User Guide on Jobs Bank Portal (Employers)

User Guide on Jobs Bank Portal (Employers)

Table of Contents 4 Manage Job Postings... 3 4.1 Create Job Posting... 3 4.1.1 Publish Job Posting... 10 4.2 Create Job Posting As Third Party Employer... 11 4.3 Save Draft Jobs... 14 4.4 Delete Draft Jobs... 17 4.4.1 Delete One Draft Job Posting... 18 4.4.2 Delete Multiple Draft Job Postings... 19 4.5 Search Job Postings... 21 4.5.1 Sort Job Postings... 25 4.5.2 Filter Job Postings... 29 4.6 View Job Posting Details... 32 4.6.1 View Job Audit History... 33 4.7 Edit Job Postings... 35 4.8 Copy Job Postings... 41 4.9 Re-Open Job Postings... 44 4.10 Mark Job Posting As Filled... 48 4.10.1 Mark A Job Posting As Filled... 48 4.10.2 Mark Multiple Job Postings As Filled... 49 4.11 Close Job Postings... 51 Page 2 of 52

4 MANAGE JOB POSTINGS From the Job Postings & Applicants page, the Employer will be able to create, repost, edit, copy, view, delete, search, set alerts for jobs that are created in Jobs Bank. 4.1 CREATE JOB POSTING You can create new job postings via a form that is organized in an intuitive tabbed format. The job postings can be created for your own company or on behalf of another hiring agency if you are a recruitment agency. 1. Upon login, click the Job Postings & Applicants link at the top of the main area. The Job Postings & Applicants page is displayed. A. Job Postings by the Employer are listed by earliest Expiry Date first. B. Jobs expiring in 7 days are flagged in Red to inform you that action is required for the Job Applicant s status. A To learn more about the Job Applicant s status, go to the Update Application Status section. B 2. Click the Create Job Posting button. Page 3 of 52

The Create Job Posting page is displayed with the Job Description tab selected by default. Create Job Posting from Job Classification 3. Job Title Enter a partial job title. Example: duty The system will suggest job titles by looking up from the Job Classification in the system and display them below the search bar. To learn more about Job Classification, visit http://www.singstat.gov.sg/methodolo gies-standards/statistical-standardsand-classifications/ssoc 4. Click a suggested Job Title. Example: Duty Manager. Page 4 of 52

5. Press the <TAB> key. The following information will be auto-populated: Job Classification Job Description Job Requirements Skills & Competencies Qualification Field of Study You can use the information as provided or edit them. If the Job Title entered is not referenced from the Job Classification, you will need to select a Job Classification yourself. Subsequently, you will also need to enter the following information: Job Description Job Requirements Skills & Competencies On this page, you can perform the following actions: Save Discard Changes Publish A B C To learn more about Save or Publish, go to the Save Draft Jobs and Publish Job Posting sections. Page 5 of 52

Click on the Next button after completing this page. 6. The Key Information page is displayed. Refer to table for guidelines for completing the Key Information page. Click the Next button after completing this page. Field Name Mandatory Remarks Expiry Date Y Select from Calendar Date picker Number of Vacancies Y Up to 3 digits Industry Y Auto-populated from Employer s Industry description. Minimum Years of Experience Y Up to 2 digits Job Category Y Maximum of 5 job categories can be selected Page 6 of 52

Position Level Y Select one or more from drop-down list Gross Salary Range Min and Max Type of Salary Employment Type Available Programme (Optional) Y Y N Numeric. Up to 9- figure each Select from dropdown list. Select one or more from drop-down list. Click on any available checkboxes. Qualification Y Select from drop-down list. Field of Study Y Select from drop-down list. Company Address Workplace Location N Y Auto-populated from Organisation Profile. Local Select one or more from drop-down list Overseas Select Country Enter Address1 Enter Address2 Working Hours Optional Enter number of hours per day Shift Patterns Optional Select from drop-down list. Vocational Licence Optional Click on one or more available checkbox Driving Licence Optional Click on one or more available checkbox Page 7 of 52

7. The Contact Details page is displayed. Refer to table for guidelines for completing the Contact Details page. Field Name Mandatory Remarks Name Y Free text up to 66 characters. Designation Y Free text up to 50 characters. Email Y Valid email address format. Do not publish Email N Tick the checkbox if you do not want to publish the Email. Contact No. Y Valid local number of your selected Country. Do not publish Contact No. N Tick the checkbox if you do not want to publish the Contact number. Page 8 of 52

