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Employer Help GuideUpdated 17 November 2015

The jobactive website - Employer Help Guide

1. Introduction to the jobactive website 4

1.1. Overview 4

2. The jobactive website Homepage 5

2.1. Overview 5

2.2. Menu 5

2.3. Help 5

2.4. Advertise a Job 6

2.5. Find a Provider 6

2.6. Sign In 6

2.7. Register 6

3. Registration 7

3.1. Overview 7

3.2. Registration Page Definitions 9

4. Secure Sign in Page 10

4.1. Overview 10

4.2. Sign in Page Definitions 11

5. Retrieve Password 11

5.1. Overview 11

6. Employer Dashboard 13

6.1. Overview 13

6.2. My Dashboard Definitions 14

7. Create a New Job 15

7.1. Overview 15

7.2. Title and Occupation – Step 1 15

7.3. Description – Step 2 16

7.4. Additional Details – Step 3 – this information is not mandatory 17

7.5. Contact Details – Step 4 18

8. Delete a Job 19

8.1. Overview 19

8.2. Delete a Job 19

8.3. View Deleted Jobs 19

9. Find Candidates 20

9.1. Overview 20


9.2. Find Candidates 20

9.3. Find Candidates – Search Results 22

10. My Candidates 23

10.1. Overview 23

10.2. My Candidates 23

10.3. New Candidates 24

10.4. Shortlisted Candidates 25

10.5. Unsuccessful Candidates 27

11. Notification Options 28

11.1. Overview 28

11.2. Notifications Set Up 28


1.Introduction to the jobactive website

1.1. OverviewThe jobactive website is funded and operated by the Australian Government as a free service to assist job seekers into employment and connect employers with quality staff. Employment Services Providers and public employers upload their job vacancies to the website and search for potentially suitable staff.

Everyone is welcome to use the website to search for vacancies. It’s free to register and once registered you can take advantage of the complete range of services.

Vacancies displayed on the jobactive website come from many different sources, including:

public employers jobactive providers newspapers the Australian Public Service the Harvest Trail External jobs boards

The jobactive website has a range of features to help you, including:

free registration for all employers Your Personal Inbox Find Candidates function Manage your candidates Favourite Jobs access a range of employment services providers who provide support for

people looking for work


2.The jobactive website Homepage

2.2.1. OverviewThe jobactive website homepage contains information for both job seekers and employers. Users of the jobactive website can access different types of information from the homepage. The homepage contains a site navigation menu which enables users to access different information within the site, a find jobs section to enable job seekers to search for jobs, sign in and register buttons, links to what is new and latest news.

2.2. MenuThe navigation menu along the top of the page provides links to more options within the website. By hovering over each title, links will appear with more detailed sub-links within the site.

2.3. HelpLocated within the site navigation menu is the Help section. Information relating to accessibility, contact information, information for new users of the site and a glossary is available to assist users with any issues they may experience while using the site. This information can be accessed by hovering the mouse over the help menu.


2.4. Advertise a JobTo create a job, find suitable candidates for your jobs or view employer related information including Australian Government incentives and assistance, view the Advertise a Job menu.

2.5. Find a ProviderClick Find a Provider to start searching for providers in your local area. This page also provides links to information on the different types of providers, including information on the assistance and services they provide.

2.6. Sign InSign in by clicking the blue Sign in button and use your existing username and password.

2.7. RegisterTo register as a new user, select the Register button on the far right hand side of the top navigation bar. For more information on how to register with the jobactive website see Section 3 below.


3.Registration

3.3.1. OverviewRegistering with the jobactive website is free. Once registered, you can take full advantage of the range of features available to help you find staff. Employers will have access to a personalised Dashboard to manage their jobs including saving jobs as favourites and the Find Candidates tool, as well as other helpful information.

Steps:

1. Click on the Register button located in the top right corner on the jobactive website homepage.

2. Click the Employer Registration Form tile. This will display the Employer registration form.


3. Complete the registration details form. Refer to section 3.2 for a definition of terms.


3.2. Registration Page DefinitionsField Name Definition of Field

Employer Name Enter an Employer or Business name. This name will appear on any job vacancies that you create.

ABN Enter your ABN. Employers must have an active ABN in order to register with the jobactive website.

Contact Name Enter a contact name. This name will appear on any messages or contact information posted or sent to job seekers

Preferred Contact Number

Select your preferred contact number from the options in the dropdown list

Phone If you selected Phone from the preferred contact number dropdown, enter your phone number.

