NHS JOBS 2 TRAINING 1. Housekeeping Information about the venue Timing – full agenda, please...

NHS JOBS 2 TRAINING

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Housekeeping

• Information about the venue

• Timing – full agenda, please return promptly from the breaks to ensure we can keep to schedule

• Questions – these are encouraged!

• However, questions requiring detailed discussion/answers may have to be taken offline (contact details will be provided at the end of the session)

• Hand outs – all the materials used today are also available through the website

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NHS JOBS 2 TRAINING: AGENDA AND OBJECTIVES

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ObjectivesWhat we aim to achieve in this training session:

Provide an overview of the NHS Jobs 2 system, concepts and key new features

Introduce the training materials available on the training environment

Introduce the NHS Jobs 2 training environment Provide guidance and suggestions on the use of these training

materials in conjunction with the website

What we will not do today: Provide comprehensive training in all areas of NHS Jobs 2 Discuss specific organisational HR requirements in detail Tell you how to provide training to your organisation Redesign the system!

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Time Format Activity Duration

10:00 Slides Start: Introduction, Objectives and Agenda 00:15

10:15 Slides What's new? Concepts and Key Differences 00:15

10:30 Slides Interfaces & Transition 00:10

10:40 Demo New System Admin Functions 00:20

11:00 Demo Creating, Approving and Publishing a Vacancy 00:30

11:30 Break 00:15

11:45 Demo Jobseeker: Applying for a Vacancy 00:15

12:00 Demo Creating interviews 00:10

12:10 Demo Applications (1): Longlisting or Sifting 00:20

12:30 Lunch 00:45

13:15 Demo Applications (2): Reviewing, Shortlisting & Interview invites 01:00

14:15 Demo Recording Interview Outcome and Pre-Employment Checks 00:30

14:45 Break 00:15

15:00 Slides Reporting 00:15

15:15 Slides Training Environment & Materials 00:15

15:30 Slides Training Approach and Considerations for your Organisation 00:15

15:45 Slides Summary 00:15

16:00

NHS Jobs 2 Training Agenda

Finish

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Training in your organisation• Don’t panic!

• Early feedback from the UAT groups is that the system is intuitive and users familiar with NHSJobs1 should manage NHS Jobs 2 with little difficulty

• You do not have to turn on many of the new features in your organisation until you are ready

• Extensive training resources are available online

• The NHS Jobs 2 Training environment will be available to all organisations

• Additional face to face training is available as an additional service

• We’re here to help – contact details to follow

• We will cover this topic in more detail after lunch6

NHS Jobs 2 Training Environment• A functioning training copy of the production environment

• Available now to all organisations, access using the following URLs:

• Employers:

www.training.jobs.nhs.uk/employers• Jobseekers:

www.training.jobs.nhs.uk• All organisations will have training accounts migrated from the existing

NHSJobs1 training environment

• Most attendees at these training sessions will be given an admin account

• Training materials (screencasts, presentations & documents):

www.jobs.nhs.uk/nhsjobs2/training_info.html

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Contact DetailsFor general questions regarding your organisation’s access to NHS Jobs 2:

[email protected]

For questions relating to migration, system admin accounts, training materials, etc.:

[email protected]

For technical problems with the NHS Jobs 2 training environment:

[email protected]

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NHS JOBS 2: CONCEPTS AND KEY DIFFERENCES

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NHS Jobs 2 Scope

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Additional Capabilities(1)

o Optional vacancy approvals processes

o Expanded options about how and in what manner you can advertise

o Enhanced longlisting/sifting capability

o Improved shortlisting tools

o New and extended shortlisting and pre-employment checking

o A new and expanded MIS and reporting suite

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Additional Capabilities(2)

o CV support

o New short application form

o SMS text reminders for jobseekers

o Improved application status tracking for jobseekers

o Key Performance Indicators (KPIs)

o Custom email and letter templates

o Additional interview scheduling options

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Changes in TerminologyThe following terms or concepts have changed, or are new, in NHS Jobs 2:

NHS Jobs 1 NHS Jobs 2

Account Manager System Administrator

Recruitment Administrator Recruitment Officer

Expire Advert Close Advert

Renew Vacancy Copy Vacancy

Close Vacancy Close Recruitment

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NHS Jobs Home Page

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Navigating your NHS Jobs Account

In the header of every page the system identifies:•The employer/organisation currently logged into•Ability to change the organisation you are logged into (if your account has access to more than one)•The user account currently in use•Information on the last login to this user account

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NHS Jobs Navigation

• The navigation bar shows those functions associated with your role.

