Purpose · Web viewThe most likely format for these documents is MS Word format (.doc, .docx). Each...

NHS Jobs FTP Upload Guide

Table of Contents

Purpose.................................................................................................................................................2

Posting Vacancies to NHS Jobs in bulk using FTP...................................................................................2

What you will need................................................................................................................................2

What you will receive............................................................................................................................2

File processing.......................................................................................................................................2

Configuring your FTP service.................................................................................................................3

What is meant by a ‘Duplicate Vacancy’?..............................................................................................4

How are the files processed?.................................................................................................................5

File Types...............................................................................................................................................5

File format.............................................................................................................................................5

Vacancy format.....................................................................................................................................6

Encoding the included documents........................................................................................................7

Can I see the results?.............................................................................................................................7

Closing Adverts......................................................................................................................................8

Testing the upload facility.....................................................................................................................8

Tables....................................................................................................................................................9

Appendix A: XML DTD definition.........................................................................................................35

Appendix B: Example .xml file.............................................................................................................37

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PurposeThe purpose of this document is to describe the process and identify the different options that you have when posting a vacancy to NHS Jobs using the NHS Jobs FTP Upload interface. This document and the interface service are only for the use of organisations enabled and authorised to use NHS Jobs.

Posting Vacancies to NHS Jobs in bulk using FTP NHS Jobs FTP Upload is a service with which you can FTP files containing multiple vacancies securely to NHS Jobs in XML format, or comma separated value format (CSV). To use the FTP Upload service, please submit a request to the service management team through the Helpdesk.

What you will needFirstly, you will need an employer account on the NHS Jobs website.

Once the interface is enabled, you will be assigned a dedicated directory (FTP directory) on one of the NHS Jobs servers. Your FTP directory will only be accessible to you through a predefined account name and password. Your FTP directory is used as the location to send your vacancies to NHS Jobs by FTP. Any files posted into this directory will be processed by NHS Jobs.

You will be given instructions on how to FTP the files when you are given your FTP Account Name. Your FTP Account Password will be communicated separately.

What you will receiveOnce you start using the FTP Upload Interface a confirmation email will be sent to the nominated email accounts for each file processed. The email will report the status of the file processed and will also contain a link enabling you to view the individual details of each vacancy posted.

File processingAll files posted into the FTP directory will be processed. The processing involves checking the filename, virus scanning, validating the data contained, and then loading the vacancies onto the system. It is important to use the correct extension as this determines the processing of the file contents.

The following restrictions apply to the name of the file:

The name of the file must be filename.filetype filename must be:

o less than 29 characters long,o contain only alphanumeric characters, underscore or minus sign

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filetype must be xml or csv.

Once the file is processed it is removed from the FTP directory. You may load any number of files into the FTP directory at the same time provided they each have a different filename. It makes sense therefore to have some strategy in the naming and delivery of your files. One option might be for you to construct one file of vacancies to be delivered to NHS Jobs once per day.

Configuring your FTP serviceTo enable the FTP Upload Interface, you will need to provide details of:

Who should receive confirmation or failure messages?

Please provide the name, email address and work telephone number of up to 4 users who will receive notification emails. For each email address, you should specify whether the user should receive:

confirmation of successful import, and/or, details of failures and test files.

If you indicate more than one user, please also indicate which user is the primary contact. This user’s email address will be used as the creator of the vacancy on the service should the supplied recruitment officer email address not be a valid user in the organisation the vacancy is intended for.

Which accounts should be covered by this service?

An FTP Account is owned by an employer organisation on NHS Jobs. If you handle the posting of job adverts for other employer organisations then these can be added to the FTP Account. For example, if you are a shared service provider then you only need one FTP Account to be able to post vacancies for all of the employers you provide a service for. The Client ID (e.g. 120602) supplied with each job advert will be checked to ensure that it is valid within this FTP Account.

Important: It is important that files contain vacancies for the same Client ID. Files containing mixed Client IDs will be rejected.

How should the system behave when duplicate vacancy references are encountered?

By specifying your Upload Mode you are indicating the nature and contents of the data you will submit in the files and the rules governing the system behaviour when duplicate vacancies are encountered. There are two options for the upload mode:

Additions and Renewals Only Full Database

Additions and Renewals Only

We recommend that new implementations of job posting software use this posting mode.

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Vacancies will be handled according to the following rules:

New vacancies are loaded as vacancies with ‘Draft’ status, ready to be completed and published.

