HOW TO RECRUIT AN EMPLOYEE TRAINING GUIDE VERSION [0.3] SEPTEMBER 29, 2017
DOCUMENT OWNER: TRAINING LEAD DOCUMENT AUTHORISER: HR DIRECTOR ESH GROUP
ORACLE AND END-TO-END WORKING What is Oracle? Oracle Fusion Applications is an all-encompassing group of Oracle applications built for wideranging business tasks such as Enterprise Resource Planning (ERP), Customer Relationship Management (CRM) and Human Capital Management (HCM) Oracle can take all our data, organise it, remove duplication and present it in a useful and usable format.
End-to-End Working Oracle is an integrated system: it links together many processes that would otherwise operate separately. For example, it provides one place for the business to raise and authorise purchase orders. Once authorised, goods are receipted and invoices are matched and paid automatically. Linking Esh core processes together in this end-to-end fashion means we can use data more dynamically to manage our business. The system requires every Esh employee to be mindful of the Data they input and any changes they make. What you do in one part of the system will be reflected throughout that system.
Using this Booklet This document details processes that you will need to carry out as part of your day to day work. It will be used during your training to help you navigate through screens and to explain why we do things the way we do in Oracle It’s your document: feel free to make your own notes as you go through your training.
How to Recruit An Employee Training Guide
CONTENTS Recruit an Employee 1)
How to advertise a vacancy
2) 3)
How to screen and select vacancy applications
4)
Additional Information
How to create an offer of employment
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SECTION 1: HOW TO ADVERTISE A VACANCY IN ORACLE RECRUITMENT
You have identified the need for an additional employee in your business area. This vacant position needs to be advertised both internally and externally. 1
This is the Oracle Recruitment home screen. From here you can view any previous vacancies you have advertised and how many people have applied for them.
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Oracle Recruitment refers to vacancies as Requisitions. It also stores templates for all of our regularly recruited roles in a Job Library. To create a new requisition (or vacancy), select Job Library from the Requisition menu.
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You are now in the Job Library, which is created and maintained by HR. Each template contains standard information for each role. You will need to select the appropriate job template for the position you are advertising. This example uses the role of Accounts Clerk. Click on the job title to begin. Note: If the role you wish to offer as a new vacancy is new to Esh Group, there will be no template available. In this case, you will need to talk to the HR team about a new template before you can proceed
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This is the standard job template for the Accounts Clerk position. You will notice that the fields have been pre-populated with standard information which forms the basis of the terms you will be offering to candidates. Click on Create Requisition to start creating your vacancy. Note: This page is about the ROLE, so these fields are locked down and cannot be amended. Later on, you will be able to complete fields that are PERSON specific, so you still get flexibility to negotiate
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Once you have chosen create requisition, you will be taken to the Convert Requisition Template screen. From here you need to populate the requisition with all the relevant information for the role. Top Tip: Changing anything on this screen does not change the original job template.
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The first step is to appoint yourself as the Requistion Owner. Click Add/Remove next to Requisition Owners.
Note: Oracle is designed for use by companies of all sizes, right up to large global organisations. In many of these cases, the person preparing job vacancies could be working on behalf of many hiring managers – a small compromise for a business the size of Esh is that you will need to ‘select’ yourself into some of the Oracle processes
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A pop-up box will appear. In here you will already see that an HR administrators name will be automatically populated into the ‘Assigned’ list. In this example, you can see the name Samantha Biggs. It is important that you keep this person in the list Start by selecting your name from the Available list: click on your name to highlight it and click the Right Arrow to move it to the Assigned list.
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Whilst it is important that you retain the HR contact in the assigned list, you will want to make sure that YOU are the primary owner of this requisition. For this the order of the list matters. You can move yourself up the list by clicking to highlight your name, then click the Up Arrow Click Save to continue.