• This will typically be where you access these functions from.

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NHS Jobs Tasks

• The home page provides each user with a personal tasks and message reminder indicator.

• Tasks are indicated as green, amber or red to show whether they are pending, due or overdue.

• Numbers are links which take you to a list of those items• Unread messages are indicated by the envelope indicator.

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My Tasks

The ‘My Tasks’ area provides you with a list of any vacancies or applications where you have tasks to take action on.

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Organisation Recruitment Status

Members of the recruitment team will see an overview of the current recruitment status for their organisation on the home page.

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NHS Jobs Reminders

The reminders panel lists reminders on key activities for the organisation to ensure they don’t get overlooked.

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Key NHS Jobs 2 Concepts

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Actions buttons in lists: these buttons are green and are used to access any of the relevant actions that can be performed on that item at the time.

Primary action buttons: these green buttons are used to perform the primary action on a page.

Secondary action buttons: these grey buttons are used to perform actions within a page that assist you in working in that area. A grey button will also exist as a return button on most pages.

Links: these are highlighted and underlined in blue. These will link you through to the relevant information, for example an application form or vacancy advert.

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Sort and filter panels: the order and/or selection of a list of items can be changed here.

In the example on the right: we will get results back for vacancies for all recruiters in that are either:

- Not Yet Published- Advert Open- Advert Closed

And finally the results will be sorted according to the Status of the vacancies.

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11:30 Break 00:15




12:30 Lunch 00:45



14:45 Break 00:15





16:00


Finish24

NHS JOBS 2 INTERFACES AND TRANSITION

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ESR Interface

Operation will be the same to start with:

•Vacancies– Subset of vacancy data transferred– Will appear as “Received from ESR”, if new vacancy– Will appear as “Pending Advertisement”, if matches existing vacancy

that was “Pending – ESR”

•Applications– Subset of application data transferred– Recruitment Officer selects applications to transfer

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ESR Interface

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Transfer Vacancy to NHS Jobs

Complete the Vacancy

Publish the Vacancy

Create Staff Record with successful Applicant

Process Applicants

as necessary

Send Applicant data

to ESR

Process Applications

as necessary

ESR NHS Jobs

Applicants view and apply for the

vacancy using the Internet

www.jobs.nhs.uk

Create a Vacancy

and Requisition

ESR Interface

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Create a Vacancy

Publish the Vacancy

Create Staff Record with successful Applicant

Process Applicants

as necessary

Send Applicant

data to ESR

Process Applications

as necessary

ESR NHS Jobs

Applicants view and apply for the vacancy using the Internet

www.jobs.nhs.uk

Identify a Vacancy with minimum data

Other Interfaces

• Vacancy Upload via FTP

• Application Download

• Organisation Advert Listing/Search

• JobCentrePlus Universal Jobmatch

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Transition to NHS Jobs 2

• Maximise access to services, minimise work for employers and disruption for jobseekers

• Users can use new service from day one• Use of new features can be introduced later if desired

• Deliver new service after long weekend cut-over• Service unavailable after office hours Thursday until office hours Tuesday

• Avoid closing vacancies over the cut-over weekend or for 2/3 days after

• Close ‘rolling’ adverts

• Avoid reviewing & shortlisting some applications before and some after cut-over

• Tidy up user accounts and organisation details in advance.

