Department for Communities
Employers Online NI

  Create Vacancy Guide


Create Vacancy Guide


Below there is a detailed guide for creating a vacancy. Once you have registered and logged in there is guidance available onscreen during the vacancy requesting process.

Your Vacancy

The Employment Service aim is to help you fill your vacancy quickly and efficiently.  It is therefore essential that all the information you provide is accurate and complies with current legislation. This will help you ensure that only suitably qualified jobseekers will apply for the vacancy.

Your vacancy will be displayed to jobseekers via www.jobcentreonline.com in our offices, making your vacancy accessible to a wider pool of people. You can specify how you wish applicants to apply for the vacancy.

Creating a New Vacancy

When you log in to your account you will be automatically directed to the Vacancies List page. The blue sub-heading will feature some information about your business. Click Create to start the process.

Vacancy Information

Status

This refers to the current 'state' of the vacancy - whether the vacancy is

  • Raised - Details submitted but not yet available to clients.
  • Live - Available for customers to apply / be submitted.
  • Pending Outcome - Vacancy is unavailable to clients but requires follow-up with the employer.
  • Suspended - Vacancy is temporarily unavailable pending action.
  • Closed - The vacancy is no longer available. Follow-up has been completed.

The following fields are contained on the vacancy screen.  It is mandatory to complete fields marked with an *.  Other fields should be completed if possible to ensure jobseekers have as much information as possible about individual vacancies.

Please note repeated failure to complete all fields to the required standard may result in vacancy requests being rejected for resubmission.

  • Job Title
  • Employer Reference
  • Employer Branch
  • Job Location
  • Post Code of Vacancy
  • Email Address
  • Advertisement Start Date
  • Closing Date
  • No. of Positions
  • Full/Part Time
  • Permanent/Temporary
  • Salary
  • Hours per Week
  • Work Time
  • Required Languages
  • Minimum Wage
  • Job Duties
  • Qualifications/Experience
  • Application Method
  • Application Options
  • Employer Notes to DfC
  • Other Information
  • Monitoring / Equality
  • Confidential

Job Title

This field should contain a concise description of the job role.
Example

"Nurse - Grade D" should be used and not "Grade D Nurse".

"Porter - Kitchen" should be used and not "Kitchen Porter".

Driver  (HGV),

Hairdresser - Trainee

Employer Reference

Enter a code for your own reference if you wish.

Employer Branch

Select which of your branches you wish to recruit for.

Job Location

This refers to where the vacancy is located. The town name should appear first. A street or district can be added. Please do not put the business name in this field.
Example

Belfast - High Street

Strabane - Main Street

Indicate the name of the nearest town or village if the location is obscure.

For jobs which require travel over a large area, such as Sales Representatives, it is in order to select the largest location description, e.g. Northern Ireland

Postcode

Enter the postcode for the location of the job.

Email Address

Enter the email address to be used for any contact relating to this vacancy.

Advertisement Start Date

Enter the date from which the vacancy is to be advertised i.e. date the vacancy will be made available to jobseekers.

Closing Date

Enter the date on which the vacancy will be withdrawn from display. You can make a vacancy live for up to 4 weeks from live date when you are uploading the vacancy, however the maximum time a vacancy can be live on the website is 6 weeks. If you wish your vacancy to be live between 4-6 weeks just include this detail in the 'Notes to DfC staff' section and we will make the necessary amendment.

No. of Positions

Enter the number of jobs that are available eg. 1, 2, 3.

Full/Part time/Casual

Select as appropriate.  Full time should be selected for vacancies of 30 hours or more or Part time for less than 30 hours. Casual should be selected if no regular hours can be guaranteed.

Permanent/Temporary

Select as appropriate

Salary

Enter Gross Salary (i.e. Before deductions). eg. £10 per hour, £15,000 per annum. Further information about the current National Minimum Wage can be found here.

Hours per Week

Enter the total minimum number of hours to be worked each week. Any variation can be included under "other information" (see below).  Hours offered should comply with current legislation.

Work Time

Enter a breakdown of working hours eg. 9.00am to 5.00pm Mon - Fri, 2.00pm to 9.00pm Wed, Thur & Fri.

Language Requirements

Enter required language levels e.g. able to communicate with customers in English, able to follow health & safety instructions in English.

Minimum Wage

You are required to tick a box to indicate that each job meets minimum wage requirements.

Job Duties

Enter the duties of the job. These should be clear and concise.  Unfamiliar abbreviations should not be used.  A hyperlink or reference to a more detailed job specification can be included in the "other information" field (see below).  Ensure you use correct punctuation and grammar throughout. Whilst a list format is welcomed, the use of bullet points is not permitted.  

You may find it useful before saving your vacancy to select the text in the Job Description entry box and copy and paste it into your word processing software. Spelling and grammatical errors will be identified and can be corrected and copied back into appropriate box(es).

Qualifications/Experience

Information entered in this field should be concise and not contain abbreviations which are likely to be unfamiliar to jobseekers.  

The qualifications & experience required should be appropriate for the job role

Application Method

Enter clear instructions on how to apply for the job: e.g. where application forms can be obtained and, where completed, forms are to be sent.

Application Options

If applicable, one of the following checkboxes should be selected.

  • Online CV via www.JobCentreOnline.com (CVs will be saved on the employer's online account)
  • Standard Jobcentre Application Form via www.JobCentreOnline.com (Applications will be saved on the employer's online account)
  • Standard Jobcentre Application Form (print/post/email)
  • Employers Uploaded Application Form (print/post/email)

Please note by ticking this box you are confirming your application form meets current Equality Commission standards.

Employer application forms (RTF and PDF format) can be uploaded at this point

Employer Notes to DfC

Information that you wish to make available to Jobs & Benefits office/JobCentre staff but not jobseekers should be entered here.

Where the employer is a recruitment agent/agency, you must state the end-user (client) of final employment.

Other Information

Essential information about the vacancy that cannot be input elsewhere can be entered here.  Include details of any additional information here e.g. assistance with board and lodgings, reason for particular age restriction, driving licence required etc.

Accommodation

If accommodation is provided or assistance given with the sourcing of accommodation, this should be entered here.

Monitoring / Equality

Indicate whether a monitoring form is required. A monitoring form can be uploaded here.

Equality Statement

If an employer equality statement is available, it should be entered here and will appear under "other information" in the published vacancy.   

Confidential

Check the tick box if you have a valid reason for  your name, address and contact details remaining confidential from applicants. If this is selected the employer's name and contact details will not appear on JobPoints or www.JobCentreOnline.com.  Employers must have a valid reason for withholding these details.

Saving/Submitting a Vacancy

When you have checked all entries, click on the Submit or Save for Later buttons. The vacancy confirmation e mail and job as displayed will then be sent to you once the information has been validated.

Ongoing Contact

Ongoing contact will be maintained with you throughout the life of the vacancy

Additional Help

Additional information can be accessed via "Links" & "Help" on the yellow toolbar.