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Recruiting tips for smaller care providers

Essential Recruiting Tips for Small Care Providers

Small care providers must compete with larger care providers when advertising their care vacancies. Bigger care providers have marketing muscle, HR departments, recruiting systems and advertising budgets. Some even have dedicated internal recruiters.

With fewer resources, less time and smaller budgets, how can a small care provider compete and recruit successfully?  

This article offers a few important recruiting tips to help small care providers succeed on a budget.

Care Jobs

Care jobs are varied, rewarding and important, but salaries are low by national standards and care jobs can be misunderstood.

When advertising care vacancies, the basics really matter. Our recruiting tips for small care providers will help you to recruit more successfully and hire great people. We cover:

  • How to advertise
  • Where to advertise
  • How to respond to job applications

Recruiting Tips 1: How to Advertise

It’s time to make job advertising your personal battleground, because advertising is where you can win.

Jobseekers don’t read your job advert

Is your mailbox is full of irrelevant job applications? If so, it may be the case that:

  • jobseekers are applying without reading your advert,
  • your advert describes your company rather than the job, or
  • you’re making it too easy to apply for your vacancy.

Before reading you job advert in full, people want:

  • A short summary that confirms the job is the right type of job for them
  • An indication of where the job is located
  • The working hours and salary.

Make it easy to find this information. It is good practice to summarise what you are looking for in your first paragraph and confirm the job title in the first sentence.

Example first paragraph of a Care Worker job advert
“We are looking for a Care Worker to support our elderly customers in their own homes within the Crawley area. Our customers have very individual care requirements and we like our Care Workers to get to know our customers well . You’ll be helping them to lead full and independent lives by assisting with meal preparation, taking medication and getting ready for bed, among many other duties. Shift patterns are flexible and we’ll give you all the training you need.”

Bring your job to life

Your next challenge is to describe the role in full and make it come to life for jobseekers. Help them to visualise their new role. Try to pack your job description with lost of detail:

  • Who will they be caring for?
  • What sort of activities will they be performing?
  • What will their own team be like and what are the unique challenges of the role?
  • Who will they report to and what is their manager’s ambition for the company and its services?
Make it easy to find the details they want

Use headings and bullet points to help jobseekers scan and qualify your vacancy in just a few seconds. Easy qualification increases the prospects of your advert being read in full by the right candidates. For a Support Worker job, your headings could include:

  • The Role of Support Worker
  • Education and Experience required to be our Support Worker
  • Support Worker Remuneration
  • Location and our Care Company
  • Our Recruitment Process
Use the singular

Try to use advert titles that are singular and not plural, like “Care Worker” rather than “Care Workers”. Advert titles like “Care Workers wanted” are less trusted than a plain job title. If that advert is on a long advertising cycle people might start to question whether you ever hire anyone.

Job boards also prefer the singular job title. Some job boards, like Indeed, might also ignore your advert in search results. That’s because forever open vacancies titled in the pleural appear to be fishing and less likely to be genuine.

Location with benefits

Care sector workers prefer jobs in their locale, but your specific site location might have benefits. Perhaps shops are nearby, you work in air-conditioned offices or you have on-site parking that makes it easy to drop in and out. If you can find a benefit, it’s a good idea to mention it.

Optimise, optimise

Optimise your job adverts to increase the number of people who can find them.

Let’s make sure that people can find your advert on any job board. Try repeating the job title a few times throughout your advert. For every 350 words, consider typing the job title 3 or 4 times. By doing this, job boards might push your advert further up their search results.

If you want to know more about job advertising, read optimise your adverts to get more job applications.

Recruiting Tips 2: Where to advertise

Did you know that you can advertise Care Jobs for free? Your key resources are:

  • Indeed
  • GOV Find a Job
  • Google for Jobs
  • Adzuna
  • Your website and Social Media
Your free job boards

According to our research, Indeed is the biggest provider of care job applications. The great news for you is that Indeed allows all UK employers to advertise their vacancies for free. They call their free job postings, organic job listings. Indeed also allows you to sponsor your adverts. By paying to sponsor your Indeed job adverts, they will stay higher in search results for longer.

GOV Find a Job was Universal JobMatch. You can post jobs for free and it’s very active for Care vacancies.  If you want to see the numbers just follow the link.

Google for Jobs is free, but it’s not a job board in the conventional sense. If you follow the link you’ll see Google for Jobs at the top of the search results. Posting jobs manually is not possible. Instead google fetches your jobs from your website and presents them to jobseekers. You will need an Applicant Tracking System to do that for you or you can develop two key additions to your careers page:

  • The structured job data that Google requires and
  • An application form for your job.

Adzuna is a useful job board too. It might not be a go-to jobsite for care workers, but jobseekers could be attracted by Adzuna’s occasional re-posts on LinkedIn.

Advertise jobs on your website and social media

Your own website is a valuable advertising option, so keeping it updated with current vacancies is essential. Some people don’t trust job boards with their details because they know that their current employer or other recruiters might have access to it. Instead, some prefer to apply directly on your website, so try to offer an electronic application form. A good Applicant Tracking System for care providers can make posting jobs and receiving applicants really easy for you.

Social Media is free and easy to use. Place your job on twitter and other locations. You just never know who might see it. Again, jobseekers may benefit from a application form on your website. We all want to avoid losing people just as quickly as we find them.

Recruiting Tips 3: How to respond

Good people don’t hang around for long, so speeeeeed is name of the game. Our advice is to organise some standard messages so you can communicate quickly with your best applicants. If you do everything by email, Microsoft can help you with that. Create some templates on Outlook by following these steps:

  1. Create a new email by completing the subject and body
  2. Select File > Save As
  3. For ‘Save as Type’, choose Outlook Template
  4. Give it a filename and save.

Try telling good applicants that you like their details just as quickly as you can. Politely declining all the applicants who you won’t interview will be appreciated (honest) and your brand is at stake if you don’t. You might also want some people to return in future when they have more experience or qualifications.

We do understand that when it gets busy, managing communication with lots of applicants can be overwhelming. So, when your recruitment admin grows, you might want to consider an online Applicant Tracking System (ATS) for Care. That will help you to post jobs everywhere, speed through shortlisting and communicate with everyone quickly. Imagine recruiting with 90% less effort.

