how to guide on applying for a job via the new hsc ... · applying for a job via the new hsc...
TRANSCRIPT
Created by the Southern Trust - 25th November 2014
How to Guide on
Applying for a Job via the new HSC Recruitment Website
A step by step guide which will take you through the process of applying for jobs
using the new recruitment website for the HSC in Northern Ireland.
Created by the Southern Trust - 25th November 2014
Registration
.
Before you can apply for jobs
you must register on
HSCrecruit.com using the
'New Users - Click the ‘New
Users – Registration’ link.
STEP 1
Created by the Southern Trust - 25th November 2014
Registration
STEP 1.1
New users must register before they
can apply for jobs.
To do this click the below link
Created by the Southern Trust - 25th November 2014
Registration
STEP 1.2
Please ensure that you
complete all fields contained
within the registration page.
Those marked with a red
asterisk* are mandatory.
Username - This will be used
by you to log into
HSCRecruit.com in the future -
please create something you
will remember
Email address – You should
use an email address that you
have regular access to
HOWEVER for those already
employed in the HSC DO NOT
use your HSC email address.
Remember to read the Data
Privacy Statement by clicking on
the blue link. Please tick to
confirm you have accepted this
statement.
Remember to Click the ‘Register’
button to complete the registration button.
You will receive email confirmation of this
once the registration process has been
completed.
Created by the Southern Trust - 25th November 2014
Logging into HSCRecruit.com
To log into the E-
recruitment system (once
you have completed your
registration) select ‘Login
to your account’.
STEP 1.3
Created by the Southern Trust - 25th November 2014
Logging into HSCRecruit.com
Then click ‘External
Applicants Login’
You will then need to input your
username and password, which you
have already created.
Remember your password is 8 digits
long, is all uppercase and includes at
least one symbol.
.
STEP 1.3
Created by the Southern Trust - 25th November 2014
Candidate Homepage – Creating your profile
STEP 2
Once you have
completed your
registration, or whenever
you log into the E-
recruitment system the
candidate homepage will
open.
From this screen you
can create & amend
your profile and search
for jobs.
You should create your profile before applying for jobs. Once your profile has been completed
most of your information will transfer automatically into all future applications and can be edited
at any time.
Please note that after completing a profile there will still be additional questions as part of each
specific job application that need to be completed when applying for posts.
Created by the Southern Trust - 25th November 2014
Create your profile
To complete your profile you must complete sections 1-7.
STEP 2.1
PLEASE NOTE - You can change your profile information at any time however Applicants should be aware that panels will only be
using the information contained in the questionnaires (i.e. criteria questions)for the selection process including Shortlisting. ALL
information an applicant wants a panel to consider must therefore be placed in the questionnaires linked to specific job advertisements.
You should not rely on the profile information as panels will not consider this information.
TIP – remember to save your work regularly - please note that if applicants remain inactive on a page for over 120 mins the system will time out and any unsaved information will be lost
The Next Step button also acts as a ‘Save’ function to save progress
Created by the Southern Trust - 25th November 2014
Completing your personal data section (Profile)
STEP 2.2 TIP – remember to save your work regularly - please note that if applicants remain inactive on a page for over 120 mins the system will time out and any unsaved information will be lost
Please note that all job related correspondence will be via email. You
should use an email address that you have regular access to HOWEVER for
those already employed in the HSC DO NOT use your HSC email address. .
You can change your email address or any information within your profile at
any time.
You can now commence the creation of your profile by filling in the form, please note the following; ‘Second Name’ – enter your maiden name if applicable
‘Known as’ – enter your first name
‘Street/House Number’ – enter your house number and street name in the one line
‘Region’ – insert county
After completing this information, click
‘Next Step’ to make your way through to
the next section of your profile.
The Next Step button also acts as a ‘Save’ function to save progress
Created by the Southern Trust - 25th November 2014
Completing your work experience section
Click the ‘add’ button to enter your work experience details.
STEP 2.3
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Completing your work experience section – adding details for periods of employment
STEP 2.4
Enter the relevant information for
each period of work experience.
Once complete click the ‘OK’
button
Your work history MUST also account for any gaps in employment,
which you should detail in the 'description' field along with relevant
dates.
