Role types categorise job postings — Teaching, Administration, IT and Technology, Maintenance, Casual Relief. They’re used for filtering on the listings page and for reporting.
Setting up role types
Go to Jobs → Role types → New role type.
Fields:
- Name — what appears as the category label.
- Description — optional context, shown on the role-type filter page.
- Active — untick to retire without deleting.
Most schools end up with 5-10 role types covering the categories of work they hire for.
Editing role types
Edit at any time. Renaming a role type updates every posting tagged with it. Retiring (untick Active) removes it from new posting dropdowns but keeps existing postings.
Assigning role types to postings
Each job posting picks one role type from the dropdown. The posting then appears under that category on the public careers page and is searchable by category in the internal listings.
Reviewing applications
When external applicants submit applications via the website, the application is stored against the posting in PortalHQ.
Go to Jobs → [the posting] → Applications to see the list. Each application shows:
- Applicant name and contact details.
- Submission timestamp.
- Application content (cover letter, attached CV).
- Any responses to selection criteria.
Click an application to read the full content and download attachments.
Application workflow
PortalHQ doesn’t have a built-in applicant-tracking workflow — for that, schools typically use a dedicated ATS or move applications to a shared spreadsheet for the selection panel.
What PortalHQ does provide:
- A single secure place where applications land (avoiding multiple email inboxes).
- An attachment store for CVs and supporting documents.
- A timestamped audit trail of when applications came in.
- Bulk export for handing to a selection panel.
Use the Export applications action to download a CSV with all applications for the posting. Combine with attachments for the panel review.
Privacy and retention
Job applications contain sensitive personal information — CVs, references, employment history. Apply strict retention policies:
- Keep applications for the role’s selection process.
- After the role is filled, delete unsuccessful applicants’ records (or anonymise them) unless they’ve consented to retention for future opportunities.
- Be especially careful with attachments — CVs often include addresses, phone numbers and other personal details.
The Jobs module doesn’t auto-delete applications. Set up a manual review process (e.g. quarterly) to clean up old records in line with your school’s HR retention policy.
Tips
- Set up role types before posting your first job. Easier than re-tagging postings later.
- Use a shared selection-panel inbox for applications if your panel doesn’t have direct PortalHQ access — export and forward rather than sharing PortalHQ access.
- Delete unsuccessful applications promptly. It’s good practice and supports your school’s privacy obligations.
- Don’t use the Jobs module as a long-term ATS. It’s a lightweight tool for posting and receiving applications, not a full applicant-tracking system.