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Migration to NHS Jobs 2

• Ensure all users are presented with their own-datasets on day one

• Organisations, users, vacancies, applications, interviews, reviews, references all migrated to new service

• All new vacancies will use new application forms but migrated vacancies will retain the form selected

• Exceptions:

• Interviews without date or time (as all interviews have date/time on new service)

• Review scores (as scoring is very different on new service)

• Data on above will not be lost and can be provided – contact Service Manager

• Communications regarding migration will be sent to all organisations during October 31

NEW SYSTEM ADMINISTRATION FUNCTIONS

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Admin Overview

Some familiar from NHS Jobs 1

New areas:

Affected by change accounts: previously ‘Pre at-risk’

Stored emails and letters: customised templates for the organisation (e.g. interview invite, offer letter)

Vacancy templates: stored templates (up to 20) for commonly advertised roles

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Admin Overview

New areas:

Additional and Pre-application questions (these must be legal!)

Score card templates: ability to create different review score cards

Div/Dept for reporting: additional detail on vacancy form to assist with reporting to match organisational structure

KPI management: ability to set expected durations for recruitment activities

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NEW SYSTEM ADMINISTRATION FUNCTIONS (DEMO)

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You have slides in the pack supplied which will show you the steps for the following demo as we go along







11:30 Break 00:15




12:30 Lunch 00:45



14:45 Break 00:15





16:00


Finish49

CREATING, APPROVING & PUBLISHING VACANCIES

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What’s new

o Templates

o Vacancy authorisation

o Custom additional application form questions

o The ‘short’ application form

o Support for CVs

You have slides in the pack supplied which will show you the steps for the following demo as we go along

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CREATING, APPROVING & PUBLISHING VACANCIES (DEMO)

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BREAK (15 MINUTES)

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APPLYING FOR A VACANCY

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Jobseeker Changes

New functions:

-Edit contact details: ability to change details (after application submission)-Profiles: re-usable details to speed-up application process-Notifications: alerts regarding e.g. interview invites-Messages: communication from the recruitment team-SMS notifications: ability to select text messages for reminders / invites-Application status tracking: indication of whether an application has been successful

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APPLYING FOR A VACANCY (DEMO)

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SETTING UP INTERVIEW AND ASSESSMENT EVENTS

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Scheduling Options

On NHS Jobs there are three ‘Scheduling modes’ for offering time slots to applicants, as follows:

Applicant picks slot•The applicant is able to view a number of time slots, from those set up and with spaces still available, and must choose a slot when they accept the invitation.

Applicant selects next available slot•The applicant is automatically offered the earliest available timeslot at the time they accept the invitation.

Recruiter picks slot•The recruiter selects which timeslot the applicant is given and the applicant confirms their attendance.

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ARRANGING INTERVIEW AND ASSESSMENT EVENTS (DEMO)

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LONG-LISTING ORSIFTING APPLICATIONS

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Longlisting

Organisation that uses Longlisting/Sifting:

Organisation that does not use Longlisting/Sifting:

Applications

Status: New

LonglistRecruitment

OfficerStatus:In Review

Status: Rejection Pending

Recruiting Manager

Applications

Status: In Review

Recruiting Manager

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LONGLISTING (DEMO)

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LUNCH (45 MINUTES)

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11:30 Break 00:15




12:30 Lunch 00:45



14:45 Break 00:15





16:00


Finish100

REVIEWING APPLICATIONS, SHORTLISTING AND INVITING TO INTERVIEW

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Longlisting

Organisation that uses Longlisting/Sifting:

Organisation that does not use Longlisting/Sifting:

Applications

Status: New

LonglistRecruitment

Officer

Status:In Review


Recruiting Manager

Applications

Status: In Review

Recruiting Manager

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Review and Shortlist

Review(s) and Recommendations

Status:Rejected


Recruiting Manager (and/or Reviewer(s))

Recruiting Manager

Finalise Shortlist

Status:Shortlisted

(or Reserve)

Applications

Status: In Review

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REVIEWING APPLICATIONS, SHORTLISTING AND INVITING TO INTERVIEW (DEMO)

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11:30 Break 00:15




12:30 Lunch 00:45



14:45 Break 00:15





16:00


Finish

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NHS JOBS 2 RECORDING INTERVIEW OUTCOMES AND PRE-EMPLOYMENT CHECKS

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Recording Interview Outcome

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Recording Interview Outcome

### Recording Interview Outcome ###

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Pre-Employment Checks

NHS Jobs can be used to record the outcome and the details of pre-employment checks performed with successful applicants.

