Council Job Vacancies - How to Apply Online 1

Council Job Vacancies - How to Apply Online
Version 2 – September 2012
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Contents
Introduction………………………………………………………………....3
Jobs and Careers……………………………………………………………4
Searching for a job………………………………………………………...5
Search results………………………………………………………………..6
Creating a new user account…...........................................………….7
New user registration…………………….………………………………….8
Completing the Online Application Form………………………………9
Submitting your Application……………………………………………..16
Review & print application………………………………………………….17
Delete application…………………………………………………………...18
Managing Your Applications…………………………………………….19
My Applications…………………………………………………………… 19
My Profile…………………………………………………………………….20
Contact Us……………………………………………………………………20
What happens next?............................................................................22
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Introduction
The purpose of this user guide is to provide both internal and external
applicants guidance on how to apply for jobs at Oxford City Council via the
online application system.
From the Oxford City Council homepage, you can apply for jobs by visiting the
jobs page.
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Jobs & Careers
Once you have clicked on this link you will be taken to the jobs and careers
page.
This page provides lots of useful information in relation to working at Oxford
City Council.
Under the ‘Working for us’ icon, you will find some general information on
completing application forms entitled, ‘Writing a great application form’.
By clicking on ‘Council Job Vacancies’ you will be taken to a screen to search
for current jobs.
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Searching for a job
You can search on all current vacancies that are available at Oxford City
Council by selecting ‘all’ from the categories.
Alternatively you can refine your job search criteria using any combination of
the criteria detailed below:
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Job Title – Input a job title, please note only exact matches will be
returned
•
Key Words – Type in specific key words e.g. Manager
•
Salary Band – Select a salary range from the list
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No Search Results
If your job search returns no matching jobs, you can save a job alert by
clicking on the link below:
By saving a job alert, once a job is posted that matches your search criteria,
you will receive an email. The email will include a direct link to the relevant job
details.
To edit your job alerts please refer to page 20, and the details relating to ‘My
Profile’.
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Creating a New User Account
If you haven’t already created a user account, you will have to do this if you
wish to apply for one of the jobs advertised.
When you select ‘Apply on-line’ you will be presented with the following
screen, allowing you to register, or sign in with a previously created log in.
Note: If you are an existing Oxford City Council employee you should
already have a username and password that you use to access Self
Service and should log in with these details. This will enable you to view
‘Internal vacancies’ that would not be viewed by an external candidate.
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New User registration
The form requires you to complete the following information:
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Title – Use the drop down list to select
•
Forename – enter your first name
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Surname – enter your surname details
•
Email address – This is the email address Oxford City Council will use
to send correspondence relating to job applications
•
Confirm email address – please check that you have entered the
details correctly
•
Username – enter a username for identification
•
Password – enter a password for identification
•
Confirm password – confirm your password details
Please note that fields marked with a red asterisk (*) are mandatory.
Once you have entered all your details, click ‘submit’.
After submitting your details, you will receive an email to the address you
registered with confirming your account details.
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Completing the Online Application Form
Once you have registered your user account details you will be taken to the
Application Summary Page:
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The application pages section will detail all the parts of the application form.
You can click on any of these to take you to that specific part.
You will only be able to click the ‘Apply’ button when all sections of the form
are indicated by a green tick.
As you move through the application form, you will see a number of icons
displayed.
Additional help information on completing this field is available by
hovering over the icon
Denotes that this section of the application form is incomplete
Denotes that all mandatory information on this section is complete
Indicates a mandatory field
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In some pages of the application you are given the option to ‘Add’ or ‘Remove’
details.
Note: If you come to submit your application but a section is showing as
incomplete ( ) it is worth checking that all information, particularly if you
have ‘Added’ details like a secondary address, have had all mandatory fields
completed.
Continue through the application form completing each part. The following
notes may help you:
Employment History – Starting with your most recent job enter the details
here. Click ‘Add’ to enter another employment record.
Qualifications – Enter qualification details, using the ‘Add’ facility to record
each qualification. Please note that should you be short listed for interview
you may be required provide proof of these, any added in error can be deleted
using the ‘Remove’ option. If your qualification is not listed please select
‘Other’ and detail further in the supporting statement
Driving Licence – If driving is an essential criteria of the post (indicated in the
Job Description) you will be required to complete this section.
Professional Memberships – Please add any professional memberships
relevant to the post to which you are applying. If your membership is not
included in the drop down list, please include this in your Supporting
Statement.