Please note that when you
are entering work
experience details for your
current position please tick
the box ‘Not under
notice’. This will disable
the end date field as this is
not applicable in this
instance.
Created by the Southern Trust - 25th November 2014
Completing your work experience section –adding additional work experience / editing/
deleting information
STEP 2.5
Once you have completed
your work experience history
click ‘Next Step’
Click the Add button
if you wish to add
details of additional
periods of work
experience.
You have the option
of editing or
deleting each period
of work experience
once completed.
Created by the Southern Trust - 25th November 2014
Completing the reference details section
.
STEP 2.6
Enter two
referee’s’ details
by clicking the Add
button.
Who are your referees ?
You must include two referees (non
relatives) of which at least one should have
knowledge of your present work and be in a
supervisory or managerial capacity covering
a 3 year period. Please refer to Southern Trust
Introductory Pack for further guidance.
Please note that the HSC will always seek a
reference from your last HSC/NHS employer
where appropriate.
These details can
always be edited
and amended.
When you have entered all
referee’s click ‘Next Step’. A
maximum of two referee’s can be
entered.
Created by the Southern Trust - 25th November 2014
Completing the reference details section - enter referee details
STEP 2.7
Enter reference details as shown above. Please note all fields
prefixed with a red asterisk* are mandatory
Once you have completed details for one referee, click on Transfer
to save.
You are encouraged to select
‘yes’ to allow recruitment staff
to contact your referees either
prior to interview or in most
cases, at the point of being
offered a post.
Created by the Southern Trust - 25th November 2014
Enter Professional Registration Details if Appropriate
.
STEP 2.8
When you have entered all Professional
Registration details, select ‘Transfer’ to save.
Once this section is complete, click ‘Next Step’
Enter your Professional
Registration details (if applicable)
by clicking the ‘Add’ button.
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Complete Residency/Immigration Details
Adding Residency/Immigration Details
STEP 2.9
Residency / Immigration Status - Everyone must fill this in as this confirms your right to work in the UK otherwise it may be misunderstood Enter Residency/Immigration details by clicking the ‘Add’ button Your information can be edited at anytime however, what you enter at the closing date for a job will be used for that specific job application. You cannot change an application after submission.
STEP 2.10
When you have entered the required
information click the ‘Transfer’ button.
When you have completed this section
click Next step.
Created by the Southern Trust - 25th November 2014
Viewing your profile
STEP 2.11
You must read and tick the box to
confirm you have read and
understood the Data Privacy
Statement and once you are ready
to submit your application click
the complete button.
Once all fields are complete you
will be able to view all the
information you have entered in
your profile.
REMINDER - You can change your profile information at any time however applicants should be aware that panels will only be using
the information contained in the questionnaires (i.e. criteria questions)for the selection process including Shortlisting. ALL information
an applicant wants a panel to consider must therefore be placed in the questionnaires linked to specific job advertisements. You should
not rely on the profile information as panels will not consider this information.
Created by the Southern Trust - 25th November 2014
Applying for a Job
STEP 3
When you have completed your
profile you can search and apply
for jobs..
Go to the ‘Overview’ tab and
under the ‘Employment
Opportunities’ section select ‘Job
Search’
If you already know the unique
reference number of the job you wish
to apply for, you can search for it by
clicking ‘Application via Reference
Code’.
Created by the Southern Trust - 25th November 2014
Search for Jobs
.
STEP 3.1
You can filter your search for
jobs by entering parameters of
your interests in relation to:
Organisation,
Branch (location),
Contract Type or
Hierarchy Level (Job
Category).
Additionally, you can search by
key word in the title of a role
you are interested in.
You can save these search criteria
for future use by clicking ‘Save
Search Query’.
Please note: if you do
not select any search
criteria, the system will
produce results for all the
available jobs.
Click Start to complete
any search
Created by the Southern Trust - 25th November 2014
Select the Job you wish to Apply for
.
