James Cook University Singapore

THE CHALLENGE

In 2003, James Cook University (JCU) Australia established a campus in Singapore with a vision to provide quality education to a diverse community. As an institution, they are ranked in the top 2% of universities in the world. To further bolster their reputation of excellence, JCU received the highest level of accreditation from the Singapore Government: the EduTrust Star in 2015.

To help the University maintain their exemplary status, Shazwana Nartino, Senior Executive Human Resources and her team felt greater efficiencies were needed in day-to-day recruitment processes. Their older-style systems were extremely time-consuming, involving a lot of email and verbal communications. To help move the institution forward and attract the best talent, an overhaul of its talent management processes was in order.

THE FOCUS

To achieve the team’s ideal recruitment approach, they required an easy-to-use system that would eliminate back and forth communication between departments. They also wanted to make the process easy for all of their in-house recruitment teams. “We used to follow up with people with paper-based forms and get sign off on everything,” said Shazwana. With such time-consuming processes in place, it’s no surprise that the team were leaning towards automated solutions.

It was essential for Shazwana and her team to identify which processes were going well and where bottlenecks were occurring. “Having everything in a manual process meant that we were checking back with recruitment teams to see where the position descriptions were at, how we were progressing with shortlisting candidates and manually sending job applications to different departments. We wanted a system that could automate the entire process of posting jobs, creating shortlists and allowing different users within our organisation to check progress.”

“We wanted a system that could automate the entire process of posting jobs, creating shortlists and allowing different users within our organisation to check progress.”

– Senior Executive Human Resources
James Cook University, Singapore

THE SOLUTION

The JCU team chose PageUp Recruitment to help streamline and automate its recruitment processes. Since implementation, Shazwana and her team have enjoyed greater efficiencies. “Before PageUp, we had to get people from other departments to sign off on forms. With the PageUp system, we know the status of each form because everything is accessible to all of our users online. Now we can just direct them there,” said Shazwana.

“It’s all online, so our recruiters can get to their candidates and look through their background and resumes much faster.”

– Senior Executive Human Resources
James Cook University, Singapore

The recruitment team are also raving fans of the PageUp system. Automating processes has led to increased visibility of current job postings, job end dates, sourcing channels and a much easier way to perform reference checks. “It’s all online, so our recruiters can get to their candidates and look through their background and resumes much faster. PageUp is better than our previous manual one-drive system, where users had to download CVs, which took up a lot of time,” she said.

With a solid recruitment system now firmly in place, Shazwana and her team feel at ease working with PageUp. “I am very comfortable with PageUp, because they understand what is required and where we are coming from – given their experience with advising other education institutions. They know exactly what we need in our recruitment processes,” she said. PageUp worked closely with the team to ensure the new recruitment system wouldn’t deviate too far from their current workflows. “PageUp allowed us to customise our forms and basically moved it all online,” she said.

“I am very comfortable with PageUp, because they understand what is required and where we are coming from – given their experience with advising other education institutions. They know exactly what we need in our recruitment processes.”

– Senior Executive Human Resources
James Cook University, Singapore

PageUp’s post-implementation support is also reassuring for the JCU team, who often use the chat functionality to ask questions. “PageUp are very fast and reliable. Whenever I have a question, I use chat and the PageUp team answer me straight away. If I have more questions, I can email them an image and the team will follow up quickly to make sure everything is working. I’m never left waiting for a response,” she said.

“PageUp are very fast and reliable. Whenever I have a question, I use chat and the PageUp team answer me straight away.”

– Senior Executive Human Resources
James Cook University, Singapore

JCU’s partnership has been a great success. Automating processes has empowered the wider recruitment team to self serve when they need to post a job or track the status of jobs – freeing up the HR team to focus on core human capital functions.