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Talentlink Training

Contents Page

Set up a New Job Posting Page 2

How to start the Job Approval Process Page 10

How to send applications for shortlisting Page 15

Inviting candidates for Interviews Page 18

Sending out References Page 23

How to complete the Conditional Offer Page 24

How to complete the Conditions Form Page 26

How will a candidate become an employee? Page 27

List of Contacts Page 28

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Please Note – The system will log you out after 20 minutes if not used and any unsaved

work will be lost – which will most likely affect the New Job Opening Stage

Step 1 – Set up a New Job Posting

Login to WM Jobs

Input your username and password

Click on the chevrons on the left hand menu as shown below (please note, there are also

personal job templates for each Academy at the bottom of the front screen)

You will then need to click on the + next the New under Quick Actions and choose the

selection stating Job Opening

Last visited

menu

chevrons

Lists all the jobs you have

advertised for your Academy

You will receive

notifications in Tasks

and Messages relating

to the job vacancies that

have been posted

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You will then be given the option to create a new job opening or import new job requisition.

If you choose to create a new job opening you will have to enter the information from

scratch, whereas, if you start typing the name of the job next to Import, you will see a list of

jobs that you have already created to select from

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You will need to choose your organisation by clicking on the drop down arrow and the arrow

next to ECMAT, you will then be able to select your Academy

Click on the relevant contract type from the drop down list provided

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You will need to complete the Job Approval section by choosing one of the following;

New is a new job within the structure

Replacement is replacing an existing job within the structure

Then click Next

Completing the Job Requisition Form

You will need to complete all the information on the job requisition form as it will pull all the

information through to the Conditions Form to generate the contract of employment. Please

note - this will save time later when completing the conditions form

You will then need to input the Job Title of the post

You will always need to input ECMAT next to the heading ‘Enter Employer here’

Region – is where your Academy is based, which will be West Midlands

Sorting Location – is where your Academy is based

Sub Location – the address of your Academy - if you type the first three letters of your

Academy name, your Academy address should appear

Sector will always need to be Education/Academic

Job Type Category will be Schools/Academies

Job Specific – Will be what the role is, e.g. if an Admin role then this is where you would

select Administration and if a Teaching role then you would select All Teaching Roles

Subject/Key Stage – If a teaching role, this is where you would select the subject or Key

Stage the vacancy is for, e.g. if it is an English Teaching role or to teach Key Stage 3

Working Pattern – This is where you would select if it is a casual role, term time role or full

time role. Please note: for a full time role, you will select Standard

Please Note: Should you need to

save your work then you can press

create. You will then have an option

to edit the form. The form cannot

be updated once the job approval

chain has started

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Candidate Salary Search – You will input the Salary Search range here, so that candidates can

search for roles on specific salaries

Ledger Code – enter your own Ledger Code for each Academy

Cost Centre – enter your own Cost Centre for each Academy

You will then need to select the reason for placing the vacancy

Select yes for Childcare Disqualification Check where appropriate (or ask HR if unsure)

Select DBS Enhanced Adults Children for Safeguarding

Advertising

Appointment Only – ECMAT HR function only (not to be used by Academies)

External job site – WM Jobs

Internal – redeployment link will go to ECMAT website

Salary Grades

Teachers – select Unqualified, MPR, Leadership, Leading Practitioner, UPR or

MPR/UPR

Support Staff – select relevant Local Authority

Grades/Group – select pay range e.g. MPR or a Grade 5 for support staff

SCP Range is either the SCP Range within the selected grade for support staff or starting

reference point of a teaching pay grade

SCP to, is the maximum reference point on a teaching pay grade. This will appear as N/A for

support staff as the start and end of the grade is identified in SCP range

Group size should be completed for every appointment. This does not affect the employee

contract but it will be used for reporting purposes

Allowances – ECMAT allowances must be agreed with the Academies Director (Liz Dix)

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Special Circumstances – Academy to detail any reasons for allowances or circumstances that

are relevant to the employee contract, such as NQT staff, Schools Direct or Banked Hours

Scheme – NB: the exact text will appear in the contract of employment

TLR/SEN/Recruitment/Retention/Unqualified Teacher/ECMAT/Other allowance are to be

completed as appropriate, free numerical text applies. Please note: This does not apply to

Leadership roles

A detailed reason must be given for any fixed term or temporary roles. Examples of reasons

can be obtained from the HR Recruitment and Selection Procedures and your HR team. For

the purposes of the system, fixed term is anything that is not permanent. An end date must

always be provided

Time Worked/Hours per Session – This is a free text field which must be completed, detailing

the weekly working pattern of the role

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Number of posts available must be completed for all job postings

You will always need to record the Minimum and Maximum salary which will be ‘GBP per

year’ as this will pull through to the contract of employment

Choose the schedule type, which will be Part Time, Full Time or Part Time/Full Time

Record the contract hours which will be ‘hours per week’ as this will pull through to the

contract of employment

Add any administrative comments for your job posting

The Business Case section must be completed by all Academies and reasons for the role

must be specified in detail. If you are placing a job requisition for a replacement post – you

will need to state in the business case which member of staff this role is replacing. This will

be seen by the approvers in later stage

Then click next

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Completing the Job Advert

This will then take you to the Job Descriptions tab which is actually the Job Advert

You are able to import from an existing requisition or job (if you have created one before).

