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Case Study: Registers of Scotland

About Registers of Scotland

Registers of Scotland is a non-ministerial government department responsible for compiling and maintaining 17 public registers. These relate to land, property, and other legal documents. They have offices in Edinburgh and Glasgow and employ over 1000 people.
The organisation is in a growth phase and the HR team expects to handle around 70 recruitment campaigns this year, to fill approximately 150 vacancies.

The Challenge

Up until March 2015, the HR team were carrying out all recruitment manually. They were finding it difficult to cope with the recruitment demands across the growing organisation. Now they are using the Konetic system, what was once a labour-intensive and administration-heavy process is now much more streamlined.

Key Benefits of Konetic

With Konetic being a web-based system, a key benefit for Registers of Scotland is that candidates can apply for roles online, using any internet-enabled device. They had previously received feedback from candidates that the application process wasn’t as easy as perhaps it could be and that they found it frustrating that they were not able to apply online. Under previous arrangements, applicants had to submit applications by email in MS Word format. Candidates now have a much better experience throughout the application process.  They can apply for vacancies online directly and access information and correspondence regarding their application at any time.
Konetic has saved the HR team a huge amount of time taken to carry out administration tasks. As applications are submitted online, candidate data is captured at source and does not require processing on receipt. This has also sped up the recruitment process, as hiring managers can review applications as soon as the closing date falls and can begin the short-listing process earlier.
The team has noticed additional benefits:

We have found that since we implemented the e-recruitment system, training new team members on recruitment duties is a much easier task. Our processes are clearer and more consistent and the system helps to guide new team members through our recruitment workflow.

The system has also made it much easier for the team to access management information. In the past it could have taken days to compile a report, whereas now all the data is in one place and reports can be run to obtain the information needed.
The HR team are pleased with the support they have received from Konetic.

One of the reasons we like working with Konetic is the fact that the support team is accessible, they are quick to respond and they are keen to investigate issues and improvements.

Our Favourite Features
  • Inbuilt email message templates allow us to manage correspondence with candidates about their applications quickly.
  • Bulk status change enables us to update the status of several applicants at once without duplication of effort.
  • Self-select function lets candidates choose their preferred time-slot for interview. This has reduced the amount of correspondence required to arrange a suitable time for interview and has also led to fewer non-attendances .
  • Document management - all documentation is uploaded and stored against the relevant record, making it much easier to find information relating to applications.
  • Reporting feature helps us to complete our quarterly data returns to the Civil Service Commission auditors.

For anyone considering implementing an e-recruitment system, we feel that Konetic has a lot to offer and it has proved to be an invaluable asset to our team. As a Civil Service department, our recruitment activities are subject to more governance than most organisations. Sometimes this restricts the ways in which we can work, but the system has managed to cope with our relatively complex requirements.  It can be configured in a variety of ways and the friendly team at Konetic are keen to make it work to suit individual businesses’ processes.

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Seeing is believing – click on the link and have a look at our online demo environment, you can register, apply for (fictitious) roles and see how the candidate experience can be tailored to suit the clients branding.

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Govia Thameslink Railway

used Konetic Active to dramatically reduce the cost of recruiting and bring recruitment in-house.

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