8. You can add more Contacts by clicking the Add New Contact link. Complete the form and click the Next button. 9. The Preview page is displayed with your completed information. This preview page is the same as what the job seeker would see when they click on your Job Posting. A B On this page, you can perform the following actions: A. Save B. Publish To learn more about Save, go to the Save Draft Jobs section. To learn more about Publish, go to the Publish Job Posting section. Page 9 of 52

4.1.1 PUBLISH JOB POSTING 1. Perform the steps in the Create Job Posting topic. 2. Review the information and click the Publish button to proceed with posting the job. 3. A pop-up acknowledgment message box displays the Job Title, Job ID and Expiry Date. You can click a link on the acknowledgment message box to do the following: View details of the job Return to the Job Postings page. B A To learn more about viewing details of a job, go to the View Job Posting Details section. Where there are other talent who may fit this job role, they will be displayed in this acknowledgment box under Talent to consider. You can perform the following actions under this section: A. View Talent s Profile B. Send Contact C. Invite to Apply A B C To learn more about Send Contact or Invite to Apply, go to the Send Contact to Talent and Invite Talent to Apply sections respectively. Page 10 of 52

4.2 CREATE JOB POSTING AS THIRD PARTY EMPLOYER 1. Upon login, click the Job Postings & Applicants link at the top of the main area. 2. The Job Postings & Applicants page is displayed. A. Job Postings by the Employer are listed by earliest Expiry Date first. B. Jobs expiring in 7 days are flagged in Red to inform you that action is required for the Job Applicant s status. A To learn more about the Job Applicant s status, go to the Update Application Status section. B 3. Click the Create Job Posting button. Page 11 of 52

4. The Create Job Posting page is displayed with the Job Description tab selected by default. 5. Click the I'm posting on behalf of another company checkbox. A tick mark appears on the checkbox to indicate that you are creating a Job Posting on behalf of another organisation. a 6. Enter a partial word in the UEN or Organisation Name field box. The system will suggest the UEN with Organisation Names containing your partial search word. Click on the UEN or organisation name to select it. a Page 12 of 52

7. The UEN or Organization Name is displayed. The following information is autopopulated: A. Hiring Organization UEN B. Type of Registration C. Hiring Employer Name D. Industry A C a D B If you do not want the hiring employer s name to appear in the Job Posting, click the checkbox for Do not publish hiring employer name. 8. Refer to the Create Job Posting section for the rest of the steps. 9. Your Preview page will display the hiring organisation name that you are posting on behalf of. a Page 13 of 52

4.3 SAVE DRAFT JOBS Job postings can be saved as drafts before publishing them to the Jobs Bank. You can save them as Drafts and publish them at a later time. Draft jobs cannot be viewed by Individuals. 1. Upon login, click the Job Postings & Applicants link at the top of the main area. The Job Postings & Applicants page is displayed. Job Postings by the Employer are listed in alphabetical order. 2. Click the Create Job Posting button. Page 14 of 52

3. The Create Job Posting page is displayed with the Job Description tab selected by default. 4. Create a job posting. Refer to the Create Job Posting section for steps. 5. Click the Save button to save the job as Draft. a Page 15 of 52

6. The timestamp is displayed next to the Save button. You may continue editing and saving the changes. Drafts can be edited any number of times. You can also publish the job here. To learn more about publishing the job posting, go to the Publish Job Posting section. 7. Click the < symbol to return to the Job Postings page. a Page 16 of 52

4.4 DELETE DRAFT JOBS As Draft jobs have not been published to the system, you can be delete them anytime. 1. Upon login, click the Job Postings & Applicants link at the top of the main area. The Job Postings & Applicants page is displayed. Job Postings by the Employer are listed in alphabetical order. 2. Click the Show All Jobs checkbox and the Filter By Job Status - Drafts checkbox. Page 17 of 52

Only Draft job postings are displayed in the search results listing. 4.4.1 DELETE ONE DRAFT JOB POSTING 1. Select the Draft job to delete by clicking on the Delete Draft icon. a Page 18 of 52