Recruiting tips summary

Our essential recruiting tips for small care providers are all about the basics. That’s because getting the basics right will help you attract higher quality job applications and stay ahead of your competitors.

If time is short and you feel that you’re missing out on key candidates, try an Applicant Tracking System for Care. CVMinder ATS is low cost, manages the whole recruitment process and saves lots and lots of time.

You experiences, comments and suggestions

If you’re recruiting for a smaller care provider, why not tell us about your own experiences? We’d also love to hear from you if you have any other recruiting tips for smaller care providers.

Like our advice? Why not give it a thumbs up and share? Many thanks in advance for taking the time.

Safeguarding and Safer Recruitment

What is safeguarding and safer recruitment?

Welcome to Recruiting Made Easy. In this series, we answer the questions that HR and internal recruiters ask most often. The series covers recruiting processes, tech and regulation. Up next: What is Safeguarding and Safer Recruitment?

In this article we start with an overview of safeguarding. We learn that safeguarding affects employers that look after children or vulnerable adults. Because hiring trustworthy staff is fundamental to safeguarding success, we we pay particular attention to the subject of safer recruitment. These are processes to make safe all future hiring decisions. Requirements are quite strict, so we include a handy ‘safer recruitment’ checklist for HR Officers and internal recruiters.

What is Safeguarding?

Many organisations offer services for the education, support or welfare of children and / or vulnerable adults. For convenience, we’ll call children and vulnerable adults “service users”.

Organisations with a safeguarding responsibility are commonly regulated. Ofsted and the CQC are examples. But what is safeguarding?

Safeguarding overview

In basic terms, organisations are accountable for the safety and well-being of service users. That means an organisation must be a safe space, free of the threat of physical, sexual and emotional harm for children and vulnerable adults. It should also be free of discrimination and other harmful influences.

Safeguarding also considers the safety of service users in the outside world. That means that employers must remain diligent to any signs of abuse in a family setting, for instance.

The Care Quality Commission (CQC) publishes a statement on its responsibilities for safeguarding children and adults. This highlights some other areas of safeguarding concern:

  • Unnecessary or disproportionate acts for the control or restraint of an adult or child.
  • Acts that may be degrading to the adult or child.
  • Significant disregard for the needs of the adult or child for care or treatment.
Safeguarding Policies

Organisations with a safeguarding responsibility must have a clear and robust set of policies and procedures. Any staff member with unsupervised access to service users should be fully trained on these.

Inductions should include safeguarding training and it’s common practice to log completion for all new employees. Some employers also re-train staff members after any change to procedures which is excellent practice.

Safeguarding breaches

Safeguarding breaches are a big concern, so whistle blowing procedures should be clear and mandatory. In safeguarding courses, one quickly learns that whistle blowing is the potential Achilles heel of a safeguarding policy. Personal relationships between colleagues can, at worst, betray the service user in favour of the colleague. All safeguarding concerns must be reported so it is vital that people feel compelled and able to do so without fear of consequence.

Employers should maintain procedures for the investigation of all safeguarding issues. Concerns could be raised by staff members, the service users or an external party. Your procedures should also include action(s) to be taken in the event that an allegation proves true. Conclusions should be drawn by a panel and not by an individual so that personal relationships don’t interfere with outcomes.

Your remedial actions might include:

  • In the case of a child, contacting the children’s social care department of the local authority where the child lives.
  • In the case of a vulnerable adult, contacting the local authority adult services department.

So, what is Safeguarding? It is a serious set of obligations for organisations, so that children and vulnerable adults remain safe in their care. Whistle blowing is key to its success. One of the best defences is to hire trustworthy people into all positions with unsupervised access to service users. That takes us neatly onto Safer Recruitment.

What is Safer Recruitment

The purpose of safer recruitment is to identify, deter and reject people who are at risk of abusing children or vulnerable adults; your service users. Safer recruitment forms part of your safeguarding policy.

In short, safer recruitment requires you to:

  • Highlight your safeguarding obligations.
  • Make clear the level of scrutiny you apply to job applicants.
  • Ensure that your selection and on-boarding process is rigorous.

Safer Recruitment Checklist

Our safer recruitment checklist is for any role involving unsupervised access to children or vulnerable adults. It covers:

  • advertising
  • selection & interviewing
  • offers
  • on-boarding
Safer Advertising Checklist
  • Use plain English to describe your role and your commitment to safeguarding so that you deter less appropriate jobseekers. If possible, attach your safeguarding policy document to adverts.
  • Include details of your organisation’s values and expected behaviours.
  • State that applying for your job is unlawful should someone be barred from working in regulated activity.
  • Make clear the level of criminal record check required and when a disclosure will be requested.

For roles that bring workers into unsupervised contact with children or vulnerable adults, applicants should:

  • Declare all spent and unspent offences. This should include cautions, convictions and reprimands in line with the Rehabilitation of Offenders Act (ROA) 1974 and ROA Exceptions Order.
  • Explain any gaps in employment. Typically this would be for any period exceeding 28 days, so that you test any prior employment issues.
Safer Selection and Interview Checklist
  • Have at least two people shortlist each applicant using agreed criteria.
  • Develop a consistent interview structure so that you improve the discovery process.
  • Combine values with your competency-based recruiting methods. Review the attitudes of any applicant towards people requiring care and support.
Safer Offer Checklist
  • Make a conditional job offer. It should be subject to passing all employment checks and receiving adequate references.
  • Include your company handbook in your offer as it should include your safeguarding procedures.
  • Include a probationary period in your offer of employment.
Safer On-Boarding Checklist
  • Apply for the correct level of criminal record check so that you can be certain of someone’s history.
  • Use only original documents to check proof of ID, right to work and qualifications.
  • Request and review references for the applicants you shortlist. These should be professional references when possible and should include the most recent employer. Take a look an example reference request template for more details.
  • Check for gaps and inconsistencies by comparing the application with information provided by referees.
  • Telephone each referee on a landline number so you can check the provenance of their reference.
  • Should concerns arise from a criminal record check or an allegation, carry out a risk assessment. This should include any recommended safeguards to minimise risk.
  • Keep a risk assessment with a copy of the self-declaration and certificate, all subject to your data protection policies.
For employers with an Applicant Tracking System

