Before you start

Once you have established the need to recruit into the vacancy, it’s an opportune time to review the current job profile. An up-to-date job profile is essential for every post in order that employees and their managers understand what is required of them. It is also a good time to check the job profile should be on the correct template.

Copies of job profiles can be viewed below.

How to write a job profile(pdf)
Job Profile Template(pdf)

Please note: When revising a job profile, care should be taken as salary grades may be affected. Contact your HR Adviser if you need any assistance.

If you want to make any changes to the job profile, you must submit your revised job profile to the Rewards & Payment team so that they can be checked and re-evaluated if necessary. Please send your revised job profile to: jobevaluation@carmarthenshire.gov.uk

All job profiles must be fully complete and bilingual before going out to advertisement.

When reviewing your job profile, you should also review and record the Welsh Language Skills Assessment for the job (this is a requirement of the Welsh Language Standards and must be retained as part of the recruitment process).

Having decided there is a need to recruit, there may be times that you need to create a new post on your structure. You will need to do this outside of the Oleeo recruitment process, as you will need a post number to create the vacancy on Oleeo.

To do this, you must seek permission via the Officer Executive Decision process and the online Create New Post process.

Officer Executive Decision Template
Online Create New Post Form

Before you create a vacancy, you will need to consider the following key information to complete the create vacancy form on Oleeo.

Post Number 
This should be a post from your existing structure. If you have multiple vacancies of the same post, you can include all relevant post numbers. If you are unsure about which is the correct post number to use, then please speak to your Finance Officer or your HR Advisor.

Financial Codes
To confirm that you have funding in place for the post(s), you must provide the relevant financial code(s). If you are unsure about which is the correct financial code to use, then please speak to your Finance Officer.

Occupational Health Clearance
To assist you in identifying whether the role requires Health Surveillance, please review the guidance for managers page there you will find the work activities sheet to complete. Further to completing this form a discussion may then be required with your Health and Safety Advisor (cehealthandsafety@carmarthenshire.gov.uk) to ensure relevant risk assessments are developed for the activities being undertaken

Occupational Health Cost Code
Please ensure you provide the correct 11-digit cost code -Account (4), Cost Centre (4), Service (3). Occupational Health will not arrange to undertake any assessments until the correct cost code has been provided. Incorrect cost codes will delay the completion of OHC pre- employment checks. Delta Well-being are not required to provide a cost as they will be invoiced separately for OH assessments.

Hours to be worked
You need to be specific on the job advert on the number of hours to be worked for the post. If you are using non-numeral descriptors, you must remember to add the Welsh translation for the advert.

Risks of not recruiting 
You will be asked to set out what the risks to the service would be if you did not recruit into this vacancy.

Contract Type 
It is important that you specify in the advert the type of contract you are offering applicants as this will form part of their Terms of Engagement. If you are unsure as to the type of contract, please contact your HR Advisor.

Up-to-date job profile 
You must ensure you attach an up-to-date job profile to your vacancy, as this is what will be seen by applicants when they apply for the job. This includes ensuring that your job profile is on the correct template.

Welsh Language requirements 
When reviewing your job profile, you should also review and record the Welsh Language Skills Assessment for the job (this is a requirement of the Welsh Language Standards and must be retained as part of the recruitment process).

Language skills assessment and guidance

All adverts will include a standard text on the Welsh Language requirements for the post.

Consider what arrangements you need to have in place to assess language skills as part of the selection process. Further guidance on this will be available from Corporate Policy and People Management.

Disclosure and Barring Service (DBS) requirements
If the post requires a DBS, you must specify the level of DBS required. Further guidance on DBS is available below. If you are unsure as to the level of DBS required, please contact your HR Advisor.

DBS Policy- LINK

Translated Text
You will need to ensure that you have certain sections of information translated in readiness for creating the advert.

 Look out the 'speech bubbles' icon to let you know the sections to consider for translation.

The Oleeo system is a web-based application and is accessible from all modern browsers, you do not need to download anything.

You need to contact the Recruitment Team to ask them to create an account for you, and you will then be registered on the Oleeo system. Once an account has been created, you will receive a system-generated email notification advising you of your log in details. It can take up to 15 minutes for the email to come through. Also, check your spam mail. If you have not received an email, please contact the Recruitment Team and then reset your account for you.

Your username will be your full work email address.

When you first log in to the system, you will be prompted to reset your password – your password will need to be a minimum of 12 characters.

As part of creating an account for users, the Recruitment Team will also determine what User Profile you will be issued with. The user profile will determine your access permissions – basically, sets out what pages you can and cannot see on the system.

Most users will be set up with a Recruiting Manager profile, which will restrict your access/functionality to the vacancies you create, or you are assigned to. Some users may be assigned another profile as they may be an approver e.g., Head of Service but also a Recruiting Manager. If you have more than one profile, remember to check you are in the right profile for the task you wish to undertake! This is explained in more detail in the Systems Navigation section.

When you receive your username, you should also receive a link to access the login page. 

To access the login page and login:

It is a good idea to bookmark this page to your browser, so that you can quickly return to it.

Enter your username and password.

Please Note:

• Login details are case sensitive.
• If you enter your login details incorrectly 5 consecutive times (e.g. wrong password or incorrect case), your account will be locked.
• If your account is locked, you can use the Reset Password link in the left-hand menu to reset your password and receive a new temporary password. This will be sent via email to your nominated email account.

Multi-Factor Authentication
You will be required to authenticate yourself as a user every 5-days or every time you log in to the system using a difference IP Address. You will receive an email with your authentication code.

Once you have logged in, you will be taken to your dashboard.

