified as ‘Closed’ there is also an option to archive that vacancy.
Archived vacancies and associated applications remain on the system until the normal data deletion cycle removes them. Archived vacancies can be viewed and restored from the archive at any time before data deletion. Restoration of archived vacancies is managed from a new list within Vacancy Manager – “Archived vacancies”. Archiving and restoring vacancies does not change the date on which they will be automatically deleted from the system.
Guidance
User accounts should be carefully managed to ensure that each user has the correct access rights to those features of the system that they need for their role and that they do not have rights to features that they do not need.
Vacancies should be released to the ‘live’ site as early as possible in the recruitment process to enable applications to be received in the shortest possible time and to support the reduction in the time to recruit.
Only ‘Closed’ vacancies can be archived. All vacancies should be closed as soon as all recruitment activities on NHS Jobs has been completed. When closing a vacancy those applicants invited to interview and appointed should be recorded, as this enables the system to help with monitoring and reporting requirements.