Begin Completing online Job Application form
STEP 3.2
STEP 3.3
Highlight the job you wish to apply
for by selecting the row and
click Apply
A new window appears allowing
you to complete the job specific
application form - Click
Continue
Created by the Southern Trust - 25th November 2014
Completing your application form - Personal Data
STEP 3.4
The information entered when
you completed your profile will
automatically populate this
section and you can amend this
information for a specific job
application if you wish.
Otherwise, enter the required
information and click ‘Next
Step’.
Please note: to save an application form
and complete it at a later date, you must
firstly click ‘Next Step’ as once you do
that the system automatically saves all
information within the application form.
Created by the Southern Trust - 25th November 2014
Completing your application form - Work Experience
.
STEP 3.5
Information entered when you
completed your profile will auto
populate this section for you
also.
You can amend this information
for a specific job application if
you wish, otherwise enter
required information and click
‘Next Step’.
List each work relationship individually, providing full dates where requested. Your work history MUST account for any gaps in
employment, which you should detail in the 'description' field along with relevant dates
Created by the Southern Trust - 25th November 2014
Completing your application form - Cover Letter
STEP 3.6
Please choose from the drop
down options and complete
as appropriate.
The name of this section is not literal i.e. you do not need to add a cover letter to your application. This section requires that you
simply state where or how you became aware of this job opportunity. This information is used for monitoring purposes only.
Once completed, click
‘Next Step’.
Created by the Southern Trust - 25th November 2014
Completing your application form - Questionnaires Section
STEP 3.7
You are required to complete
additional information in the form of
‘questionnaires’. A full list of
questionnaires can be viewed by
clicking on the icon to the right
hand side of the tabs (not all
questionnaires are immediately
visible on the tabs along the top of
this section)
Please note that some fields
contained within questionnaires are
mandatory – these are prefixed with
a red asterisk*. There are instructions
under each questionnaire - please
read these carefully before
completing.
You will not be able to proceed with
your application form if you do not
complete all mandatory fields
contained within questionnaires.
Click Next Step once you have
completed all questionnaires.
Created by the Southern Trust - 25th November 2014
Residency/Immigration
Professional Registration
STEP 3.8
STEP 3.9
Information entered when completing your profile
will populate this section however, you can amend
this information for a specific job application if you
wish. Otherwise enter the required information and
then click ‘Next Step’
Information entered when completing your profile
will also populate this section. You can amend this
information for a specific job application, or enter
the required information and click ‘Next Step
Created by the Southern Trust - 25th November 2014
Referee Details
STEP 3.10 Information entered when completing your profile
will also populate this section. You can amend this
information for a specific job application, or enter
the required information and click ‘Next Step
Created by the Southern Trust - 25th November 2014
Submitting your completed application
STEP 3.11
At this step, a dialogue box will
automatically open asking you to
Open, Save or Close the form.
If you click Open you will see the
entire application (you can also click
‘Save’ to save your application form
at this stage). You can review and
edit the application by clicking on the
relevant stage. When hovering over
the bottom of the Data Overview with
your mouse a print option will
appear.
If the dialogue box closes by
accident go back one step and return
to the Complete Application Stage.
You must confirm that you have read
and accepted the Data Privacy
Statement by ticking the marked
field.
Once satisfied your application form
is complete and accurate click ‘Send
Application Now’.
To save an application form
and revisit at a later stage,
go to steps 4.3 – 4.5 on pages
32 - 33 of this document.
Created by the Southern Trust - 25th November 2014
Confirmation Application Submitted
STEP 3.12
A page appears confirming the
application form was submitted – you
should check that a ‘green tick’
appears on the page to confirm you’re
your application has been sent
successfully (you will also receive an
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View your Completed Applications
STEP 4
To view all draft and / or submitted
applications, go to the Overview tab and
under ‘Employment Opportunities’
section click ‘My Applications’.
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View/Print Application Form
STEP 4.1
Click here to view
your application
form (either
completed or in draft).
Click here to print your
application form(either
completed or in draft).
Highlight the relevant
application by selecting
the correct row.
Created by the Southern Trust - 25th November 2014
Withdrawing / Deleting your Application Form
Click here to withdraw / delete
your application form
STEP 4.2
Highlight the relevant
application by selecting
the correct row.
