Vacancy notice

In the module Vacancies, you can create a vacancy notice and publish it internally or publicly. By creating a vacancy notice in PANTHEON, the person responsible can keep a record and have an overview of vacancy notices created. An vacancy notice is a public announcement by which a company seeks candidates for a vacancy and is part of the Employment process.

HINT For more information on vacancies, see the chapter Vacancies.

Below is an example of how to create a new vacancy, from creating the vacancy notice to submitting the form PDM-1 to the Employment Service of Slovenia (ESS, as shown in the image below).

CASE SUMMARY Heather Human, Head of HR at Tecta, wants to create a new vacancy notice for a Sales Clerk. The job position already exists in the company's Positions of employment register, which means that all she needs to do is to create a new vacancy notice. This is done as follows: Selecting a position for the vacancy notice Creating a new vacancy notice Entering vacancy details Internally publishing a vacancy notice Publicly publishing a vacancy notice Printing the form PDM-1 Submitting the form PDM-1 to ESS

1. Selecting a position for the vacancy notice

To create a vacancy notice for the job position Sales Clerk, the person responsible opens the menu Personnel | Employment | Vacancies.

The form Positions of employment opens, where the record of company's jobs is kept.

Using the toolbar navigation buttons, the person responsible searches for the desired job position: Sales Clerk.

Then, the person responsible enters a new vacancy for the selected job position.

HINT To create a new vacancy notice for a job position that does not yet exist in the Positions of employment register, you must first create that job position. For instructions on creating a job position, see the chapter Entering a position.

2. Creating a new vacancy notice

In the panel Vacancies, the person responsible can manage new vacancies for individual job positions, correct the existing ones or delete them. In this case, the person responsible creates a new vacancy notice for a job position that has already been entered into the Positions of employment register.

For this purpose, the person responsible opens the panel Vacancies | Vacancy details.

In the field Vacancy notice, the vacancy notice ID is assigned automatically.

In the field Responsible, the person responsible specifies the person responsible for conducting the recruitment process and interviews. By default, the program uses the person responsible who is entered in the panel General in the field Superiors. In this case, the person responsible is Sally Sales, Head of Wholesale at Tecta.

The person responsible then selects the deadline for applying for the vacancy, that is 30.4.2022, which is entered in the field Application deadline.

After creating the vacancy notice and entering the required key information, the person responsible enters the details of the job vacancy.

3. Entering vacancy details

It is essential to define the details of each vacancy notice for which suitable applicants will be searched for.

The person responsible enters the details in the panel Vacancies | Vacancy details at the bottom of the form, as shown in the image below.

In this case, the person responsible enters the desired age of the applicant. This is specified in the fields Age from/to.

Because the person responsible requires that the applicants have their own transport and are Slovenian citizens, the person responsible selects Yes from the drop-down list of the field Own transport and specifies the preferred choice in the field Citizenship. The data on citizenship is kept in the Countries register where a record of countries and foreign citizenships are kept.

Then the person responsible specifies that the employment is offered for a fixed period and that the minimum and maximum salary offered for the job position is between 1.100 EUR and 1.300 EUR. The person responsible specifies the type of employment in the field Employment type and the conditions pertaining to the salary in the Salary from/to.

Finally, the person responsible specifies the Meals. In the field Worked in, the person responsible specifies the types of organizations from which the applicant should already have work experience and then continues to the vacancy notice.

4. Internally publishing a vacancy notice

Once the the vacancy notice has been created in the Positions of employment register, the person responsible needs to publish it.

First, the person responsible publishes the vacancy notice internally by clicking the toolbar button Wizards and selecting the option Publish internally.

The window Vacancies and applicants opens showing various report types.

In this case, the person responsible selects the report type: 3ME - Vacancy notice.

From the drop-down list of the field Vacancy no., the person responsible selects the number of the vacancy notice to be printed.

The person responsible clicks the button Report on the bottom right side of the window.

In the field Internal of the Positions of employment register, the date on which the internal vacancy notice was published is displayed.

The person responsible the publishes the vacancy notice publicly.

5. Publicly publishing a vacancy notice

Publicly publishing a vacancy notice is compulsory for all employers under Article 25 of the Slovenian Labour Relations Act (in Slovenian), which means that the person responsible must publish the vacancy notice publicly.

This is done by clicking the toolbar button (Wizards) and selecting the option Publish at Employment office option.

The window Form PDM-1 appears on the screen.

The details entered in the panel Vacancy will be transferred to the form.

The employer must submit the form PDM-1 to the Employment Service of Slovenia no later than eight days after the decision on the need for a new employment is taken.

6. Printing the form PDM-1

After the data entered in the form PDM-1 has been checked, the person responsible prints the form.

This is done by clicking the toolbar button (Reports).

The report window 3BR - Form PDM-1 opens.

To print the report, the person responsible simply clicks the button (Print).

In the Positions of employment register, the date on which the form PDM-1 was completed is displayed in the field PDM-1.

7. Submitting the form PDM-1 to ESS

The person responsible can print out the form and send it to the ESS. Because PANTHEON supports paperless business, the form can also be submitted via email.

WARNING In order to send notifications and other documents by email, the field Email sender must be filled in in the menu Administration Panel | Settings | Internet.

IMPORTANT Localized images for this page have not been generated yet and will be inserted at a later stage.