Mobile If you selected Mobile from the preferred contact number dropdown, enter your mobile phone number.

Address Enter the address of your Business. This will appear on your vacancies unless you amend the address when creating a vacancy.

Email Enter your email address. This is the email address where your registration confirmation email will be sent.

Website If you have a website for your business, this allows you to enter the web address.

Password Create and confirm password. A password with a combination of letters, numbers, upper case and lower case letters is more secure than a simple word or number. For more information on creating secure passwords visit Stay Smart Online.

Declaration Users must read and accept the Conditions of Use prior to registering an account. The Conditions of Use can be viewed at any time from the link in the footer on most pages of the website.

Register Clicking the Register button will save your registration details and register you on the website.

Captcha You will need to type the code from Captcha to proceed with registration.


http://www.staysmartonline.gov.au/business/secure_your_computers#content-header-3

4.Secure Sign in Page4.

4.1. OverviewThe secure Sign in page can be accessed by clicking the Sign in button located on the jobactive website homepage. This secure sign in page has mandatory sign in fields which are required to be completed before an employer can sign in and access their account.

Steps:

1. Click on the Sign in button located on the jobactive website homepage.

2. Select Employer from the list of options displayed. This will display the secure Sign in page.

3. Complete all mandatory fields as denoted by the (*).

4. Please see section 4.2 for definitions of the secure Sign in page.


4.2. Sign in Page DefinitionsField Name Definition of Field

User ID This is the ID you are sent via email when you register. It is used to identify you when you sign into the website.

Password A secret word or phrase that you use to access your account.Tip: Passwords are case sensitive.

Forgotten Password The Forgotten password link will navigate you to a page where a password rest process may be followed.

Availability The website is available to search for jobs 24 hours a day, 7 days a week. There are some limitations on when you can sign in or register (see Hours of Operation) due to mandatory updates and maintenance. Users should be mindful of the sign in and registration hours and schedule their usage of the site accordingly.

Having Trouble Signing In?

Provides information on how you sign in to your account or who you should contact if you continue to experience sign in issues.

5.Retrieve Password

5.5.1. OverviewIf you have forgotten your password follow the below steps so you can be sent your password via email to your nominated email address.

Steps:

1. Click on the Forgotten Password link under the Employer Sign in section on the secure sign in screen to retrieve your details


2. This will display the Forgotten Password screen

3. Enter your User ID

4. Enter the text displayed in the Captcha in the secure area to complete the process

Note: The blue buttons in the secure area offer a help option, audio challenge for visually impaired users and a new Captcha option if the current option is too difficult.

5. Click Submit. An email will be sent to the email address you nominated at the time of registration. Alternatively, you can contact the Employer Hotline (13 17 15) for further assistance


6.Employer Dashboard

6.6.1. Overview

Employers will be directed straight to their personalised My Dashboard page once they have signed in to their account. My Dashboard provides Employers with a snapshot of their job vacancies and the applications they have received from job seekers.

From the Dashboard you will be able to create and manage jobs, save jobs as favourites and track and monitor job applications online.

Section 6.2 below displays a detailed definition of each section displayed within the My Dashboard page.


1.16.2. My Dashboard Definitions

Field Name Field Name Description

Inbox Receive notifications relating to the job vacancies you advertise where the How to Apply option is ‘Apply Online’. Once you have set up your Notification Preferences to either your Inbox and Email or Inbox only on your Notification Options page you can start to receive notifications relating to job applications to your personal Inbox on the website.

My Jobs View the jobs you have advertised on the website by using the ‘Search Your Jobs’ section. Other functionality on this page includes Find Candidates, Copy Job, Create a Job and Delete Job.

Create a Job Allows employers to create new jobs to be displayed on the website. Enter the required job information into the four available sections to create your job. Employers can click the preview button for the job to display as you create it.

Find Candidates Use this page to locate and contact potential staff for your jobs. You must have at least one active job to search for potential employees.

Favourites View all your favourite jobs in one place. If you are regularly looking for similarly skilled staff or want to advertise similar jobs, simply select these jobs as favourites and you will be able to access from the Favourites page making it quicker and easier to advertise your job vacancies.

My Details Use this page to manage your registration, personal and account details

My Candidates Manage applications from job seekers who have applied for the jobs you have advertised. These job seekers can be contacted via the jobactive website and added to a shortlist. To add job seekers to your My Candidates list you must select the 'Apply online option from the How to apply field when creating a new job.

Notification Options

Allows employers to receive notifications when a job seeker applies for one of your jobs. Employers have the option to set up how and when they receive notifications. You are able to change your notification preferences at any time.