Duplicate vacancies are posted as follows:o Live duplicates are considered to be a modification of the closing date. If an identical

duplicate is encountered then the closing date of the existing live vacancy will simply be updated to the value in the job_closing_date field.

o Non-identical duplicates are not expected in this mode. Non-identical duplicates are NOT loaded and will trigger a failure notification.

If some vacancies in a file fail their validation and others pass then the whole file is rejected and no vacancies are posted. Vacancies that would have been posted are shown as ‘not posted’ in the status report. This allows the file to be corrected and re-submitted.

Full database mode

In this mode it is normal for there to be many live duplicates in the uploaded file. Vacancies will be posted according to the following rules:

New vacancies are loaded as vacancies with ‘Draft’ status, ready to be completed and published.

Duplicate vacancies are posted as follows:o Non-identical duplicates are ignored without generating a failure notification.o Identical duplicates have their closing date modified.

Closed adverts: If a live vacancy is no longer found in the uploaded file then NO action is taken to close the advert for the vacancy. The vacancy will expire at its normal expiry date. For this reason we recommend that users posting a Full Database specify that all vacancies should be posted for 1 week and that the full database should be posted each day.

If some vacancies in a file fail their validation and others pass then the successful vacancies are posted.

What is meant by a ‘Duplicate Vacancy’?If a vacancy in the file to be uploaded has the same client_id and job_reference as a vacancy that is currently live, then the new vacancy is further examined. The fields shown in Table 1 are checked to see if they are identical to the live vacancy. The comparison of the two vacancies ignores case and ignores all space characters.

The vacancy is an identical duplicate if the fields in Table 1 are the same. The vacancy is a non-identical duplicate if not all field values in Table 1 match. Tables can be found in the “Tables” section of this document.

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How are the files processed?NHS Jobs will check for new files in your FTP directory every 20 minutes. The processing firstly validates that the File Type is supported; secondly that the main structure of the file is well formed; thirdly, that the structure of each vacancy is well formed. On completion of the processing:

If there is a problem while processing the file then an email will be sent to the relevant contact email address(es).

If the file is processed successfully then a confirmation email will be sent to the relevant contact email address(es).

Where an error report is produced, it will be truncated at 15 Kbytes so that the notification can easily be delivered by email.

File TypesTwo file types are supported: .xml and .csv. If the file is not one of the supported types then the whole file is rejected.

XML files

Files containing XML-formatted vacancies should be named as filename.xml

The XML Document Type Definition file (DTD) can be found in Appendix A.

Note that certain characters are not allowed in the vacancy text. These must be replaced by the XML equivalent (see Table 5 for details of XML character replacements).

csv files

Files containing csv-formatted vacancies should be named as filename.csv

These files must use a comma as the delimiter character.

File formatIf the file is not well formed then the whole file is rejected.

xml file format

For .xml files, the contents of the file must be as described in the DTD in Appendix A. Only tags described in this DTD should be included and they should be included in the order shown in the DTD. An XML file is considered well-formed if:

each file starts with the statement <?xml version="1.0" encoding="UTF-8" ?>. each file must contain one <nhs_database> tag and end with the </nhs_database> tag. there is at least one vacancy within the file. each vacancy starts with the <job> tag and end with the </job> tag. the tag names are as described in the DTD including both case and order.

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csv file format

A csv file is considered well-formed if:

the file contains NO header record. the field names are not included in the file (the field names shown in Table 3 are for

information and should NOT be included in the vacancy detail). there is at least one vacancy within the file. each vacancy starts on a new line. there are no lines without a vacancy. any field containing embedded line breaks is enclosed in double quotes. all fields are terminated by the delimiter character, except for the last field in each record,

which is delimited by either a carriage return plus a line feed, or a newline character. a field containing one or more delimiter characters is enclosed in double quotes. a field containing double quote characters is enclosed in double quotes and the double

quote characters within the field are doubled. each vacancy contains a valid number of fields.

Vacancy formatIf a vacancy is not well-formed then:

if the Upload Mode is ‘Full Database’ then the individual vacancy is rejected, if the Upload Mode is ‘Additions and Renewals Only’ then the file is processed but no

vacancies are posted.

xml file vacancy format

For .xml files, a vacancy is well-formed if:

each of the mandatory tags is included for each vacancy. all open tags are matched by a corresponding closing tag after the relevant data.

Note that

Where a field is shown as optional, the relevant tags may be omitted if there is no data to be included.

If the length of any of the fields is longer than expected the data in that field will be truncated unless otherwise specified (see Table 2).

csv file vacancy format

For .csv files, a vacancy is well-formed if:

each vacancy starts on a new line. no field names are included in the vacancy. The field names shown in Table 3 are for

information and should NOT be included in the vacancy detail.