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You will return to the Requisition screen. From here you need to complete the detailed specifications for your vacancy, including: • • • • • • • • • • • •
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Opened Date Location # of Openings (will default as ‘1’, only need to change if you have more than one opening) Reason for Opening Replacement For (only needed if this position is a replacement) Employment Duration Contract Type Pay Range (salaried positions only) Probation Period Legal Entity Business Unit Hourly Rate (weekly paid positions only)
This section is about setting up the dates for your job to be available to candidates. First you need to populate the Opened Date - this is the date that the Requisition (job vacancy) will begin. Note: Although you are now setting a vacancy to be open, it will not be processed by the system through to our vacancy board until it has been authorized – this is covered in a later step. Click the Calendar icon and choose the appropriate date.
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Next choose the base Location for the role. Click the Arrow and choose the correct option from the drop-down list.
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In some instances, you may be recruiting for more than one position – indicating the # of openings will always default 1, but can be changed if you have more than one role available.
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Choosing the Reason for Opening from the drop-down menu is how the system understands whether the budget for your advertised role is already available (because this is a replacement role) or might be new (this is a New Position). Select the appropriate option: New Position or Replacement. The Oracle system organizes its budgets based on roles and role-holders. This is where you match the requisition (vacancy) with the person who is leaving Esh.
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IF THIS IS A REPLACEMENT POSITION: add the name of the employee who is leaving Esh into the box “Replacement For” IF THIS IS NOT A REPLACEMENT, then enter N/A into this box instead. 15
Oracle is an American system, so some of the terms and phrases used are not quite what we would use in conversation. Employment Duration here means whether the role has a fixed end date or not – so your choices are Permanent or Fixed Term.
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Contract Type refers to how many hours the requisition (vacancy) covers per week. Full-Time and Part-Time are the options available.
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For salaried positions only, enter the Pay range for the role you are recruiting for. There is an option for hourly paid employees later in the process.
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Choose the Probation Period for the role. 3 months and 6 months are the options available and can be changed as appropriate.
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Here we assign the requisition (vacancy) to the Legal Entity and Business Unit where the work is to be carried out – select from the drop-down list in each case. Note: If the role is hourly paid, you can add this here as well.
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All the other fields have defaulted entries for this role within Esh. However, they can be changed as required. Note: Check that you are happy with everything you have entered, because the next stage will move the requisition through an approval process.
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To assign a Requisition Approver and an Offer Approver, click Add/Remove and follow the same process that you used when you assigned yourself as Requisition Owner.
Note: The Requisition Approver and Offer Approver will usually be your Director. If their name does not appear in the list then contact HR. The HR Recruitment Specialist will, by default, be named as an approver. It is important that you do not remove them from the list. Some roles may need more than one Offer Approver, they can be added as necessary.
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As we saw earlier (step 8), the order that you appear in on these approvals lists matter in Oracle. Again, you will need to promote your authoriser to the top of the list, above HR. Again, you move your authoriser up the list by clicking to highlight their name and then clicking the Up Arrow. This means that approvals will be sent to your named approver (usually your director), followed by HR.
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This next section is about choosing where the role will be advertised. It is Esh policy that ALL roles are advertised internally. Start by choosing the Hiring Instructions section, including where the position will be advertised. Tick the boxes next to Career Centre and Internal Career Section. You can also choose when the advert will start and what date it should be removed by. Note: Remember that Oracle is an American system, so again we have a difference in common language here. Career Centre is used to mean the equivalent of a job board. So, a career centre refers to the job board that we show to the world, via our internet (or via any other sites that we choose to use). Internal career section, then, means the job board seen by our own employees via our intranet.
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In this section, you can also determine if this role will be advertised through an agency and, if so, which one should receive the notification. Click Add/Remove next to Agencies and choose the appropriate option. Your options are selected from a pick list, as shown previously. Note: Initially, Corepeople will be the only agency available.
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The next step is to review the Job Description that has been automatically populated with a general description of the position, based on the template you selected earlier in the requisition process. Note: It is important that we operate our new systems consistently, so this field cannot be edited. If you do need to change any details on this screen then contact the HR team.
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Once you are happy with the details you have entered click Save.
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Oracle will automatically issue a notification to your authoriser (usually your Director) and the HR Recruitment specialist listed earlier in this process. Once they have both approved the requisition it will be posted to the Career Centre.
