The introduction of our new People, Finance and Research Administration system, Atlas, will change how we work for the better by improving the user experience, streamlining processes and enhancing reporting. 

Key changes to recruitment

New system

Atlas will replace TalentLink, offering a faster, more efficient end-to-end recruitment process and improved candidate experience.

Establishment positions

Recurrent funded positions will be held in the establishment and job requisitions will be created using the existing position. Approval will not be required at requisition stage. Project positions will continue to be created as needed.

Requisitions and advertising

Relevant information defaults from the position to the requisition and the advert. Additional questions can be added to better evaluate candidates.

Shortlisting

Shortlisting will use structured assessment templates and scoring, improving consistency and fairness. Shortlisting can begin at point of application and shortlisters are added directly in Atlas.

Interview scheduling

Interview schedules are created and managed in Atlas with Outlook integration. Candidates and panel members can respond to interview scheduling in the system. Visibility is improved and reliance on manual processes is removed.

Candidate notifications

Atlas enables automated candidate notifications to support recruitment activity, including interview scheduling and outcomes. This ensures timely and consistent communication with candidates.

Offers

Formal job offers are generated and sent via Atlas and the candidate is required to respond in the system. Offer templates will be rationalised. Departments can continue to make the initial verbal offline offer.

Offer approvals

Offer approvals will be automatic and only required for specific circumstances such as fixed salaries or where the proposed salary is two spine points above the bottom of the grade.

References

Reference requests are automated through Atlas ensuring they are requested and received in good time.

Successful candidates

Successful candidates are converted to a pending worker within the system, to begin onboarding. This improves the tracking and management of new starters.

Lunch and learn

Great Service Lunch and Learn: Recruitment

This session walks through key recruitment processes and audience questions.

Other recruitment resources

Business process maps

View end-to-end business process maps including the on-system and off system steps, key inputs, outputs and roles for the following processes:

ClickLearn tutorials

View the process steps, watch a demonstration video or get hands on practice with an interactive simulation video for the following processes:

Frequently asked questions

What is changing in the recruitment system?

TalentLink will be replaced by Atlas, providing a more streamlined and efficient recruitment system and process.

What is establishment?

Currently, when recruiting a new member of staff, we have to create a position for them which involves re-entering a lot of information that is already known. Establishment means there is a record of the total number of positions, both filled and vacant, and it allows us to better manage the structure of the organisation. It allows us to see the structure in one place and also helps us provision role-based access. 

What are establishment positions?

Recurrently funded positions will be held in an establishment structure, making it easier to identify vacant positions and create job requisitions.

Can shortlisting start before a vacancy closes?

Yes. Atlas allows shortlisting to begin as soon as applications are received using structured assessment and scoring tools.

How will interview scheduling work in Atlas?

Interview schedules will be managed in Atlas with Outlook integration, allowing candidates and panel members to respond directly through the system. 

Will external collaborators be able to participate in recruitment activities?

Yes. External collaborators can be added to Atlas to support activities such as shortlisting and interview panels.

How will job offers be managed?

Formal offers will be generated and sent through Atlas, and candidates will accept or decline them within the system. Managers should continue to make initial informal offers.

Will candidates receive automatic updates on their application?

Yes. Atlas will send automated notifications for key recruitment stages, including interview invitations and selection outcomes.

Do all job offers require approval?

No. Most offer approvals will be automated and only require approval in specific circumstances, such as fixed salaries or where the salary offered is two spinal points above the bottom of the grade.

How will references be managed in Atlas?

Reference requests will be sent automatically through Atlas, helping to reduce delays in the recruitment process.

How will successful candidates be managed after accepting an offer?

Successful candidates will be converted to a pending worker status, allowing onboarding activities to begin.

What is a journey?

A journey is a group of tasks that form a process together for an individual, or several people, to go through and have tasks within. This can apply to an employee, Line Manager or the People team. A journey brings together diverse steps in the system that can support with completing complicated tasks.