Improvements to our recruitment system have been made

02 Aug 2023

We’ve made improvements to Jobtrain so that it supports every stage of the recruitment process across the University

From today (Wednesday 2 August) you will use Jobtrain to support all stages of the recruitment process. This is for vacancies which you’re currently recruiting, and for future recruitment. This is the second phase of improvements to our recruitment process, as part of the People & OD Transformation Programme.

Training and support

You can find a range of support materials on StaffNet, including training guides and short videos. These are split into the key stages of the recruitment journey.

You can book on to a show and tell session or set up a 121 call with a member of the team if you need help with the new process. Or if you have questions, email the project team at PeopleODTransformation@manchester.ac.uk.

What you need to do now

If you are currently recruiting at the interview or offer stage, you should have already received an email offering support in using the new features. Here’s what to do next:

Review the training guide and videos before using Jobtrain to move to the next stage of the recruitment process. This includes updating a candidate status, booking interviews, and requesting offers to be processed.

Eight things you must know

Get your Jobtrain access set up now.

If you don’t have a Jobtrain account already, you can request one by contacting People.Recruitment@manchester.ac.uk

Book a live ‘Show and Tell’ demonstration.

We have multiple sessions taking place each week throughout August and early September - book yours now.

If you're actively working with agencies now, please contact the Recruitment Team at People.Recruitment@manchester.ac.uk who will connect with the agency and support them.  
Agencies will need to add their candidates to the vacancy on Jobtrain so they can be shortlisted with the other candidates.

Familiarise yourself with the University’s Records Retention Schedule.

For guidance on how long to keep recruitment-related documentation.

You must complete your offer stage using Jobtrain, even if you started recruitment before the changes were made.

Don’t worry, if you will be at the interview or offer stage on or just after 2 August, we’ll contact you directly to offer 1-2-1 support.

Improvements are also being made to other stages, such as reviewing applications and shortlisting candidates for interview, arranging interviews, and an improved offer and appointment process. So even if you’re part-way through your recruitment process, you can take advantage of some great new features.

Save time with Jobtrain’s new ‘Starter Form’.

When you’re ready to process an offer, you will complete a new ‘Starter Form’ within Jobtrain instead of filling out a paper New Appointment Form (NAF). This ‘Starter Form’ will be pre-populated with information from the job approval and candidate's application and is sent through the system to the Recruitment Team for processing.
No further approval is required for the Starter Form unless there is any deviation from the vacancy approval request.

We encourage you to submit your NAF by the time the system goes live on 2 August, but you will still be able to submit your NAF up to and including 16 August. We will be unable to accept any NAF submitted after this date.

Job Approval Form Updates

In addition to the new features, we’re also taking the opportunity to make some improvements to the Job Approval Form to support our Finance and Post Management teams. Look out for more information in the new guide and video which be available shortly after 2 August.

If you need more help - set up a call with our dedicated support team.

They will be on hand to help you through the new process. Click this link to set up your call. Multiple days and times available for you to choose from.

If you’re not currently recruiting, you don’t need to take any action now. But we recommend you still book on to a show and tell session and check out the training guides above, so you know what to do when you need to recruit.

If you have any questions about the P&OD Transformation Programme, we’re happy to help. Contact us at PeopleODTransformation@manchester.ac.uk

We’re excited to bring you these improvements and look forward to your support and feedback as we deliverour online end-to-end recruitment process at the University.

P&OD Transformation Programme Team