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This section is about preparing for the interview process. It is Esh policy that all external candidates are interviewed using standard, approved interview questions. In Oracle, these are held under Pre-screening questions and must be added manually for any external positions. These questions are not required for internal vacancies. Note: You do not have to wait for the requisition to be approved before adding these questions. Doing it now means that you don’t have to remember to go back and do it later. Top Tip: Navigating back to the Home Screen using the Home button is the easiest way to move through Oracle Recruitment.
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Click Requisitions from the Requisitions menu. This will take you to a list of all the requisitions (job vacancies) you have raised. Select the one you have just created by clicking on the vacancy / requisition name.
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Click Full View to access the detail behind this requisition.
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Scroll down the screen for the Questions & Ranking section and click Attach Questions.
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A pop-up box will appear. These questions all need to be added to the application. Click Append at the end of each question.
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Click Close Window once all the questions have been added.
YOU HAVE NOW COMPLETED THE PROCESS. The job advertisement will appear on the Esh Career Centre once it has been approved.
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SECTION 2: HOW TO SCREEN AND SELECT VACANCY APPLICATIONS
Note: We pick up this process at a point in time when the job has been advertised and we have at least one applicant. When someone applies for an open vacancy on the Esh Career Centre (Internet), the Requisition Owner (you, as the hiring manager) receives an email notification. 1
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Following receipt of your notification e-mail, alerting you that someone has applied for your vacancy, login to Oracle Recruitment From your Oracle Recruitment home page, from the Requisitions tab, click Requisitions
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This will take you to the Requisitions: Home and will show a summary of all the requisitions you have created. Top Tip: You can filter this list by Current and Past requisitions by using the buttons at the top.
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The Candidates column will show the number of candidates who have applied for the position. If the number is green then you have a new candidate and have not yet viewed their details; if it’s blue then you have already viewed all the candidates for this role. Click the Silhouette in the candidate column to move to the next screen and start looking at the candidate’s details. 3
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This will take you to a list of the candidates who have applied for this position.
Top Tip: You can quickly access the candidate’s CV by clicking the Magnifying Glass in the Resume column (remember that Oracle is an aamerican company, so here we will be talking abour resumes rather than CVs) Note: If the candidate has not uploaded a CV then this option will not be available 4
Click on the candidate’s name to view their application. This screen will show you all the information provided by this candidate as part of their application. In this example, our candidate is Bradley Summers.
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You will want to have a closer look at the candidate’s CV to decide if you’d like to offer them an interview. You can access this from here using the Magnifying Glass in the Resume and Cover Letter section. A pop up window will appear previewing their CV. If you prefer, you can also download their CV to your desktop by clicking the icon next to the Magnifying Glass.
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You can also review the candidates work history in the Work History Summary field. Having details displayed in a standard format can be useful when you have a number of candidates to review – once you get used to the system, it will become easier to scan down this list looking for the relevant experience you require
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Once you have viewed the candidate applications, you can decide who you would like to invite for interview and schedule this through the Oracle recruitment system – the system will generate automated notifications along the way. For this exercise, we will assume that Bradley Summers is a good candidate for interview. Begin by scrolling down to the Interviews section and click Schedule Interview
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This will take you to a new screen, where you will need to add the following information: • Requisition – some candidates may have applied for more than one role – this is a checkpoint for you to be sure you are inviting them to interview for the RIGHT role • Type - Oracle will help you manage 1st, 2nd interviews and offers, just choose the right stage • Date – the date of the interview • Start Time – the time of the interview • Interview Room – this gives a location only! You will need to use our existing systems and processes to check availability and book your room for the interview
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Remember that Oracle is used in very large organisations, where the person managing the process might not be involved in interviewing – this means that the system will not automatically recognize you as the interviewer. You will need to select yourself. Click Add Interviewer and choose the name of your interviewer from the list that appears. Remember to add yourself if you are interviewing. Click Close once you have selected all relevant interviewers. Note: It is Esh policy for interviews to be conducted by two people: ask HR if you need support
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Check that the start and end times for the interview are correct. Note: This is also an opportunity to check that you have added the right interviewers and delete any wrong names. To add a replacement, simply repeat the previous step.
