SYSTEM
ADMINISTRATION
OVERVIEW
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
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
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:
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Restricted accounts
Affected by change accounts
Job packs
Documents and links
Role document library
Publishing paths
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 ‘preapplication’ 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
Stored email & letters
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.
Placeholder examples
[%applicant_title%]
[%applicant_surname%]
The applicant’s title
The applicant’s surname
There are thirty different placeholders- you can see a full list online when you
create new letter or email templates.
Reference Requests
Editing Reference
Questions
Score Cards
Score cards
Enter a
descriptive
name for the
score card
here.
Enter the
name of the
score-able
section here,
and the
weighting
below it.
Enter criteria
for assessing
application
here
Click to add
more criteria
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.
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