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Transitioning to the new NHS Jobs

All organisations will be fully supported in their move over to the new NHS Jobs service by the Workforce Services Optimisation team. A dedicated team member is allocated to oversee and support each organisation’s seamless transition to the new service.

The team understand the need for this process to be pain free and are committed to working closely with each organisation to create a transition plan that is right for them. The Workforce Services Optimisation team provide the knowledge and the tools to see each plan through to completion, ensuring the new NHS Jobs service is fully integrated within an organisation. 

The Workforce Services Optimisation team will use a phased approach to contacting each organisation to begin the move. 

Moving to the new NHS Jobs service

We are building the new NHS Jobs service around the needs of both employers and candidates. We started with the basics, testing and developing with real users to create a future proof service that meets the needs of all.

This means that some organisations are already using the new service based on the level of functionality they require. This gives us real time feedback that allows us to build up the service and make significant improvements based on lessons learned from users. More organisations will be transitioned to the new NHS Jobs service as it develops to meet more complex needs.

The end goal is for all employers to carry out the end-to-end recruitment process using the new NHS Jobs service.

We understand how each organisation uses NHS Jobs and have developed a phased approach for transitioning organisations to the new NHS Jobs service. This approach starts with those who use basic functionality such as placing adverts, followed by organisations who use a higher level of functionality. The phases of the transition table shows the order of this approach in more detail. 

The Workforce Services Optimisation team will contact each organisation ahead of starting their transition to agree the timescales and dates for their move.

Phases of the transition

This table shows the order that organisations will be transitioned to the new NHS Jobs service based on the functionality and system features they use. Beginning with those that use simple functionality before moving on to those that use the service in a more complex way.

Simple  

Simple organisations will be transitioned first. These are usually organisations with:

  • 1 contact with system admin and guidance
  • an existing NHS user advertising 25 adverts or less per year
  • no ESR integration via VPD link
  • no integration with third-party systems
  • tier 1 training level only (guides and e-learning)

Simple to medium

Simple to medium organisations have:

  • no ESR integration via VPD link
  • integration with one third-party system
  • tier 2 training level only (guides, e-learning and third-party instructions

Medium

Medium organisations have:

  • ESR integration via VPD link
  • integration with one third party system
  • tier 2 training level only (guides, e-learning and third-party instructions)

Medium to complex

Medium to complex organisations:

  • have no ESR Integration via VPD link
  • use an internal system which supports the current NHS Jobs service
  • are using NHS Jobs end-to-end
  • have tier 3 training level only (guides, e-learning, and webinars)

Complex

Complex organisations:

  • have ESR integration via VPD link
  • use an internal system which supports the current NHS Jobs service
  • use NHS Jobs end to end
  • are tier 3 training level only (guides, e-learning, and webinars)

We’ll contact your organisation ahead of starting the transition to agree timescales and dates. If you have any questions, contact our team.

How your organisation can prepare for the transition

  1. Start by cleansing your NHS jobs account in the current NHS Jobs service to make sure vacancies are archived and moved to completion where possible.
  2. Evaluate rolling adverts and consider if these could be closed if no longer required.
  3. Collate a list of users who will require access to the new NHS jobs service and make a note of what type of access is required.
  4. Decide who’ll be nominated as Super Users for your new NHS Jobs account. The Super Users will have additional access to your NHS Jobs account so they can manage users, manage at-risk applicants and manage accredited logos for your organisation.  We recommend you have at least three Super Users to look after your account.
  5. Make sure that you have a Staff and Applicant Privacy Policy which reflects government GDPR regulations.  Your policy should be published on your website and you will need to provide us with the URL for it when you apply for your account. 
  6. Think about the support and training requirements your organisation is likely to require based on your current usage of NHS Jobs.
  7. Collate any email and letter templates you may need from the current service.
  8. Make sure you have an up-to-date copy of your logo and list of organisation accreditations that you require on your new NHS Jobs account.
  9. Cleanse and collate any employee ‘at risk’ details from your organisation’s current NHS Jobs account.
  10. Subscribe to the NHS jobs newsletter to receive regular updates.

Contact us

Email: nhsbsa.nhsjobs@nhs.net with any queries about transitioning to the new NHS Jobs service. 

We are available Monday to Friday, 8:30am to 5:30pm.