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each optional field is included with the relevant delimiters. the fields are included in the order shown in Table 3. ALL records have the same number of fields and ALL fields are present, i.e. where a field is

shown as optional, this means the field may contain no text, but the required delimiters must still be included.

Note that:

If the length of any of the fields is longer than expected the data in that field will be truncated unless otherwise specified (see Table 3)

The “Vacancy approval on NHS Jobs?” flag will be set to “No” by default. However, this can be changed online whilst the vacancy is still in a draft mode if desired.

Encoding the included documentsA job advertised on the NHS Jobs website should include the following documents which are specific to the individual job advert:

Job Description (mandatory) Person Specification (Optional if a KSF Job Description is used, otherwise mandatory) Risk Assessment (optional) Additional document (optional)

Note that these are in addition to the employer specific documents and links, which may be included through the Job Pack features.

The most likely format for these documents is MS Word format (.doc, .docx). Each of these documents should form part of the normal posting procedure but they must first be converted from the normal form into an encoded form. The conversion mechanism for this must be BASE64.

Can I see the results?On completion of the processing your contacts will be sent an email containing details of all postings. The email will contain a link from which you can see the status of each vacancy posting. This will summarise the number of successful postings, the number of failures and the number of errors. You will be able to see the status of each vacancy and click through this to see the vacancy itself as well as more details on any errors or warnings raised for that vacancy.

The status of each vacancy posting will be shown as one of the following:

Added – the vacancy was posted to NHS Jobs successfully and is available in ‘Draft’ status. Closing date modified– the vacancy’s closing date was modified. Error – the vacancy was not posted due to an error. An error is included if the problem could

not be resolved and requires correcting by you at source. In this case the vacancy (or vacancies) should then be resubmitted. Vacancies containing errors are highlighted in red in the Upload Report.

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Not posted – the vacancy was well-formed but not posted due to a problem with another vacancy, or some other reason.

Loaded – the vacancy was well-formed but was not added, either because it was submitted to the TEST directory, or, the client is in “Additions and Renewals Only” upload mode and a different vacancy within the same file had errors.

Vacancies successfully processed and loaded onto NHS Jobs are loaded into “Draft” status. From “Draft” status users can select the appropriate application forms, additional application or pre-application questions, review scorecard and the appropriate publishing option before advertising to the relevant candidates.

Note that vacancies loaded using this interface are not immediately accessible to jobseekers and will not appear in any search results. In order to be accessible to job seekers, the draft will need to be edited and published.

Closing AdvertsIt is not possible to immediately close an advert using this mechanism. However, if you modify the closing date to today’s date, the adverts will close automatically at the end of its advertised period. Alternatively, adverts can have their closing date modified or can be closed immediately online.

Testing the upload facilityWhen your FTP account is created, a “test” subdirectory will be created in your FTP directory. You can test the upload facility and your file format by transferring a file into the test subdirectory. The file will be processed and loaded into a test area of the site. When the file is processed, you will be sent an email detailing:

any errors that were encountered while processing the file, and, a link to an area of the site where your test vacancies are stored. You can use this link to

view the vacancies to make sure the correct data is being loaded into the correct fields.

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Tables

Table 1: Fields to be compared for live duplicatesjob_titlejob_advertjob_typejob_salary_or_ratejob_dbs checkjob_specialtyjob_department

Table 2: Specific AttributesProposed Field name Definition Description Errors, Warnings and Specific Rules

client_id Number The unique value used in the NHS Jobs system to identify each organisation within the NHS Jobs database.

The value is validated against the list of ids allowed to post using this FTP account. This is NOT your FTP account name.

Errors:

If this field is invalid then the vacancy is rejected.

if this field is missing then the vacancy is rejected

client_password Up to 21 characters

This field is a placeholder and is not validated.

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Proposed Field name Definition Description Errors, Warnings and Specific Rules

job_reference Up to 19 characters

The reference identifier you give to your vacancy. Note that, in order to ensure that your identifier remains unique we will automatically prefix it with the VPD code associated with the client_id followed by a hyphen. The entire value must still be no more than 26 characters. This implies that the job_reference you provide should be no longer than 19 characters.

Errors:

if the value is too long then the vacancy is rejected.

If any of the following characters are encountered, they are changed to a minus sign (-):o hash (#),o forward slash (/),o space ( ),o plus (+)

job_position_title Up to 69 characters.

The title of the vacancy to be advertised.

job_advert Up to 6000 characters

The general descriptive text for the vacancy to be advertised.

