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

Vacancy set-up and advertising

1. Prepare the advert text

A guide to effective recruitment advertising and job advert checklist are available.

Back to top

2. Set-up the vacancy in CoreHR

Once the relevant authorisation for the post has been given, the vacancy can be set up in CoreHR. Full details on how to set up the vacancy are provided in section 1 of REC01 Creating a Vacancy (Recruitment & Personnel) (605kb).

Having completed the vacancy you should notify adverts@admin.ox.ac.uk that the vacancy is ready to authorise. Authorisation is required to ensure that the vacancy has been set up correctly before it can be released to the University website. Remember:

  • Advertisement wording is part of the vacancy set up.
  • Additional information (formerly further particulars) should be uploaded.
Back to top

3. Place advertisements and recording

The Advert Team will notify you when the vacancy has been authorised, or contact you regarding any amendments that are required.

If the post is to be advertised externally follow the guidance on effective recruitment advertising and consider whether the post will need to be advertised on Jobcentre Plus to comply with UK Border Agency requirements [Note: For work permit purposes it is essential that you print copies of the advert on the day it is issued].

It is important that you record where you have advertised the post. See section 2.1 of REC01 Creating a Vacancy (Recruitment & Personnel) (605kb).

Back to top

4. Set up and brief the selection panel

The selection panel should be composed in accordance with the guidance.

The chair of the panel should be appropriately trained and is responsible for briefing the panel.

For equal opportunities monitoring and communication purposes, details of all selection panel members must be set up in CoreHR. For guidance refer to section 2.2 of REC01 Creating a Vacancy (Recruitment & Personnel) (605kb).

Back to top

5. Monitor vacancy statuses and events

When setting up a vacancy through CoreHR it is important to maintain the status of the vacancy and to record key events. This is to ensure that the university continues to be able to carry out its Equal Opportunities monitoring and reporting. Maintaining these statuses is also essential to enable reporting on the success of advertisement placements, production of applicant letters, etc.

Field Change When
Vacancy status Change to ADVERTISED After advert has been authorised by the Advert team.
Vacancy events Complete 'copy of advert has been made for work permit' checkbox Copy of advert has been printed out for files.

Refer also to the Statuses and events (62kb) summary.

Back to top