The information entered about pre-employment checks can be used to track progress through this phase of the recruitment activity.

The status of pre-employment checks is available for reporting on in the pre-defined ‘standard’ reports and in the reporting tool.

The ability to transfer information to ESR is a desired goal and

work is continuing to define and develop the necessary improvements to the interface to support that.

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Overview

The pre-employment checks status summary displayed below an application that is at ‘Offer (Conditional)’, ‘Offer Accepted’ or ‘Recruited’ provides a quick indication of where each of the checks is.

The summary provides an indication for:• References • Professional Registration• Identity • Occupational Health• Right to Work • Qualifications• Disclosure and Barring • Alert notices• Declarations • Final Preparations

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NHS JOBS 2 MANAGING INTERVIEW OUTCOMES AND PRE-EMPLOYMENT CHECKS (DEMO)

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BREAK (15 MINUTES)

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11:30 Break 00:15




12:30 Lunch 00:45



14:45 Break 00:15





16:00


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REPORTING

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Accessing Reporting

• Reports are accessed from a tab on the home screen

• Access to the pre-defined reports are given to the System Administrator role by default

• System administrators can grant access to Reports for other users

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Accessing Reporting

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Standard Reports: 2

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Standard Reports: 3

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Vacancy Bulletin

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Configuring Reports

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Pre-employment checks snapshot

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Application Status snapshot

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Report Output

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REPORTING TOOL

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Reporting Tool

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Flexible Reports

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Reporting Tool – Vacancy Number aggregation

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Reporting Tool – Vacancy Chart

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Vacancies Report

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NHS JOBS 2 TRAINING ENVIRONMENT AND MATERIALS

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Using the Training Materials

The training needs of your users will vary depending on their role in recruitment, which in turn is likely to depend on the way in which recruitment is handled in your organisation.

If running training sessions, you will need to decide how to organise your training schedule and what topics to cover at each training session so that the sessions cover the topics that are of interest to the trainees. The training guides provided for NHS Jobs are modular, allowing you to pick and mix the parts that are relevant to the roles in your organisation.

The training materials can be accessed at:


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Training Materials

DEMONSTRATION

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NHS Jobs 2 Training Environment• Available now to all organisations, access using the following URLs:

• Employers:

www.training.jobs.nhs.uk/employers• Jobseekers:

www.training.jobs.nhs.uk• All organisations will have training accounts migrated from the existing

NHSJobs1 training environment

• Most attendees at these training sessions will be given an admin account

• Training materials (screencasts, presentations & documents):


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NHS Jobs 2 Training Environment

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• Training is a functioning training copy of the production environment

• However, there are a some functions that are not available in this environment:

• ESR interface

• SMS text message alerts

Accessing the Training System

There is an extra login step which is in place to prevent confusion with the ‘live’ site. These credentials will be provided to the system administrators for your organisation.

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System Administrators

New user accounts on the training system can only be set-up from an existing account with the ‘System Administrator’ privilege.

All existing accounts and login credentials (for all users) will be migrated from the current NHS Jobs training system.

All attendees at ‘Train the Trainer’ sessions will also be set up as System Administrators in the Training Environment

System Administrators should be the first point of call for users of the NHS Jobs system in your organisation. Only System Administrators will be able to raise calls with the NHS Jobs Help Desk.

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Setting-up Test Accounts

You will need to set-up user accounts on the training system for the trainees and the trainers if running formal training. As with the main NHS Jobs service: the user account names have to be email addresses.

the user accounts for the employer side of the system are separate from the user accounts on the jobseeker side.

Ensure the account has the correct permissions the user account names have to be real email addresses that you can access from the training classroom.

