Erecruit User Guide

eRecruit User Guide

Prepare Job Offer

Direct Appointments

HRM User Guides

Brief Document Description

Overview

This User Guide explains how to prepare a job offer for a direct appointment (previously non-advertised) in eRecruit. Appointments include Fixed Term, Continuing, Permanent Transfers and Secondments. Please refer to the end of this guide for troubleshooting material.

About this Business Process

Direct appointments are used to appoint a person to a position without the requirement to advertise.

Job Openings are linked to position data. Human Resources (HR) will assist with the creation and maintenance of position data.

To find out if your position qualifies for this type of appointment and 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).

IMPORTANT: There is a different eRecruit process for raising Adjunct, Honorary and Visiting appointments. For further information, please refer to the User Guide for Unpaid Appointments.

Steps

Prerequisite / Preparation Checklists
Prerequisite / Position Number(s)
Step 1 / Navigate to Recruiting Home
Step 2 / Create Job Opening
Step 3 / Enter Job Details
Step 4 / Attach Applicant to the Job Opening
Step 5 / Prepare Job Offer
Step 6 / Submit Job Offer for approval
Troubleshooting / How do I find a drafted job opening?
How do I find a drafted job offer?
How do I track my direct appointment in the approval process?
How do I edit a declined job offer?
How do I clone a previous position?

Useful Icons

/ Use this icon to view specific help text
* / Indicates a mandatory field
/ Use this look upicon to search for data.

Prerequisite - Preparation Checklist

Please have the following information ready prior to raising a Direct Appointment in eRecruit.

Job Opening

Position Number:

Number of Openings:

Campus Location:

Additional Position Numbers (if required):

Status Reason:

Employees being replaced:

Schedule Type:

HR Adviser, Appointment Services:

Head of Element:

Applicant

Employee ID (if applicable):

Name:

Email Address:

Attachments

Curriculum Vitae

Job Offer

Base Pay (annual amount for the salary step):

Additional Offer Components (i.e. salary loading):

Salary Costing Information

(incl. Speed Type Key, Class Field, Account and Percent to Allocate):

Comments/Justification:

Attachments

Reference Checks

Position Description

Is the person a citizen or resident from a country that may be subject to sanctions? Yes No

Eligibility to work in Australia:

Appointment Type:

Start Date: Estimation Date: Yes No

End Date (for fixed term appointments):

Probation Period:

Hours per fortnight:

Removal Expenses: Yes No

Academic Appointments Only

Work Allocation Profile:

Probation Conditions

Foundations of University Teaching recommended:

Registration Requirements:

Induction Delegate (if required):

Prerequisite – 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 refer to the User Guide Create or Modify a Position Request Form.

New Positions – a position number needs to be created.

To create a new position number, please crefer to the User Guide Create or Modify a Position Request Form.



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

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”

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 Recruitmenttile.

The layout of the Recruitment dashboard 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.

Click on ‘Recruitment Home’.

Step 2 - Create Job Opening

From the Recruitment menu on the left hand side of your screen, click Create Job Opening.

Enter the 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.

Click Continue.

Step 3 – Enter Job Details

The Job Opening will display and is populated based on the Position Number.

Enter Opening Information:

Select *Status Reason (mandatory field)
Existing Position
New area of Activity
New Position
Replacement

Enter additional locations for appointments based at multiple campuses (if applicable).

Enter Griffith ID of Employees Being Replaced (if applicable)

Enter Additional Job Specifications:

Select Schedule Type
Casual
Full-Time
Part-Time
Unpaid (please refer to the Unpaid user guide if this offer is for an adjunct/visitor appointment)
Select Work Type
Continuing
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)

Assignments Box

Add *Recruiter. (mandatory field)
Click Add Recruiter
Type in the name of your HR Adviser, 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 Chairperson
Type the Hiring Managers name and tab OR Click the look up icon and select person from the list.
Please ensure there is a tick in the Primary boxbeside the Hiring Managers name.

Add Interested Party (Administration contact, if applicable):
Click Add Interested Party,
Type the person’s name and tab OR Click the look up icon and search.

Click Save and Submit.

The Job Opening ID has now been created. Please take note of the Job Opening ID for reference later. This ID appears in the top banner.

NOTE: No job approvals required for Direct Appointments

Step 4 – Attach Applicant to the Job Opening

On the left hand side menu, click Recruiting Home.

Click Search Applicants.

The Search Applicants field displays.

Enter First and Last Name of your applicant.

Change the Applicant Status to blank.

Note: Selecting Search My Applicants will only return all applicants attached to job openings you are associated with (for example you are the creator, hiring manager, interviewer etc).

Click Search.

A) Steps when search results display:

Click on the Applicant Name.

The Manage Applicant page displays.

Click on Add Application.

The Add Application Details page displays

Add your six digit Job Opening ID via look up icon

Click Add Resume Attachment to add the applicants CV

Please note that you do not need to fill out the other fields on this page.

Click Save.

Click Return

B) Steps when the applicant doesn’t exist:

Click Recruiting Home

Click Create Applicant.

For Employees:

Enter the applicant’s current Griffith Staff ID. Use the Employee ID look up to search for their Griffith ID.

Once entered their current details will prepopulate.

For Non-Employees:

Enter Name Prefix, First Name, Middle (if applicable) and Last Name
Add Email Address ensuring you tick the Primary box and select the email type.

Click Save.