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The Oracle system is designed to arrange interviews in two stages: first it sends notification to all interviewers. When they confirm acceptance, the Oracle system then notifies the candidate. This is to ensure that no candidate’s first experience of us is being messed about because an interviewer is not available. However, in reality you are more likely to speak to your interviewers in advance of fixing a slot in Oracle. You might even have gone as far as booking their time through Outlook. So, here we have two options for this step: Option 1 – booking the interviewer through Oracle: Scroll down the page to the Comments from Interview Scheduler section. Tick the box next to Send interview schedule email to interviewers and click Save. This will issue an email and calendar invite to the interviewer which can be added to your Outlook calendar. Option 2 – booking your interviewer informally before scheduling the interview in Oracle Book additional interviewer through your normal channels, then Tick the box next to Send interview schedule email to candidate instead. This will issue the email invite straight to the candidate. Note: You can view the contents of the invite by clicking View Email Template.
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Click Save once you are happy with the content. Top Tip: When inviting another interviewer, you can CC myself to receive a copy of the invitations 12
Oracle will always need you to formally accept the invitation to interview before proceeding, even if you have booked your time via Outlook in advance.
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Note: Interviews are candidate-specific (not role-specific), so you will carry out all of your actions regarding planning and executing interviews through the Candidate profile. To accept the interview, start in the Candidate profile. Scroll down to the Interviews section and click the arrow next to View (underneath Action) and select Submit
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Use this same screen and step (step 12) to check if your additional interviewer(s) have accepted in the Interviews section Note: you will also receive an email notification
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When setting up the interview initially, you had the option to select on the system that you wished to notify the candidate of the interview as well as any additional interviewer(s). This step is in case you left that part blank – this is your additional chance to notify the candidate. To notify the candidate of their interview at this stage, click the Date/Time to begin. Note: There may be multiple interview invitations if this is a follow up interview. Ensure you select the correct one.
Click Edit – this will enable you to change where your notifications are sent (from additional Interviewer, as you previously selected, to candidate instead)
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Scroll down to Comments from Interview Scheduler. Untick the box next to Send interview schedule email to interviewers and Tick the box next to Send interview schedule email to candidate. Click Save to issue the invite to the candidate. Top Tip: To make this process as smooth as possible, it is still good practice to speak to the candidate in person to choose a mutually agreeable time for the interview before setting up the time slot in Oracle. This could save a lot of re-scheduling time in the long run 15
You will now conduct the interview ad come back to Oracle afterwards to log your feedback.
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After you have carried out the interview, Oracle provides a great solution to keeping your interview notes stored away for easy access. To provide your feedback, scroll down to the Interview Feedback section and click Submit.
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Select an option under Recommendation – your choices are No, Yes, Maybe, More interviews
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Esh policy requires that all interviewers provide further details to substantiate the outcome decisions described above. This is done in the Comments box. To ensure this step is completed, the comments box will appear blank to begin with – you must add text in order to proceed further Note: Data Protection rules mean that any candidate, regardless of whether we hire them or not, can approach us for a copy of the information we hold on them. It is essential that we build and maintain a reputation as a quality employer if we wish to attract the best candidates. A small step towards this is for you to make sure that your interview notes are always written in a professional manner, irrespective of outcome. As a minimum standard, please select one of the following options to describe the overall view of the candidate: • • • •
Does not meet requirement of role Partially meets requirement of role Meets requirement of role Exceeds requirement of role
You might wish to add specific examples to your notes – this can be very useful where candidates appear to be of a similar level. These observations should also be written objectively and professionally.
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Click Save once you hare happy with the content. Note: Where we have candidates equally pitched at either Meets the requirements of the role (or if you are very lucky, at Exceeds the requirements of the role), you will need to offer a second interview.
