Using the Civil Service Jobs website
Guidance and advice for candidates using the Civil Service Jobs website.
If you have a problem that can’t be fixed by this advice, technical support is available, you will receive a reply in 2 working days.
Your Civil Service Jobs account
Creating an account
You need to create an account on the Civil Service Jobs website before you can apply for a job. Click here to create an account.
When creating an account:
your password must be between 8 and 14 characters, have 1 lower-case letter, 1 capital letter and 1 number
civil servants and employees of public bodies must select “yes” when asked, “Are you a civil servant or an employee of a public body?” to see all vacancies
as a civil servant, only enter your work email address if you have access to it as this is used to verify your account
civil servants must enter their line manager’s email address as they must verify you’re eligible to apply for internal vacancies, and if you are, or have become surplus or a priority mover
Your work email and line manager’s email extensions must match the organisation you work for.
Closing your account
We can close your account if you have no active applications.
remove your ability to login and access your details
stop sending you job alert emails
If you want to close your account you can email: email@example.com with your request. We’ll send you a confirmation email once your account is closed.
You may want to keep a copy of your competency examples, as once your account is closed you’ll no longer be able to access this information.
Resetting your password
If you’ve forgotten your password or would like to change your password click the Forgotten your password link on the sign in page of the website:
enter the email address (username) you registered with, or the one you use to sign into the website
click the “Reset password” button
We’ll email you instructions on how to change your password, this can take up to 15 minutes to arrive. The email will be sent to the account associated with the address you provided.
If you requested a password reset, and haven’t received it:
check your junk or spam folder
you may have used a different email address when you registered for your account. If you have another email address try entering this into the “Password reset” page instead
you may not have an account with the website
If you’re still having problems, technical support is available. You’ll receive a reply within 2 working days.
Changing your details
To change your details, you’ll need to sign in to your account:
click “Account details” on the main navigation menu
change your details
check the “I agree to the terms and conditions” box
If you’re a civil servant or an employee of a public body, but can’t access all vacancies
If you’re a civil servant or an employee of a public body but can’t access all jobs, this may be because
you did not click “yes” to the question “Are you a civil servant or an employee of a public body?” when you created your account
you did not select the organisation you work for. If your organisation isn’t listed you can’t register as a civil servant or an employee of a public body
after you created your account you did not click the activation email
The account activation reminder will continue to appear on your job search page until you click the activation email to activate your account. Once you’ve activated your account you will see “Profile” in the main navigation menu. Unless you are surplus or a priority mover don’t complete the profile page.
If you still can’t access jobs you should sign into your account:
click “Account details” on the main navigation menu
select “yes” to the question “Are you a civil servant or an employee of a public body?”
select the organisation you work for. If your organisation isn’t listed you can’t register as a civil servant or an employee of a public body
enter your work email address if you have access to it, to verify your account
enter your line manager’s email address
check the “I agree to the terms and conditions” box
If you’re no longer a civil servant follow the steps above but select “No” to the question “Are you a civil servant or an employee of a public body?”
Changing your status to or from surplus or a priority mover
If you’re unsure whether you’re surplus or a priority mover you should talk to your line manager. If you’re surplus or a priority mover you should complete the “Profile” found on the main navigation menu. If you’re not surplus or a priority mover don’t complete a profile.
If you’ve been declared surplus or a priority mover, or are no longer surplus or a priority mover, sign in to your account and:
click “Account details” on the main navigation menu
click “I am surplus?” or “I am a priority mover?” button or deselect the button if you are no longer surplus or a priority mover
check the “I agree to terms and conditions” box then
An email will be sent to your line manager to confirm the change in your details.
To help organisations support redeployment activities, any job alerts you’ve set up will be shared with your line manager.
Surplus candidates are given priority when applying for vacancies at stages 1 and 2 of the recruitment process. Where stages 2 and 3 are run together, surplus employees can apply on level transfer only if they wish to be considered with priority.
Why your line manager is sent an email about your account
Your line manager is sent an email to let them know you’ve created an account so they can confirm you’re eligible to apply for internal jobs.
If you registered as surplus or a priority mover this must be confirmed by your line manager.
After you apply for a job, your line manager is sent an email asking a few questions. They should respond once they have discussed their response with you, and only if they are aware of any issues with the following statements:
That you have no outstanding formal action:
- as a result of disciplinary action
- due to poor performance
- due to unsatisfactory attendance
- have no restriction of duties imposed as a result of disciplinary action
- are not within a probation/initial service period
If your line manager is aware of any issues with the above statements, before replying they should discuss their response with you.
