NHS Jobs and ESR Objective This guide is intended to provide you with enough information to understand and use the dynamic link between ESR and NHS Jobs. This booklet will not demonstrate how to access and navigate in the ESR system. For information on how to use ESR please refer to the appropriate ESR documentation Warning The following assumptions apply: 1. 2. 3. You are an existing and experienced user of NHS Jobs. You perform a role that is related to recruitment. You use ESR in a function related to recruitment. If you are unsure of any of the above you are advised to seek guidance from your NHS Jobs System Administrator or ESR Administrator. If the features of NHS Jobs are to be used in relation to the management of vacancies within ESR, then such use must be made in line with best practice policies and procedures. The Process Flow The basic process flow from ESR to NHS Jobs and back again, as has been used by many organisations for a number of years, is relatively straightforward and is shown below: Create a Vacancy and Requisition Transfer Vacancy to NHS Jobs Complete the Vacancy Publish the Vacancy www.jobs.nhs.uk Applicants view and apply for the vacancy using the Internet Create Staff Record with successful Applicant Process Applicants as necessary Send Applicant data to ESR ESR 28 September 2013 Process Applications as necessary NHS Jobs 1 © NHS Jobs 2013 The alternative new process flow, starting in NHS Jobs and sending applications to ESR is shown below: Create a Vacancy Publish the Vacancy Identify a Vacancy with minimum data Create Staff Record with successful Applicant Process Applicants as necessary www.jobs.nhs.uk Applicants view and apply for the vacancy using the Internet Send Applicant data to ESR ESR Process Applications as necessary NHS Jobs ESR Interface Timing Vacancy and application data files are transferred on the interface between ESR and NHS Jobs five times per day each working day, at about 10.00, 12.00, 14.00, 16.00 and 18.00. Enabling the ESR Interface The interface between ESR and NHS Jobs is available for almost immediate use. To activate the link, organisations need to advise the NHS Jobs team that they intend to use the interface by contacting the NHS Jobs helpdesk via the online support form. 28 September 2013 2 © NHS Jobs 2013 Creating a vacancy within ESR Introduction This section shows the process by which a vacancy is created within ESR and is then transferred to NHS Jobs, as shown in the process flow diagram below. It also provides a high level overview of the link between ESR and NHS Jobs as well as outlining the business processes needing consideration. Create a Vacancy and Requisition Transfer Vacancy to NHS Jobs Complete the Vacancy Publish the Vacancy www.jobs.nhs.uk Applicants view and apply for the vacancy using the Internet Create Staff Record with successful Applicant Process Applicants as necessary Send Applicant data to ESR ESR 28 September 2013 Process Applications as necessary NHS Jobs 3 © NHS Jobs 2013 Creating the vacancy in ESR The first step in the process is to create the vacancy and requisition within ESR. The navigation path to do this is shown below the ESR screen image here. ESR Navigation Path: N>Manage Vacancies>Requisition and Vacancy Populate the Requisition and Vacancy form with the appropriate data for the vacancy that will be transferred to NHS Jobs. Be aware that the Recruiter information, available via the Recruiter tab shown at the bottom of the screen, determines who “owns” the vacancy within NHS Jobs. It is this person who will then pick up the vacancy and complete it, sending it through to publication. To ensure that this works properly, please check that the email address entered in the descriptive Flex Field is the correct one for the recruiter within NHS Jobs. Once the vacancy is created the next step is to define a recruitment activity for it. When the recruitment activity is created it is important to specify that the Type is Third Party Website, as shown below. (Note that this had previously been named ‘NHS Jobs National Website’) 28 September 2013 4 © NHS Jobs 2013 Ensure that the Type field is set as above to allow it to be passed to NHS Jobs. ESR Navigation Path: N>Manage Vacancies>Recruitment Activity Enter the name for the Recruitment Activity in the Name field, taking care that ESR naming convention is followed. Click the Recruiting For button and select the vacancy or vacancies created in the previous step to transfer to NHS Jobs. Once the activity is saved the vacancy information will be passed automatically via the interface to NHS Jobs. The process to pass information back and forth between ESR and NHS Jobs runs five times a day. Important Note Please remember that the steps detailed above show only the most basic of ESR activities. If you would like more information on anything mentioned here you are advised to consult the appropriate ESR documentation. 28 September 2013 5 © NHS Jobs 2013 Completing the Vacancy in NHS Jobs After the vacancy has been passed from ESR to NHS Jobs, the next step is to locate the vacancy in NHS Jobs. The steps to do this are as follows: 1. Launch NHS Jobs and log in. 2. Click on Vacancies in the left navigation menu. 3. Vacancies from ESR will be shown with a status of “Received from ESR”. 