This article will take you through how to set up a job
1. Job Setup
This is the first step of adding a new job – once it’s completed you’ll have a draft record you can come back to later.
Vacancy title: choose from the existing list or pick ‘Create new’ and type the title of your vacancy
Directorate: select the name of the directorate advertising this vacancy
Department and Business Unit (optional): choose the department then business unit advertising this vacancy
Recruitment Lead: the admin user responsible for the vacancy administration, i.e. your username
Recruitment Manager: the main user responsible for shortlisting, Recruitment Managers can access application forms with the equal opportunities monitoring section removed.
Request to Recruit: this field can be used to record the date a post was approved for advertising. If you do not wish to record this information, please use the current date – we’ve added this automatically for you.
Advert Start Date: the date and time the vacancy should open to applicants.
Advert Close Date: the date and time the vacancy should close to applicants.
Pre-Employment Checks: Any Pre-Employment Checks you wish to use for this vacancy – remember vacancies requiring DBS or DBS Enhanced are flagged for applicants
Click Save & Next to continue.
2. Job Details
This is where all the core vacancy details are added, including the advert text.
Advert Text: add the text for your vacancy here – you can use the formatting tools to add headings, bullet points and so on if you wish.
Reference: we automatically generate a reference for you, but if you wish to use your own you can type over it in this field.
Keywords: keywords help applicants find your vacancy more easily. The job title is automatically turned into keywords, but you can add extras by typing here.
Keyword Indexing: Adding logical keywords to your vacancies is a great way to maximise the visibility of your job ads.
At step 2 through the vacancy upload screens, there are a number of important indexing fields that need to be completed to make the vacancy as visible as possible when candidates are performing searches.
As a default, the system will only comma separate the vacancy title to generate keywords.
Best practice, however, includes adding job title semantics combined with relevant locations (as candidates often search based on job titles and locations combined).
For example, considering the vacancy 'School Accounts Assistant', the system would only generate the following keywords string:
School, Accounts, Assistant
However, a more appropriate string of keywords that would maximise the visibility of this vacancy might look like the one.
School, Accounts, Assistant, Finance, Financial, Support, Payroll, Bookkeeping, Bookkeeper, Junior, Trainee, Graduate, Administration, Primary, Secondary, Education, Redbridge, Havering, Newham, London, Remote, WFH, Hybrid.
This would mean that any candidate performing a job search using any combination of these keywords, would still find your 'School Accounts Assistant' vacancy.
Vacancy Type: choose Internal and/or External for reporting purposes – you can decide whether to post on your internal or external job sites later on
Salary Range: set the salary range for the vacancy – this doesn’t show to applicants unless the next field is blank, it is just used for searching purposes.
Salary Free Text: set the actual salary or any other info about pay & benefits.
Sector: choose the sector the vacancy is in.
Occupational Areas: choose occupations that describe the vacancy. Applicants use combinations of occupations to find jobs, so don’t be afraid to pick a few – for example, a Finance Administrator would be in Finance and Administration.
Location: choose the location of the vacancy or add a new location.
Working Hours: enter the number of hours worked per week or day
Working Hours Additional Info: enter any additional information about working hours e.g. shift patterns, holidays, working times.
Working Patterns: choose the broad working pattern for the vacancy.
Number of Vacancies: set the number of vacancies being filled
Contract Type: choose the type of contract here.
Months Duration: if you’ve selected Temporary or Contract as the contract type, you’ll need to tell us how long the contract is for in months – this is for Universal Job Match / JobCentrePlus.