Why we deactivate your account
All civil servants and members of public bodies are asked to re-activate their account at 6 monthly intervals.
To re-activate your account, sign in and click the “Send email” button. An activation email is sent to you at work with an activation link. You must click this link to activate your account. Alternatively, you can cut and paste the link into your internet browser.
You won’t be able to see all vacancies that you’re eligible to apply for if your account is inactive but you will still be able to sign in and make updates to your account.
If you don’t have access to your work email you can send your activation email to your line manager instead. This is useful if you’re on leave or seconded to another organisation.
To send your activation email to your line manager:
- click “Account details” on the main navigation menu
- remove your work email address
- check the “I agree to the terms and conditions” box
- click “Save”
This will send the activation email to your line manager, who can activate your account on your behalf.
You’ll still receive all other emails to your sign in email address, including job alerts, password resets and emails about your applications.
Creating a job alert email
Registering for job alerts will keep you updated on our latest vacancies as soon as they posted to the website.
click “Job alerts” on the main navigation menu
click “create email alerts”
add one or more of the options to define the job alert
click “Create alert”
click “Edit” to make changes to your job alert
click “Update Alert” to keep
Civil Service Jobs will email you with any new matches to your search criteria
You will receive your first alert email in 24 hours.
Pause, restart or remove job alerts
To pause, restart or remove your alerts you should sign in to your account. Once you’ve signed in:
click “Job alerts” on the main navigation menu
to temporarily stop your alerts click “Pause”
to restart your alerts click “Turn on”
to remove your alerts click “Delete”
to carry out a search based on your job alert click “Search”
Applying for a job
To complete and submit your application form
If the organisation you’re applying to uses our full application system you can complete and submit your application through the website. Otherwise you should contact the recruitment team of the relevant organisation or the point of contact in the job advert.
If an organisation doesn’t use the full application system you can apply by:
clicking “Apply at advertiser’s site” which will take you to a different website
sending your application form to an email address specified in the job advert
Locating your partially completed application form
To locate your form you should sign in to your account. When you’ve signed in:
click “Applications” in the main navigation menu
click the job title
Only if the organisation you’re applying to uses our full system, will you be able to access your partially completed application form.
To amend and resubmit your application
Once you submit your application you can’t amend it.
If you wish to re-apply for a particular job or if you need to update any information such as your employment details or educational achievements you should contact the recruitment team of the relevant organisation or the point of contact in the job advert to discuss whether this is possible.
Tracking your application
You can track your application form through the site only if you completed your application in our site.
Once you’ve signed in:
click “Application” on the main navigation menu
select the job title
You will see your application status, any correspondence that has been sent to you, the sender’s contact details, or you can edit your personal details.
Checking or tracking your application
If you complete an application form on our site you can track and monitor the progress of your application in the site. This does not includes any applications you made using the “Apply at advertiser’s site” process or emailed directly to an address specified in the advert
The job will appear in your ‘Applications’ but will show as “Un-started application”. If you need information contact the recruiting organisation or the point of contact in the job advert.
Withdrawing your application
Only if the organisation you applied to uses our full application system can you withdraw your application through the website. Otherwise you should contact the recruitment team of the relevant organisation or the point of contact in the job advert.
If you’re no longer interested in a job that you’ve applied for you should withdraw your application.
Only withdraw your application if you’re no longer interested in the job and you can provide a reason for withdrawing.
Once you withdraw your application you can’t resubmit it at a later date.
You’ll be notified that your application has successfully been withdrawn.
Your career history
You should enter your most current employment details first. You should cover a period of at least the last 3 years, you can enter up to a total of 8 previous jobs. You must provide details of any gaps in your employment history.
You should only upload a document if the application form clearly asks you to.
a CV in section “Upload CV”
an additional attachment in section “Additional attachment”. You’ll be told what the additional attachment should be
You can only upload one file in each section you can see or replace it by following the instructions in the relevant section of your application.
If you can’t upload your document, please check that it isn’t password protected.
Once you’ve successfully uploaded your document(s) a tick will appear beside that section of your application.
If a person with disabilities is put at a substantial disadvantage compared to a non-disabled person, we have a duty to make reasonable changes to our processes.
If you need a change to be made so that you can make your application, you should:
contact the recruiting organisation or point of contact in the job advert as soon as possible before the closing date to discuss your needs. Specifically, before taking the online Civil Service Initial Sift Test
complete the “Assistance required” section in the “Additional requirements” page of your application form to tell us what changes or help you might need further on in the recruitment process. For instance, you may need wheelchair access at interview, or if you’re deaf, a Language Service Professional
Guaranteed Interview Scheme (GIS)
The Civil Service guarantees to interview any person with a disability defined by the Equality Act 2010. This means that you must:
provide evidence within your application which demonstrates you meet minimum criteria required for each competence, unless it is a CV based application
meet all of the qualifications, skills or experience defined as essential
To apply under the GIS go to the “Additional requirements” section of your application or see the guidance attached to the job advert.