Your Applicant Tracking System (ATS) may be able to assist you with safer recruitment, so that you can recruit to a process and reduce admin. Here are a few questions that should help to set things up:

  • Can you attach your safer recruitment policy to job adverts so that applicants can see your level of commitment?
  • Are appropriate prompts on your criminal conviction request so that you receive spent convictions too?
  • Does your ATS protect the distribution of criminal convictions so that you can remain compliant?
  • Are declarations highlighted to the right people in HR so that your organisation doesn’t miss them?
  • Will your ATS ask applicants for an explanation of any gaps in work history so that you can comply with safer recruitment more easily?
  • Can your ATS allow two or more people to shortlist each applicant so that you develop greater scrutiny and eliminate bias?
  • Does your ATS allow the addition of shortlisting criteria so that you can audit of who checked each applicant?
  • Are you able to upload applicant proofs into your ATS? Can you restrict access and manage the term of their availability so that you comply with your Data Protection policy?
  • Will your ATS help HR to request and receive references so that can monitor which are outstanding more easily?
  • Is your ATS able to record the observations you make during competency and values based interviews?
  • Can you send employment offers from your ATS so that you can standardise them?
  • Are employment checks and on-boarding checklists set up in your ATS so they reflect your data checking needs.

Safeguarding Resources

Summary

Safeguarding and safer recruitment are serious obligations for schools, colleges, care providers and other employers. We hope you can draw on this article so that we can all assure young people and vulnerable adults genuine safety in the spaces we provide for them.

Please contact us if you spot errors or omissions in our article ‘What is Safeguarding and Safer Recruitment?’

Are you new to the subject of recruitment systems and applicant tracking? Try what is an Applicant Tracking System?

If you are looking for an easier way to manage safer recruitment in a School or College, try Best ATS for Education.

Care Providers looking for easier recruitment with support for safer recruitment should try Best ATS for Care.

 

Please like and share.

Using the information in this article is at your own risk.

 

Is carehome.co.ok the best job board for care homes?

Is carehome.co.uk the best job board for Care?

Recruiting for Care Homes in the UK comes with challenges. You may be trying to reduce recruitment costs by recruiting for yourself. But, where should you advertise vacancies to get the best results for the lowest cost? One emerging option is CareHome. It is focused on the care industry, but is carehome.co.uk the best job board for Care vacancies?

What is carehome.co.uk?

carehome.co.uk is leading comparison site for care homes. Owned and managed by Tomorrow’s Guides, its sister boards are homecare.co.uk and daynurseries.co.uk.

CareHome lists approximately 18,000 individual care homes throughout the UK. Consumer and investor interest in care homes draws significant traffic with over 16 million hits each year. Now the site includes a jobs board for the sector and more care providers are advertising on it. At the time of writing it listed approximately 5,000 vacancies, including Carers, Nurses and Care Home Managers.

Is it the best job board for care vacancies?

There are a few ways to test whether carehome.co.uk is the best job board for care vacancies.

  1. Does a Bing or Google search for “care jobs”, list carehome.co.uk on page 1 search results?
  2. How does the number of care jobs on carehome.co.uk compare with other job boards.
  3. Do care homes report success after advertising on carehome.co.uk?
  4. What is the cost of adverting care vacancies.
Searching for care jobs with Google or Bing

Many jobseekers start their job search by using their favourite internet search engine. We used 3 popular ones to check whether carehome.co.uk appears on page 1 results. This test was conducted on 10th November 2019.

Search EnginePosition on Page 1
GoogleMidway
BingNear Bottom
YahooMidway
DuckDuckGo Not on page 1

carehome.co.uk features on page 1 results of the most common search engines. It also appears in the natural search results, not by paid advertising. That’s good news because it is more likely to remain on page 1. Whilst carehome.co.uk didn’t appear at the top in our tests, it did add the jobseeker’s current location. That makes the listing more relevant and perhaps more enticing to jobseekers.

carehome.co.uk listing on page 1 search results using Google
The number of jobs on carehome.co.uk

These results were compiled on 10th November 2019. We looked at the total search results for “Carer”, “Care Assistant” and “Care Support Worker”. Admittedly carehome.co.uk is more focused on jobs in a care home setting. However, jobseekers like choice and listing a wider selection of local jobs is an obvious advantage.

Job BoardNumber of Care Vacancies
Indeed60,000 +
TotalJobs27,000 +
GOV Find a Job26,000 +
CVLibrary20,000 +
carehome.co.uk1,969
KentJobs500 +

These results don’t favour carehome.co.uk. We question whether a tight industry focus might limit its audience. But, why not try some of your own research with local and other national job boards? That could help you determine the best job board for Care vacancies in your area.

Do care homes report success with carehome.co.uk?

Some of our care customers have used carehome.co.uk, but feedback is very patchy. Application source can be tracked with a good Applicant Tracking System, but there are issues here.

carehome.co.uk forces jobseekers to create an account before applying for any care job and that can be an application barrier. This barrier triggers some jobseekers to search for the individual Care Home website so that they can apply directly. Skipping to an employer’s website is becoming more commonplace but automated tracking of of the applicant source is disrupted. The source appears to be the employer’s website and not the job board.

Reasons for the leap include a worry that current employers might find jobseeker details after creating an account. This is particularly true of job boards with a CV search option and carehome.co.uk offers that.

What does it cost to advertise care jobs on carehome.co.uk?

Advertising costs are a big concern for Care Homes, so it’s good to find that carehome.co.uk prices reflect this. A single job advert can cost as little as £10.

You can also get up to 10 free job adverts if you buy a sponsored listing for your care home. These would otherwise cost at least £100. The annual cost of a sponsored listing is currently £300 + VAT per annum, so free job adverts make this a very attractive option.

Conclusion

carehome.co.uk is visible to jobseekers and focused on the Care Home sector. It’s also good value and buying a sponsored listing seems like the best option to start with. Use your free adverts to find out whether it works for you.

One key worry is that other job boards list more care vacancies than carehome.co.uk Boards like Indeed and TotalJobs also appear higher in internet search results. We would also like to see carehome.co.uk remove an application barrier by making shorter its up-front information request to new jobseekers.

