Recruitment System (PageUp)

General information

• Recruitment System overview
• Recruitment System roles
• Recruitment System statuses

Workflows

• Approval workflow 

Training Manual
This document outlines the role of the hiring coordinator and discusses the concepts and procedures involved in recruitment management.

New appointment work instructions for hiring coordinators information sheet
The purpose of this document is to provide information to complete the Job Card, Offer Card and contract specific requirements.

Processing Timelines

The processing timeline table below will assist you in planning your processes to ensure no delays to payment for new staff members.

Dashboard overview

• Dashboard overview

Initiating a new job request

• Approving a job for advertising
• Previewing open advertisements

Managing applications - standard recruitment process

• Reviewing applicants
• Panel review - review applicants

Interviewing

• Adding scheduled interviews & events to calendar

Making an offer

• Approving an offer

Onboarding

• Onboarding dashboard overview
• Viewing onboarding tasks

Dashboard overview

• Dashboard overview

Managing applications - standard recruitment process

• Panel review - review applicants

Dashboard overview

• Dashboard overview

Initiating a new job request

• Approving a job for advertising

Making an offer

• Approving an offer

• Onboarding dashboard overview
• Viewing onboarding tasks

Hiring Coordinators (the key people that facilitate the recruitment process in each area) must attend a training session before they can access the system. Contact the Recruitment Team for training details.

Contact the Hiring Coordinator for your area and they will assist you. If you are not sure who your Hiring Coordinator is, contact the Recruitment Team for assistance.

If you are a Hiring Coordinator and have not yet been contacted about training, or you have an immediate recruitment need and you have no trained Hiring Coordinators in your area, please contact the Recruitment Team.

If required, a member of the Recruitment Team will visit you at your desk and support you through the core functions of the recruitment system to get you started. You will then be included on the next available training session.

Yes, you can add your name in both fields on the job card.

You might also want to consider nominating an Assistant Hiring Co-ordinator in this situation. This will ensure that if you are absent from work, someone else has access to the job.

Hiring Co-ordinator 

You will need to attend a day’s training before you can gain access to the system. All Hiring Co-ordinator access must be approved by the appropriate Executive Manager.

Hiring Manager or Panel Member 

Contact the Hiring Co-ordinator for your area and they will request appropriate access from the Recruitment Team in Human Resources.

You are able to log in via the link at the top of this page, or directly via PageUp.

You can access the system from anywhere with an internet connection. Use your University username and password to log on.

You should contact your Hiring Coordinator and advise them of who you will need on your interview panel and they will arrange for their access to be set up. 

Contact the HR Service Centre.

The system will flag if a candidate is from overseas or may require a visa. You can still move them through the recruitment process as you would with any other candidate. If you have queries about whether you can sponsor someone for a visa, contact the HR Service Centre.

Any University staff member who is involved in a recruitment process for a fixed term or continuing role can be provided with access to the system. The Hiring Co-ordinator should request access from Recruitment.

This is to administer the Academic Promotions process online. This workflow will only be used by HR.

Hiring Managers will have limited access to the PageUp; they will only be able to view a read-only version of the job card. They will be allocated access to applications by the Hiring Coordinator.

• Check the relevant quick reference guides, FAQs or other support material on this website
• Talk to your local Hiring Coordinator
• Email the Recruitment Team with your enquiry
• If urgent please contact the HR Service Centre on 8313 1111.

The recruitment system is highly configurable and the Recruitment Team has had the necessary training to make configuration changes. If you have a request or ideas for future enhancements then we welcome you to share them with us via email.

Yes. You will need to provide a description in the notes field, at the end of the job card and ensure that this is reflected in your advertisement. You should enter the highest classification level in the appropriate section of the job card. This will ensure that budget approval is signed off for the maximum salary level available. 

All names used in the PageUp are feeding through from PeopleSoft. We are unable accommodate preferred names.

All roles will be automatically removed from the website on the closing date. If you wish to receive a late application, the Hiring Co-ordinator will need to contact Recruitment to request that they extend applications for a specific date range.

The Recruitment team will provide a link for the applicant to submit their application. Alternatively, a Hiring Co-ordinator can apply them to the role directly using the 'New Applicant' link.