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job_type 2 characters Must be either P, F, B, H, L, AH, V, TR, S or AP meaning:

Permanent (P)Fixed Term Temporary (F)Bank (B)Honorary (H)Locum (L)Ad hoc (AH)Voluntary (V)Training (TR)Secondment (S)Apprenticeship (AP)

Any details given will be truncated to the first character

job_location Up to 199 characters

The location or locations for the vacancy to be advertised. This aspect of the location is displayed to the job hunter.

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job_recruitment_officer Up to 129 characters

The email address of the recruitment officer responsible for receiving or viewing the full application details for the vacancy.

This user will be indicated as the creator of the vacancy in the NHS Jobs system unless the email address is not a user associated with the client_id. In which case, the primary notification recipient will be identified as the creator of the vacancy.

Vacancy creators can access the vacancy in the NHS Jobs system whilst it is in the draft mode and before all appropriate personnel are associated with the vacancy.

Errors:

If this is an invalid email address or greater than 128 characters then the vacancy is rejected.

Warnings:

If this email address is not a user associated with the client_id in the NHS Jobs system then the value is ignored

job_salary_or_rate Up to 25 characters

The salary or rate for the vacancy.

Will default to TBD. if missing

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job_dbs_check 1 character Identifies whether to inform the job hunter that a DBS check will be required for this position.

Valid values are Y and N.

‘Y’ indicates that a DBS check is required.

‘N’ indicates that a check is not required.

If the value is missing or any other value is found then the value defaults to ‘N’.

job_postcode Up to 50 characters

The postcode (full or outer only) for the vacancy to be advertised. This information is used to determine geographical location when the applicant is searching for vacancies. This aspect of the location is NOT displayed to the applicant.

Errors:If more than one postcode or postcode outer is supplied, then the vacancy is rejected.

job_specialty up to 128 characters

This value augments the job_position_title by including the specialty or function as well as the job_position_title.

job_department up to 128 characters

The department.

job_interview_date up to 128 characters

The date on which interviews will commence in DD/MM/YYYY format.

Errors:If an invalid value is received, then the vacancy is rejected.

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job_displayed_email up to 128 characters

The email address of the contact to be displayed on the vacancy.

Warnings:

If this is an invalid email address or greater than 128 characters then the value is ignored.

job_displayed_name up to 128 characters

The name (or position) of the contact to be displayed on the vacancy.

job_displayed_tel up to 128 characters

The telephone number of the contact to be displayed on the vacancy.

job_job_pack up to 4 characters

Identifies the Job Pack to be used with this document (does not affect the Job Description, Person Specification, or, Vacancy Specific Additional Document documents). If no value is specified then the default Job Pack for the employer will be applied, if one is specified.

job_whole_time_equivalent real number The Whole Time Equivalent staff members covered by this advert. The number must be specified up to 2 decimal places. Used only for NHS reporting purposes.

Errors:

If the number is more than 2 decimal places, then the vacancy is rejected

job_qualified_position 1 character A flag used to determine whether the position requires a “qualified” candidate. Used only for reporting purposes.

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job_staff_group Up to 4 characters

Use either the code or full name from the list of values shown in Error: Reference source not found

Used only for reporting purposes.

Errors:

If an invalid value is received then the vacancy is rejected.

job_area_of_work Up to 4 characters

Use either the code or full name from the list of values shown in Error: Reference source not found


Errors:


job_occupational_code Up to 6 characters

Use either the code or full name from the list of values shown in Table 10: Occupational codes.

If the value is missing we shall default this to “None specified”.


Errors:


job_recruiting_manager up to 128 characters

The email address of the person who is responsible for recruitment for this job. Either the chair of the interview panel or the appointing officer.

Errors:

If this is an invalid email address or greater than 128 characters then the vacancy is rejected.

Warnings:

If this email address is not a user associated with the client_id in the NHS Jobs system then the value is ignored

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job_job_desc_encoded limited to 1MB (after decoding)

The encoded form of the document containing the job description applicable to the job advert. Note that the raw binary form of the document must first be encoded before it is posted to us. This is shown to the candidateon the job advert

Errors:

If this is missing or invalid then the vacancy is rejected.

job_job_desc_filename up to 100 chars

The filename used to refer to the Job Description document.

Must be made up of the characters a to z, A to Z, 0 to 9 and underscore followed by .rtf, .docx, .doc, .pdf, .ppt, .pptx, .xls, or xlsx. The extension is important as this determines the way in which the document will be opened to be viewed.

Errors:

If this is missing or invalid then the vacancy is rejected.

job_person_spec_encoded limited to 1MB (after decoding)

The encoded form of the document containing the person specification applicable to the job advert. Note that the raw binary form of the document must first be encoded before it is posted to us. This is shown to the candidateon the job advert.