2. Click Yes to proceed. The Draft job is deleted. 4.4.2 DELETE MULTIPLE DRAFT JOB POSTINGS 1. Example: Deleting 2 Draft job postings. Select the Draft jobs to delete by clicking on the adjacent checkboxes. 2. Click the Delete 2 Selected Drafts button. a Page 19 of 52

3. Click Yes to proceed. The selected Draft jobs are deleted. Page 20 of 52

4.5 SEARCH JOB POSTINGS You can search job postings of your organisation. The search covers all job postings statuses such as Open, Re-Open, Close and Draft. The search engine will suggest words for you as you enter one or more keywords. 1. Upon login, click the Job Postings & Applicants link at the top of the main area. The Job Postings & Applicants page is displayed. Job Postings by the Employer are listed by earliest Expiry Date first. You can also perform the following actions here: A. Sort Job Postings B. Filter Job Postings A B To learn more about Sort and Filter Job Postings, go to the Sort Job Postings and Filter Job postings sections respectively. Page 21 of 52

2. On each Job Posting tile you can perform the following actions (where applicable): A. Edit B. Close Job C. Mark as Filled D. View Job Audit History To learn more about Edit, Close Job Mark as Filled and View Job Audit History, go to the respective sections: Edit Job Postings Close Job Postings Mark Job Posting as Filled View Job Audit History A B C D Some Job Posting tiles may display additional information such as Other Talent to Consider if there are talent with matching criteria for the roles. To learn more about Send Contact and Invite to Apply, go to the Send Contact to Talent and Invite Talent to Apply sections respectively. Search by Job Title 1. Click the Show All Jobs checkbox and position the cursor in the Search bar. a a 2. Enter a Job Title (partial or full) in the Search Bar. Example: sales The search engine will suggest Job Titles matching the entered keyword. a Page 22 of 52

3. Clicking on a suggested Job Title will display it in the results listing. Clicking on the Search button will display all the suggested Job Titles in the results listing. Search by Job ID 1. Click the Show All Jobs checkbox and position the cursor in the Search bar. 2. Enter a Job ID (partial or full) in the Search Bar. Example: job-2014 The search engine will suggest Job IDs matching the entered keyword. Page 23 of 52

3. Clicking on a suggested Job ID will display it in the results listing. Clicking on the Search button will display all the suggested Job IDs in the results listing. If there are many Job Postings in the results list, they will be displayed 10 at a time. When you have scrolled down to the bottom of the page, the Loading More indicator will be displayed. The next 10 Job Postings will be automatically displayed. Page 24 of 52

4.5.1 SORT JOB POSTINGS You can sort job postings with various sort criteria such as Job Title, Expiry Date and Number of Applications in alphabetical order. 1. From the Overview page, click the Job Postings & Applicants link. The Job Postings & Applicants page is displayed. Job Postings by the Employer are listed by earliest Expiry Date first. 2. Click the Show All Jobs checkbox to display all the Job Postings. a Page 25 of 52

3. Click the symbol on the Sort By panel to expand the sorting criteria. The drop-down list will allow you to sort the results by the criteria as shown. 4. Example: To sort the Job Postings by number of applications with the highest first. Click the No of Applications (High - Low) criteria. a Page 26 of 52

5. The Job Postings displayed are sorted with the highest number of applications first. 6. Example 2: To sort the Job Postings by Posting Date with most recent last. Click the Posting Date (Most recent last) criteria. a Page 27 of 52

The Job Postings displayed are sorted with the most recent job posting date last. Page 28 of 52

4.5.2 FILTER JOB POSTINGS You can filter job postings by various filter criteria. The criteria is dynamically generated depending on the search results listing. 1. Click the + symbol on a Filter By criteria to expand it as shown. a 2. Example 1: To filter the Job Postings by Job Status as Open. Click the Open checkbox. a Page 29 of 52

Only Job Postings with the Job Status as Open are displayed. 3. Example 2: Filter the Job Postings by Posting Date in the past 30-day range. Click and drag the left slider bar to the Past 30 days position. Page 30 of 52

Only Job Postings that were posted during the past 30 days are displayed. Page 31 of 52

4.6 VIEW JOB POSTING DETAILS After you have logged in to the system, you can view job postings that were created by you. The job postings listed will be sorted by job posting status. The job posting details can also be viewed by clicking on the respective job title in the listing. 1. Upon login, click the Job Postings & Applicants link at the top of the main area. The Job Postings & Applicants page is displayed. A. Job Postings by the Employer are listed by earliest Expiry Date first. B. Jobs expiring in 7 days are flagged in Red to inform you that action is required for the Job Applicant s status. A To learn more about the Job Applicant s status, go to the Update Application Status section. B 2. Search for the Job Posting. Refer to Search Job Postings topic. Page 32 of 52

