SYSTEM ADMINISTRATION OVERVIEW

About the Role

• Most important role on NHS Jobs with highest level of permissions

• Responsible for managing key aspects and items used in recruitment in your organisation

• Recommend at least 2, maximum 3• In larger organisations can be supported

by assigning ‘HR Admin’ to someone else in recruitment team

About the Role

• Initial & local support to users within your organisation

• Helpdesk will support organisations using NHS Jobs

• Helpdesk support is expected to be to system administrators– Recruitment officers & recruiting managers supported

locally by system administrators• If this is a problem, contact the NHS Jobs Service

Manager through the helpdesk to discuss options for support and/or training

HR Admin permission

• Users supporting system administrators• Sub-set of the administration features can

be managed by other users• Assign ‘HR Admin’ permission to user• Can manage:

• Restricted accounts• Affected by change accounts• Job packs• Documents and links• Role document library• Publishing paths

Admin Features

• Accounts for users in their organisation• Standard information that is displayed to jobseekers on the

‘Employer Details’ page, and on job adverts.• Standard letters, emails and reference request forms• Additional questions for application forms, and ‘pre-

application’ questions• Templates for ‘score cards’• Templates for vacancies• ‘Job packs’ and associated documents and links• Department names to be used for reporting purposes• KPI time periods• Publishing paths for vacancies

Stored email & letters

Placeholders

Dear [placeholder],

Your interview for [placeholder] will take place on [placeholder]….

You can put placeholders in your emails and letters. The system will automatically replace them with the right details when the templates are used for real applicants.

Placeholder examples

[%applicant_title%] The applicant’s title[%applicant_surname%] The applicant’s surname

There are thirty different placeholders- you can see a full list online when you create new letter or email templates.

Reference Requests

Editing Reference Questions

Score Cards

Score cards

Enter criteria for assessing application

here

Enter a descriptive

name for the score card

here.

Enter the name of the score-able

section here, and the

weighting below it.

Click to add more criteria

Publishing paths

Select a type of

publishing path

Enter the elapsed time (in days) that will trigger the

move of a vacancy to the next publishing stage.

System Administration Overview

Exercise

•Log-in to the employer side of NHS Jobs using the log-in details given by your trainer.•Add or edit a stored email or letter, then preview the result•Add or edit a reference request form•Add or edit a score card template