Jobs - Managing Vacancies

Applies to: HR/Customer administrators

Job vacancies could be in a number of statuses, from draft to active to closed. When managing vacancies, you can view and edit details, publish vacancies, view applicants and mark the vacancy as fulfilled.

• To manage vacancies, click on Jobs on the side menu, followed by the Manage Vacancies sub-menu.
• The manage vacancies page will be displayed, showing by default, any vacancies for which you are the author.
• Using the page filter controls, you can change to filter on different statuses such as closed or draft, or show vacancies by all authors, rather than just those you are the author for.
• For any vacancies listed, there is an associated action button, which has a drop-down style menu containing other possible actions. These are different, based on the status of the vacancy.

Managing Draft Vacancies

• For vacancies in a status of draft, you have actions of view, edit and delete.
• When choosing edit, you can continue to edit your job vacancy, picking up where you left off.
• From here, you can choose to save draft for editing later or submit the vacancy, which will move the status to pending.

Managing Pending Vacancies

• Vacancies with a status of pending, allows for you to view, edit or publish the vacancy, or delete it if it is no longer required.
• You can publish your own vacancies created, or you can publish vacancies created by other administrators. Likewise, the other administrators can publish your pending vacancies. Your processes might be that you create a vacancy and a colleague or your manager publishes the vacancy upon confirming the details.
• Publishing a vacancy will move the status to active.

Managing Active Vacancies

• By clicking the action button next to a vacancy in active status, you can view the details, edit the vacancy, view applicants or mark the vacancy as fulfilled.
• When managing active vacancies that has applicants, the number of applicants is indicated on against the status
• When choosing View Applicants from the action drop-down menu, applicants screen will be displayed, showing the name and email of the applicant, whether they are internal or external, what stage their application is at and whether or not they are short-listed.
• Clicking the action button against an applicant, allows you to view the details of the applicant or reject the applicant immediately.
• Within the applicant details page, you can offer the position to the applicant and/or confirm employment.
• Once you have offered the position and/or confirmed employment, from the manage vacancies page, you can mark the vacancy as fulfilled under the action drop-down menu.
• The vacancy then moves to a closed status and will no longer be advertised, either internally or externally.