Case Study: Student Recruitment Made Easy for Hiring Managers
CASE STUDY: WHOLE-OF-GOVERNMENT GRADUATE PROGRAM
CHALLENGE
A small HR team had responsibility to run a whole-of-government graduate program. They used the GradSift shortlisting platform to efficiently screen and shortlist applicants. But the biggest challenge was how to share data with managers across multiple agencies. In the past they relied on spreadsheets. But these were clumsy to use, unable to be updated in real time and in general slowed down the recruitment process.
In order to improve the hiring manager experience they adopted GradSift’s Hiring Manager View function, which in effect creating a digital platform for each manager.
CONTEXT
As a whole-of-government program, 23 agencies registered their hiring interest across 19 types of technology roles. For example, Software Developer, Cyber Security, Business Analyst, Enterprise Officer etc.
While requirements for each role were unique, a candidate could meet the criteria for multiple roles. Given the shortage of technology graduates, it was important that the shortlisting process didn’t overlook candidates based solely on their role preferences. They could still be considered for a role they hadn’t nominated.
Candidates created a GradSift profile from drop down selections across academic background, work experience (career and non-career related) and extra-curricular activities, taking 10 minutes. They self-recorded a sixty seconds showcase video, with an introduction and why they were interested in the graduate program. They also uploaded a resume and transcripts. Once applications closed, the next step was to be contacted directly by an agency.
Across the agencies, there were 39 registered graduate coordinators together with 75 managers who all required access to the candidate shortlists. Their recruitment timelines ranged from starting interviews once applications closed to several months later.?
The HR team coordinating the program needed to keep track of each candidate’s status so that agencies knew who were still available. Sharing timely updates with agencies had been problematic with spreadsheets.
ACTION TAKEN
Using GradSift’s Hiring Manager View function each of the graduate coordinators (and their managers) could access the candidate shortlists via their own portal. The data was unique to them and not viewable by other agencies.
Candidate data was interpreted to assess performance, achievements, leadership, behaviours and job fit for a wholistic assessment. Shortlists for each of the 19 role types were created automatically using GradSift’s artificial intelligence and the minimum requirements for each role. Shortlists included candidates who met the requirements for the role, not limited by preferences.
The shortlists were available to managers seven working days after applications had closed.
Using the Hiring Manger View function a manager selected the role they were recruiting for. They refined the initial shortlist based on the location of their position.
The result was a visual representation of each candidate’s academic background, work experiences and extra-curricular activities together with candidate video, documents and candidate status. ?
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It made it easy for managers to evaluate candidates. Moreover, managers could apply any of GradSift’s filters to narrow the shortlist further.
They could also create their own candidate ratings (not visible to any other agency).
Having decided which candidates they were interested in, managers made direct contact to set up interviews.
OUTCOME
The graduate program finished with a record number of hires. That included candidates who were hired into positions that were not in their top three preferences. Hire to application ratio was an impressive 21%!
The number of users totaled 114 as each graduate coordinator shared access with their hiring managers. Managers found the process a time saver and the system very simple to use. In feedback, they highly valued the showcase video as it provided personal insight into the candidate.
An unexpected benefit was that managers had more control in the selection criteria. They decided which criteria was most important to them, for their role and team fit. There was no one size fits all.
The recruitment process, which started early August continued through to the following months. Agencies recruiting late in the process or looking for additional candidates were able to see from the updated candidate status who was still available.
GOING FORWARD
GradSift and its Hiring Manager View function is being used again for their 2024 graduate program.
The platform and its flexibility for managers, provides a competitive advantage given the relentless demand for technology graduates.
This year, the platform will reopen after the closing date to accept new applicants right up until the job start date. GradSift’s wholistic assessment and automation makes it simple to shortlist candidates. Hiring managers will view the candidate status to discover newly registered applicants and initiate interviews.
?Video: https://vimeo.com/785864049