Errors:

If this is invalid then the vacancy is rejected If this value is missing but job_person_spec_filename is present then the vacancy is rejected.

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job_person_spec_filename up to 100 chars

The filename used to refer to the Person Specification document.


Errors:

If this is invalid then the vacancy is rejected.If this value is missing but job_person_spec_encoded is present then the vacancy is rejected.

job_risk_assessment_encoded limited to 1MB (after decoding)

The encoded form of the document containing the risk assessment for to the job advert. Note that the raw binary form of the document must first be encoded before it is posted to us. This is shown to the candidate on the job advert.

Errors:

If this is invalid then the vacancy is rejected If this value is missing but job_risk_assessment_encoded is present then the vacancy is rejected.

job_ risk_assessment_filename up to 100 chars

The filename used to refer to the risk assessment document.


Errors:

If this is invalid then the vacancy is rejected.If this value is missing but job_ risk_assessment_filename is present then the vacancy is rejected.

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job_additional_doc_encoded limited to 1MB (after decoding)

The encoded form of the document containing the additional document applicable to the job advert. Note that the raw binary form of the document must first be encoded before it is posted to us. If this has been included, then this is shown to the candidate on the job advert.

Errors:

If this is invalid then the vacancy is rejected.If this value is missing but job_additional_doc_filename is present then the vacancy is rejected.

job_additional_doc_filename up to 100 chars

The filename used to refer to the additional document.

Must be made up of the characters a to z, A to Z, 0 to 9 and underscore followed by .rtf, .docx, .doc, .pdf, .ppt, .pptx, .xls, or xlsx. The extension is important as this determines the way in which the document will be opened to be viewed..

Errors:

If this is invalid then the vacancy is rejected.If this value is missing but job_additional_doc_encoded is present then the vacancy is rejected.

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job_uk_registration_required 1 character Identifies whether to include the “UK Registration” message with the job details.


‘Y’ results in the inclusion of a message stating that: “Applicants must have current UK professional registration”. The message also includes a link to more information on applying from overseas.

‘N’ results in this message not being displayed.


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job_work_permit_required 1 character Identifies whether to include the “Tier 2” message with the job details.


‘Y’ results in the inclusion of a message stating that: “Applications from job seekers who require Tier 2 sponsorship to work in the UK are welcome and will be considered alongside all other applications. However, non-EEA candidates may not be appointed to a post if a suitably qualified, experienced and skilled EU/EEA candidate is available to take up the post as the employing body is unlikely, in these circumstances, to satisfy the Resident Labour Market Test. The UK Border Agency requires employers to complete this test to show that no suitably qualified EEA or EU worker can fill the post.” The message also includes a link to more information on applying from overseas.



job_hours_per_week up to 128 characters

The hours per week the incumbent will be expected to work. This will be displayed on the advert.

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job_closing_date 10 characters The closing date of the job in DD/MM/YYYY format.

This cannot be in the past and cannot be 365 or more days in the future.

Errors:


job_pay_scheme Up to 128 characters

Identifies the pay scheme the job is advertised under from the list of values shown in Table 9.

Errors:

If this is missing or invalid then the vacancy is rejected

Please see Table 9 for a list of the valid Pay scheme codes.

job_band Up to 2 characters

Use the code from the list of values shown in Table 8.

Errors:

If the pay band does not correspond to the pay scheme code then the vacancy is rejected. Please see Table 8 for a list of the valid pay bands.

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job_suitable_for_newly_qualified

1 character Identifies whether the job is suitable for a newly qualified applicant


‘Y’ results in the inclusion of an indicator that the job is suitable for newly qualified applicants.



Errors:


job_application_form Number Identifies the application form type to be used on NHS Jobs. It must be 3009, 3010 or 3012.

For the Medical & Dental form use 3009For the Standard form use 3010For the Short form use 3012

Errors:


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job_allow_cv_attachment 1 character Identifies whether the applicants can attach a CV document to the bottom of the application form or not.


‘Y’ enables a document to be attached to the application.


job_welsh_applications 1 character Identifies whether applications using the Welsh application forms will be enabled.


‘Y’ enables Welsh application forms to be used and submitted.


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Table 3: CSV Field sequence# Field name Value is … Comments

1 client_id Mandatory

2 client_password Optional Not used.

3 job_reference Mandatory

4 job_position_title Mandatory

5 job_advert Mandatory as a single text string

6 job_type Mandatory

7 job_location Mandatory Separate different locations with commas.

