Podcast
Questions and Answers
What is the primary responsibility of HRSS after receiving an email from Pegasus regarding drug tests for candidates?
What is the primary responsibility of HRSS after receiving an email from Pegasus regarding drug tests for candidates?
- To immediately update the Drug Test Status in Pegasus without contacting the candidate.
- To inform the candidate that they have automatically passed the drug test.
- To forward the email to the recruiter without taking any further action.
- To work with the candidate to schedule and complete the drug test. (correct)
What is the initial action HRSS must take regarding security vetting for a candidate?
What is the initial action HRSS must take regarding security vetting for a candidate?
- Update the Security Vetting Status in Pegasus to 'Pass'.
- Instruct the recruiter to flag the candidate to related party.
- Download the declaration signed by the candidate and send it to the S&I team. (correct)
- Contact the candidate to schedule the security vetting appointment.
What action should HRSS take if a candidate fails the security vetting?
What action should HRSS take if a candidate fails the security vetting?
- Update the Security Vetting Status as 'Fail', and share the result with the recruiter for further evaluation. (correct)
- Automatically rescind the job offer.
- Update the Security Vetting Status in Pegasus to 'Pass' and proceed with onboarding.
- Contact the candidate directly to discuss the implications.
After the candidate has electronically signed the contract, what is the next status the system will automatically update to?
After the candidate has electronically signed the contract, what is the next status the system will automatically update to?
During the mass recruitment for Part-Time staff, what action does HRSS take regarding the candidate's contract?
During the mass recruitment for Part-Time staff, what action does HRSS take regarding the candidate's contract?
What is the function of the 'Contact Candidate' button in the 'Initiate Work Visa' process for recruiters?
What is the function of the 'Contact Candidate' button in the 'Initiate Work Visa' process for recruiters?
What is the subsequent step after HRSS confirms that a candidate's Work Visa has been approved?
What is the subsequent step after HRSS confirms that a candidate's Work Visa has been approved?
In the context of mass recruitment, what action follows after a candidate signs the contract on-site?
In the context of mass recruitment, what action follows after a candidate signs the contract on-site?
What is HRSS’s role for Racing Trainee on Introduction Day?
What is HRSS’s role for Racing Trainee on Introduction Day?
What does “Screen Candidate” do?
What does “Screen Candidate” do?
What is the next step after candidate eSigns on the contract?
What is the next step after candidate eSigns on the contract?
What document that candidate must first sign for a job that requires security vetting?
What document that candidate must first sign for a job that requires security vetting?
When does HRSS Download the Security Vetting consent?
When does HRSS Download the Security Vetting consent?
When does HRSS trigger initiate onboarding?
When does HRSS trigger initiate onboarding?
After completing the drug test, who should update the Drug Test Status in Pegasus?
After completing the drug test, who should update the Drug Test Status in Pegasus?
Which team is responsible for handling pre-employment screening and work visa updates following communication from Pegasus?
Which team is responsible for handling pre-employment screening and work visa updates following communication from Pegasus?
During pre-employment screening, what does HRSS need to do with the Security Vetting/FADV signed document?
During pre-employment screening, what does HRSS need to do with the Security Vetting/FADV signed document?
What is the initial step in initiating a job requisition, according to the high-level recruiting process for non-executives?
What is the initial step in initiating a job requisition, according to the high-level recruiting process for non-executives?
In the pre-employment screening process, once candidate's status is updated as 'Initiate Drug Test- HK', what action does the system perform?
In the pre-employment screening process, once candidate's status is updated as 'Initiate Drug Test- HK', what action does the system perform?
Once the candidate has cleared background check, which status should HRSS fill in order to proceed?
Once the candidate has cleared background check, which status should HRSS fill in order to proceed?
In the Recruitment process, who is responsible for generating LoA?
In the Recruitment process, who is responsible for generating LoA?
During mass recruitment event, what is the workflow?
During mass recruitment event, what is the workflow?
Which of the following reflects the RACI allocation for Work Visa?
Which of the following reflects the RACI allocation for Work Visa?
When does the Recruiter have to manually trigger work visa Email?
When does the Recruiter have to manually trigger work visa Email?
Which action the HRSS will take when the candidate do not able to get a work permit?
Which action the HRSS will take when the candidate do not able to get a work permit?
About Disqualified Candidate stage, when will it be triggered?
About Disqualified Candidate stage, when will it be triggered?
After candidate completed the drug test and it is successful, what will happen on system?
After candidate completed the drug test and it is successful, what will happen on system?
