Online Substantive Process

TRUST MANAGERSSelf Teach Tutorial

April 2008Version 1.0

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Welcome to the self-teach tutorial for the Online Substantive process for Trust Managers.

How to use the buttons

You can navigate your way through this tutorial using the Red Box and the buttons as described.

How to use this Tutorial

Aims

The purpose of this self-teach tutorial is to ensure that:

• You understand the online substantive process

• You know how to enter and maintain the up-to-date electronic list (within the e-recruitment system) of all line managers who have the authority to verify staff details

Objectives

By the end of this tutorial you will be able to:

• Explain what the Online Substantive Process is and the benefits of the system

• Describe the Trust Manager and Line Manager responsibilities

• Logon and out of the e-Recruitment Module

• Add,edit or delete the following details:

– Work areas– Line managers name– Line managers email address

What is the Online Substantive Process?

• NHS Professionals has created a secure web-based system, which allows nominated individuals within a Trust to authorise the recruitment of Trust staff to the NHS Professional’s bank

• Line managers will be able to verify identity, employment status and information on the application form using the online system called “e-recruitment”

• The verification is for Trust Staff who wish to work extra shifts within the Trust

What is the Online Substantive Process?

• As part of the application stage, applicants are required to select their area of employment and identify their Line Manager

• The Trust Manager maintains an up-to-date electronic list (within the e-recruitment system) of:

– Area/Ward name– Line Manager’s name– Line Manager’s email address

Benefits of the System

• Easier and quicker process for line managers and applicants

• Clearly defined process for all parties

• Gives Trusts the knowledge and control to influence who is applying and working on their wards

The system has been designed to speed up the application process for Trust staff, which means that there are more nursing staff available to work shifts on the wards. The benefits include:

Trust Manager

As a Trust Manager your responsibility is to:

• Maintain an up-to-date electronic list (within the e-recruitment system) of all line managers who have the authority to verify staff details

• Ensure that individual line manager details are correct

• If line manager details are correct, applicants can then select the right area and line manager on the system

Line Manager

The Line Manager is responsible for:

• Contacting the Trust Manager to ensure:

– their area has been set up on the e-recruitment system

– their line manager details have been added to the e-recruitment system

• Verifying the Trust staff who wish to work extra shifts within the trust

Online Substantive Process

NHSPRecruitment

Applicant

Line Manager

Trust Manager

Contacts Line Manager to

arrange meeting for

verification of all supporting documents

Receives email

advising of application

Conducts meeting and

verifies supporting

documents and originals

Complete Line

Manager’s Authorisation

online

Contact Trust Manager to

ensure details are set-up on e-recruitment

Completes all

supporting documents

Ensures line manager

details are set-up on

e-recruitment

Applicant OR Line Manager

to post documents to

NHSP Recruitment

Receives Applicants supporting documents and verifies

Applicant OR Line Manager

to post documents to

NHSP Recruitment

Sends Confirmation

email to Applicant and Line Manager

Receives email

confirming applicant is registered with NHSP

Receives email

confirming applicant is registered with NHSP

Visit website

and apply online

Receives email to

choose area of work, which is selected online

Adds, edits or deletes line manager details

Logging on to the System•Once you have logged on to the Internet using Internet Explorer, type in http://www.erecruitment.nhsprofessionals.nhs.uk/erecSW

The e-Recruitment Module is displayed.

•Click Sign In link from the Administration menu.

Logging on to the System (cont)•Enter your User Name and Password.•Click Sign In.

Note: If you have forgotten your User Name or Password, you can click the link, complete the box and the relevant details will be emailed to you.

Lookup Tables PageThe Lookup Tables page is displayed.

•Click the down arrow and select the Ward option.

Lookup Tables Page (cont)A list of areas and their line managers are displayed.

Note: If this is your first time of accessing the system, no areas will be present.

Add a New AreaYou can add a new area to the list.

•Click the Add New Lookup Table Item link.

Add a New Area (cont)The Add New Ward page is displayed.

•Enter the following details:– Trust– Ward Name– Name (Line Manager)– Email (Line Manager)

•Click Save.

Add a New Area (cont)The new area is added to the list.

Edit DetailsYou may wish to edit any of the details on a specific item. For example, the line manager has changed for a particular area.

•Click Edit against the relevant item.

Edit Details (cont)The fields on the item are displayed in white and any of these can be changed.

•Change the required information.•Click Update.

Edit Details (cont)The fields on the item have been changed.

Delete an ItemYou may wish to delete a particular item from the list. For example, an area may no longer be in use.

•Click Delete.

Delete an Item (cont)The item has been deleted from the list.

Log OutWhen you have finished your session remember to log out correctly.

•Click Sign Out.

Non Listed Work AreasIf an applicant is unable to select the area they are employed in during the application stage, an email will be automatically generated to the Trust Manager.

Please review the area details in the email and check e-recruitment.

If the area is not present, either:• add the new area to the list and inform the applicant to try again, OR•Advise the applicant to select an alternative area and line manager.

Next Steps

• Email and introduce yourself to the Line Mangers

• Send out the ‘Line Managers Guide’ to the relevant people

The End