Jobtrain Solutions

Jobtrain's NHS Applicant Tracking System

Jobtrain provide an e-recruitment / Applicant Tracking Software (ATS) platform that automates the recruitment and candidate management workflow with job distribution to NHS Jobs and ESR HRIS integration for NHS Trusts. Backed by in-depth recruitment metrics reporting. Jobtrain are Cyber Essentials and IASME GDPR certified.

Features

• Client branded, mobile responsive External, Internal and Agency portals
• Automated Online Vacancy and Offer Authorisation
• Include images and videos in your job adverts
• Flexible applications forms, scored forms and panel shortlisting
• Build your careers site using our own Content Management System
• Intelligent Talent Search and Talent Match and Talent Pools
• Online On-boarding and Online Referencing
• Full standard Reports and Business Intelligence and Report Builder
• Mobile Hiring Manager App to support ease of user adoption
• 'Best in Class' Support Centre for clients, candidates and agencies

Benefits

• Manage authorisation processes on the move to save time
• Track and report on all aspects of recruitment in real-time
• Engaging, mobile responsive and professional candidate experience
• Screens out unsuitable candidates at application stage
• Improved engagement with Hiring Managers including Panel Shortlisting
• Streamlines and saves time spent on administration
• Meets with stringent security measures
• Intuitive and easy to use helps with quick adoption
• Provides instant access to multiple free job board channels
• Greater engagement with candidates through media rich adverts

£6,500 to £99,000 an instance a year

• Education pricing available
• Free trial available

Service documents

• Pricing document

  PDF

• Service definition document

  PDF

• Terms and conditions

  PDF

Request an accessible format

If you use assistive technology (such as a screen reader) and need versions of these documents in a more accessible format, email the supplier at alica.melvin@jobtrain.co.uk. Tell them what format you need. It will help if you say what assistive technology you use.

Framework

G-Cloud 13

Service ID

153445655715627

Contact

Alica Melvin
0161 850 2004
alica.melvin@jobtrain.co.uk

Service scope

• Software add-on or extension: No
• Cloud deployment model: Private cloud
• Service constraints: No. Jobtrain is a web based system that can be accessed at any time, assuming the user has an internet connection.
• System requirements:
  • Currently supported Internet browser
  • Adobe Reader installed for reading CVs
  • The Internet browser needs to support downloadable fonts

User support

• Email or online ticketing support: Email or online ticketing
• Support response times: We log each query/request received via our support helpdesk centre as a ticket with a unique reference number and depending upon it's content it will be rated by priority and answered or referred as appropriate. ; ; A weekly report of all tickets received and their lifecycle/status is generated each week to provide internal metrics and learning material for development purposes. The data collected from these reports are available for client's to review.
• User can manage status and priority of support tickets: No
• Phone support: Yes
• Phone support availability: 9 to 5 (UK time), Monday to Friday
• Web chat support: No
• Onsite support: Onsite support
• Support levels: All training, support, scoping and implementation are included within our annual licence fee and is offered by Jobtrain, based in the UK, and is not outsourced.; ; Every Jobtrain solution is different and is configured to fully support the client's existing process.; All clients are assigned a dedicated Client Success Manager. ; The Client Success Manager works actively to advise on the ongoing refinement of the solution, helping our clients gain the most from Jobtrain, and introducing standard upgrades/ new functionality. Quarterly account review meetings with your Client Success Manager are also offered at no additional cost, along with access to our client community.; ; Support is offered through an online helpdesk support centre. O ursupport service is fully included within the annual licence fee and is completely unlimited for HR and Recruitment users, Hiring Managers, Agencies and Candidates. All critical technical support is 24/7 at no additional cost for clients outside of office hours.; ; At the outset of the relationship, scoping and discovery sessions are held onsite with clients to understand needs, processes, aims and objectives.; ; We train all clients onsite with experienced Jobtrain trainers and follow-up with tailored user guides.
• Support available to third parties: Yes

