Interview outcome and offer letters

You will be required to enter the average “score” for each competency/criterion achieved and add any notes to support your scoring decision.

Step-by-Step Guide – Capturing Decision

1. From the dashboard, select the ‘Interviews Pending Decision’ tab. A list of applicants invited to attend interview will appear.
2. Select a candidate by double-clicking on the row. This will open the Application Summary page.
3. Click on the green ‘Input Interview Feedback’ button.
4. Decide on the average score for each criterion and select the corresponding score from the drop-down menu. You can add Notes to support your decision.
5. Complete the Welsh Language assessment and outcome fields.
6. A total score will automatically be calculated.
7. Complete the fields within the Recommendation section including your overall decision e.g. to reject the applicant or progress (your preferred candidate).
8. Submit

Once you have completed the Input Interview Feedback for each applicant. Return to your dashboard. At this stage, we advise you to telephone your preferred candidate to verbally offer them the vacancy (subject to successful completion of pre-employment checks) prior to notifying the unsuccessful candidates.

Step-by-Step Guide – Notifying Unsuccessful Applicants

1. From the dashboard, select the ‘Interviews Pending Decision’ tab. A list of applicants invited to attend interview will appear. The table will also be updated to show the Recommended next step (progress or reject) together with the interview scoring total score.
2. We recommend you use the ‘whole table filter’ to filter your results, and filter on ‘reject’.
3. Select a candidate by double-clicking on the row. This will open the Application Summary page.
4. Click on the red ‘Reject’ button.
5. You will be asked to specify if the applicant is a redeployee:

1. If No, select ‘No’ and complete the reject reason and comments box. Note: The applicant will not be advised of comments you capture in the Comments box but please ensure any comments are appropriate.

6. Press submit.

The applicant’s status will change to ‘Interview Rd 1 – Rejected’ and they will receive an automated generic email notification.

Step-by-Step Guide – Notifying Unsuccessful Applicants (redeployees)

1. From the dashboard, select the ‘Interviews Pending Decision’ tab. A list of applicants invited to attend interview will appear. The table will also be updated to show the Recommended next step (progress or reject) together with the interview scoring total score.
2. We recommend you use the ‘whole table filter’ to filter your results, and filter on ‘reject’.
3. Select a candidate by double-clicking on the row. This will open the Application Summary page.
4. Click on the red ‘Reject’ button.
5. You will be asked to specify if the applicant is a redeployee:

1. If Yes, seek advice from your HRBP before you complete the ‘Reasons for Rejecting’ fields. Be mindful, if your candidate’s preferred language is Welsh (view on the Summary tab and Communication section), you will need to have your reasons for rejecting translated.

6. Press submit.

The applicant’s status will change to ‘Interview Rd 1 – Rejected’ and they will receive an automated notification in their application centre, prompting them to view the letter.

Once you have spoken to your preferred candidate and you are happy to confirm your offer in writing, you can generate the offer letter, in readiness for the letter to be extended to the applicant by the Recruitment Team or HRBP for redeployees.

Information from the create vacancy form will automatically be pulled through to the offer letter template. You will be required to provide additional information in the Provisional Offer Letter form.

Note: If your applicant has applied under the Secondment Policy but has been refused permission from their line manager to take the secondment, please seek advice from your HRBP.

Step-by-Step Guide – Notifying successful Applicants (non-redeployees)

1. From the dashboard, select the ‘Interviews Pending Decision’ tab. A list of applicants invited to attend interview will appear. The table will also be updated to show the Recommended next step (progress or reject) together with the interview scoring total score.
2. Select a candidate by double-clicking on the row. This will open the Application Summary page.
3. Click on the green ‘Progress’ button.
4. Click on the green ‘Create Offer’ button.
5. Complete the Provision Offer Form to confirm:

1. Post Number
2. Contract hours agreed with applicant
3. Location
4. Starting salary agreed with applicant (uploading supporting documents regarding higher starting salary where necessary).

