Moving Recruitment Forms to SharePoint: NHS Robotics

Moving Recruitment Forms to SharePoint: RPA Case Study

Service

Human Resources

Process Type

Data Processing

Pre-Robot Manual Process

The Recruitment team processes a vast number of applications for positions throughout the trust. During the stage between a candidate receiving a conditional offer and final offer, the team receives emails from TRAC relating to the status of the candidate’s recruitment forms.

The team would manually process these forms individually by downloading the email contents, accessing the HR SharePoint files and within the folder for the specific role, search the candidate using a unique reference number as per the TRAC email, they would then save the documents into the SharePoint folder.

Robot Reliability

100%

Hours released (AWH)

313 Hours per year

Software The Robot Uses

MS Outlook and SharePoint

Post-Robot Automated Process

The purpose of the automation is to effectively streamline the process of moving the emails/recruitment forms across applications. The Automation mimics the steps manually conducted by the recruitment administrators freeing up their time. This shift allows them to concentrate on more valuable and impactful tasks that require their expertise, such as candidate engagement, strategic planning, and process improvements. This enhances their productivity, job satisfaction, and overall efficiency.

The automation ensures that all necessary documents are systematically saved in each candidate's file. This reduces the risk of human error and guarantees that the candidate’s records are complete and well-organised. It also improves the accuracy and reliability of the documentation process, which is crucial for compliance, audits, and future reference. This streamlined approach not only saves time but also enhances the integrity and consistency of the recruitment process.

The Robot Went Live In

November 2024

The Robot's Name Is

Louie

Time To Deliver

Small (3 Weeks)