Guidance

Create and publish job adverts

Guidance for advert-only departments on creating and publishing job adverts using the new VX Civil Service Jobs applicant tracking system.

This guidance is only for users of the new system who are publishing adverts but not managing online applications. See Managing Vacancies and Applications for guidance on the older system.

Request an account

You may already have an account in the previous system. As accounts have not been transferred, you will need to request a new account using the form:

Account request form (VX)

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Create a vacancy

Log in and select the Create Vacancy button.

Complete the Create New Vacancy form:

  • questions marked with an asterisk (*) are mandatory
  • questions highlighted with purple text will be visible to candidates on the job advert
  • you must complete all the mandatory fields before you can save
  • the system will time out after 60 minutes of inactivity
  • once saved, you will be able to edit any of the details before posting

Save your vacancy.

Review your vacancy

  1. Select the Vacancy Details tab.
  2. Review the information you have entered.
  3. To make changes, select the Edit button at the top of the tab.
  4. Changes must be saved - select the Save button at the bottom of the tab.

Make your vacancy active - ready to post

  1. Select the Summary tab.
  2. Select the Edit button.
  3. Tick the Is Active checkbox.
  4. Confirm that the Preferred go live date and time are correct.
  5. Confirm that the Preferred vacancy closing date is correct - use 23:55 as the closing time.
  6. Save the form.

23:55 is required as Civil Service Jobs displays all adverts for the full day.

Copy an existing vacancy

Find the original vacancy

Use the red Search box in the top right of the page:

  1. Select Search Vacancies - it may already be set.
  2. Enter the vacancy title or ID number - numbers will have fewer than 6 digits.
  3. Search.

Select and copy

  1. Select and highlight the correct vacancy from the results.
  2. Select Copy from the menu bar, then confirm.
  3. Follow the create a vacancy steps to review, edit, and make your vacancy active.

Post a vacancy

  1. Select the External Postings tab
  2. Select the Add button.
  3. From the Destination list, select Post to Civil Service Jobs.
  4. Select Next.
  5. Enter the Live Date.
  6. Enter the Posting Closing Date to match the date previously entered - use 23:55 for closing.
  7. Select Next.
  8. On the New Posting screen, select Next.

The Posting Status column will show as Online.

Check your posting

Confirm that your advert has been correctly posted by searching Civil Service Jobs.

If your vacancy is using Internal or Across Government approaches you will need to log in as an internal candidate to see it.

Vacancies posted from the VX system will have two reference numbers:

  • a 7 digit number allocated by the job search site - such as 1629156
  • a 3 to 5 digit number allocated when the vacancy was created - such as 4/147

Keep a note of both as candidates may refer to either number.

Posted vacancies from VX will not appear in the older applicant tracking system, despite having a 7 digit number. Postings can only be managed from within the VX system.

Editing after a vacancy has been posted

Corrections can be made after a vacancy has been posted.

Find the vacancy

Use the red search box in the top right of the screen:

  1. Select Search Vacancies
  2. Enter the vacancy title or ID number - numbers will be less than 6 digits.
  3. Search.
  4. From the results, select the Go to Vacancy link.

Make the changes

  1. In the Summary or Vacancy Details tabs, select the Edit button
  2. Make your corrections
  3. Save your changes

Update the posting

  1. Select the External Postings tab.
  2. Highlight the row in the table and select the Edit button.
  3. If you have edited dates in your vacancy, ensure the posting dates still match. Select Save.

Check your posting has updated correctly by searching Civil Service Jobs.

Remove a posting

You may need to take a vacancy offline before it reaches the closing date.

Find the vacancy

Use the red search box in the top right of the screen:

  1. Select Search Vacancies
  2. Enter the vacancy title or ID number - numbers will be less than 6 digits.
  3. Search.
  4. From the results, select the Go to Vacancy link.

Change the approach

  1. Go to the Vacancy Details tab and select Edit.
  2. In the Approach section, change it to Pre-release.
  3. Save your change.

Update the posting

  1. Select the External Postings tab.
  2. Highlight the row in the table and select the Edit button.
  3. Select Save.

The posting status will still show as online, but candidates won’t be able to view it.

Further changes can be made to the vacancy if required. To repost, change the approach from Pre-release, and update the posting again.

Published 15 April 2019