The Productivity Commission<\/a> (2011) predicted that 3.5 million Australians will be accessing aged care services every year by 2050, requiring a workforce of almost one million direct care workers. <\/p>\n\n\n\nWhile 30 years may be some time away, customer-led NFP organisations like Bolton Clarke are already feeling the impact of increased competition for workers, particularly nurses. The aged care provider has a proud 209 years of combined history, experience, and proven expertise, delivering high quality and comprehensive services to over 23,000 people every day.<\/p>\n\n\n\n
\u201cWe have 26 aged care facilities as well as 35 at-home support hubs and 26 retirement living locations,\u201d explains Lisa Milinkov, HR Operations Manager, adding that with 5,500 employees, \u201cthat results in a very high volume of recruitment for us.\u201d <\/p>\n\n\n\n
Then there\u2019s the generally high turnover in the industry. \u201cPeople will jump from provider to provider,\u201d said Matt Baker, Manager People, Projects & Performance. \u201cAs well, at-home support means we don\u2019t exactly know, from quarter to quarter, or month to month, how many packages we will need to service. There\u2019s a lot of agility required and we need to act very quickly to get registered nurses or personal care workers.\u201d <\/p>\n\n\n\n
The move to JobAdder<\/h2>\n\n\n\n
Bolton Clarke already had a recruitment solution in place, \u201cbut the system was slow and consistently had technical difficulties, which meant the system would be inaccessible for hours, sometimes days at a time. Also, customisation was difficult and generally required a consultant. <\/p>\n\n\n\n
\u201cOnce we heard that our previous provider was going to finally build an API but then charge each client thousands of dollars a year for it as an \u2018extra\u2019 on top of the standard package price, it was pretty easy to move away from them and appreciate the value that JobAdder provides with its platform,\u201d explained Matt.<\/p>\n\n\n\n
\u201cWe were also looking to be more agile in testing what works and doesn\u2019t work for us in recruiting the right people \u2013 therefore we needed a solid dependable ATS. The money we saved by moving away from the legacy system allowed us room to explore other options such as language assessments and CV checking services \u2013 and we were confident in JobAdder\u2019s ability to connect and share data with other recruitment tools,\u201d he added.<\/p>\n\n\n\n
\u201cIf we were to stay with the previous ATS we probably would have had to double the team size to cope with just having to work in that system,\u201d said Lisa adding, \u201cbut it would have taken much longer.\u201d<\/p>\n\n\n\n
There were additional consequences that came to light. \u201cWe were losing good applicants and getting a lot of negative feedback about time-to-hire delays because we were using an unreliable system that constantly crashed. We also couldn\u2019t easily adapt and streamline our process to reduce time-to-hire because of the customisation limitations of the old system,\u201d said Matt.<\/p>\n\n\n\n
Matt had considered JobAdder for a previous company and been very impressed, however \u201cthe biggest promoter was our Talent & Acquisition Manager who had previously used JobAdder for the Gold Coast Commonwealth Games and raved about it,\u201d said Matt.<\/p>\n\n\n\n
Bolton Clarke did their due diligence, assessing the company\u2019s requirements, as well as getting an understanding of the positives and shortcomings of their existing system. The team then reviewed a few systems before settling on JobAdder. For Bolton Clarke, a few checkboxes needed to be ticked, including the flexibility of the system to be customisable, service uptime, cloud security in line with Australian privacy principles, an easy to master interface, a quick implementation timeframe, reasonable pricing, and process automation. JobAdder met all of these requirements.<\/p>\n\n\n\n
Tweaking the system<\/h2>\n\n\n\n
Matt felt that the implementation process went smoothly, \u201conce we got our heads around how the administrative sections were split between jobs, candidates, and companies. Our JobAdder consultant was very helpful and the process we stepped through was well-structured. <\/p>\n\n\n\n
\u201cIf we had any questions in which the answers weren\u2019t immediately known, we\u2019d generally get a response within a matter of hours. The recruitment team was comfortable using the software after only two hours of training, so it was intuitive to use,\u201d he said.<\/p>\n\n\n\n
