St Vincent's Hospital

Elaine Farrelly, HR Supervisor for the Nursing Division, highlighted the significant recruitment challenges faced by the hospital: "Our recruitment process was very paper-based with Excel spreadsheets to keep track of progress for each candidate. There was no way of filtering if prospective employees had applied in the past and were interviewed or rejected. Each manager processed their area differently, which led to a lack of uniformity and efficiency."

Before the integration of Occupop, St Vincent's experienced disjointed recruitment processes across various departments. There was no centralised system for tracking and managing recruitment, leading to inefficiencies and a lack of transparency.

Manual and Inefficient Systems

The recruitment methods were primarily manual, relying heavily on paper records and spreadsheets. This not only slowed down the process but also increased the risk of errors and made data difficult to analyse effectively.

Urgent Staffing Needs

The Nursing Division was particularly affected, with an urgent deficit of approximately 45 staff members. The existing system was inadequate to handle such immediate and large-scale recruitment needs efficiently.

The realisation of the need for a robust recruitment solution came when the existing inefficiencies could no longer be ignored. Farrelly recalls,

"It was a challenge collating our KPIs for the whole hospital. We needed a uniform electronic system to record length of hire time, where each role currently was, who was looking after each vacancy, number of interviews held etc."

Through multiple meetings with relevant stakeholders, including department heads and IT specialists, it was decided that Occupop would best suit their current needs and help progress their preference to computerise many of their systems. Farrelly mentioned;

"Occupop is very user-friendly and appealed to the many stakeholders using the system, many had different skill levels and the system enabled everyone to use it without difficulty."

Occupop's implementation at St Vincent’s Private Hospital was remarkably swift and seamless, ensuring minimal disruption to their existing operations.

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Occupop was implemented as a centralised solution to streamline and enhance recruitment processes at St Vincent's. The platform offered a unified system that improved coordination across departments, automated key tracking and reporting functions, and integrated seamlessly with the hospital's systems and external recruitment agencies.

Streamlined Recruitment Processes: With all CVs and recruitment data centralised, the HR team can now efficiently manage and track applications, reducing the time spent on administrative tasks.

Improved Recruitment Coordination: The clear overview of vacancies and application statuses facilitated by Occupop has improved coordination within the HR team, enabling quicker decision-making and faster filling of vacancies.

Increased Visibility and Control: Occupop’s dashboard provides real-time insights into recruitment metrics, allowing the hospital to monitor and adjust its recruitment strategies effectively.

Elain Farrelly, emphasised the advantages of working with Occupop,

"Occupop has provided us with a one-stop-system for all our recruitment from job advertising, to interviewing and the onboarding of staff. It's an essential tool for any healthcare institution looking to improve their staffing processes.”