Created by the Southern Trust - 25th November 2014
Saving an Application Form to Complete Later
My Applications (accessing saved Application Form)
STEP 4.3
STEP 4.4
Then, click on the ‘close’ button
at the top right of the screen.
To access the application form
again, follow the steps below.
To view all the applications you
have saved and/or submitted, go
to the Overview tab. Under
‘Employment Opportunities’
section, click on ‘My
Applications’
To save an application form and
complete it at a later date, you must
firstly click ‘Next Step’ as once you do
that the system automatically saves all
information within the application form.
Created by the Southern Trust - 25th November 2014
Select Application and Click on Continue/Display Application
STEP 4.5
At this section you can view all
applications i.e. both saved
applications (draft) and those
previously submitted.
Select the partially completed
application and click
‘Continue’. The status of this
application form will be ‘Draft’.
The selected application form
will open and all information
entered previously will be within
the application.
Created by the Southern Trust - 25th November 2014
Appendix 1
Term Where you might see it What it means
Application Wizard When applying for a job This is the tool you will use in the system when you are applying for a job – it will guide you through the steps required to complete your application.
Branch When searching for jobs This refers to the ‘geographical area / locality’ in which a post is located – it is one of the criteria you can use to search for suitable jobs in which you might be interested
Cover letter When applying for a job This is one of the screens you will be asked to complete during the process of applying for a job. Its name is slightly misleading – you are not required to prepare a covering letter for your application; rather, this screen gathers information on how you found out about the particular post you are applying for, in order to help the HSC Organisation to monitor its advertising.
Data Overview When applying for a job At the end of your application, you will see a Data Overview – a summary of your application for you to review prior to submitting your application.
Functional area When searching for jobs This refers to the ‘department’ in which a post is located – you may see it when you are shown a list of jobs you have searched for.
Hierarchy Level When searching for jobs This refers to the ‘Job Group’ (e.g. Admin & Clerical; Nursing & Midwifery etc.) of a post – it is one of the criteria you can use to search for suitable jobs in which you might be interested
Glossary of E-Recuitment terms
The following glossary gives an explanation of some of the terminology used in the introduction of the new E Recruitment system.
Created by the Southern Trust - 25th November 2014
Term Where you might see it What it means
Job Agent On your candidate ‘homepage’
This is a way for you to be notified of suitable jobs when they are advertised – you will set up relevant search criteria for posts (e.g. HSC Organisation; location; job group etc.) and whenever posts are advertised which meet these criteria, you will be notified by email so you can decide whether you wish to apply.
Location Before applying for a job When completing your Personal Details on your Candidate Profile, this is one of the fields you will see in your address – it refers to ‘Town / City’.
My Applications On your candidate ‘homepage’
When you log in to your e-recruitment account, this link will take you to a list of all the applications you have previously submitted, as well as those that you have started but not yet submitted. You can return here at any time to complete applications which you have previously saved, prior to the stated closing date of the advertisement.
Overview & Release When applying for a job This is the final stage of the Application Wizard (see above) where you can check your ‘Data Overview’ (see above) prior to submitting your application.
Profile Before applying for a job This is a collection of ‘standard’ information about you, which will be used to populate the majority of any application form you may wish to complete. It is strongly recommended that you complete your applicant profile in advance of making any application, as it will make the application process easier. You can update your profile at any time.
Questionnaire When applying for a job This is a way of gathering necessary information as part of your application – it complements the information on your Profile (see above). Primarily, questionnaires are used to allow you to demonstrate how you meet the requirements of the post you are applying for (as detailed in the Personnel Specification) – please note that it is only the information contained in these questionnaires which selection panels will use to decide if you should progress to the next stage of the recruitment process.
Created by the Southern Trust - 25th November 2014
Term Where you might see it What it means
Reference Code When searching for jobs This is a unique number assigned to every post advertised for recruitment – if you already know the particular reference code for a post you are interested in, you can go straight to it rather than having to search for the job using other criteria.
Region Before applying for a job When completing your Personal Details on your Candidate Profile, this is one of the fields you will see in your address – it refers to ‘County’ and it will pre-populate with a drop down of relevant data, depending which ‘Country’ you have selected for your address.