This said, we think carehome.co.uk should be included in the mix of advertising options for care jobs. It is focused and there are few industry focused alternatives for Care Homes. But, the success of any job advert isn’t solely down to your choice of job board. Check out how to write job adverts that get more job applications.

Other Job Advertising Options for Care

Thankfully, alternatives are freely available for care homes. Indeed offers free advertising options for employers. It also offers the greatest number of care vacancies when compared with the other job boards we tested, so it has jobseeker appeal. You can also sponsor adverts. That keeps them in Indeed’s search results for longer and that’s great for your hard to fill vacancies. If you do sponsor adverts, you can be sure that people will see it them. Using Indeed is a no brainer.

GOV Find a Job is a free job board too. This is managed by the DWP and it advertises almost as many care jobs as TotalJobs. With so many care jobs listed, it’s hard to ignore. GOV Find a Job costs nothing and has jobseeker appeal, so its an obvious choice for Care Homes.

Google for Jobs isn’t technically a job board. But, it can be used without charge to display your latest jobs and more applicants are discovering it all the time. You can’t post your jobs by hand on Google for Jobs, but an ATS get them there for you.

The truth is that we don’t know where viable jobseekers will find your next vacancy. The best approach is to advertise in several places. But, that requires more time to advertise and more time to review the less relevant applications that accompany more relevant ones. Care homes are time strapped and on a budget, so, how can we square that circle?

Advertise care jobs in less time, without big budgets

Ideally, Care Homes should advertise on multiple job sites and receive more appropriate applications without effort. Doing this at low cost sounds like an impossible request, but the option is available.

You’ll need an Applicant Tracking System (ATS) and one that can distribute your jobs to the right job boards automatically. The best ATS will publish your jobs on your own website, on free job boards like Indeed and on your subscription job boards like carehome.co.uk Your applicants should arrive in one place, having provided all the information you need to make safe, fair shortlisting decisions. By making applicants complete details beforehand, you’ll spend less time reviewing job applications from hapless, 1-click appliers.

An ATS for care doesn’t have to be expensive. It should easily pay for itself by helping you avoid recruitment fees, excessive job board charges and all the admin. In fact, an ATS should save you money.

Want to know more?

For more information on what an ATS can do, read what is an Applicant Tracking System?

If you would like to learn more about choosing an ATS, follow the link to our Free ATS Buyer Guide.

Follow the link to find out why CVMinder is the best ATS for Care.

If you want to skip all that, contact us now to find out how you can advertise care vacancies for less and recruit more successfully.

Post jobs for free on Universal JobMatch

Post jobs for free on GOV Find a Job

Universal Jobmatch was replaced by Find a Job during 2018. It is easier to use and could become one of the largest free job search services in the UK. Find a Job is delivered by the Department of Work and Pensions (DWP) and operated by Adzuna.

Since the first edition of this post, the service has been extended to include apprenticeship vacancies. It’s a great supplement to the GOV Recruit and Apprentice service.

Disability Confident Employer

In addition, GOV Find a Job (Universal JobMatch) job posts have been extended. If you are a Disability Confident Employer, your adverts prominently display the scheme’s kitemark. That helps to set you apart from other employers who aren’t Disability Confident.

Job Posting Statistics

When we first published this post on 1st August 2018, there were a total of 179,498 live jobs on GOV Find a Job. On 3rd November 2019, there were 157,003 jobs.

Presently there is plenty of industry talk about recruiting plans being delayed across many industries. This could related to Brexit. However, changes could highlight a natural difference in recruitment cycles between August and November. 

To present some posting statistics, we’ve chosen jobs in the education, care and hospitality sectors. Sales and Project Manager jobs are included for comparison because they are common roles in other industries. The following table shows the number of live job postings on 2 dates, 15 months apart. Jobs marked in bold are showing an increase in the number of advertised vacancies.

Search Term

Care
NHS
Nurse
Cleaner
Teacher
Care Assistant
Support Worker
Apprentice
Chef
Cook
Hotel
Teaching Assistant
Physiotherapist
Home Manager
Lecturer
Teacher of English

Other Industry Jobs

Sales
Project Manager

Aug 2018

55,321
35,684
23,871
15,898
9,696
9,400
8,708
6,186
4,919
4,798
4,658
2,759
1,895
1,614
1,274
380



19,048
4,539

Nov 2019

60,728
33,264
25,670
12,457
8,857
13,962
12,609
3,441
3,359
4,186
3,301
2,734
2,084
3,317
910
336



16,038
3,497

The number of care jobs advertised on Find a Job has grown significantly. That bucks the trend for other industries. One explanation could be that care providers suffer big funding pressures and free job advertising is an increasingly attractive option.

Whatever the reason, perhaps other industries should follow suit. We can find no good argument to avoid free job advertising on GOV Find a Job.

Opening your GOV Find a Job account

Before you open an account, check whether your organisation is currently publishing vacancies on GOV Find a Job. Just type the name of your organisation in the search bar at https://findajob.dwp.gov.uk/

Opening an account with Find a Job is straightforward, but account activation can only begin after publishing your first vacancy. This can up to a couple of days to complete. The DWP must check that you are a valid employer and this check is good for the jobs market. Your vacancy will be available to jobseekers only after successful validation.

Make free job posting easy with an ATS

There are a number of websites and resources on which employers can post job adverts for free. GOV Find Job seems like a great choice, particularly for Care Providers.

Also consider Indeed, the most widely used Job Board, Google for Jobs, Adzuna and others. However, the time required to post jobs quickly mounts up.

An Applicant Tracking system with a MultiPost feature can post jobs for you to multiple job boards and other resources automatically. It can also make sure everyone follows the same process.

One of the past concerns when using Universal JobMatch was its reputation for poor candidate quality. An ATS redirects applicants to your application form and that dissuades those who are less motivated to apply.

Want to know more?

CVMinder ATS is a low cost Applicant Tracking System. It includes a MultiPost feature so you can post you jobs for free on GOV Find a Job and other job boards automatically. Benefit from more relevant job applications and faster, easier processing from advertising, thru shortlisting, interview, offer and on-boarding.

Care Providers get great benefits and reduce their recruitment costs with CVMinder ATS.

