Job advert checklist

Employer (always)

All adverts should clearly indicate that the University of Oxford is the employer. The inclusion of any logos for external funders or partners should be positioned so as not to cause confusion about the employer. The University’s advertising agency TMP will ensure that all adverts for the external press are set in the agreed Oxford advert style with the University logo.

Employer information automatically included in Core.

Job title (always)

The job title must be relevant and meaningful to both internal and external jobseekers. If the job title does not clearly describe the job function, use supporting text to do so. Some job titles are very specific to the University and may not be readily understood by external applicants. In some cases you may wish to use a more generic job title for the external advertisement and a more specific title in the job description which would be more appropriate in a university context. (NB. See also the prescribed job titles outlined in the Code of Practice for the Employment and Career Development of Research Staff).

Personnel > Recruitment > Maintenance > Vacancy Detail.  Field: Description - Don't forget to change to upper and lower case

Contract details (as applicable)

Where the role is available on a fixed-term basis, the job advert should indicate this clearly, state the duration of the appointment, and, where appropriate, the reason for the fixed-term contract (i.e. fixed-term project/funding, or to cover maternity leave). Adverts should not generate expectations of renewal unless this is specifically allowed for under the terms of the grant supporting the post. In these circumstances, where departments wish to indicate an expectation of renewal, it is suggested that the words 'with a possibility of renewal’ or 'in the first instance' are inserted after the specification of the initial term of the appointment.

Personnel > Recruitment > Maintenance > Vacancy Profile. Tab: Job Description

Department and location (always)

It is not necessary to include the full postal address, but (to satisfy UKBA work permit requirements) ensure "Oxford" is included in the location.

Personnel > Recruitment > Maintenance > Vacancy Profile. Tab: Other Details. Field: Org. Unit & Location

Hours (always)

The advert should clearly state whether the vacancy is full- or part-time, and the words “pro rata” must be quoted after the salary range where applicable. Where the role is a full-time, academic-related post (grade 6-10) the working hours should not be quoted. Where the role is part-time, the hours should be expressed pro rata to the nominal working week of 37.5 hours.

See the Personnel Services website for more information on working hours.

Personnel > Recruitment > Maintenance > Vacancy Profile. Tab: Job Description

Grade and salary (always)

The salary should be expressed in the format shown below (indicating pro rata only where post is part-time).

Grade X: £XX,XXX - £XX,XXX p.a. (pro rata)

If the criteria for using the discretionary range have been met the following wording should be used:

Grade X: £XX,XXX - £XX,XXX with a discretionary range to £XX,XXX p.a. (pro rata)

For senior (formerly ALC6) posts use one of the following as appropriate.

Salary in the range £XX,XXX-£XX,XXX p.a.

Salary in the region of £XX,XXX p.a.

Salary from £XX,XXX p.a.

Personnel > Recruitment > Maintenance > Vacancy Profile. Tab: Other Details. Field: Grade & Salary 

Application restrictions (as applicable)

Where the vacancy is restricted to current University employees, include the following statement clearly at the top of the advert text: 

THIS VACANCY IS FOR INTERNAL APPLICANTS ONLY

Until CoreHR is fully implemented, there will not be a mechanism for preventing external jobseekers from seeing internal-only adverts.  It is therefore crucial that this is clearly indicated at the top of the advert text.

Personnel > Recruitment > Maintenance > Vacancy Profile. Tab: Job Description

Vacancy ID (as applicable)

If you are not yet using CoreHR and you are currently using vacancy references or IDs to differentiate between posts, ensure the reference is included in the advert.

Automatically generated in Core - no need to include in advert

Advert text (always)

In order to accommodate the text in the space available, please ensure text is no more than 1980 characters (250-300 words) excluding additional salary, contact, and application details.  The aim of the job advert is to attract appropriate interest, communicate quickly and clearly the essential (appealing and relevant) aspects of the job, and to provide clear information about how to apply.

If you wish to include a link to a website or email address within your advert text, bear in mind that when using CoreHR you will need to include HTML coding to ensure the link works. Refer to Placing links into advert text (54kb) for guidance.

See also Guide to Effective Recruitment Advertising.

Personnel > Recruitment > Maintenance > Vacancy Profile. Tab: Job Description

Closing dates and priority candidates (always)

Wherever possible, two closing date should be set: 

1. a priority application date, normally half way through the full recruitment period, and
2. a normal application date

The priority application date should be set down in the job description but does not need to be included in the advert text.