At interview all applicants will be marked solely on merit. The guaranteed interview scheme only guarantees you will be invited to the interview, providing you meet the minimum criteria it does not guarantee a job.
Civil Service Initial Sift Test
About the Civil Service Initial Sift Test
The Civil Service Initial Sift Test is an online situational judgement test. It measures your ability to demonstrate the behaviours underpinning the Civil Service Competency Framework (CSCF). There are 3 separate tests matching 3 levels of the CSCF:
Level 1 (AA/AO) – 25 minutes
Level 2 (EO) – 30 minutes
Level 3 (HEO/SEO) – 30 minutes
You should have enough time to read and answer the questions before the test is stopped automatically.
The tests are used to help recruiting departments assess if you meet the minimum requirement for the grade/level you’ve applied for – they are not testing the skills needed for a specific job at that grade/level.
We will send you an invitation with full instructions on how to take the test.
The structure of the test
The test will give you 9 different workplace scenarios and you will be asked 3 to 5 questions per scenario. For some scenarios questions there is only 1 correct answer from the options given, however for other questions you will have to use a rating scale to indicate how appropriate or inappropriate an action is.
You don’t need any specialist knowledge to complete the test. All the information you need to answer the questions is provided within the scenario.
Taking the test
The test is taken online. After you start the test you will be given instructions how to complete it and the types of questions you will be required to answer. You should complete the test on your own, as recruiting organisations may retest you under supervised conditions to validate your test results.
If you have any concerns about the Civil Service Initial Sift Test contact the recruitment team or the point of contact in the job advert.
You can complete the test on any computer with a good internet connection. At the moment tablet and mobiles are not supported.
In the instructions we send you there are examples of the test. You may need some rough paper, a pen or pencil and a calculator.
You can also find free practice situational judgement tests on the internet. All tests vary, so don’t expect the practice tests to look identical to the Civil Service Initial Sift Test.
Your score is calculated from the responses you give. We compare your score with the results gained by a peer group who took the identical test.
If you achieve the minimum required standard on the test, your score will be banked for 6 months (180 days). You won’t need to complete the test for any subsequent applications you make for vacancies at the same grade in this time.
Meeting the minimum required standard of the test is no guarantee that you will be invited to the next stage of the selection process.
If you don’t achieve the minimum required standard on the test you can complete the test again for any future applications.
Feedback from the test
You will receive a computer generated feedback report that will help you to understand how well you performed and will also provide some general suggestions as to how you can improve further. You should be able to access this feedback immediately on the website.
You won’t be given answers to the questions from the test. This is standard practice in psychometric testing to avoid compromising the security and integrity of the test.
What to do if you encounter a technical problems during the test
If you encounter any technical problems during the test you please contact the recruitment team or the point of contact in the job advert.
Results and feedback
A sift is an assessment of your competency examples or CV and other criteria to determine whether they are sufficient to merit you being called to interview.
The sift panel read the competency example(s) you provide and then rate it before agreeing on a final score. Rating scales can vary across recruiting organisations but the standard is the same.
Some organisations carry out the initial sift using one lead competency but this should be mentioned in the advert.
Feedback is generally not available at the initial sift stage, but recruiting organisation may provide comments in line with the Civil Service rating scale.
A sift panel will agree the standards used to assess each application to determine who has the strongest example(s) for each competency. You may find that on occasions you are sifted in or sifted out with the same competency, this happens because each vacancy is a separate competition.
Timescales for completing a sift can vary.
Civil Service rating scale
A significant number of organisations use this rating scale for recruitment.
|1||Not Demonstrated||No positive evidence of the competency|
|2||Minimal Demonstration||Limited positive evidence of the competency|
|3||Moderate Demonstration||Moderate positive evidence of the competency|
|4||Acceptable Demonstration||Adequate positive evidence of the competency|
|5||Good Demonstration||Substantial positive evidence of the competency|
|6||Strong Demonstration||Substantial, positive evidence of the competency and includes some evidence of exceeding expectations|
|7||Outstanding Demonstration||Evidence provided wholly exceeds expectation at this level|
Generally to progress to the next stage a candidate should score at least 4 for each competence.
You’ll receive an email explaining how to agree an interview slot.