The Kent Autistic Trust

“Amazing product and service”

Canterbury Oast Trust

“Brilliant ATS”

Strode Park Foundation

“Everything we expected and more”

One Healthcare

“Extraordinary support”

Contact us to find out more or request a free demonstration.

What is an ATS and why have one

What is an Applicant Tracking System?

Welcome to Recruiting Made Easy. In this series, we review some frequently asked recruitment questions. We cover recruiting processes, technology and regulation. First in the series: What is an Applicant Tracking System? 

If you work in HR or Internal Recruitment, you may have heard of or used an Applicant Tracking System (ATS). But what does an ATS do and why is having one so important to recruiting success? Read on for the basics or check out the free ATS Buyer Guide if you are selecting an applicant tracking system.

So, What is an Applicant Tracking System?

An ATS helps any employer to manage and automate the recruitment process. It provides a secure, central repository for candidate data, including their CVs and applications. It should help you at every stage in the recruiting process, including advertising, shortlisting, interviews, employment offers and on-boarding. An Applicant Tracking System makes recruiting more efficient and more successful.

Who should use an ATS?

Everyone! A good Applicant Tracking System upgrades your entire recruiting operation so it becomes more productive, profitable and efficient. It doesn’t matter whether your organisation is big or small. Benefits vary, but employers using an ATS often mention the following:

  • Automated access to free advertising options
  • An easier, more inclusive application process for jobseekers
  • Higher percentage of relevant job applications
  • Savings of up to 90% on administration time
  • More efficient, more transparent on-boarding
  • Easy recruiting compliance and reducing confidential waste

Employers using an ATS report more placements in less time and at lower cost than employers without one. 

Is an ATS the right choice for recruitment companies?

Recruitment companies recruit for their clients so they need a Customer Relationship Management system (CRM). A CRM helps to manage prospects and customer communications, including new job orders.

Recruiting software for recruitment companies combines some ATS and some CRM functions. So, employers should find an ATS made for employers rather than one for recruitment companies. An employer ATS is more focused on internal recruiting requirements, including:

  • Flexible options for applicant data capture including criminal convictions, disability, existing relationship with current staff member, etc.
  • Flexible distribution of Manager vs HR responsibilities.
  • Shortlisting options to support compliance and fair recruitment.
  • Stronger team reporting and management options.

In HR and internal recruitment, you don’t need CRM features, so always choose an ATS for employers.

Find the best Applicant Tracking System for you

Let’s help you work out how you recruit today. Then you’ll be in a better position to choose the best ATS for your organisation.

  • How do you recruit now? Record each recruiting step.
  • How often do you perform each recruiting step?
  • Identify the steps that take most time.
  • Note down what you do well and want to preserve.
  • Think about what you what you would like to do better.
  • Summarise what you want others to do better.
  • Note any critical recruiting or compliance issues to resolve.

Your notes form the basis of an ATS wish list. That puts you in a better position to start looking for the best ATS to meet your requirements. 

Does the ATS make recruiting easy?

Here are some questions you should ask before you select your ATS:

  • Does the ATS specialise with organisations just like yours?
    Applicant Tracking System providers specialising in your market understand recruiting scenarios that you haven’t yet thought of.
  • Is the applicant tracking system genuinely easy to use?
    Getting full value from an ATS means using it. So, the easier it is, the more you’ll get from it. Try to avoid systems that require training for infrequent users like some line managers.
  • Can the ATS post vacancies onto job boards that candidates use?
    Look for MultiPost functions that include free-to-post resources like Indeed, Google for Jobs, GOV Find a Job and Adzuna. Check out other national, local and specialist job board connections too.
  • Can candidates apply for jobs easily?
    You want people to apply for jobs easily, so they require easy access from any device. Applicants can come from job boards, your website, social media and other places, so check out all the routes.
  • Is the system quick and easy to implement?
    Look for an ATS that is simple to implement. Try to avoid an ATS that requires service or system fees when you alter the way you work.
Recruiting functions, compliance and reporting

Here are some of the more complex questions you should ask before you select your ATS:

  • Does the applicant tracking system help with repetitive communication?
    Writing the same response each time takes too much time. Look for an ATS with flexible templates to personalise candidate communication at every recruitment step.
  • Is the ATS application form flexible enough to meet your requirements?
    You may work with just a candidate CV. You require much more information to meet regulatory requirements like safer recruitment. Make sure an ATS can capture what you need from applicants.
  • Will the system help you with fair recruitment and remaining lawful?
    Can the ATS capture and manage protected characteristics to ensure that your organisation can defend against discrimination.
  • Will the ATS provide useful management information?
    You’ll want to know where your candidates have seen your vacancies, how long your shortlisting takes and other information that helps you make better recruiting choices.

Do you want to go a little deeper into the applicant tracking subject? Check out the free ATS Buyer Guide before choosing the best ATS for your organisation.

Download your free ATS Buyer Guide

Free ATS Buyer Guide

ATS Buyer Guide - Cover
ATS Buyer Guide

Our free ATS Buyer Guide is available for download at the bottom of this page. It is written for employers who are trying to make recruiting more successful. It’s perfect if you are an HR Lead or internal recruiter and you’re trying to find the best Applicant Tracking System for the job. With so many choices, basic guidance is hard to come by. We believe that our ATS Buyer Guide can help you make case for an ATS. It also helps you compare options and select the best Applicant Tracking System to meet your own requirements.

What’s in our ATS Buyer Guide?

You know the author of this ATS Buyer Guide is a vendor. We know that you don’t want an ATS sales brochure dressed up as a guide. So, you’ll get some useful tips on building a case and deciding what you need. Your free ATS Buyer Guide is part of our Recruiting Made Easy Series and guide sections include:

ATS Buyer Guide - Basics
ATS Basics
  • Do you need an ATS?
  • Building a case
  • Calculating your budget
  • Key ATS features
  • Hidden costs

We hope this ATS Buyer Guide helps all employers, big and small. Larger employers should easily justify the purchase of an Applicant Tracking System. The administration savings alone make a compelling case. But, smaller employers also benefit from using an ATS. They too can make big savings and enjoy the same advantages as their bigger competitors.

Just in case, what is an ATS?

