User Guide

Create Job Opening – Advertised Job

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Brief Document Description

Overview This User Guide explains how to create a job opening in eRecruit for positions to be advertised. Positions include Continuing, Fixed Term, Casual and Sessional. Please refer to the end of this guide for troubleshooting material.

About this Business Process To advertise a position, the Hiring Manager (or delegate) will need to create the job opening in eRecruit and submit for approval. Job Openings are linked to position data. Human Resources (HR) will assist with the creation and maintenance of position data. Once approved, HR will post the advertisement to the requested job postings.

For further information, please refer to: Recruitment and Selection Policy Recruitment and Selection Procedures

For further assistance using eRecruit, please contact HR on (07) 373 54011 (ext. 54011).

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Steps

Prerequisite 1 Preparation Checklist Prerequisite 2 Position Number(s) Step 1 Navigate to Recruiting Home Step 2 Create Job Opening Step 3 Enter Job Details Step 4 Enter Job Postings Step 5 Enter Additional Comments Step 6 Save as Draft or Save and Submit Step 7 Submit Job Opening for approval Troubleshooting

Useful Icons Click this icon to view specific help text

* Indicates a mandatory field

Click this look up icon to search for data

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Prerequisite 1 - Preparation Checklist – Create Job Opening – Advertised Job Please have the following information ready prior to creating a Job Opening in eRecruit.

Position Number/s:

Number of Positions:

Reason for Vacancy: New Position

Replacement – Termination/Resignation

Employees being replaced:

New Area of Activity

Existing Position

Primary Location (and other location/s for positions based on multiple campuses)

Schedule Type: Select an option

Work Type: Select an option

For fixed term positions, what is the approximate start and end date (duration):

Start Date: End Date:

For part-time positions, how many hours per week?

What is the advertising costing information (if unknown, check with Finance)?

Speedtype: Class Field: Percentage to allocate: %

What is the justification for advertising the position/s?

Is the position available for internal applicants only? Yes No

Short Website Text (maximum of 150 characters – this should be short, punchy sentences that outline the key selling points and use words like drive, coordinate, manage, build, design and own.)

The Role (include specifics about the position that potential applicants would find interesting.)

The Person (include skills and experience that are necessary to perform the position.)

Who will be listed on the advertisement for position queries? This person must be added to the advertisement text (under further information) in eRecruit.

Who is the administration contact for the position/s i.e. SEEK.com, CareerOne, jobs.ac.uk, etc? Note: all academic positions will be listed on “The Conversation”.

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Who will be on the selection committee?

CHAIR:

Who is your HR Adviser, Appointment Services? This person must be added as Primary Recruiter in eRecruit:

Prerequisite 2 – Position Number(s) To create a Job Opening, you will need a Position Number.

Position Numbers provide details such as:

• Salary step and grade • Location • Supervisor • Full time/part time status

This data informs processes such as:

• Workflow approvals • Pay results • Workforce planning

Existing Positions – already have a unique position number.

• To view existing position numbers, please use the Staff Profile Report sent by HR.

• To modify an existing position, please complete the online Create/Modify Position Request form.

New Positons – a position number needs to be created.

• To create a new position number, please complete the online Create/Modify Position Request form.

For assistance with position numbers, please contact HR on (07) 373 54011 (ext. 54011).

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Step 1 - Navigate to Recruiting Home

Open the Griffith Home Page. Click on Staff Portal in the top right hand corner of the screen.

Log into the Staff Portal using your Griffith ID and Password.

The Staff Portal Page displays. My Staff Page can be accessed in two locations within the Staff Portal.

The first location is by clicking on My Staff Page under “Key Services”.

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Alternatively you can select Employment from the left hand side navigation menu, and click My Staff Page under “Human Resource Management”.

A series of ‘tiles’ will appear on your Home Page once you have logged in to My Staff Page.

Click on the ‘Recruitment’ tile.

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The layout of the Time and Absence dashboard page has changed. The new page is divided into two sections.

Left hand menu - lists all the menu items under each main heading. The right hand screen - provides functionalities of the menu item chosen on the left hand screen.

On the Recruitment home page, click on ‘Recruitment Home’ menu on the left hand side of the screen.

This will display all available sub-menu items under ‘Recruitment Home’ menu.

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Step 2 –Create Job Opening

From the Quick Links menu on the left hand side of your screen click Create Job Opening.

Enter Position Number

*See Prerequisite in this Guide for Position Number information.

If you are creating a job opening for a different Department than what has prepopulated, enter the Department code first.

Click the Position Number look-up and select the correct position number from the list.

To advertise multiple positions in the one advertisement, select the most senior position at this step. You will add the additional position number/s in the next step.

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For Sessional or Casual positions, enter the following Job Codes (leave Position Number blank):

• Sessional = SESSNL • Casual = CASUAL

If you are advertising for a Sessional/Casual, enter the Recruiting Location and Job Posting Title at this stage. The remaining fields in the Job Details page will prepopulate based on the Position Number you selected. Click Continue.

Step 3 – Enter Job Details The Job Opening will display and is populated based on the Position Number (or Job Code) information. Enter Opening Information:

• Target and Available Openings: Defaults to one. o Enter number of openings OR if advertising a position

across multiple campuses, increase the number of openings per campus location.

Select *Status Reason (mandatory field):

• Existing Position • New area of Activity • New Position • Replacement

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Enter additional Location for appointments based at multiple campuses (if applicable) Enter additional Position positions (if applicable) Enter Griffith ID of Employee Being Replaced (if applicable)

Enter Additional Job Specifications:

• Select Schedule Type: o Casual o Full-Time o Part-Time o Unpaid (please refer to the Unpaid user guide if this

offer is for an adjunct/visitor appointment)

• Select Work Type: o Continuing o Fixed Term

• For all fixed term positions, enter (approximate) *Begin (mandatory field) and End Date.