8 job_recruitment_officer Mandatory

9 job_salary_or_rate Optional

10 job_dbs_check Optional

11 job_postcode Optional Provide only 1, but this can be either a full postcode (e.g. SO22 5DG) or outer only (e.g. SO22).

12 job_specialty Optional

13 job_department Optional

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# Field name Value is … Comments

14 job_interview_date Optional

15 job_displayed_email Optional

16 job_displayed_name Optional

17 job_displayed_tel Optional

18 job_job_pack Optional

19 job_whole_time_equivalent Optional

20 job_qualified_position Optional

21 job_staff_group Mandatory

22 job_area_of_work Mandatory

23 job_occupational_code Optional

24 job_recruiting_manager Mandatory

25 job_job_desc_filename Mandatory

26 job_job_desc_encoded Mandatory

27 job_person_spec_filename see comments These fields are optional with the introduction of the Key Skills Factor Job

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Description. If the job has a KSF Job Description then it is not necessary to include a separate person specification. However, if the Job Description is not a KSF Job Description then a separate Person Specification MUST be included in these fields.

If the Person Specification is provided then both fields are mandatory, otherwise, both must be null.

28 job_person_spec_encoded see comments

29 job_risk_assessment_filename Optional If a risk assessment document is specified then both fields are mandatory, otherwise, both must be null.

30 job_ risk_assessment_encoded Optional

31 job_additional_doc_filename Optional If an additional document is specified then both fields are mandatory, otherwise, both must be null.

32 job_additional_doc_encoded Optional

33 job_work_permit_required Optional

34 job_uk_registration_required Optional

35 job_hours_per_week Optional

36 job_pay_scheme Mandatory

37 job_band see comments Errors:If the pay band does not correspond to the pay scheme code then the vacancy is rejected. Please see Table 8 for a list of the valid combinations

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38 job_suitable_for_newly_qualified Optional

39 job_application_form Mandatory

40 job_allow_cv_attachment Optional

41 job_welsh_applications Optional

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Table 4: XML tagsThe following table shows the tags used to encapsulate the above fields when using the XML format. Note that the optionality, format and comments are as described in Table 2 unless further expanded in the comment column here. In addition, the field should only occur once per vacancy unless indicated otherwise.

Field name Open tag Close tag Comment

client_id <client_id> </client_id> May appear once per vacancy.

client_password <client_password> </client_password>

job_reference <job_reference> </job_reference> Must appear once per vacancy.

job_position_title <job_position_title> </job_position_title> Must appear once per vacancy.

job_advert <job_advert> </job_advert> Must appear once per vacancy.

job_type <job_type> </job_type> Must appear once per vacancy.

job_location <job_location> </job_location> Repeat with a new open and close tag for each location.

job_recruitment_officer <job_recruitment_officer> </job_recruitment_officer> Must appear once per vacancy.

job_salary_or_rate <job_salary_or_rate> </job_salary_or_rate>

job_dbs_check <job_dbs_check> </job_dbs_check>

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job_postcode <job_postcode> </job_postcode> Repeat with a new open and close tag for each postcode.

job_specialty <job_specialty> </job_specialty>

job_department <job_department> </job_department>

job_interview_date <job_interview_date> </job_interview_date>

job_displayed_email <job_displayed_email> </job_displayed_email>

job_displayed_name <job_displayed_name> </job_displayed_name>

job_displayed_tel <job_displayed_tel> </job_displayed_tel>

job_job_pack <job_job_pack> </job_job_pack>

job_whole_time_equivalent <job_whole_time_equivalent> </job_whole_time_equivalent> Must appear once per vacancy.

job_qualified_position <job_qualified_position> </job_qualified_position>

job_staff_group <job_staff_group> </job_staff_group> Must appear once per vacancy.

job_area_of_work <job_area_of_work> </job_area_of_work> Must appear once per vacancy.

job_occupational_code <job_occupational_code> </job_occupational_code>

job_recruiting_manager <job_recruiting_manager> </job_recruiting_manager> Must appear once per vacancy.