Onboarding and offboarding

• Getting started: All clients are assigned a dedicated Implementation Manager and Client Success Manager. The Client Success Manager will work with customers throughout their partnership with us. ; ; At the outset of the relationship, we hold scoping and discovery sessions onsite with clients to understand their needs, processes, aims and objectives. We then guide them through the process of fully scoping the solution and mapping it against their processes. Once we've gathered all set up information, we complete all aspects of configuration of Jobtrain for clients before inviting clients to user acceptance testing. ; ; Before the system is made live, we hold onsite training sessions with HR users and Super Users. The Jobtrain trainer will be your Implementation Manager who will have implemented many applicant tracking systems and trained many users before.; ; A fully searchable online help guide is available to all users via a help guide link within Jobtrain, with optional e-learning packages should a client wish.
• Service documentation: Yes
• Documentation formats:
  • HTML
  • PDF
  • Other
• Other documentation formats:
  • Word
  • Video
• End-of-contract data extraction: We are very proud of our client retention rate at Jobtrain Limited. ; However, should a customer require an export of any or all of the personal data at the end of the agreement, they should notify us in writing no less than 90 days before the end of the contract term. Jobtrain Limited will provide the export within the timescale agreed with the Client in a standard export format.; ; The exit management process will be outlined within your Jobtrain Licence Agreement.
• End-of-contract process: No Client data shall be held or retained after the termination or expiry of your Licence Agreement unless required by Applicable Law. Client data that is required to be removed on termination or expiry of your Licence Agreement must be wiped using commercial multi pass pattern wiping software as per Jobtrain Limited hosting providers ISO27001:2013 policies, this does not an additional cost.; ; Any requests for data exports beyond our 90 day notice period, can attract fees on a time and cost basis in-line with our standard consultancy day rate. Jobtrain Solutions will provide the export within the timescale agreed with the Client in a standard export format.

Using the service

• Web browser interface: Yes
• Supported browsers:
  • Microsoft Edge
  • Firefox
  • Chrome
  • Safari
  • Opera
• Application to install: No
• Designed for use on mobile devices: Yes
• Differences between the mobile and desktop service: Jobtrain's client and candidate portals can be viewed and used on any device, such as desktop PC, laptop, mobile phone or tablet. Jobtrain is compatible with all currently supported browsers.; ; Jobtrain's candidate experience was designed with a "mobile first" approach in mind.
• Service interface: Yes
• User support accessibility: WCAG 2.1 AA or EN 301 549
• Description of service interface: To be added
• Accessibility standards: WCAG 2.1 AA or EN 301 549
• Accessibility testing: ReciteMe
• API: No
• Customisation available: Yes
• Description of customisation: Jobtrain is highly configurable (in fact 85% of our set-up work for each client solution is done within core system settings) and the Settings feature provides ‘Administrators/Superusers’ with access to customise all the key set-up features required including (but not limited to):; ; Setting-up and administering all user types; ; Managing user profiles and permissions; ; Adding and administering Agency profiles; ; Changing workflows either across the organisation or on a division/ department basis; Adding and administering the database of job and offer approvers; Changing recruitment workflow statuses, alerts and notifications; Defining and amending standard job templates; Defining and amending standard job levels/grades; Creating new advert sources including costs for reporting; Creating employment contracts and offer letters; Creating onboarding templates and associated new starter documents ; Creating and administering communication templates (e.g. emails and letters); Defining auto-generated job reference components; Defining and maintaining cost centres ; Setting rules for auto-archiving of personal data; ; All the above are simple to manage and there is no limit to the number of approval routes that can be created.

Scaling

• Independence of resources: Jobtrain uses burstable high bandwidth internet connectivity and would usually operate at 20% of its total capacity. The Internet connectivity can easily accommodate any increases of bandwidth in the future and is capable of dealing with the most demanding requirements, including streaming of media content.; Virtual Platform: Jobtrain uses virtual platforms which provide us with both flexibility where resource can be added on demand (this ensures the solution operates at a constant capacity of no more than 60%), and increased availability as the virtual platform is built on fault tolerant and resilient technology.

Analytics

• Service usage metrics: Yes
• Metrics types: Reports can be generated on a per client basis and include areas such as date ranges and query categories i.e. client query, candidate query, system area, who the request was raised by, time to resolve, first time resolution etc. Typically we will provide service updates per quarter at client review meetings. Reports will include candidate volumes versus queries raised and average time to resolve queries. We will also feed back to the client’s Jobtrain Client Success Manager any training issues we have identified from our support team.
• Reporting types:
  • Regular reports
  • Reports on request

Resellers

• Supplier type: Not a reseller

Staff security

• Staff security clearance: Conforms to BS7858:2019
• Government security clearance: Up to Developed Vetting (DV)