4. Locate the appropriate vacancy. Use the ‘View vacancies’ filter options, if needed, including to view vacancies in the name of other members of the recruitment team. It is best practise to verify that the information supplied is correct. It is then necessary to add the outstanding information before publishing the vacancy. The following table shows which service the information needs to be entered on. Information Entered on : ESR Employer Name Vacancy Reference Number Position Title Speciality/Function Department Displayed Town/Location Postcode Salary Job Type Interview Date Whole Time Equivalent 28 September 2013 NHS Jobs Closing Date Job Advert Text Occupational Code Div/Dept for Reporting Other members of Vacancy Team Job Description Person Specification Supporting Job Pack Documents & Links Application Form selection Displayed Contact Details Email Notification of Applications 6 © NHS Jobs 2013 Qualified Position? Staff Group Pay Scheme / Band Area of Work Working Pattern/Hours Recruitment Officer Contact Details Recruiting Manager Contact Details Work Permit/UK Registration Messages Pre-application Questions Additional Application Form Questions Score Card selection Publishing Options With the exception of the Employer’s Name and the Vacancy Reference Number, everything above can be edited by the Recruiter in NHS Jobs. To complete a vacancy, click on the Actions button and select ‘Edit’ to open the vacancy and complete it so that is suitable for publishing. When you are satisfied the vacancy is ready to be published. Click the ‘Save and publish’ button to publish the vacancy or the ‘Save and proceed’ button to progress the vacancy to the ‘Pending advertisment’ status. Conclusion Once the creation of the vacancy has been started and saved in ESR, with the recruitment activity set to Third Party Website, the vacancy’s details are passed to NHS Jobs via the automatic interface which runs every two hours. A simple check of the vacancy received through the interface is considered best practise. All that is then required is the addition of the necessary information to complete the vacancy and publish it. 28 September 2013 7 © NHS Jobs 2013 Creating a vacancy within NHS Jobs Introduction This section shows the alternative process by which a vacancy is created within NHS Jobs first, then in ESR and transferred to NHS Jobs, as shown in the process flow diagram below. Create a Vacancy Publish the Vacancy Identify a Vacancy with minimum data Create Staff Record with successful Applicant Process Applicants as necessary www.jobs.nhs.uk Applicants view and apply for the vacancy using the Internet Send Applicant data to ESR ESR Process Applications as necessary NHS Jobs Creating the vacancy in NHS Jobs To enable one or more applications to the vacancy to be transferred to ESR it is necessary for some information to be sent from ESR to match with the vacancy in NHS Jobs. The first step in the process is to create the vacancy within NHS Jobs. In NHS Jobs tick the box for “Transfer of application to ESR required?”, as shown below. 28 September 2013 8 © NHS Jobs 2013 If using the online vacancy approval process in NHS Jobs, complete the necessary information and select to ‘save and proceed’ the vacancy through the approvers. The vacancy will move to a status of “Pending – ESR”, indicating that NHS Jobs is waiting for the required identification details to be transferred from ESR. In ESR populate the Vacancy form with the appropriate data for the vacancy that will be transferred to NHS Jobs. This can be a minimum of information, as the vacancy details have all been set up on NHS Jobs. It is essential that the visible reference number for the vacancy on ESR is identical to that on NHS Jobs. Once the appropriate details for the vacancy are entered the next step is to define the recruitment activity for it - specify that the Recruitment Type is Third Party Website, as shown below. 28 September 2013 9 © NHS Jobs 2013 Ensure that the Type field is set as above to allow it to be passed to NHS Jobs. ESR Navigation Path: N>Manage Vacancies>Recruitment Activity Click the Recruiting For button and select the vacancy or vacancies created in the previous step to transfer to NHS Jobs. Once the activity is saved the vacancy information will be passed automatically via the interface to NHS Jobs. The process to pass information back and forth between ESR and NHS Jobs runs five times a day. 28 September 2013 10 © NHS Jobs 2013 Matching the Vacancy in NHS Jobs After the vacancy details have been passed from ESR to NHS Jobs, they will be processed by NHS Jobs automatically to determine if there is a match to an existing vacancy that has not been published. If the vacancy reference number in the details received from ESR matches an existing vacancy on NHS Jobs that is not published, the unique identification information from ESR will be transferred to the existing vacancy on NHS Jobs. If the vacancy reference number is not matched, then NHS Jobs will treat is as a new vacancy requirement and produce a new vacancy