Import from Job Advert template

This should always be in the HTML format

Make sure everything is as it should be

Then click Next

Always make sure you check the

advert as this is what will be

displayed to the candidates

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How to set up the Approval Process

This will then take you to the approval process - you will need to select names and

email addresses by either typing the name of the person in the box provided or

clicking ‘Advanced Search’ of those who are going to approve the job vacancy

Recruiter is the person managing the vacancy

Recruiter 1 will be a HR colleague (Claire Langley and Priya Saini) from ECMAT

Operational team

Hiring Manager will be Headteacher or School Business Manager (Academy to

decide if the Hiring Manager is to be Headteacher or School Business manager)

Approver team

Approver 1 will be Headteacher or School Business Manager (Academy to decide)

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Directors Approval will be Academies Director (Liz Dix) and HR Director (Shila

Malhotra) at ECMAT

HR (Claire Langley or Priya Saini) post the vacancy at ECMAT

For a replacement post, the Hiring Manager, HR Director and HR Post will all approve

For a new post, the Hiring Manager, Academies Director, HR Director and HR Post will all

approve

If there are any inaccuracies in the job advert, it will be rejected and will need to be

amended by the Academy. The Hiring Manager will receive a Task/Message on their Dash

Board in Talentlink

Then click Create

Select go to Requisition Page

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Budget and Cost

Select the Budget and Cost Tab

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All Academies will need to complete this for each job vacancy for reporting purposes to note

costs of external advertising

Under the attachments tab, this is where you will select the Job Description and Person

Specification and any other documents such as the Prospectus to upload from your desktop

for candidate to view

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Step 2 – How to start the Job Approval Process

Select the Job Approval Process Tab

Click on the + next to start approval chain

The first person in the chain e.g. Headteacher or School Business manager will receive an

email or task on their dashboard asking them to approve or reject the vacancy

They will need to click on the link in the task or email to show the job details and advert

Once they have read the job details, they will need to click approve or reject

This will then go to the next step in the process

Please keep checking your work email and/or the task/message dashboard on talentlink as

in the event of your vacancy being rejected, you will receive an comments relating to this

Once the job has been approved, HR will then post the job.

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Step 3 – How to send applications for shortlisting

Once the job vacancy has closed, any completed application forms that have been sent in by

candidates will be saved in the Selection/Hiring tab

For shortlisting, Academies can either manually print the individual application forms off by

clicking on the candidates name or create a candidate pack by selecting the chevrons next to

all and clicking on candidate pack

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Make sure there is a tick next to Candidate Summary

Put a tick to include summary page and merge documents into PDF

Click create

Save in your own work area and send via email with the ECMAT shortlisting matrix to the

lead person who will be coordinating the shortlisting

Should it be absolutely necessary for a candidate to complete a paper application form, you

are able to import the application form, by doing the following:

Select the job vacancy

Selection and Hiring tab

The arrows next to all

Create new candidate

Complete the personal detail boxes

Go to documents/candidate pools

Click the arrows next to documents

Upload a document, attached their application form and any other supporting

documents

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To access the different sub tabs, e.g. open and in process you will need to put a tick next to

each candidate name in order for arrows to appear

Within the selection/hiring tab, go to the ‘open’ sub tab and put a tick next to their name

Select proceed with selected candidate

Click the radio button next to shortlisting

Click Next

The due date is when you want the shortlisting to be completed by

Assign to is who you want to send the email to by putting the person’s name and email

address

You can then add panel members (between 2 and 15 [must be a minimum of 2]) to complete

the shortlisting

The lead person will then get an email to shortlist and complete the shortlisting feedback

form. The lead shortlisting person (School Business Manager / Headteacher) will facilitate

the full shortlisting using the ECMAT matrix and complete the feedback form on talentlink

Once the shortlisting is complete, a score will then show next to the candidates name, e.g.

10 = Yes, 5 = Maybe and 0 = No

If you click on the candidates name you are then able to see the shortlisting outcome

The candidate will then move from the ‘open’ tab to the ‘in process’ tab

‘All, Open, In

process’ are all

Sub Tabs

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Step 4 – Inviting candidates for Interviews

To invite a candidate for an interview individually

Under the In Process Tab, tick the selected candidate you want to interview

Proceed with selected candidates

Click radio button next to Invite to 1st Interview

Select the ‘Define the meeting now’ function

Select the lead interviewer, e.g. Headteacher

Select the interview panel by clicking the ‘Add’ button

Choose the date and time of the interviews

Hint:

If you are not sure of the exact

times of the interviews at this point,

please put from 8.30am to 4.30pm

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Standard location is where you can choose your Academy address – click on the ‘please

select’ drop down menu

Select other, organisation, ECMAT and select your Academy address

Meeting Place will be specified location which will be the Academy address

You will need to put a date in of when you would like the meeting feedback due back. The

lead interviewer will be email this form and will need to complete after the interview

You are then able to amend the template email that is sent to the candidate. You will need

to make sure that the email states the time, date and location of the interview. In the email,

you can state that further information and confirmation of the interview will be sent in a

separate email, once the candidate has confirmed their attendance.