You should use Assign Tasks to create a reminder or notification to perform a task for yourself or for other users.

Select the ‘documents’ tab at the top of the job card. You will be able to select a document from a file or from the library via this tab.

The advertising templates contain information tailored for all areas of the University. You will select your Divisional/Faculty template and remove any text not relevant to your area.
You can then add your job specific advertising text in the appropriate place and enter salary range, closing dates and contact details as required.

A job remains open until a Hiring Co-ordinator closes it. It should only be closed if the position has been filled or if you will not be recruiting for it any more.

Whilst a job is “open” it will still show on the dashboard of a Hiring Co-ordinator or in the “My Open Jobs” section of the Hiring Manager screen.

The University reports on recruitment benchmarks from the system to measure improvements made and ‘days to fill a role’ is one of them. By closing the role at the appropriate time you help us to provide up to date data on our performance.

A position number is the University identifier used by PeopleSoft HR.

A job number is a PageUp generated requisition number. You will be able to find your job on the system using this number. Roles will be advertised using the job number only.

Both the Hiring Manager and the Hiring Co-ordinator will receive an email from the system confirming that a role has gone through all steps of the approval process. 

The advertising templates contain information tailored for all areas of the University. You will select your Divisional/Faculty template and remove any text not relevant to your area.
You can then add your job specific advertising text in the appropriate place and enter salary range, closing dates and contact details as required.

You can click and drag the advertising text box in the bottom right hand corner to enlarge this field.

If you don’t want the advertisement to appear on one of the job pack sites, then add this as a comment in the box under the tick boxes on the job card. Please note that the cost will be unchanged. 

Under the Privacy Act 1988 a candidate can request to see any documents relating to their application.

The system will only allow you to access information about a candidate which is relevant to the area you are working in. You will not be able to ascertain if they have applied to other roles across the University.

Applicants receive a confirmation email from the system as soon as they submit their completed application.

The Hiring Coordinator will update the candidate status based on advice from the Hiring Manager once candidates have been reviewed.

The Hiring Coordinator will update the candidate status based on advice from the Hiring Manager once candidates have been reviewed.

You will need to contact Recruitment and request that they extend applications for a specific date range.

The Recruitment team will provide you with a link to forward to the candidate to enable them to submit their application.

We suggest that you use the red traffic light to identify those candidates that are unsuccessful, amber for potential ‘maybe’ candidates, and green for those you wish to shortlist. You can then use these ticks to bulk move candidates to a different status, triggering communications as appropriate.

If the Hiring Coordinator and Assistant Hiring Co-ordinator are working on the same job and they assign the applicants to the same Hiring Manager, they will duplicate as they have been added twice by two different people.

When you are working on a job with two “Hiring Co-ordinators” you should ensure that you are clear about who has responsibility for which actions. Always ensure that candidate statuses are updated once an action has been taken.

Only the Hiring Manager and Hiring Co-ordinator is able to see this. The nominated Panel Coordinator will have access to the whole panel’s comments. Other members of the panel will only see their own comments.

Refer to the Guides for Panel Members / Coordinators.

Offer documents (e.g. contract, position description) can be viewed at any point after the offer has been made in the applicant portal.

Changes cannot be made to the offer document.

You will need to add the reference check to the candidate’s applicant card. You will also need to add reference check, the date and who completed it to the offer card.

The candidate will receive an email notifying them that they have an offer pending and will be provided with instructions to log into their Applicant Portal to review and accept their offer.

An email will be automatically sent to the Hiring Manager and Hiring Coordinator when the candidate has accepted their offer.

When the candidate accepts their offer they will be directed to complete mandatory forms, then sent to a University of Adelaide welcome page

An offer card may be declined if essential information is incorrect or missing. You will receive a reason as to why the offer has been declined. Once the missing information has been entered by the Hiring Coordinator, the offer will need to go through the approval workflow again for auditing purposes.

Date of birth is required to ensure the correct superannuation is provided to the candidate at the time of offer.

The candidate will receive an email notifying them that they have an offer pending. They will be provided with instructions to log into their Applicant Portal to review and accept their offer.