An Applicant Tracking System (ATS) is a recruitment software system. It helps you to advertise, shortlist, interview, offer and on-board new starters. An ATS can save as much as 90% of administration time and helps you to recruit more successfully at lower cost:

ATS Buyer Guide - Features Section
ATS checklist in handy sections
  • Reach more potential candidates more easily.
  • Improve your applicant experience.
  • Share and process applicants faster.
  • Reduce administration time by up to 90%
  • Ease compliance with industry regulations including safeguarding and safer recruitment.
  • Remain lawful and adhere to data protection regulations.
Download your free ATS Buyer Guide

Your free ATS Buyer Guide will download automatically after completing the form below. If it doesn’t appear at the foot of your web browser, please check your downloads for the ATS Buyer Guide .

We hope you you find the guide useful and please feel free to offer your suggestions for future improvements.

Please use your company email and not a personal email address
Please select all reasons that match your issues and at least one.
Want to know more?

This guide forms part of our recruiting advice for HR and internal recruiters.

CVMinder ATS is an award winning Applicant Tracking System and all enhancements are guided by its Ambassador customers. They and we ensure that it always manages real world recruitment requirements. According to Care customers, it’s the best Applicant Tracking System for Care Providers. According to Schools and Colleges, it’s the best ATS for Education.

CVMinder ATS is low on price and BIG on function. Contact us now to find out more.

employment-reference-request-ats

Employment Reference Requests from your ATS

Managing employment reference requests is one of the most time-consuming jobs for any HR Department. For those with safeguarding obligations, new employees cannot start work until all checks are complete. So, delays in collecting employment reference requests can affect an employee start date.

Finding new staff members is hard enough, so getting them into work quickly is a priority. Your ATS should help you as much as possible.

In this blog, we’ll take a look at the key features an ATS should offer.

Creating Your Own Referee Record

It’s important for employers in Care, Education and some other sectors to keep an accurate record of each referee in addition to returned references. If there are future disciplinary issues, you may need to return to them.

Your ATS should help you copy a referee directly from a jobseeker’s application. You can complete any outstanding information, correct a typo in an email address and so on.

Applicants sometimes provide referee details later in the recruitment cycle. They can arrive by email, phone or post. Your ATS should allow you to create referee record from these sources.

Employment Reference Request Templates

Your ATS should send personalised reference requests quickly and conveniently. It should let you build reference request templates and include merge fields. Merge fields populate the applicant name, referee details, job details and other information automatically when sending the request. Here you can find an example employment reference request template with merge fields.

Reference Documents

When preparing your reference request, you may wish to attach some standard documents. These could include a confidentiality statement, your data protection policy, or safeguarding statement. If you do, your ATS should offer a secure place to store them for easy access. Click-attaching documents is more convenient and more accurate than searching for them in a local directory structure.

Send Your Employment Reference Request

Once sent, reviewing the ongoing status of your employment reference requests should be easy. Your ATS should help you track these. It should know when reference requests were sent, because most should be sent via your ATS. But, there will always be cases where reference requests were made outside of your ATS. It should help you track these too. As references are returned, you’ll want to uptick the status to show that they have been received and reviewed. Only once a reference has been reviewed should you close it for any further action.

Where is an Employment Reference Returned?

Most HR teams monitor a central email address such as hr@yourcompany.com. It shouldn’t matter who makes the request. Your ATS should make sure that replies go to that inbox.

Employment Checks

Employment reference requests may be just one of your jobs when completing employment checks. If you manage a number of checks, your ATS should bring everything together in one area of the system. Completing all checks and uploading supporting evidence should be convenient and audit ready. A good Applicant Tracking System should leave you feeling totally secure by highlighting any outstanding checks on approach to start date.

Want to know more?

CVMinder ATS helps employers recruit for themselves. It manages advertising, applications, selection, interviews, offers, employment checks and more.  It’s a low cost, award winning Applicant Tracking System and it’s developed in the UK. To recruit like the professionals and reduces your annual recruitment costs, contact us now to find out more.

Template for Employment Reference Request

Example Employment Reference Request Template

Congratulations! You may be reading this because you have selected your new employee.  Now it’s time to take up references and check the reliability of the information you received.

If you are looking for an example Employment Reference Request template, one is included in this post.

Firstly, let’s deal with some of the myths and issues when requesting references.

What can you ask when making an Employment Reference Request?

Getting an employment reference is important for all employers. Receiving amore detailed reference is of particular concern for regulated employers with safeguarding or security concerns. However, some HR teams believe that they are not entitled to ask for certain information in a reference request.

Be aware that an employer is entitled to ask for either a basic reference or a detailed reference. According to ACAS, the referee may provide the following details:

  • Answers to questions from the employer requesting the reference.
  • Details about skills, ability and experience.
  • Details about character, strengths and weaknesses re the applicant’s suitability for the new role.
  • How often the applicant was off work.
  • Disciplinary details.
  • The reason the applicant left the job.

The amount of detail included in the reference is actually up to the person who provides it, so long as there is no company policy to limit this.

What a referee cannot say

Information provided by the referee:

  • must not be misleading
  • cannot include irrelevant personal information

Additionally, details provided about your applicant, their role and their performance must be fair and accurate. If a reference includes opinions, the supporting evidence must be provided.

For example, if your applicant’s performance required improvement in some areas, the reference cannot state that the applicant excelled in their job.

Reference confidentiality

A reference is generally confidential between the prospective employer and the referee. Stating that the the reference is confidential between both parties is good practice.

The Data Protection Act 1998 provides an exception with respect to confidential references. This means that the referee is not obliged to give a copy of the reference to the person they referenced. However they may still choose to give a copy.

Once a worker starts with their new employer they may ask the employer to see a copy of a reference. This is where things get a little more complicated. If it was confidentially requested, the employer can say that the reference was acquired in confidence. However, if the reference was negative and influenced an employment outcome, the worker could make a stronger demand.

The employer should gain permission from the referee to disclose the reference either in full or in summary. If agreed and the referee’s name was not known to the worker, the employer could remove the referee name when giving a copy.

If the worker thinks the reference is unfair or misleading, they may be able to claim damages in a court. The previous employer must be able to back up their reference by supplying evidence such as examples of warning letters.

Employment Reference Request Template

We hope that our examples of suitable Employment Reference Request templates help you.