Asset protection

• Knowledge of data storage and processing locations: Yes
• Data storage and processing locations: United Kingdom
• User control over data storage and processing locations: No
• Datacentre security standards: Complies with a recognised standard (for example CSA CCM version 3.0)
• Penetration testing frequency: At least every 6 months
• Penetration testing approach: ‘IT Health Check’ performed by a CHECK service provider
• Protecting data at rest:
  • Physical access control, complying with SSAE-16 / ISAE 3402
  • Physical access control, complying with another standard
  • Encryption of all physical media
  • Scale, obfuscating techniques, or data storage sharding
• Data sanitisation process: Yes
• Data sanitisation type:
  • Explicit overwriting of storage before reallocation
  • Deleted data can’t be directly accessed
• Equipment disposal approach: Complying with a recognised standard, for example CSA CCM v.30, CAS (Sanitisation) or ISO/IEC 27001

Data importing and exporting

• Data export approach: Data export can be achieved by using the Advance Insights Report Builder platform. The tool is capable of exporting data into CSV, Excel formats, PDF, Word and HTML.
• Data export formats: CSV
• Data import formats: Other
• Other data import formats: For security constraints, it’s not possible to bulk import data

Data-in-transit protection

• Data protection between buyer and supplier networks: TLS (version 1.2 or above)
• Data protection within supplier network:
  • TLS (version 1.2 or above)
  • IPsec or TLS VPN gateway

Availability and resilience

• Guaranteed availability: As used herein, the term "Service Availability" means the percentage of a particular month (based on 24-hour days and an assumed 30-day month) that access to the hosted Jobtrain solution and client/candidate data is available. ; ; Jobtrain will use commercial best efforts to provide clients with 99.9% service availability relating to its hosting. Service Availability is calculated by the number of hours the service is available to clients plus the total number of hours, if any, the service is scheduled to be unavailable, divided by the total number of hours in that month.; ; If the Service Availability is less than 99.9%, Jobtrain will issue a credit in accordance with the following schedule, with the credit being calculated on the basis of the monthly licence fee for the affected solution:; ; 99.9 to 100% service availability - 0% refund; 98% to 99.8% service availability - 10% refund; 95% to 97.9% service availability - 25% refund; 90% to 94.9% service availability - 50% refund; 89.9% or below service availability - 100% refund
• Approach to resilience: Available on request.
• Outage reporting: Any service outages are reported to clients via email by our support team.

Identity and authentication

• User authentication needed: Yes
• User authentication:
  • Identity federation with existing provider (for example Google Apps)
  • Username or password
• Access restrictions in management interfaces and support channels: Management access is limited to secure connections via user supplied username and password.
• Access restriction testing frequency: At least every 6 months
• Management access authentication: Other
• Description of management access authentication: Access complexity levels are managed in accordance with your needs. Multi factor authentication can be added using Azure Multi-Factor authentication or we can add an IP range lock out to restrict access.

Audit information for users

• Access to user activity audit information: Users have access to real-time audit information
• How long user audit data is stored for: Between 6 months and 12 months
• Access to supplier activity audit information: Users have access to real-time audit information
• How long supplier audit data is stored for: Between 6 months and 12 months
• How long system logs are stored for: Between 6 months and 12 months

Standards and certifications

• ISO/IEC 27001 certification: Yes
• Who accredited the ISO/IEC 27001: Alcumus ISOQAR/BSI Group
• ISO/IEC 27001 accreditation date: 25/8/2017 for hosting provider and 25/06/2018 for datacentre
• What the ISO/IEC 27001 doesn’t cover: Jobtrain offices are not covered by ISO27001, as ISO27001 certification applies to our hosting provider and the datacentres we use. Jobtrian offices are covered by IASME certification.
• ISO 28000:2007 certification: No
• CSA STAR certification: No
• PCI certification: No
• Cyber essentials: Yes
• Cyber essentials plus: No
• Other security certifications: Yes
• Any other security certifications: CESG certified penetration test

Security governance

• Named board-level person responsible for service security: Yes
• Security governance certified: Yes
• Security governance standards: ISO/IEC 27001
• Information security policies and processes: We have a full established Information Security policy which is available upon request. Jobtrain is registered with the Information Commissioner’s Office as a data processor with registration number Z1464102. As a hosted solution handling personal data, Jobtrain complies with the UK and EU data protection laws.; ; Below we've described some of the main elements of our hosted solution's security.; ; Jobtrain has engaged Access Alto (part of Access Group) to be its primary cloud computing; partner. Access Alto delivers a highly scalable cloud computing platform with high availability and dependability, and the flexibility to enable Jobtrain to build and manage a wide range of applications.; ; All data is stored in the UK only, with Jobtrain’s UK data storage partner being based at Telehouse West, London - Jobtrain’s datacentre. ; ; Data Centre and Host Technology and Certification:; VeriSign SSL with Secure Site Pro with Extended Validation throughout its solution.; ISO27001:2015 certified.; ISO 22301:2012 certified.; ISO 9001:2008 certified.; Payment Card Industry, Data Security Standard (PCI DSS) compliant.; NGFW (next generation firewalls).; Intrusion Prevention Services.; Jobtrain’s SSL Policy has been verified by Qualys SSL Labs.; CESG Group certified penetration tests.

