Points to consider

• International recruitment
• Right to work in the UK
• Protecting Vulnerable Groups (PVG)
• Academic Professional Job Level descriptors
• Support Staff Job Level descriptors

Information and guidance

• Assessment of Recruitment Needs

Background

Before recruiting for a post, several factors should be considered to assess what is required, such as:

• what are the duties of the post?
• is it full-time or part-time, required for a fixed-term or an open-ended contract?
• will it involve working with children or vulnerable adults?

Form

• ATA System via Pegasus (the 'Financial Authority to Appoint' link sits within the Finance tab)
• Engage Applicant Tracking System (ATS) (for submitting job information to HR)

Information and guidance

• ATA System guidance
• Finance Directorate
• Finance - Here to help you
• Engage ATS: Vacancy Initiation

Background

The ATA process involves gaining authorisation from several individuals from across the University. Timescales vary, depending upon the complexity of the issues involved. A post cannot be advertised before an ATA being fully authorised.

The ATA system is governed by the University's Finance Office and is available via Pegasus. It is possible to track the progress of any submitted ATA via this system. Guidance on the ATA system is available from the Finance website. Any queries regarding the use of this system should be directed to your Finance Office contact.

It's recommended that a Vacancy Initiation Request (providing information on advertising and selection) is raised. Further Particulars should be uploaded via the Engage ATS online recruitment system while the ATA is being processed. This avoids any delay later in the process, to deal with issues such as job grading or advert drafting.

Forms

• Further Particulars - Academic, Knowledge Exchange, Research, and Teaching-related samples are provided on Template Job Profiles
• Engage ATS (link to the e-recruitment system that allows vacancy advertisement requests to be submitted to HR)

Points to consider

• International recruitment
• Protecting Vulnerable Groups (PVG)
• Academic Professional Job Level descriptors
• Support staff Job Level descriptors
• Recruitment diversity action plans

Information and guidance

• drafting an advertisement
• Interview Panel Composition
• Engage ATS: Vacancy Initiation

Background

Once requirements have been assessed and an ATA has been submitted for the new or replacement post, the following recruitment documents are required:

• a completed Vacancy Initiation Request via Engage ATS 
• Further Particulars document that includes the following parts:
  • draft advert
  • job description and person specification

The advertising period and placement will depend on the nature of the post. The University advertises most posts on jobs.ac.uk and our vacancies website as standard. For some roles, particularly in Professional Services, S1 Jobs will be the default site.

Placement in other locations will depend on the type of post in question. However, it should be noted that the University will ordinarily advertise posts online only. The cost of any additional adverts over and above the standard provision described above will usually need to be met by the recruiting department.

Where there are individuals on the redeployment register for whom the vacancy may represent potential suitable alternative employment, it will be necessary to advertise it for a week to those on the redeployment register only. If no applications are received from redeployees, the post will progress to the agreed advertising process.

Advertising timescales depend on the type of post and the advertising mechanism however typical timescales are:

• Redeployment-only posts: 1 week
• Administrative and Professional Services Staff (APS)/Technical/Operational posts: minimum 2 weeks
• Academic/Teaching/Research/Knowledge Exchange (KE) posts: minimum 4 weeks

For posts where the pool of candidates may be international, the advert must be live for a minimum of 28 days to comply with Home Office regulations. Normally these posts would be of a skilled and/or specialist nature, for example, requiring a PhD.

Further guidance is available from your HR team on advertising placement and timescales.

Forms

Shortlisting information is provided via the Engage ATS online recruitment system.

Points to consider

Disability Confident webpage

Information and guidance

• Shortlisting candidates
• Engage ATS: Shortlisting and Interviewing

Background

It's expected that all members of Appointment Committees, particularly Conveners, undertake the relevant online training on Recruitment and Selection. In addition, it's strongly encouraged that they also undertake the online training on Equality and Diversity.

Shortlisting allows recruiting departments to systematically assess applications to establish whether they meet the essential and desirable criteria, as identified on the person specification. This process decides who will be invited for an interview. Shortlisting guidance is available.

Applications will be available via Engage ATS as and when candidates submit these. Guidance on using Engage ATS for shortlisting is available.

The expectation is that shortlisting will be completed and recommendations communicated to HR within 10 working days of the interview date. Where a tighter timetable has been agreed in advance, the shortlisting should be returned to HR at least 5 working days before the interviews are due to take place.

Regret letters will normally be issued within 2 working days following receipt of completed shortlisting.

Forms

Interview information is normally available via the Engage ATS online recruitment system.

Information and guidance

• Interview guidance
• Sample interview questions
• Engage ATS: Shortlisting and Interviewing
• Staff Recruitment Interview Modes

Background

Preferred candidates identified through the shortlisting process will be invited for interview. The links above provide further guidance and assistance on the interview process. Wherever possible Appointment Committees will be of mixed gender composition.

For posts in Grade 8 and above, interview dates will normally be agreed upon in advance of advertising. These dates will be contained within the further particulars for the post. For all other posts, it's recommended that the interview dates be scheduled in advance of advertising.

Candidates should be given at least 5 working days advance notice of the interview. For academic posts, 10 working days advance notice is usually given.

Interview panel members will receive interview packs no later than 5 working days before the interview.

HR will advise interview panel members of any change in the interview arrangements.

Background

Where a preferred candidate has been identified through the interview process, Human Resources will make an offer of employment, subject to formal references and checks.

Where information is provided about candidates through informal channels, and where that information appears to be credible and to raise matters of concern, it must be referred to Human Resources.

Decisions about what use can be made of information, which is conveyed informally, and what weight, if any, should be placed on it, will be managed by HR.

Verbal offers will be made as soon as is practical, following a final decision being reached by the interview panel.

Contracts will normally be issued to the successful candidate(s) within 2 working days of the final decision being reached.

Interview outcome letters will normally be issued within 2 working days of the verbal acceptance of the post by the successful candidate.

Feedback should also be provided to unsuccessful candidates who request this. Ordinarily, if HR has been part of the interview panel, they will be approached for feedback. However, if other panel members are approached, they should remember to provide feedback that is positive and relevant to the criteria being assessed.