3. Click the Job Title on the job tile to view the details. a 4. The View Job Posting page displays the Job Description tab by default. Click on any of the tabs to view the details for the page. A B C D On this page, you can also perform the following actions: A. Close B. Edit C. Copy D. Marked as Filled To learn more about Close, Edit, Copy Job Postings or Marked as Filled, go to the Close Job Postings, Edit Job Postings, Copy Job Postings or Mark Job Posting as Filled sections respectively. 5. Click the < symbol to return to the Job Postings page. 4.6.1 VIEW JOB AUDIT HISTORY The View Job Audit History function allows you to view an audit trail of the activities that were performed for your job postings. Page 33 of 52

1. From the Job Postings & Applicants page, select the job posting to view the audit history. Click on the Audit History icon. View Job The View Job Audit History page is displayed. The audit history displays the following: A. Action Type B. Field Edited C. Posting Date D. Expiry Date E. Modified By F. Modified On A B C D E F To view in detail the values that were changed for the fields, click the + symbol to expand the Field Edited column. The details of every edited field are displayed before and after the edits were made. Click the - symbol to collapse the Field Edited column. Page 34 of 52

4.7 EDIT JOB POSTINGS You can edit your job postings that are currently in Open status. Details such as Job Title, Location, Job Classification, Company Information, etc. can be changed and updated to the system. 1. Upon login, click the Job Postings & Applicants link at the top of the main area. The Job Postings & Applicants page is displayed. Job Postings by the Employer are listed by earliest Expiry Date first. 2. Search for the Job Posting. Refer to Search Job Postings section. Page 35 of 52

3. Click on the the job tile. Edit icon on 4. The Edit Job Posting page displays the Job Description tab by default. Edit any of the fields. A B C D On this page, you can also perform the following actions: A. Close B. Update C. Copy D. Marked as Filled To learn more about Close, Update, Copy or Marked as Filled, go to the Close Job Postings, Edit Job Postings, Copy Job Postings or Mark Job Posting as Filled sections respectively. 5. Click the Next button. Page 36 of 52

6. The Key Information page is displayed. Edit any of the fields. 7. Click the Next button. Page 37 of 52

8. The Contact Details page is displayed. Edit any of the fields. 9. Click the Next button. 10. The Preview page is displayed. Page 38 of 52

11. Review the information and click the Update button to proceed with saving the changes. A pop-up acknowledgment message box displays the Job ID and number of times it has been edited. Job Postings can only be edited up to 2 times. The Edit icon will not be displayed on the Job Posting tile after you have edited the Job Posting two times. If you have changed only the Expiry Date, this will NOT count as an Edit. See example of changing Expiry Date only below. 12. Click OK. The system returns to the Job Postings page. The edit will be counted as one (1) edit. Example on the right shows the edit count as 2/2. You will not be allowed to edit this Job Posting anymore. You can check the details of the Job Posting edit by clicking on the View Job Audit History link at the right of the Job Posting tile. To learn more about View Job Audit History, go to the View Job Audit History section. Page 39 of 52

13. Example: Changing the Expiry Date only. Select the job posting to edit and navigate to the Key Information page. Change the Expiry Date. 14. Click the Update button. The acknowledgment dialog box is displayed. Click OK. The Edit count is not incremented and remains at 1 from the earlier edit. Page 40 of 52

4.8 COPY JOB POSTINGS You can copy a closed job posting to a new job posting. You can re-use or edit the replicated information of the copied job posting. 1. Upon login, click the Job Postings & Applicants link at the top of the main area. The Job Postings & Applicants page is displayed. Job Postings by the Employer are listed by earliest Expiry Date first. 2. Example: Copy from a closed job posting and publish with edited details. Enter contractor in the search bar. Auto-complete will suggest Job Titles that contain the entered keyword and list them below the Search bar. Page 41 of 52

