Further improvements to our recruitment system coming soon
10 May 2023
Recruitment system improvements
In March we told you about a series of improvements which will be delivered this year to the systems we use for recruitment and sickness absence. From June we roll out the next set of enhancements to our recruitment system, Jobtrain. As a user of Jobtrain you don’t need to do anything now, this is to let you know about the improvements which are coming should you be recruiting or managing vacancies in the next few months.
In November the approvals process for vacancies was transferred over to Jobtrain. For the first time, this has enabled colleagues to track the approvals process for their vacancies.
This next phase for the adoption of Jobtrain is:
- managing candidate selection and the interview process
- improved offer and appointment process
These improvements will be live for selected early adopter areas from Monday 12 June 2023.With full implementation across the university happening on Monday 10 July 2023.
What’s changing?
Jobtrain will become the go-to system for all aspects of recruitment:
• Candidate management. Jobtrain will be used for every stage of the vacancy recruitment process from application to onboarding, improving how we manage candidates and their experience. Hiring managers will have one place to manage candidate applications improving visibility and traceability. Unsuccessful candidates can be declined by email through Jobtrain; a quick process with consistent messaging, so candidates learn of the outcome quickly.
• Arranging Interviews and set up options give hiring managers greater flexibility as well as the candidate a great experience. This includes a new feature for high volume recruitment campaigns and/or assessment centres where candidates can select and book their interview slots
• Visibility and traceability of all candidates will further improve as applications are managed in one place and includes recruitment agency-supplied candidates. Receiving all candidates through ‘one front door’ will enable the Recruitment team to start to provide meaningful data and insights into recruitment activity and candidate equality, diversity and inclusion data. This data will help us to make decisions to further improve our processes for all candidates
• Improved offer processes. We’re retiring the new appointment form (NAF), and replacing it with an online New Starter form (NSF). Containing auto-populated fields, mandatory fields, and drop-down options, embracing a ‘right first time’ approach, at a critical time in the recruitment process. There will also be a new process in place for direct appointments
• Candidate applications. We’re also taking the opportunity to improve elements of the candidate application form, to make this simpler and easier to complete, and creating an application form appropriate for internal staff.
Get ready for the changes
Training guides and bite-sized videos will be available ahead of the new improvements going live; so that when you’re ready to recruit you’ll know what to do and where to go to access training.
There will be virtual ‘Recruitment Show & Tells’ in the weeks around go live, where you can see a demonstration of the improvements and ask questions. If you can’t attend, we’ll record them to watch later.
We’re working closely with representatives from each early adopter school/department, to ensure we support you and your colleagues in being ready for these changes.
If you’re regularly involved in arranging interviews or making and processing offers and would like to see the system in more detail, please get in touch via the email below. We’ll be happy to answer any questions you have, provide a demonstration, or discuss how the system changes might impact your local ways of working in relation to these two parts of the recruitment process.
If you have any other questions, please get in touch via peopleodtransformation@manchester.ac.uk and you can expect to hear more from us in the near future.
Warm regards
People and OD Transformation team