Internal Job Board FAQs
This page covers the frequently asked questions about the Internal Job Board within HR Self-Service.
WHY IS THERE AN INTERNAL JOB BOARD IN ESS, AND HOW IS IT DIFFERENT TO THE UNIVERSITY’S JOBS WEBSITE?
An internal-only job is a job for which only existing University staff can apply.
Existing University employees can view and apply for internal-only jobs through their Employee Self-Service (ESS) in HR Self-Service. For guidance on system steps, please refer to the Employee Self-Service How-To Guide. See also:
- Access FAQs
- What happens to my existing Recruitment account when I apply for a job via the ESS internal jobs board?
You can view and apply for any job that is currently being advertised by the University (to internal and external applicants). The benefit of the Internal Job Board is that you can also view internal-only jobs that will not be published on the University’s Jobs website, and for which external applicants can’t apply.
In some cases, an existing account won’t be linked to your internal account in ESS. This is because of how your record was set up in the University’s HR System. In such cases, you can access the details of previous applications in the normal way, via the University’s Jobs website (the Applicant log-in page).
Please note that if you have multiple Recruitment accounts they can’t all be linked to your HR record in the system; this may be the reason you’re not seeing all of your previous applications.
In most cases, when you apply for a role through ESS, your previous Recruitment account created via the University’s Jobs website will be transferred to your internal account. The email address held on your previous account will be overwritten with your work email address and you will no longer be able to access your account and previous applications via the University’s Jobs website.
Yes, you can create a new Recruitment account on the University’s Jobs website using a personal email address. However, you will not be able to apply for internal-only jobs through your external account.
No, your application won’t be visible to your manager (and/or HR Self-Service Manager) in HR Self-Service. Your submitted application will be stored in the same way as job applications submitted through the University’s Jobs website. Only University HR staff with relevant access in the Recruitment system will see your submitted application. See also:
HOW YOUR DATA IS USED > Who else can see my HR Self-Service data?
1. What happens when an employee has more than one manager?
If an employee has two line managers as a result of working in two separate jobs (set up as separate appointments in PeopleXD) each manager will only see the information related to that employee's role in their team. Where an employee has two managers for the same role (eg job share managers) both can be assigned as managers for that work group.
2. Can an employee be allocated to more than one work group?
Yes, provided that they have separate appointment(s) set up in PeopleXD for each job. An employee can only be allocated to one work group per appointment.
3. Can we change manager allocations before go-live?
Yes, you will be given an opportunity to review and correct or update your line management and team structures as close as possible to the launch of Manager Self-Service for your area.
4. If an employee is not assigned to a work group will they still be able to access Employee Self-Service?
Yes. All employees with a CMS University contract of employment will have access to Employee Self-Service, regardless of whether or not they are allocated to a work group.
5. Will there be a report available to show work group allocations?
Yes, a report will be made available to show work group allocations and who manages each work group. Details of the report will be provided prior to Manager Self-Service go-live.
6. When an employee transfers to a new department within the University, what action needs to be taken from the approving and receiving department?
The approving department does not need to take any action. The receiving department should reassign the employee to the appropriate work group as part of the appointing process in People Management.
7. If an employee works in more than one department, will they appear in more than one work group?
Yes, provided that they have separate appointment(s) set up in PeopleXD for each job. Each department will allocate the appropriate work group for the appointment within their department.
8. Can a Self-Service Manager be assigned to more than one work group?
Yes, a Self-Service Manager can have as many multiple work groups as needed.
9. Will an employee on secondment, who is a self-service manager, continue to have access to their substantive team in MSS, as well as their new team? Can this be removed whilst they're on secondment?
If it is not appropriate for an employee to retain view of their team’s records (ie work group) for their substantive post, departments will need to raise a HEAT request asking for the employee’s MSS access to that particular work group to be removed. When the employee returns from their secondment their department will need to raise another HEAT request for them to be set up as the Self-Service Manager of that work group again.
If you have an existing Recruitment account, you will be able to copy a previous application when applying for a role. Your personal details, qualification and employment history details will also be automatically included.
If you don’t have an existing account or choose to start a new application, some personal details will be automatically included from your HR record, such as your name, address and email. Please note your email will be defaulted to your work email, and cannot be amended.
Note: If you notice any discrepancies with your personal details, you can amend them on your application form, but please also update them via ESS or notify your HR administrator (see: Employee Self-Service How-to Guide).
Unfortunately, it is not currently possible to track the progress of your application in ESS.
When you apply for a role through the Internal Job Board your work email is automatically linked to your internal applicant account and cannot be amended.
