4. Main eRecruit screens and terminology explained

4.1    General

The data fields, email templates, on line forms and workflow processes of eRecruit have been configured to meet the University’s specific requirements. However, the framework of the system (i.e. the navigation, structure and titles of the sections and pages etc) is standard to the Talentlink product and not UoB specific. As a result not all of the functionality available in the system is relevant to the University’s recruitment processes and some of the terminology used differs from what you may be used to. Functionality that the University is not using is not covered in this guide. 
Pop-up blocker: Many of the actions within eRecruit will open up a pop-up window, alongside your original browser window. Depending on which web browser you are using, you may have the ‘pop-up blocker’ activated. If this is the case, when you try and carry out an action that requires a pop-up window it will be blocked. If your browser is Internet Explorer, you will see a message bar confirming that the pop-up has been blocked. If your browser is Google Chrome, you will see an icon with a red cross confirming the pop-up has been blocked at the right hand side of your main toolbar. In both cases select ‘Always allow pop-ups from this site’ (alternatively you can add eRecruit as an exception). You can then repeat the action and the pop-up window (and any subsequent pop-ups) will then open automatically for you.

In the various sections of eRecruit a post or vacancy is referred to as variously a job, job requisition, job position or job opening (these descriptions are all effectively the same thing and are used inter-changeably throughout the system).

Job applicants are generally referred to as candidates, although there are some references to external candidates and employees (i.e. internal candidates).

 

4.2    Jobs List

You can access the list of jobs that you are assigned to from the breadcrumb trail, the jobs link from the left hand toggle menu or the Jobs App.

There is an orange action button that contains a drop down list next to the tab heading. The drop down list contains the various actions that are available to you from this page (including Search).

There are a number of drop down lists that you can filter the list by. (Note – if you set a filter, the next time you access the jobs list the filter will still be set).

The column headings for the jobs list can be adjusted to a limited degree using the + box to the left of the column headings.

Note – the number of items and pages is displayed. If there is more than one page, a see more link at the bottom of the page can be used to view up to 50 jobs per page.

 

4.3    Job Details

Each job has a Job details page, set up by your Faculty/ Divisional HR Team, with various tabs and sub-tabs. There is an orange action button that contains a drop down list next to the main job title and also next to the tab heading when you click into a tab. The drop down list contains the various actions that are available to you from that particular section. (Note – the content and actions of the various tabs relevant to the University’s recruitment process are explained in the relevant sections of this guide).

The Job Content tab provides you with a view of the details of your vacancy, including the Job number and the Job Status. The Job Status field confirms at what stage a job is in the recruitment process. This initially defaults to Open and will then be updated by HR at each stage in the process (e.g. to 'Advertising stage', 'Short-listing stage', 'Interview stage', 'Offer stage').

Scroll down the screen to see confirmation of the Recruiting Team (ie HR users allocated to the job) and Operational Team (ie yourself and other colleagues allocated to the job).   

To access the job description, click on Attachments and you will be taken to a link to the job description and any other related documents that have been uploaded.

The Selection/ Hiring tab of the main Job Details lists all candidates who have applied (as and when they submit their on line application) or been linked by a HR user to the job.

The All link contains all candidates whatever their status and is the default listing.

The Open link contains candidates with a Status of New (i.e. as and when they apply or have been linked to the job by a user) or Open (i.e. a user has clicked in and ‘opened’ the application), before they have been proceeded to the first stage of the selection process.

The In Process link contains all candidates who are still live (i.e. have not been rejected) at whichever stage in the selection process the job is at. (Note – if a candidate’s status is Not assigned this just means that they are ready for the next stage in the selection process).

The Closed link contains all candidates who have been rejected at any stage in the selection process.

The Offered and Hired links are self-explanatory.

The listing of candidates also includes a link to LinkedIn profiles (where the individual has one), which can be accessed if you have a LinkedIn login. This can provide useful background information alongside the details within the main application.

Note – the number of items and pages is displayed. If there is more than one page, a see more link at the bottom of the page can be used to view up to 50 candidates per page.

 

4.4    Candidate List

As well as the list of candidates for a particular job as described above, a full list of candidates for all jobs that you have been assigned to can be accessed from the Candidate link on the left hand toggle menu.

4.5    Candidate Details

Each candidate has a Candidate Details page with various tabs and sub-tabs. There is an orange action button that contains a drop down list next to the main candidate name and also next to the tab heading when you click into a tab. The drop down list contains the various actions that are available to you from that section. (Note – the content and actions of the various tabs relevant to the University’s recruitment process are explained in the relevant sections of this guide). 

The Applications tab displays the progress of the candidate through the selection process for the job, with a green tick indicating that the candidate has been successful at a process stage and a red cross indicating unsuccessful.

The application documents for the candidate are accessible through links in the Submission Details stage or alternatively, if you click on the Additional Tasks tab, you can access a link to a PDF Candidate Pack, which is a single file including all of the candidates application documents.

It is also possible to convert the application documents for all the candidates for a job into a single PDF candidate pack to view or print off. To do this Tick all candidates and then click on the orange action button next to the section heading and pick Select/ Deselect All from the drop down list – this will automatically add a tick to all candidates on the page; if there are more than 50 candidates you will have to repeat this action per page to ensure that all candidates are ticked. Then click again on the orange action button and this time select candidate pack from the drop down list. You will then be taken to a pop-up screen from which you can create PDF files for each candidate or merge all candidates into a single PDF file, which you can then download.

For Research and Teaching and Clinical jobs, the application documents are:

For Professional Services jobs, the application documents are:

The option to upload a CV for Support jobs has now been taken out following feedback from recruiting managers that the additional information did not add value.

Some of the links to the application documents will be followed by a '(0)'. This can be ignored as it relates to scoring functionality for the documents that the University is not using.

The Zoom on function can be used to move back to the main list of candidates for the job.

 

4.6    Communications Centre

The Communications Centre section on the left hand toggle menu has links to your Tasks and Messages (which can also be accessed from the New Messages and Tasks App box on your Workspace homepage.

 

4.7    Search/ Advanced Search

Various searches and advanced searches are available from this link.

 

4.8    Reporting

eRecruit has extensive reporting capability. If you have a particular need for a report please confirm your requirements to hr-systems@bristol.ac.uk.

 

4.9    Settings

This section is used by the System Administrators for configuration of the system.