By creating the post in Jobs you are creating each role once only and the data associated with the job automatically populates data areas for the employee eg Job and Pay, Allowances, Safeguarding (optional module) etc

Without using the Jobs table all this information would be entered manually for each employee and for every piece of data entry which is much more prone to error, typing inaccuracies or missing data

The process of entering Job data for a new starter is quicker, easier and more accurate

The reporting structure for the organisation and hierarchy is created as part of the creation of roles

The charting functionality in Ciphr HR is reliant on the Jobs file to create the structure

The access rights for managers and subordinates is simplified

The establishment report can be used to look at budgeted vs actual headcount as part of role numbers and occupancy

Gain visibility of roles that are unoccupied which may be a vacancy or may be a role that no longer exists

Use the requirements of the role to match against the skills and qualifications of your employees as part of Succession Planning (feature as part of optional full Talent Management module

It is possible to find out who is in a role currently and in the past

The Talent Management module relies on the use of Jobs

It is possible to determine whether a role is Unique, Shared or has Multiple Occupancy

A job description can be held against the job. When an employee is put into the job via Job and Pay, the job description is accessible from the summary view of Job and Pay

The following fields in the Job Information section are only relevant where you are using optional functionality such as importing data from a recruitment system and/or are using Multi Entity configuration, which will have been discussed during implementation consultancy if this applies to your system setup. The field(s) are usually added to the person’s record in their respective areas when they are created in the system:

• Record Group: This field’s true location is in Personal Details > Employment Tab and relates to a security setting that determines what data HR users can view or edit in relation to people in the Record Group
• Job Entity: This field will only be visible if the optional Multi-Entity module is installed and determines which Multi Entity the Job is in. The field’s true location is in Job and Pay > Job Details Tab

Job Entity can also be used to filter in the Select Job windows when searching for a Job (such as assigning a Job or changing a Manager).

Assigning someone to a Job where the Record Group and/or Job Entity differs to what is recorded in their Personal Details/Job and Pay will not overwrite the information so the field(s) can be left blank if you are not using the optional functionality.

Adds Safeguarding Categories to an employee record when they are placed into the Job role through Job and Pay

Adds Allowances to an employee record when they are placed into the Job role through Job and Pay

To record anything else about the Job that a role occupant might need or that you want to store about the role. Eg salary benchmarking information for the role, company equipment normally issued as part of the role requirements