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Repeat this process for each applicant you wish to invite to interview, starting back at the Candidate profile page
You have now completed the process
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SECTION 3: HOW TO CREATE AN OFFER OF EMPLOYMENT
We pick this process up after all interviews have taken place and the hiring manager has made their offer verbally – with the candidate indicating a positive response to the offer. Note: None of these system processes replace the normal interpersonal ones required to reach agreement on the terms of the offer. This remains your usual management process. What Oracle does provide is a formal approval route for the specific terms of offer for each candidate 1
Once the successful candidate has accepted the offer verbally, you need to create a formal offer of employment for them. It is likely that some time will have passed between interview stage and this point – so we start this process from the main login screen Login into Oracle Recruitment and from your Oracle Recruitment home page, click Requisitions from the Requisitions menu.
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This will take you to the Requisitions: Home where you will see a summary of all the requisitions you have created. Top Tip: You can filter this list by Current and Past requisitions by using the buttons at the top.
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Click the Silhouette in the candidate column to move to the next screen. 3
This takes you to the candidate profile screen, where you will find all of the applicants for each of the requisitions (vacancies) that you are managing. Click the Name of the successful candidate
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Click Full View.
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Scroll down the page to the Offer Letters section and click New Offer.
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You will now be at the Offer Letter Details screen. Until now you have been working on a template for the role, rather than on specific terms for this specific candidate. This section is where you personalise the details for this successful candidate.
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This means that you need to complete ALL of the displayed fields
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Note: These terms will NOT go direct to the candidate – they will be used by HR to complete the contract of employment.
Let’s provide you with some definitions to go with this page, that might make completing the fields a bit easier: Offer Template – select Offer Letter from this list. This is the default offer letter used by Esh and will NOT contain the details you select on this screen. It is a generic letter directing the candidate to the contract which HR will attach before sending out the offer. Title – this is the Job Title to successful candidate will have Manager – this refers to the employee’s Line Manager The name you choose here will be selected from a dropdown list – if the name you need is not listed, please contact the HR team Pay Rate – the rate of pay you have agreed with the canddiate This should be a pound (£) sign followed by a numerical figure e.g. £7.25 or £21,000. Expiration Date – this is how long you wish the offer to be valid for As a rule, it should be available for at least 5 working days (but remember, if a candidate takes a long time to make a decision, without valid reason, then they may be considering more than one offer!) Start Date – this is the date you would like the candidate to start as an Esh employee Other fields – all other fields will default to standard Esh terms and conditions, or to those chosen on the original requisition. But they can be changed at this stage as needed 7
Choose Review and eSign from the Email Offer Options section and click Save to save a draft of the candidate offer.
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You will be returned to the Candidate screen. The offer must now be submitted for approval. Scroll down to the Offer Letters section. Click the Arrow next to action and select Submit for Approval.
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The next screen provides a double check that you are ready to submit: click Yes. This will issue the Offer to the Offer Approvers that were identified on the original requisition. Note: remember that we were careful during the setting up of our approvers that we put them in the right order: immediate approver (usually your Director, followed by HR). This means that approvals will now be sought in order – your Director, followed by HR.
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By the time the approval reaches HR, it is already marked as approved at Director level – this means the contract can be produced straight away.
The approval process is completed separately, as required for each role 10 Note: If the offer is rejected, you will need to revisit it and make the necessary amendments to bring the offer terms back in line with what the approver is prepared to sign off. Clearly this could require negotiation with the candidate. To prevent any embarrassment or bad feeling, remember to gain approval to any major changes verbally from your approver before committing anything more to the successful candidate.
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If your preferred candidate rejects the offer, then you could consider the candidates that were perhaps a close second. If there is no clear leader of the field at this stage, you might need to move to second interview. You have now completed the process ADDITIONAL INFORMATION As you have progressed through your training session, or when you are back in the workplace using this process / these processes, you might find this section of the manual a handy place to record your own extra information. For example, you might like to make a note of: • Useful system shortcuts (we won’t show you these straight away as this could cause confusion, so you might find you add these over a period of time) • Quick reminders of anything from the training that you found really useful • Page references for any parts of this document that you might like to refer to quickly, when you are back at your desk
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