It only took a few weeks, with Bolton Clarke finessing the process and communication templates prior to go-live. \u201cIf we had everything ready to go or were transferring an established recruitment process, it could have been accomplished within two weeks. <\/p>\n\n\n\n
\u201cThe training required was minimal, and it was handy for us to be able to constantly tweak pretty much everything as we built it. I expected that at least a few weeks of support and troubleshooting would be required post-implementation, however, it wasn\u2019t needed as the recruiters seemed to pick it up very easily. Overall, it exceeded my expectations as I\u2019d never been involved in an implementation that was as quick and as smooth as JobAdder,\u201d said Matt.<\/p>\n\n\n\n
Lisa added: \u201cIn six months I\u2019ve basically rebuilt JobAdder three times because we\u2019ve made changes and we\u2019ve had to go through the whole process and build it again. Three times in six months. There is no way we would have been able to make those changes that quickly [with the old system] and without cost. And we just did it internally.\u201d<\/p>\n\n\n\n
While the feedback from the company\u2019s recruiters has been positive, what\u2019s been most noticeable is that this has revolved around \u201cpossibilities rather than issues \u2013 how we can tweak our process to reduce friction, communicate more and personalise how we approach particular kinds of candidates,\u201d he said.<\/p>\n\n\n\n
Tracking the numbers<\/h2>\n\n\n\n
And of what the metrics Bolton Clarke has tracked? \u201cThe major one would be our time to hire. That\u2019s been smashed down to around 22-odd days so we\u2019ve halved what the KPI was,\u201d said Matt.<\/p>\n\n\n\n
In addition, Lisa notes that the team has received over 24,000 applications. \u201cWe have five recruiters so they go through quite a volume compared to what other teams probably go through,\u201d and along with three recruitment agents, \u201cwe\u2019ve placed 1,800 people through JobAdder in the last six months.\u201d<\/p>\n\n\n\n
Meanwhile, JobAdder\u2019s integration with Xref has transformed the reference checking component of the recruitment process. \u201cTurnaround time was something like two weeks; that\u2019s now 23 hours I think, so that\u2019s reduced dramatically,\u201d added Matt. <\/p>\n\n\n\n
The team also uses SureEmploy for medical checks, explained Lisa. \u201cThat took weeks as well and now the average turnaround time is less than 24 hours.\u201d Switching on the HelloSign integration has reduced turnaround time for contracts to be signed down to 1-2 days, \u201cwhereas we normally provide candidates with three days anyway, but we were constantly backed up. That was an issue in itself because it had to be manually tracked by our email, back and forth one-by-one, whereas now we do it via JobAdder in bulk once a day based on status, so that\u2019s really easy,\u201d she added.<\/p>\n\n\n\n
Matt and Lisa also spoke of their experiences using the Hiring Manager portal. \u201cPrior to that, there was no real system for managers. They would submit a job requisition and then it was left up to the recruiter and the manager to communicate,\u201d said Lisa. \u201cIt\u2019s been great to provide visibility of the recruitment activity to hiring managers and be a single location for their recruitment needs. Previously, sharing applications involved zipping up CVs and sending them via email, which led to them getting lost fairly easily,\u201d added Matt. <\/p>\n\n\n\n
On using JobAdder\u2019s analytics tool, Matt noted that PowerAdder \u201chas been valuable to have our metrics readily available to dive into and report on. It\u2019s drastically reduced our time to collate reports and provide more in-depth analysis than we\u2019ve previously been able to do.\u201d<\/p>\n\n\n\n
Future-focussed<\/h2>\n\n\n\n
Moving forward, Lisa has no doubt that JobAdder will continue to provide the team with what they need. \u201cThere is no doubt that it\u2019s helped us already. There is no way we would have been in the position we are in now. It has just given us the ability to process and track applications in bulk and not have to worry that the system will limit us in any way. We can get on with our recruitment activities without having to worry about JobAdder.\u201d <\/p>\n\n\n\n
\u201cWe now have a really solid core ATS,\u201d added Matt. \u201cIt\u2019s enabling our recruiters to spend more time with candidates and also lets us now focus on the applicant\u2019s experience and, following that, the employee experience.\u201d<\/p>\n","protected":false},"excerpt":{"rendered":"
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