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job_job_desc_filename <job_job_desc_filename> </job_job_desc_filename> Must appear once per vacancy.

job_job_desc_encoded <job_job_desc_encoded> </job_job_desc_encoded> Must appear once per vacancy.

job_person_spec_filename <job_person_spec_filename> </job_person_spec_filename> Combination may appear once per vacancy. See comments abovejob_person_spec_encoded <job_person_spec_encoded> </job_person_spec_encoded>

job_risk_assessment_filename <job_risk_assessment_filename> </job_risk_assessment_filename> Combination may appear once per vacancy. See comments abovejob_risk_assessment_encoded <job_risk_assessment_encoded> </job_risk_assessment_encoded>

job_additional_doc_filename <job_additional_doc_filename> </job_additional_doc_filename> Combination may appear once per vacancy.

job_additional_doc_encoded <job_additional_doc_encoded> </job_additional_doc_encoded>

job_work_permit_required <job_work_permit_required> </job_work_permit_required>

job_uk_registration_required <job_uk_registration_required> </job_uk_registration_required>

job_hours_per_week <job_hours_per_week> </job_hours_per_week>

job_closing_date <job_closing_date> </job_closing_date> Must appear once per vacancy.

job_pay_scheme <job_pay_scheme> </job_pay_scheme> Must appear once per vacancy.

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job_band <job_band> </job_band> If the pay band does not correspond to the pay scheme code then the vacancy is rejected. Please see Table 8 for a list of the valid combinations

job_suitable_for_newly_qualified

<job_suitable_for_newly_qualified> </job_suitable_for_newly_qualified>

job_application_form <job_application_form> </job_application_form> Must appear once per vacancy.

job_allow_cv_attachment <job_allow_cv_attachment> </job_allow_cv_attachment>

job_welsh_applications <job_welsh_applications> </job_welsh_applications>

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Table 5: XML character substitutionsCharacter Name substitute

& Ampersand &

< Less than <

> Greater than >

‘ Apostrophe or single quote '

“ Quotation or double quote "

Table 6: Job Staff GroupCode Job Staff Group

SG10 Administrative & Clerical

SG15 Allied Health Professionals

SG20 Additional Clinical Services

SG25 Additional Professional Scientific & Technical

SG30 Estates & Ancillary

SG35 Healthcare Scientists

SG40 Nursing & Midwifery Registered

SG45 Medical & Dental

SG55 Students

Table 7: Job Area of WorkSee the “Area of Work” document.

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Table 8: Valid Pay Scheme/Band codesScheme Code Band code Pay band

AC 1 1

AC 2 2

AC 3 3

AC 4 4

AC 5 5

AC 6 6

AC 7 7

AC 8a 8a

AC 8b 8b

AC 8c 8c

AC 8d 8d

AC 9 9

MD AS Specialty Doctor

MD SG Foundation Doctor

MD CN Consultant

MD SR Specialty Registrar

MD DO Doctor - Other

SMN.B pay band code must be blank if SM is chosen for the Pay Scheme

OT OT

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Table 9: Job Pay SchemeCode Job Pay Scheme

AC Agenda for Change

MD Hospital Medical and Dental

SM VSM (Very Senior Manager)

OT Other

Table 10: Job Occupational CodesSee the “Occupational Codes” document.

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Appendix A: XML DTD definition<?xml version="1.0" encoding="UTF-8" ?>

<!ELEMENT nhs_database (job+)>

<!ELEMENT job client_id, client_password?, job_reference, job_position_title, job_advert, job_type, job_location+, job_recruitment_officer, job_salary_or_rate?, job_dbs_check?, job_postcode?, job_specialty?, job_department?, job_interview_date?, job_displayed_email?, job_displayed_name?, job_displayed_tel?, job_job_pack?, job_whole_time_equivalent, job_qualified_position, job_staff_group, job_area_of_work, job_occupational_code?, job_recruiting_manager, job_job_desc_filename, job_job_desc_encoded, (job_person_spec_filename, job_person_spec_encoded)?, (job_risk_assessment_filename, job_risk_assessment_encoded)?, (job_additional_doc_filename, job_additional_doc_encoded)?, job_work_permit_required?, job_uk_registration_required?, job_hours_per_week?, job_closing_date, job_pay_scheme, job_pay_band, job_suitable_for_newly_qualified?, job_application_form, job_allow_cv_attachment?, job_welsh_applications?)>

<!ELEMENT client_id (#PCDATA)>

<!ELEMENT client_password (#PCDATA)>

<!ELEMENT job_reference (#PCDATA)>

<!ELEMENT job_position_title (#PCDATA)>

<!ELEMENT job_advert (#PCDATA)>

<!ELEMENT job_type (#PCDATA)>

<!ELEMENT job_location (#PCDATA)>

<!ELEMENT job_recruitment_officer (#PCDATA)>

<!ELEMENT job_salary_or_rate (#PCDATA)>

<!ELEMENT job_dbs_check (#PCDATA)>

<!ELEMENT job_postcode (#PCDATA)>

<!ELEMENT job_specialty (#PCDATA)>

<!ELEMENT job_department (#PCDATA)>

<!ELEMENT job_interview_date (#PCDATA)>

<!ELEMENT job_displayed_email (#PCDATA)>

<!ELEMENT job_displayed_name (#PCDATA)>

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<!ELEMENT job_displayed_tel (#PCDATA)>