7.Create a New Job7.

7.1. OverviewCreate a Job contains four steps where employers enter information to create a job. Employers are able to see the job take shape with the preview screen which displays the job as the employer is building it.

7.2. Title and Occupation – Step 1Steps:

1. Click the Create a Job link from the left hand navigation menu in your Dashboard

2. Enter a Job Title for your Job

3. Select the Industry your job is in from the dropdown list. This will define the Specific Occupation list

4. Select the Specific Occupation of your job from the dropdown list

5. Click the Preview button to add the job title to the preview screen


7.3. Description – Step 2Steps:

1. Enter the Address where the job is located. You will be provided with a list of address options as you start to enter your address

Note: if your address is not returned in the predefined list, tick the ‘can’t find your address?’ checkbox. This will display a screen to allow you to manually enter your address for your vacancy.

2. Enter a Job Description for your job. This is the main body of the job advertisement, so make it stand out and be appealing to job seekers

3. Select the Work Type from the dropdown list

4. Select how job seekers should apply for the position from the list of options in the dropdown list

5. Select the Tenancy of the position from the dropdown list e.g. full time, part time, casual etc

6. Enter the Number of Positions for the job being advertised

7. Enter an Expiry Date for the job you are advertising

8. Click the Preview button to add the Job Description information to the preview screen


7.4. Additional Details – Step 3 – this information is not mandatory

Steps:

1. Select the Job Type from the dropdown menu

2. Enter the Hours of the job

3. Enter the Salary of the job

4. Enter Your Reference Number (this could be your own internal reference number to help you track your vacancies)

5. Does this job relate to one of the Special Vacancy Types? If yes, tick the required box. For details on the Special Vacancy Types, hover your mouse

over the information icon


7.5. Contact Details – Step 4 Steps:

1. Contact Details are auto populated with the employer’s details, as provided at the time of registration

2. You can change the contact information for a particular job if required

Note: The contact information will default back to the details that the employer provided at the time of registration.

3. You can check the spelling of the job you have created by clicking the Check Spelling button

4. If required you can print your job by clicking the Print Job link in the preview section of the page

5. Happy with your created job? Click the Create Job button to upload on the website.

6. You can now view this job in your My Jobs section. Please select the Pending Status and click Search to display the job. The job will move to the Active Status section once it is displayed on the website.


8.Delete a Job8.

8.1. OverviewIf you have either filled your job or it no longer needs to be advertised on the website before it reaches its expiry date, employers will need to use the Delete Job button.

8.2. Delete a JobSteps:1. Select My Jobs from the left hand navigation menu on your Dashboard

2. Tick the check box next to the Vacancy ID that no longer needs to be advertised on the website

3. Click the Delete selected jobs button at the bottom of the page

4. Confirm you are sure you want to continue with deleting your selected vacancies

5. Complete the short feedback form relating to the job you have deleted and click the Submit button

6. Your selected job has now been deleted

8.3. View Deleted JobsSteps:1. To view your deleted jobs click My Jobs from the left hand navigation on

your Dashboard

2. In the Search your job section click the search button and select Deleted from the Status dropdown list and click the Search button


3. Your deleted jobs will be displayed

4. To advertise the deleted job again, select Copy Job

5. Within the new Create a Job screen make any amendments to the job description.

6. Once the job and job details are correct click the Submit button to create the job

Note: You can still view the candidates on a deleted job by clicking the My Candidates link within each deleted job.

9.Find Candidates

9.9.1. OverviewThe Find Candidates tool assists employers to find potential candidates for their jobs. If registered job seekers have completed their Career Profile and Job Matching Profile, employers will be able to search for these job seekers using the Find Candidates tool.

9.2. Find Candidates Steps:1. Select Find Candidates from the left hand navigation menu on your

Dashboard

2. Select a Location from the drop down menu to limit your search to job seekers in a particular area

3. Select an Industry from the drop down menu. This will display specific occupations relating to that industry. If you are looking for staff in a specific occupation within the industry tick the relevant boxes


4. Enter the Skills you would like the candidates to possess. These skills are used to search through suitable job seekers’ profiles

5. Select any additional information you want to add in the Additional Filters section and click the Search button


9.3. Find Candidates – Search Results Steps:

1. The Search Results matching your search criteria will be listed below where your search criteria is displayed

2. Employers can click the Add to Candidates List icon to add to their My Candidates list or click the Contact job seeker icon to email the job seeker via the jobactive website

3. To display more details about each job seeker results click on the relevant job seekers name

4. If you think the job seeker might be suitable for your job, add them to your My Candidates Shortlist by clicking the ‘Add’ button


10. My Candidates

1.2.3.4.5.6.7.8.9.10.10.

