Departmental administrator recruitment

Please note that some of this recruitment guidance has now been superceded by the implementation of the Core e-recruitment process.  These pages will be updated shortly but in the meantime please refer, as appropriate to the recruitment process pages.

The need to appoint a new Administrator can arise at any time. Moreover, the appointment of a new Administrator is a significant event within any department due to the pivotal nature of the role. So it is vital to attract as large a field as possible of able, well-qualified applicants to enable the selection of a strong short-list of candidates from which a high-quality appointment can be made.

This guide outlines recommended procedures for the recruitment, selection and appointment of new Administrators. It is designed to cover those aspects particularly related to such appointments and should be read in conjunction with the comprehensive general guidance on the recruitment and selection of academic-related and university support staff.

Please note, in this guide 'Administrator' means the lead administrator in the department whatever the actual title of the post.

The appointment of an Administrator, like all appointments, follows a four-stage process, namely:

In addition please see Documents for a flow-chart summarising the major steps in the process and a checklist of the major actions that need to be carried out.

Suggested templates for job descriptions, further particulars and recruitment advertisements are available, together with suggested scenarios that could be used as part of the selection process.

The job description templates are intended to provide a reminder of the various facets of an Administrator’s role and the suggested scenarios to provide the basis of tests or suitable questions to determine candidates’ ability to cope with the demands of the role.

The templates and the suggested scenarios cover most, but not all, administrative functions carried out in the many departments of the university. The functions omitted are those that are only applicable to certain departments. In addition the balance between the individual functions will vary from department to department. Consequently the templates are intentionally models to be adapted to the specific needs of individual departments.

Additionally for queries concerning this guide or advice on interpreting the guidance provided contact:

Kate Butler
Departmental Administration Project Officer
Personnel Services
University of Oxford
5 Worcester Street
Oxford OX1 2BX

Tel/Fax: 01865 (2)89925
Email: kate.butler@admin.ox.ac.uk