MLCSU’s recruitment process was clunky and we felt we could be giving a better first impression of our organisation to potential new recruits. We decided to replace the manual system with a computerised one.
Action
We introduced a new computerised recruitment system, TRAC. Its features include a centralised system for communicating with candidates, automated chaser emails, one-click posting to NHS Jobs, centralised tracking of vacancy progress and automatic document creation.
Trac supports hiring managers to use the key elements of the person specification when shortlisting to match the right person with the right job skills, experience and knowledge.
We provided our 35 CCG customers with initial training and support, and supplement this as required. Our Learning and Development Team worked closely with our People Team to update and create new e-learning courses for recruitment and selection. A separate module was devised to cover identity checking following a need for training in this being identified by the NHS Counter Fraud Agency.
Impact
The system is now used for MLCSU’s own recruitment needs and also by 35 CCG customers. In the first five months following its launch, Trac processed 5,706 applications across 543 vacancies, with 179 offers made and 128 candidates starting in post.
Within three months of using the new system, our ‘time to hire’ (from vacancy authorisation to start date) target of 57 days (excluding notice period) had already been surpassed with an average of 44.3 days (excluding notice period). We did not have access to such rich data before Trac, but an estimated average time to hire was 75.4 days for MLCSU and 83.7 days for our CCG customers.
The recruitment team is also meeting or exceeding targets for the time taken by other aspects of the process, most notably from conditional offer to unconditional offer (15.3 days ahead of target 27.0 days).
The new system enables comprehensive reporting on equal opportunities and analysis of drop-out rates and the source of applications to inform any bespoke marketing campaigns. It gives candidates a good first impression of the recruiting organisation.
Vacancies are live-tracked and recruiting managers can easily view progress. Communications are clear throughout the process, with template messages and automated reminders making it less intensive. Recruitment team members now have more time to use their expertise to deliver training and other more proactive services.