10.1. OverviewThis function allows employers to manage the applications they have received from job seekers for the jobs they have advertised. These job seekers can be contacted via the jobactive website and added to a shortlist. For job seekers to be added to your My Candidates list you must select the 'Apply online option from the How to apply field when creating a new job, or use the Find Candidates function.

10.2. My CandidatesSteps:1. Click My Candidates from the left hand navigation menu on your

Dashboard to display the My Candidates page

2. Select the job status from the dropdown list (e.g. Active)

3. Select the job where you want to review the job seekers who have applied for the specific job and click the ‘Display Candidates’ button


4. Three sections will be displayed, New Candidates, Shortlisted Candidates and Unsuccessful Candidates. All new job seekers who have applied for the job will display in the New Candidates section


10.3. New Candidates Steps:

1. Click the New Candidates expand button to display your New Candidates for your job

2. The New Candidates screen has a number of functions:

Field Name DescriptionName Click the Candidates name to view their job

matching profileView Click the relevant link to view the job seekers

resume or cover letterSelect Tick this checkbox before clicking the Move to

Unsuccessful or Move to Shortlist buttonsClear All Click this button to clear Candidates from the listMove to Unsuccessful Click this button to move the selected candidate

to the Unsuccessful Candidate sectionMove to Shortlist Click this button to move the selected candidate

to the Shortlisted sectionSelect All Click this button to select all candidates in the

list


10.4. Shortlisted CandidatesSteps:

1. Click the Shortlisted Candidates expand icon to display the job seekers you have added to your shortlist

2. The Shortlisted Candidates screen has a number functions:

Field Name DescriptionName Click the Candidates name to view their job

matching profileView Click the relevant link to view the job seekers

resume or cover letterStatus Click the dropdown and select the relevant

statusRating Rate a candidate by selecting up to 5 starsContact Click the envelope to send the candidate an

email via the jobactive websiteDate Notified Displays the date the job seeker was notified by

emailEvents Click show events to display a full audit history

for each candidateSelect Click to select a candidate in the listClear All Click to clear candidates from the listMove to Unsuccessful Click to move the selected candidate to the

Unsuccessful Candidate section


Notify Successful Click to notify the candidate of an interview or if successful

Select All Click to select all candidates in the list 3. To move a candidate to Unsuccessful select the relevant candidate and

click the Move to Unsuccessful button

4. To notify a candidate that you would like them to attend an interview or were successful select the relevant candidate and click the Notify Successful button

5. A Notify Successful email template will be displayed, where you can edit the message. Once the message is correct click the Notify Successful button to send your email

10.5. Unsuccessful CandidatesSteps:


1. Click the Unsuccessful Candidates expand icon to display the candidates you have moved to this list

2. The Unsuccessful Candidates screen has a number of functions:Field Name DescriptionName Click the candidates name to view their job

matching profileView Click the relevant link to view the candidates

resume or cover letter. Candidates added via the Find Candidates function will not have this information available to select

Previous Status Displays the previous status of the candidatePrevious Rating Displays the rating the employer gave the

candidateContact Click the envelope to send the candidate an

email via the jobactive websiteDate Notified Displays the date the job seeker was notified by

emailEvents Click show events to display a full audit history

for each candidateSelect Click to select a candidate in the listClear All Click to clear Candidates from the listNotify Unsuccessful Click to notify the candidate they were

unsuccessfulMove to Shortlist Click to move the selected candidate back to

the ShortlistSelect All Click to select all candidates in the list


11. Notification Options1.2.3.4.5.6.7.8.9.10.11.11.

11.1.OverviewThis function allows employers to receive notifications when job seekers apply for those jobs where the How to Apply option is Apply Online. Employers have the option to select how and when they receive notifications and can change the notification preferences at any time.

11.2.Notifications Set UpSteps:

1. From your Employer Dashboard click Notification Options from the left hand navigation menu to display your Notifications Options page


2. Select your preferred Notification Method - this will ensure you only receive notifications through your selected preference

3. Select your notification type to let us know the circumstances under which you would prefer to receive your notifications

4. Once you have made your selections click the Save button to save your preferences.

5. You will now start to receive notifications based on your selected preferences


overview - jobsearch.gov.au user guide... · web viewa password with a combination of letters,...

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