with a status of “Received from ESR”. The next steps on NHS Jobs are dependent on how far through the recruitment process the vacancy had moved by the time the information was received from ESR. Often it will have been at “Pending – ESR” status and will automatically move to “Pending Advertisement” status once the information is received from ESR. The next steps would then be to select to publish the vacancy. When you are satisfied the vacancy is ready to be published. Click the ‘Save and publish’ button to publish the vacancy from the vacancy edit form or select the ‘Publish’ action for the vacancy. Conclusion Once the creation of the vacancy has been started in NHS Jobs, essential details can be set up in ESR with a reference number that matches the vacancy in NHS Jobs. Those details are passed to NHS Jobs via the automatic interface which runs every two hours. The details received from ESR will be processed by NHS Jobs to determine if they match with an existing vacancy due to be published, or not. If they match, the unique identification from ESR will be transferred into the existing vacancy on NHS Jobs. If there is no match, a new vacancy is created as per the process described previously. 28 September 2013 11 © NHS Jobs 2013 Transferring Applicants to ESR Introduction This section shows the process by which the applicant details within NHS Jobs are transferred to ESR for further processing, as shown in the process flow diagram below. It also provides a high level overview of the link between ESR and NHS Jobs as well as outlining the business processes needing consideration. Create a Vacancy and Requisition Transfer Vacancy to NHS Jobs Complete the Vacancy Publish the Vacancy www.jobs.nhs.uk Applicants view and apply for the vacancy using the Internet Create Staff Record with successful Applicant Process Applicants as necessary Send Applicant data to ESR ESR Process Applications as necessary NHS Jobs Processing applications within NHS Jobs When the advertised vacancy attracts applicants, normal processing as per your organisation’s policies should take place. For more information on how this processing is done for online and offline applicants please refer to the NHS Jobs Training Manuals. 28 September 2013 12 © NHS Jobs 2013 Transferring Applicants to ESR Transferring applicant data to ESR for any vacancy initially created in ESR is a simple process that can be selected by the recruitment officer at any time. The timing of the transfer of selected applicant details to ESR is a local policy, but may be after shortlisting, or after interviews are completed or after pre-employment checks have been started. The steps to follow are shown below and assume that the normal processing of the applications, such as long-listing, reviewing, shortlisting and interviews has already taken place: 1. Go to the applications list for the vacancy. 2. Select the application to transfer. 3. If more than one application to transfer, use the filter selection on the right to filter the required application status, select all and then select ‘Group Actions’ button. 4. Select ‘Transfer to ESR’ option and click ‘Action’. There is no automatic transfer of applicant data to ESR. 28 September 2013 13 © NHS Jobs 2013 The following table shows the information transferred. Please note data will be transferred for applications received offline only if they have been entered on NHS Jobs: Selected Candidates Title First Name Middle Names Family Name Date of Birth NI Number (where available) Gender EO Reporting fields (Disability, Ethnic Origin, etc) Application Status Vacancy Reference Where advert seen? Address fields Telephone numbers Contact at work Work permit Driving licence Disability arrangements Professional Body/Membership Referee information Once the applicant information is transferred to ESR the application list changes to indicate when the event occurred. It is not possible to transfer the same applicant to ESR twice as demonstrated below. Continuing the Recruitment Process within ESR Once applicants have been transferred to ESR the recruitment process can continue on ESR. For more information on the processing options available please consult the appropriate ESR documentation. To view the applicants within ESR follow the directions shown below: 1. 2. 3. 4. 28 September 2013 Navigate to the Mass Update of Applicants screen in ESR Click on the search icon. Click in the vacancy field and select the relevant vacancy Click Find and you will see a list of the Applicants who have applied for the vacancy. 14 © NHS Jobs 2013 The list of applicants is now visible, as shown below and further processing can be completed. ESR Navigation Path: N>Manage Applicants>Mass Update of Applicants Conclusion The process for collecting applications within NHS Jobs and passing them to ESR is largely automatic, once the appropriate applicants have been selected. Once applications have been received, the recruitment for the vacancy can be progressed within NHS Jobs as far as the organisation determines. The transfer of selected applicants’ details to ESR can be performed at any stage and is easily selected. 28 September 2013 15 © NHS Jobs 2013