planning and approvals consider redeployment opportunities vacancy set-up and advertising manage applications and shortlisting interviews appointment decision and offers feedback and record-keeping new starter arrangements

Planning and approvals

A number of planning and approval stages are necessary in most recruitment exercises:


Making a business case

The requirement for the new post/replacement should be considered and a business case compiled. It is essential that funding is unconditionally available to support posts at the appropriate grade and for the length of time they are to be filled, before an appointment is made (see Financial Regulations 3.2 (3)). Any departmental and/or divisional authorisation for recruitment should be obtained, where required.

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    Consider the contract type

    The nature of the work, funding, and future requirements should be assessed in order to determine the appropriate contract type (i.e. casual, permanent, open-ended externally-funded, self-financing, or fixed-term).

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    Write the job description

    The duties and selection criteria need to be decided in order to write the job description.

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    Agree the selection panel

    The membership of selection panel should be agreed so that they can be involved in key decisions about the post, such as the selection criteria.  The panel must be chaired by someone who has completed the online recruitment and selection training.

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    Submit for grading

    The appropriate grade for a post must be determined before the post is advertised. Once all the steps above are complete, the post will be submitted for grading approval, and the post will be set up in Core by the Reward team ready for the recruitment process to begin.

    In certain circumstances it may be appropriate to recruit without advertising.

      Submit the staff request for recruitment protocol approval via your division, or approve the request within your department. In either situation once approved the request will automatically be submitted to the Reward team for grading (where required) and for the post and appointment to be set up in Core.

    Refer to QRG: RQ1a Create Staff Request (New Post) (173kb)

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