Each employment reference request template denotes name, telephone number or other information as a {{field}}. Just populate your real data in their place.

If you use CVMinder ATS you may recognise these fields. CVMinder ATS is a low cost Applicant Tracking System that sends Employment Reference Requests using templates created by the employer. CVMinder ATS users you can copy either Employment Reference Request template straight into your reference template section.

Example Employment Reference Request Template when considering Safeguarding

Subject: Confidential reference request for {{applicantfullname}}

Dear {{refereefirstname}}

I write to request an employment reference for {{applicantfullname}}, a person we believe to be a former employee of {{refereeorganisation}}.

Your reference is important in determining {{applicantfirstname}}’s suitability for employment with {{company}} and forms part of our commitment to safeguarding and safer recruitment. It should be treated as confidential between us as we do not share references with employees unless there is a legal requirement to do so. The Data Protection Act 1998 provides an exception with respect to confidential references, meaning that you are not obliged to share your reference directly with {{applicantfullname}}.

Should you require any guidance on providing a job reference then please refer to the ACAS guidance by visiting https://www.acas.org.uk/providing-a-job-reference/what-employers-can-say-in-a-reference

I would be grateful if you could answer the following questions at your earliest convenience and preferably within 3 days of receipt of this email. A later response may cause a delay to {{applicantfirstname}}’s employment with us. Your answers should be accurate and supportable by evidence.

Please reply by inserting your answers below each question and returning this reference to {{myemail}}

In relation to {{applicantfullname}} and employment with {{refereeorganisation}}:

  1. What was your name and position at the time of {{applicantfirstname}}’s employment with you.
  2. On what date did {{applicantfirstname}} commence employment?
  3. On what date did {{applicantfirstname}} finish employment?
  4. Was {{applicantfirstname}} in full time, part-time or other type of employment with {{refereeorganisation}}?
  5. What was {{applicantfirstname}}’s official job title?
  6. What was {{applicantfirstname}}’s working relationship with you, {{refereefullname}}
  7. Please comment upon {{applicantfirstname}}’s punctuality and attendance during this period of employment. Please refer to your official records when answering this question.
  8. Was {{applicantfirstname}} ever subject to disciplinary action? If so, please provide details from your official records.
  9. Are you completely satisfied that {{applicantfirstname}} is suitable for work in an organisation with safeguarding obligations?
  10. We would be grateful for any further comments.

We are obliged to contact referees upon receipt of an employment reference so that we can validate its provenance. To this end, we have your contact telephone number listed as:

Tel: {{refereephone}} (amend if incorrect)

Should you have any questions or concerns related to this reference request then please email me by return using {{myemail}} or contact me by telephone on {{myphone}}

Many thanks in advance and kind regards,

{{myfirstname}}

General Employment Reference Request Template

Subject: Confidential reference request for {{applicantfullname}}

Dear {{refereefirstname}}

I write to request an employment reference for {{applicantfullname}} who we believe to be a former employee of {{refereeorganisation}}.

Your reference is important in determining {{applicantfirstname}}’s suitability for employment with {{company}}. As a matter of course we do not share references with employees unless there is a legal requirement to do so. Under Data Protection law you are not obliged to share your reference directly with {{applicantfullname}}.

Should you require any guidance on providing a job reference then please refer to the ACAS guidance by visiting https://www.acas.org.uk/providing-a-job-reference/what-employers-can-say-in-a-reference

I would be grateful if you could answer the following questions at your earliest convenience and preferably within 3 days of receipt of this email. Your answers should be accurate and supportable by evidence.

Please reply by inserting your answers below each question and returning this reference to {{myemail}}

In relation to {{applicantfullname}} and employment with {{refereeorganisation}}:

  1. What was your name and position at the time of {{applicantfirstname}}’s employment with you.
  2. On what date did {{applicantfirstname}} commence employment?
  3. On what date did {{applicantfirstname}} finish employment?
  4. Was {{applicantfirstname}} in full time, part-time or other type of employment with {{refereeorganisation}}?
  5. What was {{applicantfirstname}}’s official job title?
  6. What was {{applicantfirstname}}’s working relationship with you, {{refereefullname}}
  7. Please comment upon {{applicantfirstname}}’s punctuality and attendance during this period of employment. Please refer to your official records when answering this question.
  8. Was {{applicantfirstname}} ever subject to disciplinary action? If so, please provide details from your official records.
  9. We would be grateful for any further comments.

Should you have any questions or concerns related to this reference request then please email me by return using {{myemail}} or contact me by telephone on {{myphone}}

Many thanks in advance and kind regards,

{{myfirstname}}

Other Employment Reference Request Templates

There are many employment reference request template options because there are many reasons why you might be asking for an employment reference. If you have comments or suggestions then don’t hesitate to contact us with your thoughts.

Want to know more?

If you would like to know more about requesting employment reference requests from your ATS, why not contact us now.

Get more applications with Indeed Apply

More Applicants with Indeed Apply

Indeed claims that you’ll receive more applicants when using Indeed Apply. But, what is it and why is it useful?

What is Indeed Apply?

To make best use of Indeed Apply, you’ll need a good Applicant Tracking System. This flexible Indeed feature allows Indeed jobseekers to apply for your jobs without leaving their Indeed account. In short, your ATS should give your application form to Indeed so that applicants can complete it there.

By avoiding the jump to an external application form, a barrier is removed. Is it a significant one? Most agree that removing any barrier, no matter how big or small, is welcome. Others suggest that redirecting to their own application form presents an opportunity to reinforce the employer brand. They can do this with video, images and other useful information. Both have a point.

Is Indeed Apply just One-Click Apply by another name?

Thankfully, not. One-Click applications often meet groans of discontent from HR and Internal recruiters. Making a job application too easy invites thoughtless applications from the wrong jobseekers.

Indeed Apply allows the best Applicant Tracking Systems to collect all the information you need. Choices should include CV, personal statement, criminal convictions, equal opportunities, driving license information and more. This is not a one-click application because the jobseeker must complete everything before your ATS receives it.

Will we get more applications with Indeed Apply?

The most motivated jobseekers will jump through rings of fire to apply for your job. So, to answer this question, let’s focus on those who waiver.

