Guidance for interview panel members

Return HR Self-Service user guides webpage for links to alternative guidance.

5.b. Guidance for interview panel members

The guidance is for accessing applications via HR Self-Service as part of the shortlisting and interview process. Panel members will be assigned to vacancies and will have access to applications via HR Self-Service.

This feature is currently available to staff in participating departments as part of a small-scale pilot.

 

Check with your HR department to confirm if you need to review all applications on the vacancy deadline or if they will be made available to you during the advertising period. You will not receive system notifications when applications are available.

 

  1. From your Employee Dashboard:
  • Go to Vacancies on the left side.

 

 

  • Under the Interviews menu, click View next to 'Interview Panel'.

 

  1. A list of vacancies you're assigned to and where your HR team have made applications available to you, will appear: 

  1. To view vacancy details, from the Interview Panel screen, click the ellipsis (), next to the vacancy and select Vacancy Details:

 

  1. The Job Description screen will open, displaying the advert text.

 

  1. Click Documents to see any shared documents, including the job description and a blank shortlisting grid. 
  1. To view a document, click the ellipsis () next to it and select Download.

Note: Documents will download according to your browser settings. Please check the location and delete files as appropriate.

 

  1. To access applicant details, from the Interview Panel screen, click the ellipsis () next to the vacancy, and select 'View Applicants':

 

  1. A list of shared applicants will display. On this screen, you can view the applicant's name, number and status. For internal applicants, their generic job title is also displayed:

 

  1. To view the application form, click the ellipsis () next to the applicant, and select 'Application Details':

 

  1. The application form screen opens. In the 'Attach Documents' section at the bottom, you can view additional documents added by the applicant, such as their CV and supporting statement. To view, either click on the document under the 'Filename' or use the magnifying glass icon () on the right:

 

Note: When opening a document, it will be downloaded according to your browser’s settings. Please check the download location and promptly delete files, as appropriate.

 

 

After shortlisting or interviewing the applicants, a nominated panel member (normally the Chair) can update the applicant status according to the outcome.

  1. To update an applicant status, from the Interview Panel screen, click the ellipsis () next to the vacancy, and select 'View Applicants to open the Applicant Overview screen.
  2. Click the ellipsis () next to the applicant, and select 'Edit Status':

 

  1. 'Edit Status' screen opens:

 

  1. Select the correct Status according to the rules outlined below: 

Shortlisting

When details are shared with panels for shortlisting, applicants' statuses are set to 'Sent to Shortlisting'. Once the panel has completed the shortlisting process, record one of the following applicant statuses:

Applicant Status

Scenario

Shortlisted

Use when an applicant has been shortlisted for interview.

HR to reject after shortlisting

Use when an applicant has not been shortlisted for interview. This will instruct the HR team to update the applicant status accordingly (ie rejected after shortlisting).

 

Interviews

At the interview stage, applicants' statuses will be recorded as 'Invited to Interview 1' or 'Invited to Interview 2', as relevant. Once the panel has completed interviewing, please update the statuses, as follows:

Applicant Status

Scenario

Preferred candidate

Use to record the panel’s preferred candidate to be offered the job.

Standby

Use for any applicants which the panel believes would also be suitable to be offered the role, should the preferred candidate decline the job offer.

HR to reject after interview

Use when the applicant has been unsuccessful after interview. This will instruct the HR team to update the applicant status accordingly (ie rejected after interview).

 

  1. Add Comments, if applicable
  2. Click 'OK'
  3. Repeat these steps for all applicants, as required.
  4. Inform the local HR Teame once shortlisting and interviews are complete, as no automatic notifications will be sent.