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Training – Please include any relevant training courses undertaken in the last
five years. If you wish to include more than five please include these in your
Supporting Statement.
Supporting Statement – The supporting statement is your opportunity to sell
your skills to the recruiting manager. You should read the job description
carefully to see what skills and experience are needed in the job.
You should include any relevant skills and experience you have gained,
whether this is at home, college, paid work, voluntary/unpaid work or as a
hobby.
If you are cutting/pasting information into the supporting statement from a
word document, you should ensure you do not exceed the 5000 characters.
References
Please supply two referees, one of which must be your present/most recent
employer. Referees should not be related to you.
You can ‘add’ a further reference by clicking the ‘Add’ icon at the bottom of
the page.
Unless otherwise notified, references will be taken up after a conditional offer
of employment has been made.
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Additional Information
Right to work in the UK
Oxford City Council is not currently licensed as a sponsor and cannot employ
migrant workers outside of the European Economic Area and Switzerland
under the Point Based System rules issued by the UK Border Agency.
If a conditional offer of employment is made, you will be required to produce
relevant documentation of your right to work in the UK.
Please confirm you are able to do this or detail any reasons why you are
unable to provide the relevant documentation.
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Criminal convictions
When a person applies for a position with Oxford City Council, the Council will
not take into account previous time-expired convictions as laid down in the
Rehabilitation of Offenders Act 1974 (ROA 74), except when a person is
being appointed to any position exempted under the ROA 74.
The disclosure of a criminal record or other information will not necessarily bar
a person from appointment. The Council will take into account the nature of
the offence, the relevance to the post the person has applied for, how long
ago the offence took place and the age of the person when the offence was
committed.
This information will be treated in confidence and will only be taken into
account in relation to an application where the exemption applies – if
applicable, this will be detailed in the Job Description.
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Equal Opportunities
This is the final section of the application form. The information you provide
here will be kept securely and completely confidential and is not forwarded to
the recruiting manager.
Oxford City Council is committed to the development of policies and
procedures to promote equal opportunities in employment regardless of
employees’ gender, race, disability, religious or political belief, sexuality, age,
nationality, pregnancy, membership or non-membership of a trade union,
gender reassignment or HIV status.
The information gathered helps tell us what our staff population looks like so
we can make sure that things are fair and people from all backgrounds are
provided with appropriate support.
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Applicants with a Disability
Oxford City Council is a Two Ticks accredited employer and applicants with a
disability who meet the essential criteria on the Person Specification will be
invited to interview. In these circumstances information provided here will
assist in this process.
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Submitting your application
Once you have completed your application form and clicked the ‘Summary’
button you will be taken back to the Application Summary page.
You will only be able to click the ‘Apply’ button when all sections of the
form are indicated by a green tick.
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Review and print your application
If you click on the ‘Print Preview’ option you will be able to view your
application in the print preview pane before you submit.
Submit Application
Once you have completed all mandatory parts of the application, the ‘Apply’
button will become active.
When you click ‘Apply’ you will receive the following message:
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By selecting ‘Continue’ you will receive confirmation that your application has
been received.
Additionally, within 24 hours you should receive an email indicating the
successful submission of your application form:
Delete Application
If you wish to permanently delete your application from your user account you
can click on the ‘Delete’ button.
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Managing your Applications
My Applications
To view pending applications or any applications you have previously
submitted, click on ‘My applications’ on the left hand menu bar.
This screen will detail any submitted applications and also give you the
opportunity to request a copy of your submitted application.
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In progress applications
Applications that are in progress and are part-saved will appear in this
section. To submit the application click on ‘Update’ to continue completing the
form.
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My Profile
To view your user profile information click on ‘My Profile’ on the left hand
menu bar. From here you can update your personal details.
Any job alerts that you have set up can also be removed.
Contact Us
Clicking here will direct you to your email account where you will be able to
email the recruitment team regarding any queries or questions you may have
in relation to the online application process.
Our email address is itrentadmin@oxford.gov.uk
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What happens next…..
Applying for our jobs on-line allows us to keep you updated on the progress of
your application.
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•
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Within 24 hours of submission of your application we will send you an
email confirming receipt.
We will notify you by email within 3 weeks of the closing date as to
whether you have been short listed for interview.
If you have been short listed we will email you and invite you to select
an interview time online. Details of how to do this will be included in the
email.
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