In the case of Provisional Offer process, which document that should be checked in Recruitment Document Section?
In the case of Provisional Offer process, which document that should be checked in Recruitment Document Section?
What are the items that involves on Request Reference Information stage?
What are the items that involves on Request Reference Information stage?
What is the function of click Post Job?
What is the function of click Post Job?
If the recruitment required Security Vetting, what candidate original background should be?
If the recruitment required Security Vetting, what candidate original background should be?
What candidate should do to the email about Approval Link?
What candidate should do to the email about Approval Link?
What action candidate needs to performed after clicking ‘Send to Sign’ on Strato System?
What action candidate needs to performed after clicking ‘Send to Sign’ on Strato System?
After approve the documents, who will receive the email and click the Review Link?
After approve the documents, who will receive the email and click the Review Link?
In the context of HRSS, what does RACI stand for?
In the context of HRSS, what does RACI stand for?
What are the Pre- Employment Screening should candidate undergo with HRSS?
What are the Pre- Employment Screening should candidate undergo with HRSS?
What is HRSS should update related the Candidate pre- employment?
What is HRSS should update related the Candidate pre- employment?
What is the first stage when applicant apply the Pegasus Job Requisition?
What is the first stage when applicant apply the Pegasus Job Requisition?
Should HR check the employment history during pre- employment?
Should HR check the employment history during pre- employment?
Flashcards
Recruiting Process Overview
Recruiting Process Overview
High-level process for non-executive recruitment including job requisition, posting, screening, interviews, and offer.
HRSS Team Role
HRSS Team Role
Handles pre-employment checks and work visa updates after receiving notification from recruitment.
Pre-employment Screening
Pre-employment Screening
Involves drug test, medical check, and security vetting to ensure candidate suitability.
Additional Test Status
Additional Test Status
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Initiate Work Visa
Initiate Work Visa
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Disqualified Candidate
Disqualified Candidate
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Initiate Onboarding
Initiate Onboarding
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Manage Job Requisition
Manage Job Requisition
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Mass Recruitment
Mass Recruitment
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RACI Matrix
RACI Matrix
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Generate LoA (Letter of Offer)
Generate LoA (Letter of Offer)
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Initiate Eligibility Check
Initiate Eligibility Check
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Study Notes
- Training guide is for the HRSS Onboarding and Offboarding Team & Part Time Team as of April 2025
- In housekeeping, full attention is needed by active listening, silencing mobile phones, avoiding emails, and participation
Agenda for discussion
- Welcome & Introduction:
- Agenda & Objectives
- Overall Recruiting Process for Non-Executive:
- Overall Recruiting Process
- Pre-employment Screening:
- Demo of perform pre-employment screening
- Work Visa:
- Initiate work visa
- Overall Recruiting Process for PT – Mass Recruitment:
- Mass Recruitment process by TA
- Overall recruitment process of HRSS PT team
- Extend Contract:
- Generate LoA
- Initiate Onboarding:
- Initiate onboarding
- Quiz & Q&A:
- Captain JC Quiz Time & Q & A
Recruiting process for Non-Executive
- SDA Approval is initiated by the Hiring Manager
- The Hiring Manager
- Creates Job Requisition from Position Org Chart
- Reviews and updates Job Requisition content
- Clicks send to Endorser
- Notifies HRBF of the job requisition via email for endorsement
- HR Business Facing (HR)
- Reviews and updates the job requisition’s content
- Clicks send to Approver
- Notifies Approver of the job requisition via email.
- The Approver
- Reviews job requisition content
- Clicks Approve Job Requisition
- After the job requisition is approved, the Recruiter is notified via email.
- The Recruiter
- Posts the job requisition in Job Postings
- Provides a Posting Start Date and Posting End Date (if applicable)
- Clicks Post Job
- The Hiring Manager
- Screens the Candidate and reviews candidate information in the system
- Updates comment and moves candidate to 'Recommend or Reject status
- Notifies Recruiter via email regarding recommended or rejected candidates
- The Recruiter
- Assesses the Candidate
- Initiates PI Assessment, Other Assessment, and Interview
- Requests Additional Information and initiates Package Approval
- Extends Offer
- HR Shared Services Updates Pre-employment Screening.
