Manage Recruitment Statuses and Events - Vacancy Status

Contents

  1. About this guide
  2. Vacancy status
  3. Applicant status
  4. Recruitment events

 

2. Vacancy status

This section provides an overview of vacancy statuses and how to update them.  Refer to the Close a vacancy guide for information on all process steps associated with closing a vacancy.

  1. Run the HRINFO21 Step 1 - Advertised Vacancy Validation report and update errors on vacancies which are identified on the report.
  2. Run the HRINFO21 Step 3 - Non-advertised vacancy validation report and update errors on vacancies which are identified on the report.  

The reports identify potential data quality issues on vacancy records, examples include:

  • Vacancies which have a 'Currently' open status, but have a vacancy closed date.
  • Vacancies with incorrect vacancy statuses, eg 'filled'.
  • Vacancies that have been open for more than four months and where the Recruitment Closing Date is blank.
  • Vacancies that have a Status of 'Draft' for more than one month.

When a vacancy has been opened, the status will be ‘Open’. This status is displayed in the Currently field. When you are required to close a vacancy, you will update this status to ‘Closed’ and enter the date it was closed. There are four current statuses: Open, Closed, Filled and On-Hold. We only use Open and Closed.

Update vacancy status, eg from open to closed

Navigation path: Employee Dashboard > Recruitment > Vacancies 

  1. Search for your vacancy, click ACTIONS and select Edit Vacancy.
  2. Under VACANCY DETAILS, select Vacancy Details – 1.
  3. Select from the Currently* field drop-down the appropriate status (Open to open the vacancy, Closed to close the vacancy).
  4. If you have selected ‘Closed’, remember to enter the date the vacancy closed.
  5. Click the SAVE button. 

NB: Refer to Close a vacancy guide for information on all process steps associated with closing a vacancy.

You must maintain the status of the vacancy in the system throughout the recruitment campaign. This is crucial for Equal Opportunities monitoring and other reporting including the success of advertisement placements.

Stage in process Status
Vacancy first created by the Reward Team. Created by Post Management
Vacancy set up. Draft
All applications have been received and distributed to the panel for review. Shortlisting
Invitations have been sent for interviews. Interview
After the interviews, select either:

Offer Made; or
No Appointment Made
If you have made an offer, once the applicant has responded update the status to either: Appointment Made / 
No Appointment Made
Other scenarios:  
Where the vacancy has not been advertised and is being closed due to a direct appointment. Appointment Made
Where an advertised vacancy fails to lead to an appointment of one of the applicants and a decision is made to directly appoint an existing member of staff. No Appointment Made
Where you advertised for multiple positions and attracted candidates via a different vacancy.  Unused vacancy
Where vacancy was created, not advertised and an alternative vacancy was used instead. Unused vacancy
Where a vacancy was created from a staff request which was raised to update terms and conditions for existing member of staff, eg a regrade. Unused vacancy

Update vacancy statuses to reflect latest stage in progress

Navigation path: Recruitment > Vacancies > Search for your vacancy > Actions > Edit Vacancy

  1. Under VACANCY DETAILS, select Vacancy Details – 1.
  2. Click the drop-down button in the Status field to select the relevant status from the list of options.
  3. Click SAVE.

User guides

>Navigation, Whatfix, reporting and other

>Recruitment

>New appointments

>During employment

>Ending appointments

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