Shortlisting Applications You should allow 30 minutes for this session. The key points to cover in introducing the topic are as follows: The list of applications can be shortlisted following review of the application contents. The reviews for shortlisting can be by the recruiting manager alone or involve a number of reviewers. (see Reviewing Applications for more info) Shortlisting is made easier by using the recommendations from the reviews. If the organisation uses score cards, the scores for applicants also support easier shortlisting decsions. Shortlisting and completing the shortlisting is the responsibility of the recruiting manager. Shortlisting applications and inviting applicants to interview are two separate tasks in the new NHS Jobs. They can be performed by the same or by different users.

Finalise shortlist Key points to mention: Explain that to navigate to the shortlisting page: Go to the vacancies list, select the ‘Applications: ’ link beside the relevant vacancy, select ‘Finalise shortlist’ in the navigation to the left. The list can be sorted and filtered using the options in the right-hand panels. The ‘Sort by’ options change the order applications are listed. The ‘View applications’ options filter the list according to their status, or according to applicant attributes (such as those with a restricted account), or to a specific application reference number. The recommendation of the reviewers is summarised using the tick and cross icons. In the two applications shown above, both reviewers have recommended that the applicants are shortlisted.

Viewing Recommendations Key points to mention: The green tick icon for shortlist recommendation The red cross icon for reject recommendation. The ‘reserve’ in brackets indicates recommendation to shortlist reserve. If score card is used, the average total score for the application is indicated (90 in example above).

View Recommendations Key points to mention: In the example, the last two applications show that both reviewers have recommended that the applications are rejected. The application marked as ‘1:’, at the top of the list, shows one reviewer recommending to shortlist and one to reject.

Recommendation Details Key points to mention: Click on the ‘Show scores & recommendations’ link for an application to view the recommendation table. Recommendation and total score from each reviewer is listed. The identity of the reviewer can be seen by hovering over the (>) icon. The rank number identifies where in the list of applications this application came for that reviewer. Click on the ‘Show details’ link for an application to view the score details. In the example the standard score card had been used, so the four default categories are listed. The score shown in each category is the value selected on the score card multiplied by 10, in the case of the standard score card. Where an organisation’s own score card is used, the multiplication factor may be adjusted by the weighting factor applied when the score card was saved by the administrator. The scores and recommendations and/or the score details for all applications can be expanded and viewed by clicking on the ‘Expand All’, ‘Expand Recommendations’ or ‘Expand Details’.

Shortlist Applications Key points to mention: Click on the ‘Actions’ button for the application and select the relevant action option. OR To process a number of applications at once, tick the relevant applications, click on the ‘Group Actions’ button and then select the relevant option. When selecting ‘Reject’ the system will combine and store the rejection reasons recorded during the reviews, so it is not necessary to enter a reason at this stage.

Complete Shortlisting Key points to mention: Once all the applications have been identified as shortlisted, rejected or in the shortlist reserve and you are satisfied with the outcome, click on the ‘Shortlisting complete’ button to indicate that the activity is completed. This triggers an email from the system to the recruitment officer for the vacancy, so that the recruitment team are aware and the recruitment activities can continue.   Once the ‘Shortlisting complete’ selection has been made on a set of applications for a vacancy, the unsuccessful applicants will be able to see, when they next log into their NHS Jobs account, the indication of where their application is in the process will have changed to ‘Unsuccessful’. Applicants that have been shortlisted will still see that their application is ‘Submitted’ until they have been invited to interview.

Shortlisting Applications Exercise Log-in to the employer side of NHS Jobs using the log-in details given by your trainer. Find the applications reviewed earlier (or work with applications to a vacancy specified by your trainer) Click on the ‘Show scores & recommendations’ and ‘Show details’ links. View the recommendations and scores. Take action to ‘shortlist’ or ‘reject’ application(s) Repeat as necessary Click on ‘Shortlisting complete’ Key points to cover: Check that your trainees are logging in to the right part of the site. Remind them to work with the vacancies with applications created and reviewed earlier, or tell them which vacancies to use. Ensure there are application reviews completed, on which shortlisting can be achieved. Cover application review session before shortlisting session.