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Job Positions Management Manual

Welcome to the Positions Management App, designed to help HR teams and company administrators efficiently manage job positions within the organization. This guide explains the app's features, how to navigate the interface, and how to perform both individual and bulk actions—making it easy to create, update, filter, and organize job positions without requiring any technical background.

1. Overview

This manual explains how to manage job positions within the organization. On this page, you can view, filter, and perform various actions related to job positions. The system is secured, so some actions are available only to users with the proper permissions.

2. Navigating the Job Positions Page

Access and View

  • Navigation: After logging in, navigate to the Job Positions section via the application menu or dashboard.

  • Breadcrumb Navigation: A breadcrumb trail at the top of the page (displaying "Jobs Positions") shows your current location in the system.

Table of Job Positions

The main area displays a table listing all job positions.

  • Details Included:
  • Unique position code or number
  • Position title
  • Group or department
  • Job family
  • ISCO (International Standard Classification of Occupations) code
  • Number of associated contracts
  • Number of available bonuses
  • Flag indicating if the position is for internal or external candidates

3. Available Actions

Adding a New Position

  • Action: Click the “Add Position” button.
  • Purpose: Opens a form to enter details for a new job position.
  • Permissions: Only available if your role includes job position management rights.

Managing Linked Items

  • Action: Click the “Manage Position Linked Items” button (often shown with a settings icon).
  • Purpose: Configure or manage items linked to a job position (for example, related assets).

Launch Hiring Process

  • Action: Click the “Launch Hiring” button.
  • Purpose: Initiates the hiring process for a job position.
  • Permissions: Available only if you have recruitment management permissions.

Other Actions

  • Duplicate Position: Creates a copy of an existing position. Useful for quickly adding similar positions.
  • Edit Position: Modifies details of an existing position.
  • Delete Position: Soft deletes a job position. The record is marked as removed but not permanently deleted immediately. A confirmatory message is displayed before final deletion.

4. Additional Information

  • User Permissions: Some actions may not be visible if your account lacks the required permissions.
  • Soft Deletion: Deleted positions are not permanently removed immediately, allowing for recovery if necessary.

5. Setting Up a New Job Position

When creating or updating a job position, you will be presented with a form divided into key sections.

Base Information

  • Title: Enter a clear and descriptive name for the job position. This is the main label that identifies the position in the system.
  • Code: Provide a unique code or number for the position. Helps in identifying and referencing the position.
  • Job Family: Choose the appropriate job family (category grouping similar roles) from a dropdown list. Classifies the position within a broader category.
  • Group: Select the department or group the position belongs to. Organizes positions based on teams within the organization.
  • Level: Select the seniority level or rank of the position from the available options.
  • Bonuses: Optionally select one or more bonus options available from the list.
  • External Position Checkbox: Mark if the position is designated for external hiring compared to internal roles.
  • Job Description: Use a rich text editor to enter a detailed job description. The editor supports formatting (such as bold text, lists, underlining) to clearly outline responsibilities and expectations.
  • Work Factors and Work Activity: sProvide details regarding the factors affecting the work and daily activities or key tasks.

Contract Information

This section is toggleable (expand/collapse) and includes:

  • Contract Type, Work Schedule, and Work Shift: Select the type of employment contract (e.g., full-time, part-time) along with schedule and shift details.
  • Seniority Level and Work Level: Specify the position’s hierarchy and expectations.
  • Salary Details: Enter the minimum and maximum salary. Select the currency (default is usually EUR) and include extra details such as bonus structure or variable remuneration.
  • Contract & Salary Grouping: sEnsure that the contractual and salary information matches the overall nature of the job.

Submitting the Position

  • After filling in all necessary fields:
  • Click the “Save” button.
  • If required information is missing or incorrect, error messages will guide you to correct the fields.

6. Filtering Positions

Once you have created positions, you can easily search and filter them using the Job Positions page.

Available Filtering Options

  • Filter by Code: Enter the unique code or number to find a specific position.
  • Filter by Title: Use the position title to locate a job.
  • Filter by Group: Narrow the list by selecting the department or group.
  • Filter by Job Family: Choose the job family/category to view related positions.
  • Filter by ISCO: Locate jobs using standardized occupational codes.
  • Filter by Bonuses: Search based on the bonus schemes assigned to positions.
  • Filter by Position Type (Internal or External): Use quick filter buttons to display either “internal positions” (for current employees) or “external positions” (open for external candidates).

7. Summary

  • Setting Up a Position:
    Fill out both the Base Information and Contract Information sections, then click "Save" to create or update a job position.

  • Filtering Positions:
    After positions are created, use filters such as code, title, group, job family, ISCO, and bonus options to quickly find and manage positions.

If you need further assistance, please contact your support team through our helpdesk or internal support channels. 🚀

8. Frequently Asked Questions

How does the form work?

The form gathers user inputs from various fields (for example, search term, city, region, education, and skills). When the user submits the form, it builds a list of search parameters and uses these to fetch an updated list of candidates from the system.

What kinds of filters can I use in this form?

You can set a general search term, choose a city or region, select a country, specify education type, choose languages (and their levels), filter by gender, and even pick certain skills (with options for exact match or not). There’s also an option to apply labels to filtering, which might correspond to user-defined tags.

What happens when I click on the 'Apply' button?

The form takes all the information you have entered, converts it into a series of filters, and then requests a new list of candidates that meet those criteria. It also updates the page to reflect that you’re on the first page of search results.

What does the reset functionality do?

If you click the "Reset" button, all the filters you set are cleared, returning the form to its original state. This means the system will fetch and display candidates without any filters applied.

Who would use this form?

HR personnel or recruiters who manage candidate databases. It provides them with an easy way to quickly narrow down a large pool of candidates based on specific requirements.

How are technical details handled in the form?

Although the underlying code deals with constructing a query string and interacting with APIs, you as a user only interact with simple fields (like dropdowns or search boxes). The technical processing is done in the background, ensuring you can focus solely on selecting the criteria.

How does the page look like?

Position Table Example