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.

From:
Civil Service Resourcing
Published
15 April 2019
Last updated
22 June 2022 — See all updates

This guidance is only for users of the Civil Service Jobs system who are publishing adverts but not managing online applications.

Request an account

You may have had 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 that are highlighted 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.

Welsh language support

You have the option to provide a Welsh version of your advert. This will allow Welsh-speaking candidates to see the job details and apply in Welsh.

You will need to obtain the Welsh translation of the advert yourself.

  • Free text fields visible to candidates have a Translate button. Use this to enter the Welsh version of the same content
  • Use the Job Preview to see the advert from a candidate’s perspective, and ensure that all relevant fields have been translated

Review your vacancy

  1. Select the Vacancy Forms 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 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.
  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.

Editing after a vacancy has been posted

Corrections can be made after a vacancy has been posted.

Find the vacancy

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

  1. Select Search Vacancies
  2. Enter the vacancy title or ID number.
  3. Search.
  4. From the results, select the Go to Vacancy link.

Make the changes

  1. In the Summary or Vacancy Forms tab, 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 search box in the top right of the screen:

  1. Select Search Vacancies
  2. Enter the vacancy title or ID number.
  3. Search.
  4. From the results, select the Go to Vacancy link.

Change the approach

  1. Go to the Vacancy Forms 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.

Update vacancy status

  1. Select the Confirm vacancy withdrawn button

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

Published 15 April 2019
Last updated 22 June 2022 + show all updates

  1. How to add a Welsh translation to a job advert.

  2. Removed details that applied to a previous system, and replaced account request form.

  3. Minor addition to Remove a posting section.

  4. First published.

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