Some employers in Hospitality, Leisure and other markets recruit lower skilled workers. They want their applications to be short and sweet. These types of job are perfect for Indeed Apply. Avoiding jumps to external forms removes a barrier and makes applying almost as quick as one-click. However, the best Applicant Tracking Systems, such as CVMinder ATS, collect applicant consent before receiving personal information.

Employers with safeguarding obligations, such as those in Care and Education, may see more moderate improvements. That said, a good Applicant Tracking System should help you to get the best results from Indeed Apply.

Now we focus on CVMinder ATS as a good choice when using Indeed Apply. It gives you options for the depth of information you wish to collect. We also offer some recommended for different scenarios.

Method 1: Indeed Apply Basic

‘Indeed Apply Basic’ captures only the essentials from any applicant. In most cases, you’ll receive only their name, email address, telephone number and CV. Indeed Apply Basic also captures the necessary consents for your receipt and processing of their information.

Each applicant gets an account and each is informed of any outstanding information. Applicants are also instructed on how much time remains to complete their application.

Method 2: Indeed Apply Partial

This is similar to ‘Indeed Apply Basic’, but requests Stage 1 information, as controlled by CVMinder ATS. Each application has 2 potential stages:

  1. The information you collect in your initial application form. It’s the same as the information you would collect using the traditional application approach via a URL.
  2. The information collected during a follow-on period. Applicants must access their CVMinder account to complete this information.

In summary, the information you currently request during Stage 1 is replicated on the Indeed platform.

Method 3: Indeed Apply Max

This is similar to the Indeed Apply Partial. However, Indeed Apply Max ignores the staging of the application. Instead applicants must give you all of the information you request during stages 1 and 2. Work History is acquired from the applicant’s structured CV, as created on Indeed. Unfortunately, gaps in work history are not yet detectable on Indeed. However, the candidate can access their account to complete these sections if required.

Some Indeed Scenarios

Here are some scenarios that might help you to decide which method suits you best.

Scenario 1: A Hospitality Company

A Hospitality company wants to make it easier for Indeed applicants to apply for its vacancies. You request a CV, Personal Statement and the answers to a few questions. All the information required can be requested in one stage.

Recommendation: The hospitality company should choose ‘Indeed Apply Partial’.

This will allow Indeed users to start and finish a full application without leaving their account. Their CV and personal statement is often prepared, leaving only your questions and consents to deal with.

Scenario 2: A Care Company

A Care company wants to increase the number of applications it receives from Indeed. The company collects comprehensive information from each applicant. However, it splits applications into 2 stages.

During Stage 1 the care company collects only a CV, personal statement, answers to specific questions, UK working status and disability information. As a Disability Confident employer the company likes to identify anyone declaring a disability early in the process.

Recommendation: The Care Company should choose ‘Indeed Apply Partial’.

Applicants can complete stage 1 of their application, including any disability declaration,  within Indeed. Each applicant is made aware that more information is required and instructed on how to complete their application.

Scenario 3: A College

A College is concerned about using Indeed because it wants only the most motivated  applicants to apply. As an Ofsted regulated employer, the College application form is comprehensive. It wants to maximise the application completion rate.

Recommendation: The College should use ‘Indeed Apply Max

Applicants can complete most of an application in their Indeed Account. Applicants have access to CVMinder to complete their Work History and Education History. Time invested in applications is higher, so applicants may be more motivated to complete them.

Scenario 4: An Internal Recruitment Department

An internal recruitment department wants to remove all barriers to the start of any application via Indeed. It is happy to contact applicants based upon a CV and statement before requesting the best of them to complete their application.

Recommendation: The internal recruitment department should use ‘Indeed Apply Basic

This method is almost frictionless, but allows the applicant to give consent prior to delivering their basic details. In most cases, details received will include:

  • CV
  • personal statement
  • name
  • email address and
  • telephone number

Want to know more?

Contact us now to find out more about Indeed Apply and how CVMinder ATS is making recruitment easy for HR teams and internal recruiters. Customer of CVMinder say that it’s the best Applicant Tracking System for Care, Education, Hospitality and employers in other markets. It’s low cost, easy to use and comes with excellent support for you and your candidates. It also support Indeed Apply. Contact us now to find out more.

Advertise on CVLibrary automatically

Advertise jobs on CVLibrary automatically

CVLibrary advertises thousands of vacancies and has a huge candidate pool. Some CVMinder customers in Care and Education and Hospitality tell us that they get great results for a reasonable price. Get your account and attach CVMinder to advertise jobs on CVLibrary automatically.

What is CVLibrary?

CV-Library is one of the UK’s leading job boards. It boasts the largest independent database of over 15 million CVs, growing by 360,000 every month. CVLibrary offers a wealth of recruitment products, including CV Database access and a range of Job Posting options. Employers and agencies attract permanent, graduate, contract and freelance candidates from one easy to use site! CVLibrary is known for market-leading innovations and it’s the top-rated job board on Trustpilot.

Making CVLibrary job applications easy

We wanted to make it easier for jobseekers to complete an application form when applying on CVLibrary. That’s why we use CVLibrary Apply.

Using CVLibrary Apply, your applicant is redirected to your CVMinder application form. However, personal information such as name and address are already completed. Their CV and note of is already there for them too.

What about other Job Boards?

More employers are making use free job boards. They choose from the likes of Indeed, jobrapido, Adzuna and others. They even post jobs for free on GOV Find a Job. But, using free job advertising takes time when you’re posting jobs by hand. That’s a shame, because most employers agree that free advertising lowers the cost of recruitment. But CVMinder’s MultiPost can do the hard work for you.

Multipost

Jobs MultiPost advertises jobs on your favourite job boards and websites automatically. For job boards like CVLibrary, MultiPost should select the industries, categories and all the other details for you. It should also change the application method so that your ATS collects the submissions. Each job board has different industries and categories, but job posting is a breeze with a good MultiPost solution.

Want to know more?

Customers of CVMinder ATS recruit faster and reduce their recruitment costs. CVMinder ATS is an award winning, low cost Applicant Tracking System. It has a great MultiPost module that can advertise jobs on CVLibrary automatically. It also posts jobs on your other favourite job boards, including some fantastic free options.

Contact us now if you would like to find out how much you could save.