eRecruit User Guide

Prepare Job Offer - Advertised Job

H R M U s e r G u i d e s

Brief Document DescriptionOverviewThis User Guide explains how to prepare a job offer for an advertised job in eRecruit. Appointments include Fixed Term, Continuing, Permanent Transfers and Secondments. Please refer to the end of this guide for troubleshooting material.

About this Business ProcessTo advertise a position, the Hiring Manager (or delegate) will need to create the job opening in eRecruit and submit for approval. For further information on this process, please refer to the User Guide – Create Job Opening.

Once the recruitment and selection process has completed and a suitable candidate has been identified, the Hiring Manager (or delegate) will need to prepare a job offer in eRecruit and submit for approval.

For further information, please refer to:Recruitment and Selection PolicyRecruitment and Selection Procedures

For further assistance using eRecruit, please contact HR on (07) 373 54011 (ext 54011).

IMPORTANT: There is a different eRecruit process for raising direct (previously non-advertised) appointments. For further information, please refer to the User Guide – Direct Appointments.

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StepsPrerequisite Preparation ChecklistStep 1 Navigate to Recruiting HomeStep 2 Search for the ApplicantStep 3 Prepare Job OfferStep 4 Submit Job Offer for approval

Troubleshooting

Useful IconsUse this icon to view specific help text

* Indicates a mandatory field

Use this look up icon to search for data.

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Preparation ChecklistPlease have the following information ready prior to preparing a job offer for an Advertised appointment in eRecruit.Job Offer

Base Pay (annual amount for the salary step):       Additional Offer Components (i.e. salary loading):      

Salary costing information Speed Type Key:      Class Field:      Account:      Percent to allocate:      Comments/Justification:      Attachments

Reference Checks Position Description

Is the person a citizen or resident from a country that may be subject to sanctions? Yes NoEligibility to work in Australia:      Appointment Type:      Start Date:       Estimation Date: Yes No End Date (for fixed term appointments):      Probation Period:      Hours per fortnight:      Removal expenses: Yes No Academic Appointments Only:Work Allocation Profile: Please select one: Probation ConditionsFoundations of University Teaching recommended:      Registration Requirements:      Induction Delegate (if required):      

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Step 1 – Navigate to Recruiting Home

Open the Griffith Home Page. Click on Staff Portal in the top right hand corner of the screen.

Log into the Staff Portal using your Griffith ID and Password

The Staff Portal Page displays. My Staff Page can be accessed in two locations within the Staff Portal.

The first location is by clicking on My Staff Page under “Key Services”

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Alternatively you can select Employment from the left hand side navigation menu, and click My Staff Page under “Human Resource Management”

A series of ‘tiles’ will appear on your Home Page once you have logged in to My Staff Page.

Click on the Recruitment tile.

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The Recruitment Dashboard displays.

The layout of the Recruitment dashboard has changed. The new page is divided into two sections. Left hand menu - lists all the menu items under each main heading. The right hand screen - provides functionalities of the menu item chosen on the left hand screen.

Click on ‘Recruitment Home’.

Step 2 – Search for applicant

Within ‘Recruitment Home’ left hand menu, click Search Applicants sub menu:

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The Search Applicants field displays.

Select Search My Applicants. This will only return all applicants attached to job openings you are

associated with (for example you are the creator, hiring manager, interviewer etc).

Enter First and Last Name of your applicant.

Change the Applicant Status to blank.

Click Search.

Click on the Applicant Name.

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Step 3 - Prepare Job Offer

Under the Applicant Activity tab locate the Job Opening Click Other Actions > Recruiting Actions > Prepare Job Offer.

The Prepare Job Offer page displays.

NOTE: You can save your job offer as draft anytime by clicking “Save as Draft”

Review the Offer Details section which has pulled through the position and Job Opening information.

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Complete the following sections:

A. Job Offer Components

o Add Base Pay enter the Offer Amount which is the full time annual

amount for the salary step. The Currency and Payment Frequency will default.