- HRSS handles the drug test/medical check offline
- HRSS downloads the signed vetting document and sends it to the Security & Integrity Team for security/FADV approval
- HRSS updates pre-employment screening status in system
- HRSS uploads report to the system (if applicable) and generates report to review candidate pre-employment screening status
- Recruiter must Request Reference Information and Generate Letter of Appointmen
- Recruiter initiates work Visa
- A manual email notification is triggered for the candidate and HRSS for work visa
- HR Shared Services Updates Work Visa in system
- Generates report for candidate work visa review/status
- Recruiter may Disqualify Candidate during Screening, Assessment, Interviewing, Cancelling Offer, or Background Check
- Candidate is moved to disqualified status.
- Recruiter initiates Onboarding after candidate has been moved Ready to hire.
- Candidate will start the Onboarding process
Overall HRSS Team Process
- The HRSS team handles pre-employment checks and work visa updates after Pegasus sends the emails.
- There are different checks to follow up:
- Drug Test:
- Pegasus will send email to candidate and cc’ed HRSS, HRSS works with candidates on the drug test before updating Pegasus with final Drug Test Status, HRSS then share the findings to recruiter for further evaluation and flag party
- Medical Check
- Pegasus will send email to candidate and cc’ed HRSS, HRSS confirms they are working with clinical and conducts medical check. HRSS then share the findings to recruiter for further evaluation and flag party
- Security Vetting:
- Candidate must sign the declaration via Spinifax Strato during Request Additional Information status, HRSS downloads and sends the document to the S&I team, arrange security checks and update status. Candidates who do not pass will have their situation shared with recruiter for evaluation and flagged party.
- Drug Test:
- In general, HRSS handle the work visa process
- The HRSS assists Racing Trainees with their drug tests, medical checks, and security vetting on Introduction Day.
Recruitment by HRSS Team- RACI Chart
- Drug Test
- Recruiter R, HRSS A, Racing Lab C, Candidate I
- Medical Check
- Recruiter R, HRSS A, Other Parties (e.g. clinic) C, Candidate I
- Security Vetting
- Recruiter R, HRSS A, Security & Integrity C
- Work Visa
- Recruiter R and HRSS A
Pre-employment Screening
- Recruiter initiates the drug tests by logging in the system, selects Recruiting and the candidate of choice, sets the sub status to HK or MCN.
- Once candidate update as "Initiate Drug Test", system sends emails to candidates, cc Recruiter and HRSS.
- HRSS start work with candidate after receiving the email.
- HRSS updates drug test status by logging in, selecting Recruiting and selecting pre-employment screening, clicks the candidate in order to update status to "pass", then "save", and then status is "Drug test complete"
Pre-employment Screening
- To initiate a medical check, the Recruiter must perform the following steps in the system:
- Log into the system and select a candidate
- Update the pre-employment screening status
- Select Initiate Medical Check as sub-status
- An email is triggered to candidates, HRSS is copied and work is started.
- To update, HRSS selects the candidate and update the candidate's medical status.
Pre-employment Screening
- To initiate Security Vetting
- Log into Recruiting Menu, select a Candidate
- Select Initiate Security Vetting Status, the system will copy Recruiter and HRSS
- HRSS downloads the required documents and sends it to the S&I team. To update
- Once security vetting is passed, recruiter will update the recruitment system and set the Background Check to “Complete”
Work Visa
- Recruiters must log into the job requisition, select a candidate, select Work Visa, and then Save
- Triggers email via “contact candidate”, select template, email preview, send, cc HRSS.
- When HRSS confirms, the work-visa process can be completed in digital form.
Mass Recruitment by TA Team
- Recruiter creates job requisition, posts it, and requests additional information
- Recruiter screens candidate and then conducts interviews.
- The next step is to check candidate eligibility, which initiates the generation of a Letter of Appointment
- For onboarding, HR Shared Services reviews contract, moves it to "ready to hire" and recruits can move disqualified candidates out of the application
HRSS PT Team Process
- HRSS reviews the contract with the candidate on-site during mass recruitment events and explains to candidate via Spinifax Strato.
- Once the candidate signs the contract, their status is updated to "Ready to Hire" is made and HRSS will then proceed with onboarding and guide the candidate throughout that process.
Recruitment by HRSS Team- RACI Chart
- Generate LoA
- Recruiter R, HRSS A, Candidate I
- Initiate Onboarding
- HRSS R, Candidate I
Prepare and Extend Contract
- Recruiters must login to the requisition, select a candidate, select the "Generate LoA" sublevel and save.
- Recruitment Documents should have Strato filled, to make sure it’s received from SF
- Candidates receive email to review, validate password on “validate”, open contract via “send to sign” and sign Save E-signature automatically put candidate in Ready to Hire
Initiate onboarding
- HRSS select candidate in system from "Ready to Hire" and select “Intiate Onboarding”
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