The purpose of a job advertisement is to allow a recruiter to appeal to the best candidate for a particular role and to entice that candidate to apply. At its core, a good advert will match up the best candidate to the best job. It is written in an engaging tone, and it contains information not only about the job position, but also about your company and the benefits you offer.

Job advertisements are structured in a clear and informative way. They should always have a clear job title that allows applicants to immediately understand the kind of job is it. Usually, the layout consists of subheadings and lists of bullet points that outline the following:

• Job Title
• Overview of service
• The purpose of the role
• Duties involved
• Skills required
• Rewards and benefits

If you are unsure about what to include in the advert, please contact a member of the Recruitment Team and they can offer some advice and guidance.

Advert Templates

There may be vacancy template including job advert already set up for you on Oleeo.

You can check by logging into the Oleeo system, and once you are in the ‘Create’ page, use the drop-down menu within ‘Select template’ to see if a template has been created. You can also use the soft search function but typing in the post title name in the text box.

If there is a template, it will pull through all the information in the Create Vacancy form. You will need to check that the details are still correct before submitted for approval.

New Adverts

If there is no template set up, for the first time, you will need to prepare the advert that you want to appear on the job search pages. We want consistency in the content and layout for the job adverts, so we have prepared guidance on completing the advert template, but recruiting managers can include their own narrative within the template.

Oleeo Advert Template

Once you are in the Advert Text section in the Create Vacancy form you can check the wording of your advert for any gender bias.

Once you are happy with the content of your advert, you must arrange to have the advert translated. Remember when planning your recruitment timetable, to allow sufficient time for your advert to be translated.

Translation request for Internal Customers

The Oleeo recruitment system can reduce the vetting and interviewing process time by supporting recruiting managers to ‘pre-filter’ or ‘flag’ applicants. These questions can be designed to either prevent applicants from submitting their application if they do not have key essential requirements for the post. Alternatively, they can be flagged to help when it comes to shortlisting.

Pre-Application “Knock-Out Questions”

The knockout questions refer to a type of question asked early in the application process as part of an initial ‘hard’ filtering process. If the candidate answers any of this question ‘incorrectly’ then they will be prevented from applying for the post.

E.g. The vacancy is for a Refuse Driver, where holding a HGV licence is an essential requirement for the role. The ‘Pre-Application Knock-Out question would be:

“Do you hold an HGV Licence?”

If they answer “Yes” then the applicant can continue to complete the application form. If the answer is “No” they will be advised that they are unable to continue with the application.

You must make sure that your knock-out questions are appropriate, relevant to the post and lawful. If you are unsure as to the type of knock-out question to ask, please contact your HR Advisor

Red Flag Questions (Role Specific Questions)

Red flag questions are used as a 'soft' filter. If the candidate answers any of these questions 'incorrectly', they are not rejected but assigned to the 'New application - red flag' status. This is useful if you receive a high number of applications, you can use the Red Flag responses to help you make your shortlisting decision.

e.g. The vacancy is for a Home Carer, where previous experience working in a care setting would be desirable but not essential. The Red Flag question would be:

"Do you have previous experience of working in a health or care setting?"

If they answer “Yes” a red flag will appear against their record and the recruiting manager can identify straight away whose applicants who have previous work experience.

Your Red Flag questions will appear as ‘Role Specific Questions’ on the application form.

When you come to review your applications, you will be able to identify the applicant’s response to your Red Flag questions, which may help your shortlisting decision.

You must make sure that your Red Flag questions are appropriate, relevant to the post and non-discriminatory. If you are unsure as to the type of knock-out question to ask, please contact your HR Advisor.

Shortlisting is an essential part of selecting the best candidate for your role and provides a method to looking at the applications you have received, to see which ones meet the essential criteria or competencies for the post and should proceed to the next stage of the selection process.

With care and effort at this stage you will find the high-quality applicants you want for final selection. Scoring and assessment at the shortlisting stage should continue to hold importance right up to the final selection of the successful candidate.

Within the Oleeo recruitment system, you have three shortlisting forms to choose from. By deciding on how you want to short list, you can save time by using the Oleeo system to generate the shortlisting matrix for you, which can be saved for future vacancies. It will also allow you to tailor your application form to ask candidates to respond to specific questions and will make shortlisting easier to complete online.

Type of Shortlisting

Competency Based/Value Based Questions: Our standard application form requires applicants to provide a supporting statement demonstrating their suitably for the role against the essential and desirable criteria as set out in the job profile.

If you would prefer your applicants to respond to specific competency or value-based criteria, then within the ‘Shortlisting’ section you can include the specific questions you want them to complete within the application form.

The Oleeo system will allow you to set up to 10 competency-based questions.

The questions you input here will be replicated on the application form and will help you when completing the shortlisting matrix.

Essential & Desirable Based Questions: Our standard application form requires applicants to provide a supporting statement demonstrating their suitably for the role against the essential and desirable criteria as set out in the job profile.

If you would prefer to shortlist your applicants against the specific essential and/or desirable criteria, then within the ‘Shortlisting’ section you can complete the Criteria-based shortlisting form. You can assess the applicant’s response in their supporting statement against the criteria in the job profile.

Shortlisting Decision only: In instances of high volume, hard-to-fill vacancies, when it may be time-consuming to complete the more detailed competency or criteria based shortlisting form, recruiting managers are able to speed up the shortlisting decision-making process by capturing the shortlisting decision, giving specific reasons why a candidate may not have been shortlisted.

Once you have everything in place, you’re ready to start the recruitment process.

When planning your recruitment timetable, particularly setting closing dates, please make sure you allow time for your request to go through the approval process.

To find out what to do next, please look at the Getting started section.

For any queries, please remember you can always contact your Departmental Superuser or the Recruitment Team.