A specific guidance document on delivering training on NHS Jobs 2 in your organisations will be made available with the other training materials

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Test Email Addresses

A couple of points are worth considering:

If you are just giving staff access to the training environment then they could use their existing trust email addresses for both employer (e.g. Recruiting Manager) and jobseeker accounts.

However, if you are running training courses, we suggest you set-up a block of addresses for use in these sessions. For example:

[email protected] , [email protected] , etc. etc.

or TestRM1@yahoo/GMAIL/co.uk etc.

The advantage of these generic accounts is that they can be reused at a number of training events and make setting up test data more straightforward.

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mailto:[email protected]

mailto:[email protected]

mailto:TestRM1@yahoo/GMAIL/co.uk

Setting-up Information on the Training system

If you want to complete hands-on exercises on the Training system you will need to ensure that the right information is set-up beforehand.

Other information that you might consider setting-up in order to make the training more realistic, includes:

•A selection of job descriptions and person specifications, available on the training PCs in the classroom .•A number of job pack documents that are used within your organisation, in the Admin/Documents and links area.•Any additional application form questions to be used by your organisation, in the Admin/Application form additional questions.•Any standard letters or emails that are to be used by your organisation for NHS Jobs, in the Admin/Stored emails and letters area.

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NHS JOBS 2 TRAINING APPROACH

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Training in your organisation• Don’t panic!

Although the new service is a very significant advance on the current service, the core is sufficiently similar that it should be familiar to users of the current service that they should to be able to carry out tasks on the new service equivalent to those they know on the current service with little or no training as the concepts will be very familiar.

There is no need to deploy all of the new areas of functionality in your organisation on day one. The organisation's trainers have longer to cascade training in new areas and can train as the new functions are used.

New features will come loaded with defaults that can be changed later but will work from day one.

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Where do you start?

• How many recruiting managers are there in your organisation?

• How may recruitment officers (HR team) are there?

• What is your organisation’s volume of recruitment activity?

• Do you wish to use new features from day 1?

• e.g. Scorecards, Vacancy Approval, etc.

• Begin planning as soon as possible

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Recruitment Officers•Train the most active HR department users, particularly those who will be supporting others and recruiting managers who are involved in on-going recruitment. •In all but the largest organisations with heavily devolved recruitment, this is likely to be a relatively small number of staff.

Recruiting Managers•For training to be effective, we advise that you should concentrate on training those who are actively using NHS Jobs or will be active shortly after training. •Delivering training too far ahead of using the system may lead to repeating the training as it will not have been reinforced by active use.

Suggested Objectives

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Planning for TrainingPreparation Comments

Checking the venue This should be done as soon as possible, in case your IT department needs to make changes to allow you to access the training system and email from the venue.

Getting system administrator rights

If you don’t already have a valid system administrator account on the training system, and you need one to be set-up via the NHS Jobs helpdesk, you should allow at least a day for the account to be set-up.

Setting-up users accounts. Setting up a batch of user accounts (say 20) on the training system should only take an hour at most. However, if you need your IT department to set-up email addresses beforehand then you should contact them as soon as possible.

Allocating roles on NHS Jobs

Changing the roles that are allocated to your training accounts just takes a few minutes once you are logged-in to the training system.

Scoping your training courses and assembling the training materials

Deciding which modules to cover in each course should be straightforward. You should be able to scope your training courses and assemble the training materials within a day.

Setting up information on the training system.

You should be able to set-up a good selection of vacancies and applications within a single day as part of your practice with using the system.

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Customising your training: 1

The training materials can be used to provide your own bespoke training.

If you wish to run your own online training for some users of the system in your organisation, the following slides give a recommended order to the modules and order they should be run in.

There are two benefits to using the suggested order:

• The workflow will be more logical and will follow a typical recruitment process from start to finish.

• One module can be used to provide information (e.g. vacancies) that can be processed by the next (e.g. applications). This will reduce the amount of set-up that is required in advance of each session.

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If you work through the training modules in the recommended order (as explained below), then the information that you generate on the system when you run through one topic should provide you with all the information you need to run through to the next topic.