• For all Continuing positions, enter (approximate) *Begin Date (mandatory field) only.

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Assignments box

Add *Recruiter (mandatory field)

• Click Add Recruiter

• Type in the name of your HR Adviser within Appointment Services and tab OR Click the look up icon to select.

Clicking the Look Up icon will provide a full list of Recruiters.

Please ensure there is a tick in the Primary box beside your HR Adviser name

Add *Hiring Manager (Head / Director in Academic Groups and Head of Element or Delegate in Administrative Groups): (mandatory field)

• Click Add Hiring Manager

• Type the Head of Elements name and tab OR Click the look up icon and select person from the list.

• Please ensure there is a tick in the Primary box beside the Head/Director of School/Centre or Head of Element in Administrative Group.

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• Add Hiring Manager as Chairperson (if different from the Hiring Manager): o Click Add Hiring Manager o Type the Chairperson’s name and tab OR Click the look up

icon and select person from the list.

Add Selection Panel members.

o Click Add Selection Panel o Type the person’s name/s and tab OR Click the look up icon

and search.

Add Interested Party (Administration contact, if applicable):

o Click Add Interested Party, o Type the person’s name and tab OR Click the look up icon

and search.

Step 4 - Enter Job Postings The Job Posting section is where you provide the advertising details for the position. Click Add Job Posting to add relevant advertising text and destinations.

The following screen will open

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Enter Posting Information:

• Update the Posting Title for the advertisement (if required). • Enter Short Web Description (maximum 150 characters including

spaces). • Description Type: select “Griffith! Your Job Starts Here” for

a standard advertisement or Stand Alone Advertisement. • Template: select 1. Griffith Template to populate the

advertising template in the text box below. • Visibility: External or Internal or Both.

• Enter advertisement text in the text box. The advertisement text must include the Overview, The Role, The Person and Further Information (add the position queries contact).

• Click Upload Position Description to add the position description to the advertisement text

• Enter Job Posting Destinations: o Select Jobs@Griffith to post your advertisement to the

Griffith Jobs page. o Select Posting Type: External Posting or Internal Posting. o Select Relative Open Date: 3 - Three days after approval.

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o The Post Date will default. o Add either Remove Date or Posting Duration (Days).

o Click Add Posting Destination to add multiple destinations. If the destination doesn’t appear in the list, please enter the information in the comments box on the Job Details page.

o Click Preview to preview the advertisement.

Click OK to save and return to the Job Details page.

Step 5 – Enter Additional Comments In the Comments box enter comments including:

• Justification for advertising the position. • Additional posting destinations. • External panel members name and contact details (if

applicable). • Any other relevant information for the approvers and HR team.

Step 6 – Save as Draft or Save and Submit

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Click Save as Draft anytime to save your job opening as a draft. Ensure you take note of the Job Opening Id so that you are able to locate your job opening again.

Click Save and Submit to submit your Job Opening for approval, so it is important to Save as Draft if you have not completed the entire page.

Step 7 – Submit Job Opening for approval

Click Save and Submit to submit your job opening for approval.

A warning box will appear if you have not completed any mandatory fields. Once saved, an additional tab Approvals will appear:

The Job Opening Status changes to Pending Approval.

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Troubleshooting How do I find a drafted job opening?

Log into the Staff Portal and navigate to Recruiting Home via My Staff Page and choose Recruitment from the drop down list.

From the Quick Links menu, select Search Job Openings.

Change the Status to Draft and click Search.

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Select the Job Opening from the returned list and continuing editing your Job Opening.

How do I attach a document (excluding the position description) to my job opening?

Follow this user guide to create your job opening and click Save and Submit.

Make a note of the Job Opening ID and click Recruiting Home.

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From the Recruiting Home, select Search Job Openings.

Enter your Job Opening ID and change the Status to Pending.

Select your Job Opening from the Search Results.

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Click Activity & Attachments

Click Add Attachment to upload your document/s.

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How do I track my job opening in the approval process?

Log into the Staff Portal and navigate to Recruiting Home via My Staff Page and choose Recruitment Home from the left hand menu.

From the menu items under Recruitment Home, select ‘Search Job Openings’.

Change the Status to ‘Pending’ and click Search.

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The list will include each of the Job Openings raised by you. Select the relevant Job Opening from the list.

Select the Approvals tab to view the approval process.

Once the approvals tab is selected the following screen appears.

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How do I edit a declined job opening?

As the Hiring Manager you will receive an email notification when your job opening has been declined.

Click on the link in this email to view the Job Opening.

Click on the Approvals tab and expand the Comments to see the reason it has been declined.

Make the required changes to your Job Opening and select the Approvals tab.

Select the Resubmit button to restart the approval process.

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How do I clone a previously advertised job opening?

Log into the Staff Portal and navigate to Recruitment Home via My Staff Page and choose ‘Recruitment Home’ from the left hand menu item. Under ‘Recruitment Home’, select ‘Search Job Openings’. Enter the Job Opening ID and click Search. Change the status to the blank option to limit the filter on your search.

Select the Job Opening from the list. From the Manage Job Opening page, click Clone.

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Enter the Number of New Job Openings and select Clone.

Your Job Opening will be successfully cloned and a new Job Opening ID will be created.

Select the Job Opening ID to review the Job Details and Hiring Team.

Important note: The Status will be Draft until you click Save and Submit.

Review the Job Opening.

Click Save and Submit to commence the approval process.

Further information

Email: hrservices@griffith.edu.au

Phone: 373 54011