The Applications Tab now appears

Click Applications tab

Click Add Application

Enter your six digit Job Opening ID in the Job Opening Id field or use the Look up icon to search.

Click Tab.

Click Add Resume Attachment to add the applicants CV

Please note that you do not need to complete the other fields on this page.

Click Save.

Click Return.

If the Applicant already has an Applicant Id you will receive the following message:

Take note of the existing Applicant ID number and click OK.

Click Search Applicants and use the Applicant ID or Applicant Name to locate the applicant.

Follow the steps for Existing applicants above.

Step 5 - Prepare Job Offer

Click on Search Applicant on left hand menu

Search by Name or Applicant ID

On the Manage Applicant page, under the Applicant Activity tab

locate the Job Opening you wish to use
click Other Actions > Recruiting Actions > Prepare Job Offer.

The Prepare Job Offer page displays.

NOTE: You can save your job offer as draft anytime by clicking “Save as Draft”

Review the Offer Details section which has pulled through the position and Job Opening information.

Complete the following sections:

Job Offer Components

Add Base Pay
enter the Offer Amount which is the full time annual amount for the salary step.
The Currency and Payment Frequency will default.

To view the full list of salary rates, click HERE or visit:

To add additional Components click Add Offer Components button and select each additional component from the list.

Please refer to the table below for each components payment frequency:

Component / Frequency
Base Pay / Annual
Clinical Loading / Annual
Dental Loading / Annual
Director’s Allow Child Care / Fortnightly
Laundry Allowance Bookshop / Fortnightly
Medical Loading / Percent
Research Centre Director All / Annual
Responsibility Allowance / Annual
Salary Loading (Non- superannuable) / Annual
Superannuation Loading (Superannuable) / Annual
Toilet Cleaning Allowance / Fortnightly
Tool Allowance 1 / Fortnightly
Tool Allowance 2 / Fortnightly
Vehicle Allowance / Annual

Salary Costing Information.

Click the look up icon to search for your Salary Costing details.
For split costing, click the plus symbol to add additional lines – please note these must total 100%.

Comments

meaningful justification for the appointment
If appointment includes a salary loading, include the length of loading.

Attachments

Click Add Attachment to attach
the position description
Reference Checks
and any other required documentation

Add the document Description

Additional Offer Details section:

Is the person a citizen or resident from a country that may be subject to sanctions? Click Yes or No

Select Eligibility to work in Australia.
Important note: the correct option must be selected here as this impacts the employees online onboarding.

Select Appointment Type.

Add the Start Date.
Important note: The start date cannot be before the job offer date which is date raised (today’s date). For backdated appointments, please contact your HR Adviser, Appointment Services (ext 54011).

For fixed term and secondment appointments, add the End Date.

Is Start Date an Estimation? Click Yes or No

Probationary Period: Add duration in number of months

Hours per Fortnight: Enter amount of hours

Removal Expenses? Click Yes or No

For Academic Appointments, complete the work allocation percentages
Combined these must equal 100%
see the Academic Enterprise Agreement for further information

For Academic Appointments, complete the probation conditions (if required).

Enter an Induction Delegate if the line Manager isn’t responsible for completing the new employee’s onboarding activities.

Step 6 – Submit Job Offer for approval

Click Submit for Approval to submit your job offer for approval.

A message box will appear if you have not completed any mandatory fields.

Once submitted, a message will display and an additional tab Approvals will appear.

Click this tab to view the approval workflow.

The Job Offer Status will change to Pending Approval.

Troubleshooting

How do I find a drafted job opening?

Log into the Staff Portaland navigate to Recruitment tile via My Staff Page and choose Recruitment Home on the left hand menu.

Under Recruitment Home, click Search Job Openings.

Change the Status to Draft and click Search.

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

How do I find a drafted job offer?

Log into the Staff Portaland navigate to Recruitment tile via My Staff Page and choose Recruitment Home on the left hand menu.

Under Recruitment Home, click Search Applicants.

Enter the applicants First Name and Last Name and click Search

Select the Applicants Name from the returned list.

Find the Job Opening in the list and click Other Actions > Recruiting Actions > Prepare Job Offer.

Before you can edit your job offer, click Edit Offer and update your job offer.

Click Submit for Approval to submit your job offer for approval. A warning box will appear if you have not completed any mandatory fields.

How do I track my direct appointment in the approval process?

Log into the Staff Portaland navigate to Recruitment tile via My Staff Page and choose Recruitment Home on the left hand menu.

Under Recruitment Home, click Search Applicants.

Enter the applicants First Name and Last Name and click Search

Select the Applicants Name from the returned list.

Find the Job Opening in the list and click Other Actions > Recruiting Actions > Prepare Job Offer.

Click the Approvals tab to view the approval workflow

How do I edit a declined job offer?

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

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

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

To edit the job offer, click on the Offer Details tab.

Click Add Revised Offer on the right hand side.

A new Prepare Job Offer page will open. Fill in the required fields and click Submit for Approval to commence the approval workflow.

Note: the declined job offer will move to page 2 of 2.

How do I clone a previous position?

Log into the Staff Portaland navigate to Recruitment tile via My Staff Page and choose Recruitment Home on the left hand menu.

Under Recruitment Home, click Search Job Openings.

Enter the Job Opening ID and click Search.

Select the Job Opening from the list.

From the Manage Job Opening page, click Clone.

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 and click Save and Submit to commence the approval process.

Further information

Email:

Phone: 373 54011

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Date Created: 15 September 2018