<!ELEMENT job_job_pack (#PCDATA)>

<!ELEMENT job_whole_time_equivalent (#PCDATA)>

<!ELEMENT job_qualified_position (#PCDATA)>

<!ELEMENT job_staff_group (#PCDATA)>

<!ELEMENT job_area_of_work (#PCDATA)>

<!ELEMENT job_occupational_code (#PCDATA)>

<!ELEMENT job_recruiting_manager (#PCDATA)>

<!ELEMENT job_job_desc_filename (#PCDATA)>

<!ELEMENT job_job_desc_encoded (#PCDATA)>

<!ELEMENT job_person_spec_filename (#PCDATA)>

<!ELEMENT job_person_spec_encoded (#PCDATA)>

<!ELEMENT job_risk_assessment_filename (#PCDATA)>

<!ELEMENT job_risk_assessment_encoded (#PCDATA)>

<!ELEMENT job_additional_doc_filename (#PCDATA)>

<!ELEMENT job_additional_doc_encoded (#PCDATA)>

<!ELEMENT job_work_permit_required (#PCDATA)>

<!ELEMENT job_uk_registration_required (#PCDATA)>

<!ELEMENT job_hours_per_week (#PCDATA)>

<!ELEMENT job_closing_date (#PCDATA)>

<!ELEMENT job_pay_scheme (#PCDATA)>

<!ELEMENT job_band (#PCDATA)>

<!ELEMENT job_suitable_for_newly_qualified (#PCDATA)>

<!ELEMENT job_application_form (#PCDATA)>

<!ELEMENT job_allow_cv_attachment (#PCDATA)>

<!ELEMENT job_welsh_applications (#PCDATA)>

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Appendix B: Example .xml file<?xml version="1.0" encoding="UTF-8" ?><nhs_database>

<job><client_id>120602</client_id><client_password>PASSWORD123</client_password><job_reference>A-13-3492</job_reference><job_position_title>Hoc exemplum est Job Title </job_position_title><job_advert> Sample text enim opus est hoc advertit. Lorem ipsum sit amet elit ut daret utrum possit

vel non applicandi audit.</job_advert><job_type>P</job_type><job_location>London</job_location><job_recruitment_officer>[email protected]</job_recruitment_officer><job_salary_or_rate>£35,000</job_salary_or_rate><job_dbs_check>Y</job_dbs_check><job_postcode>WC2E 8JS</job_postcode><job_specialty>Radiology</job_specialty><job_department>Radiography</job_department><job_interview_date>15/08/2013</job_interview_date><job_displayed_email>[email protected]</job_displayed_email><job_displayed_name>Mr Job Contact </job_displayed_name><job_displayed_tel>0111 11111</job_displayed_tel><job_job_pack>NIC1</job_job_pack><job_whole_time_equivalent>1</job_whole_time_equivalent><job_qualified_position>Y</job_qualified_position><job_staff_group>SG45</job_staff_group><job_area_of_work>CS46</job_area_of_work><job_occupational_code>S0F</job_occupational_code><job_recruiting_manager>[email protected]</job_recruiting_manager><job_job_desc_filename>job_description.docx</job_job_desc_filename><job_job_desc_encoded>[BASE64 data here]</job_job_desc_encoded><job_person_spec_filename>person_spec.docx</job_person_spec_filename><job_person_spec_encoded>[BASE64 data here]</job_person_spec_encoded><job_risk_assessment_filename>risk_assessment.pdf</job_risk_assessment_filename><job_risk_assessment_encoded>[BASE64 data here]</job_risk_assessment_encoded><job_additional_doc_filename>additional_doc.pptx</job_additional_doc_filename><job_additional_doc_encoded>[BASE64 data here]</job_additional_doc_encoded><job_work_permit_required>Y</job_work_permit_required><job_uk_registration_required>Y</job_uk_registration_required><job_hours_per_week>Four 8-hour shifts</job_hours_per_week><job_closing_date>05/09/2013</job_closing_date><job_pay_scheme>AC</job_pay_scheme><job_band>5</job_band><job_suitable_for_newly_qualified>Y</job_suitable_for_newly_qualified><job_application_form>3010</job_application_form><job_allow_cv_attachment>Y</job_allow_cv_attachment><job_welsh_applications>Y</job_welsh_applications>

</job><job>…</job>

</nhs_database>

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Document RevisionVersion Date Author Issue

1.0 02/09/2013 Evenbase First published version

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