Operational security

• Configuration and change management standard: Supplier-defined controls
• Configuration and change management approach: Changes to the infrastructure are made in line with our host's ISO27001:2013 processes. Services and components are tracked via secure CMDB through its life-cycle.
• Vulnerability management type: Supplier-defined controls
• Vulnerability management approach: Vulnerability patch management is in line with host's ISO27001:2013.
• Protective monitoring type: Supplier-defined controls
• Protective monitoring approach: Protective monitoring is in line with our host's ISO27001:2013 processes.
• Incident management type: Supplier-defined controls
• Incident management approach: Best practices to ITIL methodology.

Secure development

• Approach to secure software development best practice: Conforms to a recognised standard, but self-assessed

Public sector networks

• Connection to public sector networks: No

Social Value

• Fighting climate change:

  Fighting climate change

  Jobtrain is committed to providing a quality product and service in a manner that ensures a safe and healthy workplace for our employees and minimises our impact on the environment. We operate in compliance with all relevant environmental legislation, and we will strive to use pollution prevention and environmental best practices in all we do. As an example, we reduce waste through re-use and recycling and by purchasing recycled, recyclable, or re-furbished products and materials where these alternatives are available, economical, and suitable. Promote efficient use of materials and resources throughout our facility including water, electricity, raw materials, and other resources, particularly those that are non-renewable; Jobtrain operate as far as possible a paper-less office. All light bulbs in the building are now energy efficient and we have installed PIR detectors to ensure all lighting is automatically switched off when not in use. Our teams operate a hybrid working model and this reduces our carbon footprint with less commuting to our office locations in Altrincham and Glasgow. Wherever possible, we hold virtual customer and partner meetings to further reduce the environmental impact of our business through reduced travel. Operate a car sharing/pooling policy, support a Cycle to Work Scheme, all waste is appropriately recycled wherever possible, Electricity use (e.g. lighting and heating) is controlled and used only where necessary, all PCs and other electrical equipment are turned off when not in use and this extends to monitors which are turned off, rather than switched to ‘standby’. Wherever possible and appropriate, products sourced for the business must either be recyclable or previous recycled/reconditioned
• Equal opportunity:

  Equal opportunity

  The company is committed to a policy of treating all its employees and job applicants equally. No employee or potential employee shall receive less favourable treatment or consideration on the ground of race, colour, religion, nationality, ethnic origin, sexual orientation, gender, age, disability, marital status or part-time status or will be disadvantaged by any conditions of employment that cannot be justified as necessary on operational grounds. It is good business sense for the company to ensure that its most important asset, its employees, are treated fairly:; (i) there should be no discrimination on account of race, colour, religion, ethnic origin, sexual orientation, gender, age, disability, nationality or marital or part-time status;; (ii) the company will appoint, train, develop, reward and promote on the basis of merit and ability;; (iii) all employees have personal responsibility for the practical application of the company's Equal Opportunities policy, which extends to the treatment of job applicants, employees, clients and visitors;; (iv) special responsibility for the practicable application of the company's Equal Opportunities policy falls upon Directors and those involved in the recruitment, selection, promotion and training of employees; ; (c) The company's Grievance Procedure is available to any employee who believes that he or she may have been unfairly discriminated against. Employees will not be victimised in any way for making such a complaint in good faith. Complaints of this nature will be dealt with seriously, in confidence and as soon as possible;; ; We have a full policy outlining more around this if needed.

Pricing

• Price: £6,500 to £99,000 an instance a year
• Discount for educational organisations: Yes
• Free trial available: Yes
• Description of free trial: Jobtrain can provide you with a testing environment (Sandbox) for a limited period (usually 2 weeks). This will allow your users to get a feel for the flexibility and functionality prior to signing your Licence Agreement.

Service documents

• Pricing document

  PDF

• Service definition document

  PDF

• Terms and conditions

  PDF

Request an accessible format

If you use assistive technology (such as a screen reader) and need versions of these documents in a more accessible format, email the supplier at alica.melvin@jobtrain.co.uk. Tell them what format you need. It will help if you say what assistive technology you use.