Your interview can last between 30 to 60 minutes. Most interviews are competency-based, the purpose of the interview is to:
- test your suitability against the needs of the role
- give you an opportunity to present your evidence and express your views.
A good interview requires preparation, good listening skills and the ability to answer the question that is asked. Practice before the interview by preparing and rehearsing answers to possible questions. Be prepared to give examples of how you meet the criteria.You can use the same examples you wrote about in your application or new ones if they are a better answer to the question asked.
You may also be asked to prepare a presentation on a given subject area, this will be provided to you in advance of the interview.
This is your chance to see if the role and the recruiting organisation are right for you.
Our pre-appointment checks
If you have been successful you’ll receive a provisional offer of employment, pending satisfactory completion of all pre-appointment checks as specified in the advert.
All non-civil servants will need to undergo a security check as part of the pre-employment checks. Some organisations will require more detailed vetting, even if you are an existing civil servant. Further information about the different types of security checks is available.
Before a formal offer of employment can be made or a start date agreed all pre-appointment checks must be satisfactorily completed. These checks can take several weeks. If you are in employment don’t hand in your notice until a formal job offer is made.
If the organisation you applied to does not subscribe to our full application system you won’t be able to see your formal offer of employment in the Civil Service Jobs site.
The purpose of a probationary period is to give newly recruited employees the opportunity to show their suitability - in terms of conduct, performance and attendance. Any period of probation shouldn’t usually exceed 2 years.
Civil Service recruitment
Stages 1 to 4 in Civil Service Jobs adverts
These are the 4 stages for filling a vacancy in the Civil Service:
Stage 1 refers to internal opportunities within organisations. These can be same level moves by advertisement or placement. Some organisations will offer their employees promotion opportunities at this stage
Stage 2 provides a period giving priority to surplus employees across organisations for sideways moves. To provide a way to lessen redundancy across government
Stage 3 allows departments are able to advertise vacancies to employees from across the Civil Service regardless of grade or organisation, level moves or on promotion
Stage 4 means anyone can apply, as it is competition that is fair, open and the appointment is made on merit. Civil servants are eligible to apply even if they have previously made an application under one of the earlier stages for the same vacancy
Where Stages 2 and 3 are run together, surplus employees can apply on level transfer only if they wish to be considered with priority. If they apply on promotion, then they will be considered with other non-surplus applicants.
Grades and types of work in the Civil Service
As a guide, these are examples of the type of work different grades within the Civil Service can expect to perform but these will vary within an organisation.
Administrators (sometimes known as Administrative Officers/Assistants AO/AA) form the majority of the Civil Service, actually doing various jobs, such as helping the public, supporting senior colleagues or staffing call-centres
Junior Manager (known as Executive Officer EO) are the most junior management grade with responsibility in a department
Middle Manager (sometimes known as Senior/Higher Executive Officers SEO/HEO) can be a senior member of a policy team or in an agency may have considerable management responsibilities in a programme
Senior Manager (also known as Grade 7/6s) may lead a small team responsible for an aspect of policy or in an agency may manage an aspect of a programme or a geographical area
All senior civil service (SCS) grades (known as SCS 1 / Deputy Director; SCS 2 / Director; SCS 3 / Director General; or SCS 4) are administered by the Cabinet Office. Their responsibilities vary and are at the discretion of the organisation they work for.
The grading structure within the Civil Service does vary as each organisation may have its own grading structure.
You may be asked to provide competency examples during your application. We will tell you if this is the case on our job adverts.
This guide explains what competencies are and gives tips on how to write your examples.
The online application form will automatically delete any words which exceed the 250 allowed for each competency. We recommend writing your competency examples in a word processing programme then cut and paste into the application form.
Fixed term appointments
Employees are on a fixed-term contract if both of the following apply:
they have an employment contract with the organisation they work for
their contract ends on a particular date, or on completion of a specific task, eg a project
All fixed term appointments should be recruited “on merit on the basis of fair and open competition” in line with the Civil Service Commission’s Recruitment Principles.
Complaints can often be settled by contacting the person or team you’ve been dealing with directly. This is likely to be the fastest way for us to support you. If you are still having trouble then you can register a complaint about our services using the following email address: firstname.lastname@example.org
details of the person you have contacted and any reference number
your contact details and a clear description of the issue
If you are experiencing problems that can’t be resolved by our help and advice, then technical support is available, you will receive a reply in 2 working days.
If you have a recruitment question beyond our help and advice, you can email the relevant organisation or see the point of contact in the job advert.
You should check the job advert for the point of contact information. A number of organisations also provide contact details on their websites.
Published: 22 July 2015
From: Civil Service Resourcing