MES Recruitment & Onboarding

HR Portal — mes-portal.co.uk

📋

Recruitment & Onboarding System

Manages the full candidate journey from interview setup through to contract signing and new starter onboarding. All staff-facing portals require sign-in with your MES Microsoft account. Candidate-facing pages (onboarding form, reference form) do not require a login.

Process overview — 9 stages
1
Interview Setup
Line Manager
2
Assessment
Panel Members
3
Recruiter Review
Recruiter
4
Director Approval
Directors
5
Offer & Negotiation
Recruiter
6
Contract
Line Manager
7
Onboarding
Candidate
8
Provisioning
Admin / Manager
9
HR Filing
Admin
System portals
🗓️
Interview Setup Staff login
Line Manager / Regional Manager
Set up a new interview — candidate details, role, panel members, date, location, and provisioning notes. Panel members receive their assessment links automatically by email.
Open Interview Setup →
📊
Recruiter Review Staff login
Internal Recruiter
Review panel scores, log candidate calls and notes, and send the full assessment to the director for approval. Nothing goes for approval until the recruiter is satisfied.
Open Recruiter Review →
⚙️
Provisioning Portal Staff login
Line Manager / Admin
Manage offer terms, generate contracts, send onboarding links, view new starter data, manage references, and track the provisioning checklist.
Open Provisioning →
🧑‍💼
New Starter Form Candidate — no login
New Starter (candidate)
Candidate-facing onboarding form. Personal details, bank details, next of kin, right to work, P45, certificates, and policy confirmations. Link sent automatically when contract is signed.
Open Onboarding Form →
🏆
Competency Records Staff login
Admin / SHEQ / Authorising Officer
Manage operative training records, HV/LV authorisations, and competency certificates. Separate system from recruitment.
Open Competency →
⚙️
Staff Admin Staff login
Admin / Line Manager
Manage interview panel members, line managers, job profiles, and recruiter details. Changes take effect immediately for all new interviews.
Open Staff Admin →
Email links — sent automatically, no portal needed
📧
Panel Assessment Links
Sent to: Each panel member individually
Sent automatically when an interview is set up. Each panel member receives their own personal link. They score across 6 categories, add salary justification, set their verdict, and can upload supporting documents. Panel members cannot see each other's scores until all have submitted.
📧
Director Approval Link
Sent to: Directors
Sent automatically when the recruiter clicks Send to Director. Shows all panel scores side by side, salary recommendations, and recruiter notes. Director sets contract terms and approves or declines. On approval, a cover offer letter is generated and emailed to the candidate automatically.
📧
Reference Request Links
Sent to: Referees
Sent from the Provisioning Portal → References tab. Each referee receives a personal link to complete a scored reference form online. No login required.
📧
Onboarding Link
Sent to: New starter (candidate)
Sent automatically when the contract is signed. Candidate completes personal details, bank details, right to work, P45, certificates, and policy confirmations. If not received, resend from Provisioning Portal → Edit Offer tab.
Staff admin — managed in Interview Setup

👥 Interview Panel

Controls who can be selected as a panel member when setting up interviews. Add or remove members as staff change.
Open Staff Admin →

👤 Line Managers

Controls who appears in the Reporting To dropdown. Add new managers when they join, remove when they leave.
Open Staff Admin →

💼 Job Profiles

Controls the roles available in the setup form. Tick 2 interviews required for office-based and close-proximity roles. Tick No BMS if no profile exists yet — SHEQ is alerted automatically.
Open Staff Admin →

📞 Recruiter Details

Update recruiter name, email and phone number. The new recruiter receives all future notifications immediately after saving.
Open Staff Admin →

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Need help with a specific stage or portal? The full user guide covers every step in detail.

Read User Guide →
📁

New starter documents are filed in the SharePoint HR folder once submitted.

Open SharePoint →