Hint:

The email already has mailmerge

text to display the time, date and

location. Please make to you do not

remove this

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Then click submit to send the email

Once you are aware of the candidates who have confirmed attendance to the interview, you

will then be able to send the interview programme and interview time to the candidates

Click on the + next to invite to 2nd interview and click start

You will be required to complete the same process as before by selecting a lead interviewer,

adding the rest of the interview panel, date of interview and location. You will now be able

to select the correct time of the interview, e.g., 10.00am until 11.00am

You will then have to amend the email template that is sent to the candidate by clicking on

the + next to confirmation to candidate

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In the email, you can state that you are now able to confirm the time of the interview to be

held on XXXXX at XXXX. Attached is the interview programme. To attach the document, click

on email attachments, click add a new document and select the document from your PC

Alternatively, If there is more than one candidate attending an interview on the same day,

you can use Scheduler (e-booking). You will need to select invite candidates via e-booking

first. Times of interviews can be changed around, e.g. if someone has called to say they

cannot attend at a particular time, then you can change them to an earlier or later time

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Step 5 – Sending out References

Under the In Process Tab, click the selected candidate

Proceed with selected candidates

Click radio button next to 1st Employment Reference

Click Start

Complete the details of who the reference should be sent to

Attach the Job Description and Person Specification (Please ignore the other attachments

listed)

Please select no when stating ‘do you want to share this document?’

This will be the same process for the 2nd Employment Reference, Character Reference and

Education Reference (ECMAT policy is two employment references where possible)

Please note that if the email template does not show when you click on to amend the

message, change the email template and then select the reference request template again

You will need to amend who the reference is going to and who the reference is for

Once the reference pro forma has been sent to the referee it will appear in their email

address and ask them to click on the pro forma link. Once they have done this, they will

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need to click on ‘send and complete’ and it should appear back in talentlink once this has

been done

Step 7 – How to complete the Conditional Offer

School Business Managers / PA’s will need to send out the Conditional Offer email

Click on the candidate who you need to write the conditional offer for

Click on the + next to Conditional Offer

Click Start, this will then take you through the process of preparing the Conditional Offer

email. You will need to add the candidates email address and check the details in the

Conditional Offer email. Amend which Academy the employee is working at / add any

personal touches

Due date is when you want the successful candidate to complete the information attached

to the email

Please note, do not need to use Associated Form as this is not part of the ECMAT process

The email attachments for candidates to complete will already be displayed, as shown below

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Then click send at the bottom of the screen to send the email and attachments to the

successful candidate

The email attachments will

always be displayed

You can add your email address in

here if you want to be copied into

the email

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Step 6 – How to complete the Conditions Form

Academies will then need to complete the conditions form (equivalent to Instructions to

Appoint form) once all of the above steps have been completed

You will need to click on the candidates name and select the ‘Hiring Process’ sub tab under

the ‘Applications’ tab and select Define Conditions

Most of the information should already be populated from the Job Requisition

If there is any information that has changes since the job was advertised, you will need to

amend it on the Conditions Form

Once the Form has been completed, it will then need to be sent to the Headteacher for

Approval

Once the Headteacher has approved the Conditions Form, please send it across to ECMAT

HR via talentlink. ECMAT HR will then generate the contract of employment and forward the

salary details onto ECMAT Payroll. Please note – No Instructions to Appoint forms should be

completed and sent to ECMAT Payroll by the Academy as these are no longer used and

accepted

Click here to produce the Conditions

Form (equivalent to Instructions to

Appoint Form)

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How will a candidate become an employee?

The Academy will produce the Conditional Offer letter to the successful candidate so that

they can hand in their notice to their current employer

Once the candidate has received their Conditional Offer letter along with the pre-

employment forms, the Academy can then arrange for all of the checks to be done

Once all the pre-employment checks have been cleared, the Academy will then complete

the Conditions Form and will submit to HR following the Headteachers Approval (this will

also confirm to HR that all pre-employment checks are satisfactory)

HR will check the Conditions Form against the Job Requisition and Advert. A Formal Offer

and Written Statement of Particulars will then be raised by HR and sent directly to the

employee

Payroll will receive the Conditions Form to process

The Academy will then commence the Induction with the employee, part of which is to

obtain a signed copy of Written Statement of Particulars and Declaration Statement from

Application Form. This will then be stored on their personal file.

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HR Contacts

ECMATrecruitment@wlv.ac.uk

Claire Langley Lead HR Administrator c.langley@wlv.ac.uk 01902 518569

Priya Saini HR Administrator p.saini@wlv.ac.uk 01902 518436

Sam Webb HR Business Partner sam.webb@wlv.ac.uk 01902 518560

Shila Malhotra HR Director s.malhotra@wlv.ac.uk 01902 518405

Training/Technical assistance

Please visit https://ecmatservicecentre.freshdesk.com/support/home