A note on authorisation
Vacancies must be authorised before they can be advertised.
You need the authorisation of:
- your Head of Department (or equivalent), and
- a Management Accountant or a Reseach Grants and Contracts Manager
It is your responsibility to obtain or chase authorisation. Make sure you allow time in your schedule for this.
- Review your requirements
Is recruiting the best solution to your needs?
- Finalise your job description
Having an accurate job description and person specification is important. If you are filling an ART vacancy, you should start from the standard job descriptions for these roles: see our candidate brief pages.
- Establish the grade for the job
- ART vacancies: identify the appropriate HERA role
- New or changed support vacancies: allow time for a role evaluation
- Unchanged support vacancies: you just need to tell us who is being replaced
- Consider your recruitment strategy
Will you advertise or do you have a pool of candidates you might draw on?
- Plan how you will assess candidates at shortlisting and selection
- Get authorisation to recruit
The vacancy must be approved against your department's plans and budgets. Approval takes the form of a signed-off vacancy request form [docx].
- Prepare your advert
You need to write an advert and assemble a candidate brief. The candidate brief is the document we present to applicants. It contains details of the job, the department, the University and the city.
- Email your completed VRF to HR Services
Send it with the advert and candidate brief to firstname.lastname@example.org.
- HR Services will contact you to discuss your recruitment
Agree where to advertise and your timescales. They will ask you to provide details of your selection panel.
eriod when staff at risk of redundancy can apply for the role.
- We advertise the job
If there are no suitable applications from the redeployment register, we advertise the job as agreed and on our jobs site using e-Recruiter, our online recruitment system.
- The job is circulated to those on the redeployment register
At the start of advertising there is a five day period when staff at risk of redundancy can make a priority application for the role.
- Candidates apply up to the closing date
When your job closes we'll send you a reminder of how to log
into e-Recruiter and view applications.
- Shortlist your interview candidates
Shortlist methodically against the criteria in the candidate brief. Telephone screening can help you reach your final shortlist when you have many strong applications
- Tell HR Services who will be interviewed
- We invite the candidates to interview
If it’s an ART post we’ll also request their references.
You need to make the local arrangements - room bookings, for example. We also reject the unsuccesful applicants.
- Interview day - assess your candidates
After you have interviewed (and perhaps used other
assessment methods) your panel will decide who to appoint.
- Make a verbal offer
Once you've chosen your preferred candidate, ring them to make a job offer and probably agree a start date.
- Tell HR who you’ve offered the post to
Send us an offer of appointment
form. Be sure to also send us all your
interview notes and an interview summary form.
- We send a written offer to the candidate
We will also begin to working to make sure the conditions of appointment are met. We will also reject the unsuccessful candidates, unless you want them as reserves
- After the appointment: planning ahead
Once you have made an appointment you need to start planning for your new employee's arrival.