Dumfries and Galloway Housing Partnership supported with Jobtrain

Who is DGHP?

Dumfries and Galloway Housing Partnership (or DGHP for short!) is the second largest housing association in Scotland and their main goal is to be “the best Registered Social Landlord in Scotland”. DGHP owns and maintains more than 10,300 homes across Dumfries and Galloway and has invested more than £150 million in their tenants’ homes.

The housing partnership employs approximately 240 people across the region and went live with Jobtrain’s online recruitment solution in 2013 in order to facilitate all of their internal and external recruitment online.

DGHP have continually reported positive user and applicant feedback during this time.

Overview

DGHP recruit around 40 vacancies per year, attracting an average of 20 and a maximum of 100 applications for each role. Prior to the introduction of Jobtrain, DGHP’s HR team of 4 were spending a lot of time administering the recruitment process, responding to candidate queries, and guiding recruiting managers through the short-listing paperwork required.

With the introduction of Jobtrain, DGHP have found that the time which the HR team need to spend on recruitment administration has dramatically reduced.

Candidate queries are now directed to the Jobtrain support service. Since the system was made live 5 months ago only 2% of all candidates have contacted Jobtrain for support, demonstrating the ease of use for candidates completing a detailed, evidence based online application form.

Recruiting managers are able to review their candidates directly via Jobtrain, and record their shortlisting evidence on the system. Recruiting manager’s report that the system is user friendly, and HR have found that they are able to train a manager to review applications and short-list using Jobtrain within 20 minutes.

Dumfries and Galloway Housing Partnership had the following objectives

  • To reduce overall administration costs and time by introducing an automated internet based candidate management system.
  • Simple and easy to use for hiring managers, ensuring that applicant’s personal details are fully anonymised to those shortlisting, and that shortlist scores and evidence can be easily recorded on the system.
  • A site design that is consistent with the DGHP employer and corporate branding.
  • A solution that allows effective candidate data capture and information reporting so they can measure key recruitment metrics such as Equality and Diversity data.

2%

Only 2% of candidates needed to contact Jobtrain for application support in 5 months

20 minutes

It takes only 20 minutes for HR to train a manager to review and shortlist applications in Jobtrain

The online recruitment solution

The DGHP Jobtrain solution comprises of the following features:

Example of candidate homepage for Dumfries and Galloway Housing Partnership (DGHP)

Example of candidate homepage for Dumfries and Galloway Housing Partnership (DGHP)

 

Fully branded candidate site (Internal and External)

Seamlessly linked from the DGHP external website, the separate candidate portals enable DGHP to publish all of their live internal and external vacancies to the appropriate audience. Candidates and employees can review and apply online for live vacancies, register their interest for future opportunities and refer vacancies onto friends and colleagues.

Online Shortlisting Forms

DGHP now use a tailored online shortlisting form to record the shortlisting evidence of two recruitment managers against each candidate.

The candidate’s shortlisting scores can be easily compared on screen, ensuring that the candidates who most closely match the core criteria for the job role are progressed to the next stage in the recruitment process. This greatly reduces time spent recording, storing and administering shortlisting paperwork.

Hiring Manager Access

Every hiring manager has individual access to the Jobtrain system to manage their hiring more effectively, reducing time to hire, improving communication and ensuring consistency.

All managers have access to Jobtrain’s comprehensive telephone and email support service. Candidate applications are anonymised for hiring managers, ensuring that shortlisting decisions are based wholly upon the evidence the candidate provides within the application form demonstrating their ability to meet the requirements of the job.

Email and Letter Functions

The communication tools enable DGHP to communicate with candidates, individually or en-masse, including the facility for candidate responses to be stored against their profile.

Comprehensive Database and Talent Pools

DGHP have instant searchable access to every candidate and employee that has applied online, including role, salary and location matching to save time, money and improve overall talent management.

Reporting Tools

DGHP can now report on any aspect of their recruitment activity, saving time and driving cost efficiencies.

Comprehensive Support

All DGHP users have unlimited access to a dedicated Relationship Manager via phone or email, supported by contextual based online help within the Jobtrain system. All candidates also have access to a similar unlimited phone and email support service, should they require help with their applications.

"Jobtrain provides an excellent online recruitment system at a reasonable cost (with no hidden extras) with fantastic, continued client support.

The system is extremely user friendly for both DGHP and candidates and the IT department do not need to be involved at all.

Vicki is always available for any assistance which we may require, but this is honestly hardly ever as the system does exactly what we required it to do from the start. I would have no hesitation in recommending Jobtrain to any organisation looking for a premium applicant tracking system at an affordable price!"

ANNA TUITE, HR MANAGER AT DUMFRIES AND GALLOWAY HOUSING PARTNERSHIP