Training topic Information required Recommended sequenceAdding vacancies There needs to be at least one job

description and person specification available on the training PCs in the classroom

This topic should be covered before any other topics to do with creating or managing applications

Approving vacancies There needs to be at least one approver set up in the Admin/User accounts area and at least one vacancy added and awaiting approval

This topic should be covered after adding vacancies and before publishing vacancies, if the approval process on NHS Jobs is to be used.

Publishing vacancies There needs to be at least one vacancy in ‘draft’ or ‘pending ‘advertisement’ status.

This topic should follow approving vacancies, if using the approval process on NHS Jobs, or follow adding vacancies, if not.

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Training topic Information required Recommended sequenceApplying for vacancies There needs to be at least one open

vacancy on the training system for your organisation. If you have already covered the topic of creating and publishing vacancies, then you can use the vacancies from that topic

Although applying for vacancies is not something that an employer user has to do, we recommend that they try it during the training in order to experience the effect their vacancy setting have on the applicants. Also, the applications they create can be used as training material later in your course.

Managing applications There needs to be at least one vacancy per trainee, and an assortment of applications. If you have already covered the topics above then you can use the vacancies and applications that have previously been created in the training sessions.

This should be covered after publishing vacancies and applying for applications.

Shortlisting and interviews

As per managing applications. This should be covered after managing applications.

Pre-employment checks As per managing applications. This should be covered after shortlisting and interviews.

System administration None This can be covered at any time.Running reports None This can be covered at any time. 178

Useful Tips for Training

Practice runs: if you intend to deliver hands-on training, then it is important that you try out the functionality yourself, and allow time to become familiar with it.

Resetting credentials: check email spam folders if these have not appeared as they can occasionally be found here

Pre-employment checks: to practice with these you will need an interview event to have already taken place. This will need to be prepared in advance.

Browsers: by default the same browser will only let you log onto one employer and one jobseeker account. Trying to log as more than one of these e.g. Recruitment Officer and Recruitment Manager (even if the browser supports multiple tabs) will not work correctly and may produce undesirable results. Having more than one browser installed will save multiple log-on / log-off when training.

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Classroom Requirements

To deliver hands-on training you will need a suitable training venue with: •Email access from all of the PCs•Microsoft PowerPoint installed on the trainer’s PC•A projector or large screen, connected to the trainer’s PC, on which to demonstrate the system and to show the training presentation material. You should liaise with your IT department to ensure that: •Users on the PCs can access the addresses of the training system and can send and receive emails from the email addresses associated with your training accounts.•The Internet browsers on the PCs are configured with ‘JavaScript’ enabled. Please allow plenty of time for this, in case your IT department has to make any technical changes to allow the training to be run from your classroom.

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Additional Training

o It will be possible for organisations singly or in groups to purchase additional training. Course details and prices will be published shortly.

o We do not see this as an alternative to the free of charge 'train-the-trainer' cascade training; the number of organisations using NHS Jobs means that there would not be sufficient capacity to deliver this to a significant number of organisations prior to go-live.

o The 'train-the-trainer' approach increases the number of active trainers hugely and is the only way we can deliver training to the circa 500 organisations using the service in the time before launch. For this reason, we will be prioritising the free training and only expect to offer additional training post go-live.

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ContactsFor general questions regarding your organisation’s access to NHS Jobs and the training environment:

[email protected]

For questions relating to additional training, migration, system admin accounts, training materials, etc.:

[email protected]

For technical problems with the NHS Jobs 2 training environment:

[email protected]

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NHS JOBS 2 SUMMARY

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ObjectivesWhat we aimed to achieve in this training session:

Provide an overview of the NHS Jobs 2 system, concepts and key new features

Introduce the training materials available on the training environment

Introduce the NHS Jobs 2 training environment

Provide guidance and suggestions on the use of these training materials in conjunction with the website

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ANY QUESTIONS?

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NHS JOBS 2 TRAINING 1. Housekeeping Information about the venue Timing – full agenda, please...

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Transcript of NHS JOBS 2 TRAINING 1. Housekeeping Information about the venue Timing – full agenda, please...