Recruitment Adviser

Our Recruitment Adviser can help you with the recruitment of professors and senior managers.

Paul Ellison
01904 32 4865


Our process, guidance and sources of support

Step-by-step guide

A note on authorisation

Vacancies must be authorised before they can be advertised.

You need the authorisation of:

  1. your Head of Department (or equivalent), and
  2. 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.

  1. Review your requirements
  2. Is recruiting the best solution to your needs?

  3. Finalise your job description
  4. 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.

  5. 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
  6. Consider your recruitment strategy

    Will you advertise or do you have a pool of candidates you might draw on?

  7. Plan how you will assess candidates at shortlisting and selection
  8. Get authorisation to recruit
  9. The vacancy must be approved against your department's plans and budgets. Approval takes the form of a signed-off vacancy request form [docx].

  10. Prepare your advert
  11. 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.

  1. Email your completed VRF to HR Services
  2. Send it with the advert and candidate brief to

  3. HR Services will contact you to discuss your recruitment
  4. 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.

  5. We advertise the job
  6. 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.

  7. The job is circulated to those on the redeployment register
  8. 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.

  9. Candidates apply up to the closing date
  10. When your job closes we'll send you a reminder of how to log into e-Recruiter and view applications.

  1. Shortlist your interview candidates
  2. Shortlist methodically against the criteria in the candidate brief. Telephone screening can help you reach your final shortlist when you have many strong applications

  3. Tell HR Services who will be interviewed
  4. We invite the candidates to interview
  5. 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.

  6. Interview day - assess your candidates
  7. After you have interviewed (and perhaps used other assessment methods) your panel will decide who to appoint.

  1. Make a verbal offer
  2. Once you've chosen your preferred candidate, ring them to make a job offer and probably agree a start date.

  3. Tell HR who you’ve offered the post to
  4. Send us an offer of appointment form. Be sure to also send us all your interview notes and an interview summary form.

  5. We send a written offer to the candidate
  6. 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

  7. After the appointment: planning ahead
  8. Once you have made an appointment you need to start planning for your new employee's arrival.