GovWire

Creating a vacancy

Select the Create new vacancy button and complete the Create New Vacancy form:

• select a template to load the remaining sections of the form
• questions marked with an asterisk (*) are mandatory
• you must complete all mandatory fields before saving
• the system will timeout after 60 minutes of inactivity
• once saved, you can edit any details before posting
• questions highlighted in green will be visible to candidates on the job advert
• If you click Save before completing all mandatory fields, incomplete ones will behighlighted in red.

There is separate guidance for creating an advert-onlyvacancy.

Some sections will have pre-set answers, which you can override.

Non-standard eligibility

Only select Yes when there is an exceptional business need, such as advertising an internaljob on promotion.

Success profiles

The sift and interview evaluation forms are dynamic, and change depending on whichSuccess Profiles you select within the vacancy. Make sure these are correct.

Turning off onboarding actions

You can turn onboarding access off in the Pre-employment check forms section:

1. Remove entries shown in the New entrant notification check (NEN) field, andselect Not Applicable from the dropdown.
2. Remove entries shown in the Posting request check field, and select NotApplicable from the dropdown.
3. Select Save.

You can turn off onboarding actions at any time before the Provisional Offer status. To dothis, follow the Editing a vacancy steps.

Adding or removing panel members

1. Select the Panel tab.
2. Select Add Participant.
3. Enter the users name in User / Profile.

If the user has no account, they must request one before you can add them.

1. Select the users Category, for example Recruiter or Vacancy Holder.You can only select categories that have been assigned to the users profile.
2. Select Is Coordinator and Can view applications as appropriate.
3. Add Participant
4. You can also Edit or Remove a users access in the Panel tab.

The vacancy may need to reach a certain status before some users can access it.

Sending to recruitment

When your vacancy is ready to be advertised, select Review your vacancy, then click tosend to Recruitment.

Welsh language support

You have the option to provide a Welsh version of your advert. This will allow Welsh-speaking candidates to see the job details and apply in Welsh.

You will need to obtain the Welsh translation of the advert yourself.

• Free text fields visible to candidates have a Translate button. Use this to enter the Welsh version of the same content
• Use the Job Preview to see the advert from a candidates perspective, and ensure that all relevant fields have been translated

Posting a vacancy created by a recruiter

1. On the Summary tab, check that the Preferred Go Live Date and Preferred VacancyClosing Date are correct. To change these, select Edit,then Save the changes.
2. On the Vacancy Details tab, check all information is correct. To make a change,select Edit, then Save any changes.
3. Select the Preview advert button from the right hand side of the Vacancy Details tab and check the layout of the advert in a new window.
4. Return to the vacancy and select the Mandatory fields checked button.
5. Select the External Postings tab.
6. Select the Add button.
7. From the Destination list, select Post to Civil Service Jobs.
8. Select Next.
9. Enter the Live Date.
10. Enter the Posting Closing Date - use 23:55 for the closing time.
11. Select Next.
12. On the New Posting screen, select Next.
13. Select the Post vacancy button to change the vacancy status

A confirmation email will be sent to the Vacancy Holder, saying that the vacancy has beenposted.

Setting a vacancy to publish on a date in the future

1. On the Summary tab, set Preferred go live date to be today, or in the past.
2. In External Postings set the Live Date to be your future date.

Posting a vacancy created by a vacancy holder

Reviewing the vacancy

1. Select the Vacancies awaiting recruitment review button on your Dashboard.
2. Use Filter to find the vacancy you want to post
3. On the Summary tab, check that the Preferred Go Live Date and Preferred VacancyClosing Date are correct. To change these, select Edit, then Save the changes.
4. Select the Vacancy Details tab followed by Edit to review the vacancy.
5. Check the vacancy holder has provided appropriate approval.
6. Insert any standard wording used by your department.
7. Check any attachments in the Further information section, and add more if needed.
8. Complete all remaining mandatory fields.
9. Select Save.
10. Select the Preview advert button from the right hand side of the Vacancy Details tab and check the layout of the advert in a new window.

If the vacancy holder has not provided all required information, select Vacancy HolderUpdate Needed. This will create an email which you can edit before selecting SendCorrespondence.

Once the vacancy holder has updated the vacancy, it will return to the Vacancies awaiting recruitment review list on your dashboard.

Posting the vacancy

1. Select the Mandatory fields checked button.
2. Select the External Postings tab.
3. Select the Add button.
4. From the Destination list, select Post to Civil Service Jobs.
5. Select Next.
6. Enter the Live Date.
7. Enter the Posting Closing Date - use 23:55 for the closing time.
8. Select Next.
9. On the New Posting screen, select Next.
10. Select Post vacancy to change the vacancy status.

A confirmation email will be sent to the Vacancy Holder, saying that the vacancy has beenposted.

Setting a vacancy to publish on a future date

1. On the Summary tab, set Preferred go live date to be today, or in the past.
2. In External Postings set the Live Date to be your future date

Checking your posting

Confirm your advert has been correctly posted by searching Civil Service Jobs.

If your vacancy is using Internal or Across Government approaches you will need to log in asa civil servant to see it.

Vacancies posted from the vX system will have a three to six-digit number allocated whenthe vacancy was created.

Editing a vacancy

Corrections can be made before or after a vacancy has been posted.

Find the vacancy

To use the search box in the top right of the screen:

1. Select Search Vacancies.
2. Enter the vacancy title or ID number - these have between 3 and 6 digits.
3. Search.
4. From the results, select the Go to Vacancy link.

Make the changes

1. In the Summary or Vacancy Details tabs, select the Edit button
2. Make your corrections.
3. Save any changes.

Update the posting

If the vacancy has already been posted:

1. Select the External Postings tab.
2. Highlight the tab
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