6. Press Submit.
7. If you applicant is a Redeployee you will be asked to complete specific questions regarding their redeployment. If a redeployee, seek advice from your HRBP before you complete the ‘Provisional Offer Form’.
8. If your applicant has applied under the Secondment Policy but has been refused permission from their line manager to take the secondment, please seek advice from your HRBP.
9. The Applicant status will change to ‘Offer – Preview Offer Letter’.
10. Select the grey ‘Preview Provisional Offer Letter’ button.
11. Scroll to the bottom of the Generate Communication page and select either ‘Preview’ to preview your offer letter or ‘Generate’ to generate the offer letter.
12. Once you are happy with the offer letter, select ‘Generate’.
13. The Applicant status will change to ‘Offer – Ready to Extend by HR’.

The letter is now waiting to be extended by HR. Once HR have extended the offer letter you will receive an email notification. Alternatively, if there is a query on the offer letter, it will be returned to you.

To check the status of your offer letters, click on the ‘Offer Letter’ tab on your dashboard.

Step-by-Step Guide – Notifying successful Applicants (redeployees)

If you applicant is a Redeployee you will be asked to complete specific questions regarding their redeployment. If a redeployee, seek advice from your HRBP before you complete the ‘Provisional Offer Form’.

1. From the dashboard, select the ‘Interviews Pending Decision’ tab. A list of applicants invited to attend interview will appear. The table will also be updated to show the Recommended next step (progress or reject) together with the interview scoring total score.
2. Select a candidate by double-clicking on the row. This will open the Application Summary page.
3. Click on the green ‘Progress’ button.
4. Click on the green ‘Create Offer’ button.
5. Complete the Provision Offer Form to confirm:

1. Post Number
2. Contract hours agreed with applicant
3. Location
4. Agreed starting salary
5. Relevant policy
6. Start date
7. Length of trial period
8. Confirm if the applicant is moving to a lower paid job

6. Press Submit.
7. The Applicant status will change to ‘Redeployee Offer – Preview Offer Letter’.
8. Select the grey ‘Preview Redeployee Offer Letter’ button.
9. Scroll to the bottom of the Generate Communication page and select either ‘Preview’ to preview your offer letter or ‘Generate’ to generate the offer letter.
10. If the offer letter is incorrect, click ‘Cancel’. You will return to the Application Summary. Click the blue ‘Edit Offer’ button, to edit the provisional offer form. Make your changes and follow steps 6-9 above.
11. Once you are happy with the offer letter, select ‘Generate’.
12. The Applicant status will change to ‘Offer – Ready to Extend by HR’.

The letter is now waiting to be extended by HR. Once HR have extended the offer letter you will receive an email notification. Alternatively, if there is a query on the offer letter, it will be returned to you to action. Once you have actioned the letter, repeat steps 5-12 above.

To check the status of your offer letters, click on the ‘Offer Letter’ tab on your dashboard.

In most instances, there is an expectation that that Recruiting Manager will speak to the preferred candidate to verbally extend the provisional offer to them and explain that a formal provisional offer letter will be made through the Applicant Centre. You should not push the candidate to decide at this stage but allow them time to review the details of the offer.

Once the provisional offer letter has been ‘extended’ to the applicant, they will receive an email notification informing them there is a provisional offer letter in their Applicant Centre.

If they log in to the Applicant Centre, they will see a status update against the application and the provisional offer letter will be there for them to review. The applicant will be required make a recruitment decision.

Applicant Accepts Offer

As soon as the applicant accepts the offer, they will be prompted to commence the pre-employment check process. Depending on which pre-employment checks are required for the post, the applicant will be prompted to complete the relevant checks.

Once the applicant has accepted the offer, an email notification will be sent to the recruiting manager informing them of the outcome and they will be prompted to commence the pre-employment checking process.

Applicant Declines Offer

If the applicant declines an offer, their application status will be changed to ‘Offer - Declined’ and the recruiting manager will receive an email notification that the applicant has declined the offer.

The applicant will also receive an email acknowledgement that they have decline the offer.

Now that you have extended the provisional offer to the applicant and they have accepted, the next step is complete the pre-employment checks.

To find out what to do next, please look at the ‘Pre-employment checks & hire’ section.

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