3. Click on the suggested Job Title. The Job Posting is displayed in the search results listing. Click on the Job Title on the tile. 4. The View Job Posting page is displayed. Click the Copy button. 5. The Copy Job Posting page is displayed in a new browser window with the information replicated from the closed Job Posting. 6. Edit any of the fields in the following pages: A. Job Description B. Key Information C. Contact Details A B C Page 42 of 52

7. From the Preview page, verify details are correct and click Publish. 8. A pop-up acknowledgment message box displays the Job Title, Job ID and Expiry Date. You can perform the following: A. View details of the job B. Return to the Job Postings page B A Page 43 of 52

4.9 RE-OPEN JOB POSTINGS You can re-open a job posting after it has expired and the vacancy had not been filled. The original job posting can be re-opened up to 2 times within 6 months of the first posting. 1. Upon login, click the Job Postings & Applicants link at the top of the main area. The Job Postings & Applicants page is displayed. Job Postings by the Employer are listed by earliest Expiry Date first. 2. Example: Filter by Closed Job Postings and re-open a job posting from the results listing. Click the Job Status Closed checkbox from the Filter By panel. Page 44 of 52

Only the job postings with Closed job status will be displayed in the results listing. 3. Click on the Re-Open Job icon of the Job Posting that you would like to re-open. 4. The Repost Job Posting page is displayed. On this page, you can also perform the following actions: Copy Marked as Filled To learn more about Copy or Marked as Filled, go to the Copy Job Postings or Mark Job Posting as Filled sections respectively. 5. Edit any of the fields in the Job Description, Key Information and Contact Details pages. Page 45 of 52

Any edits you make is considered 1 edit count. If you have already edited this Job Posting twice previously, you will not be able to edit it anymore. You will only be able to change the Expiry Date. 6. From the Preview page, verify details are correct and click Repost. 7. A pop-up acknowledgment message box displays the Job Title, Job ID and Expiry Date. Click a link on the acknowledgment message box to either view details of the job or return to the Job Postings page. Check Job Status is correct 8. From the Job Postings & Applicants page, click the Job Status Re-open checkbox from the Filter By panel. Page 46 of 52

9. Only the job postings with Re-open job status will be displayed in the results listing. Locate the job posting that was reopened previously. The Job Status displays the Reopen count to 1 to indicate it has been re-opened for the first time. Page 47 of 52

4.10 MARK JOB POSTING AS FILLED 4.10.1 MARK A JOB POSTING AS FILLED You can close a job posting with the Mark as Filled option so that you will not receive any more job applications for this post. 1. You can close a job posting with the Mark As Filled option. From the Job Postings & Applicants page, select the job posting and click the corresponding Mark As Filled icon. Click OK to proceed. 2. The job posting is automatically closed and an acknowledgment pop-up box displays the Job ID. Click OK to close the pop-up box. Jobs updated with Marked As Filled cannot be re-opened. The Re-open Job icon is not displayed on the right panel. Page 48 of 52

4.10.2 MARK MULTIPLE JOB POSTINGS AS FILLED 1. Example: Mark 3 job postings as Filled. From the Job Postings & Applicants page, select the 3 job postings by clicking on each of the adjacent checkboxes. 2. Click the Mark 3 Selected Filled button. Page 49 of 52

3. Click OK to proceed. The selected job postings are automatically closed. The Job-IDs you selected to be marked as filled are displayed on the pop-up box. Click OK to close the pop-up box. Jobs updated with Marked As Filled cannot be re-opened. Page 50 of 52

4.11 CLOSE JOB POSTINGS You can close a job posting before its expiry date by indicating if the vacancy has already been filled or is still vacant. Once a job posting is closed, it will no longer be listed on the Jobs Bank website. 1. Upon login, click the Job Postings & Applicants link at the top of the main area. The Job Postings & Applicants page is displayed. Job Postings by the Employer are listed by earliest Expiry Date first. Page 51 of 52

2. Click on the Close Job icon of the Job Posting you would like to close. 3. A pop-up message box is displayed. You can select either radio buttons: A. Vacancy is filled for this position B. Vacancy is not filled for this position Example: Close this Job Posting with vacancy still available. Click the Vacancy is not filled for this position radio button. A B Click the Close button. Proceed to 4. A pop-up acknowledgment pop-up box is displayed. Click OK to close the pop-up box. The job posting is closed with vacancy still available. Job Postings closed with available vacancy can be re-posted. Job Postings closed with vacancy filled cannot be re-posted. Page 52 of 52