To view the full list of salary rates, click HERE or visit:

https://intranet.secure.griffith.edu.au/employment/pay-conditions-benefits/salary-tax-information

o To add additional Components click Add Offer Components button and select each additional component from the list.

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Please refer to the table below for each components frequency:

Component FrequencyBase Pay AnnualClinical Loading AnnualDental Loading AnnualDirector’s Allow Child Care FortnightlyLaundry Allowance Bookshop FortnightlyMedical Loading PercentResearch Centre Director All AnnualResponsibility Allowance AnnualSalary Loading (Non- superannuable) AnnualSuperannuation Loading (Superannuable)

Annual

Toilet Cleaning Allowance FortnightlyTool Allowance 1 FortnightlyTool Allowance 2 FortnightlyVehicle Allowance Annual

B. Salary Costing Information. Click the look up icon to search for your Salary Costing details. For split costing, click the plus symbol to add additional lines – please

note these must total 100%.

C. Comments meaningful justification for the appointment If appointment includes a salary loading, include the length of loading.

D. Attachments Click Add Attachment to attach

o the position descriptiono Reference Checkso and any other required documentation

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Add the document Description

E. Additional Offer Details section: Is the person a citizen or resident from a country that may be subject to

sanctions? Click Yes or No

Select Eligibility to work in Australia. o Important note: the correct option must be selected here as this

impacts the employees online onboarding.

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B. Add the Start Date. Important note: The start date cannot be before the job offer date which is date raised (today’s date). For backdated appointments, please contact your HR Adviser, Appointment Services (ext 54011).

C. For fixed term and secondment appointments, add the End Date.

D. Is Start Date an Estimation? Click Yes or NoE. Probationary Period: Add duration

F. Hours per Fortnight: Enter amountG. Removal Expenses? Click Yes or No

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H. For Academic Appointments, complete the work allocation percentages (see the Academic Enterprise Agreement for further information).

I. For Academic Appointments, complete the probation conditions (if required).

J. Enter an Induction Delegate if the line Manager isn’t responsible for completing the new employee’s onboarding activities.

Step 4 – Save as DraftClick Save as Draft anytime to save your job offer as draft.

Step 5 – Submit Job Offer for approvalClick Submit for Approval to submit your job offer for approval. A message box will appear if you have not completed any mandatory fields.

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Once submitted, a message will display and an additional tab Approvals will appear.

Click this tab to view the approval workflow.

The Job Offer Status will change to Pending Approval.

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Troubleshooting

How do I find a drafted job offer?

Log into the Staff Portal and navigate to Recruitment tile via My Staff Page and choose Recruitment Home on the left hand menu.

Under Recruitment Home, click Search Applicants.

Enter the applicants First Name and Last Name and click Search

Select the Applicants Name from the returned list.

Find the Job Opening in the list and click Other Actions > Recruiting Actions > Prepare Job Offer.

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Before you can edit your job offer, click Edit Offer and update your job offer.

Click Submit for Approval to submit your job offer for approval. A warning box will appear if you have not completed any mandatory fields.

How do I track my job offer in the approval process?

Log into the Staff Portal and navigate to Recruitment tile via My Staff Page and choose Recruitment Home on the left hand menu.

Under Recruitment Home, click Search Applicants.

Enter the applicants First Name and Last Name and click Search

Select the Applicants Name from the returned list.

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Find the Job Opening in the list and click Other Actions > Recruiting Actions > Prepare Job Offer.

Click the Approvals tab to view the approval workflow

How do I edit a declined job offer?

As the Hiring Manager you will receive an email notification when your job offer has been declined.

Click on the link in this email to view the Job Offer.

Click on the Approvals tab and expand the Comments to see the reason it has been declined

To edit the job offer, click on the Offer Details tab.

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Click Add Revised Offer on the right hand side.

A new Prepare Job Offer page will open. Fill in the required fields and click Submit for Approval to commence the approval workflow.

Note: the declined job offer will move to page 2 of 2.

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Further information

Email:  hrservices@griffith.edu.auPhone:  373 54011

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