Closing dates should be fixed so as to allow a reasonable response time, bearing in mind the publication date(s) of advertisements and whether a work visa is required. As UKBA advertising requirements change frequently it is essential that the most current guidance on Work Permits is read each time a post is advertised.  Avoid weekend and major holiday dates (Bank Holidays, Fixed Closure Days) when setting your ‘Publish Externally’ dates on vacancy set-up, to give yourself and applicants the best access to support in case you or they need it.

Consistent adherence to a closing date will ensure that decisions as to the inclusion or exclusion of candidates from consideration on grounds of the date of receipt of the application can be made fairly.

Closing time should be midday, clearly stated in advert text.

Personnel > Recruitment > Maintenance > Vacancy Detail. Field: Recruitment Closes
Personnel > Recruitment > Maintenance > Vacancy Detail. Field: Recruitment Expires

Interview date (consider)

If space allows, it is good practice to include this in your advert.  Otherwise, include it in the job description document.

Personnel > Recruitment > Maintenance > Vacancy Profile. Tab: Job Description

Contact details for enquiries (always)

See REC01 Creating a Vacancy (Recruitment & Personnel) (605kb) for details.
Personnel > Recruitment > Maintenance > Vacancy Profile. Tab: Other Details.

How to apply (always)

The University's jobs and vacancies website provides applicants with an overview of how to apply for vacancies with and without use of e-Recruitment.  However, specific details should be provided in the advert text.

See guidance on how to apply.

Select appropriate application form profile: Personnel > Recruitment > Maintenance > Vacancy Profile.  Tab: Job Description. Field: Application Form Profile

Security screening (as applicable)

Where security screening is required, include the following statement in the advert/job description:

“Owing to the nature of this position, any offer of employment with the University will be subject to a satisfactory security screening”.

Personnel > Recruitment > Maintenance > Vacancy Profile.  Tab: Job Description.

DBS check (as applicable)

Where DBS checking is required, include the following statement in the advert/job description:

“Owing to the nature of this position, any offer of employment with the University will be subject to a satisfactory checking report from the Disclosure and Barring Service”.

Personnel > Recruitment > Maintenance > Vacancy Profile.  Tab: Job Description.

Equality statement (consider)

In accordance with UK legislation, and the University’s Code of Practice on Staff Recruitment and Selection, all job advertisements should state the University’s commitment to the principle of equality of opportunity by including the following phrases:

For academic posts: Applications are particularly welcome from women and black and minority ethnic candidates who are under-represented in academic posts in Oxford.

For all other posts - where externally advertised, include the following text in the advert: Committed to equality and valuing diversity.

(Adverts placed on the University website do not require this as fuller details are provided on the website).

Personnel > Recruitment > Maintenance > Vacancy Profile.  Tab: Job Description.

Select job category for the website

Four categories are available: Academic; Research; Professional and Management; and Support and Technical.  The rules for selecting the appropriate group are not hard and fast but should be consistent wherever possible.  Where a post does not fit into either the Academic or Research category, the rule of thumb for deciding between the remaining categories is grades 1 – 5 into Support and Technical and grades 6 – 10 into Professional and Management.  If you are not sure which group is the most appropriate please contact a member of the adverts team on email: adverts@admin.ox.ac.uk.

Core e-Recruitment Users: Procedure for submitting adverts to the adverts@admin.ox.ac.uk team

It is no longer necessary to send a separate version of your job advert to the Adverts team. They will now be able to publish the advert directly from the text that you enter into the Core vacancy.

1. Create your vacancy in Core as per REC01 Creating a Vacancy (Recruitment & Personnel) (605kb) .

2. Check the vacancy in accordance with the updated Checklist for recruitment administrators (37kb) .

3. Once you are happy that all the required fields have been completed, forward the “Post/Appointment now authorised” email, received from the Reward Team or the Senior Appointments team, on to the Advert Team, adverts@admin.ox.ac.uk, and include any additional information about the vacancy. Please remember: the subject of the email should contain the Job Title, Vacancy ID and the word ‘Core’.

The Advert Team will notify you when the vacancy has been authorised.

Advertisements for vacancies in departments using e-Recruitment will be authorised within three working days of receipt. Note: they will be live on the University website from the date you set for posting externally.

If you feel a work permit may be required you will need to check the website on the date you set for posting externally, and print a copy as you do presently for any JobCentrePlus advertisements, in order to comply with current UKBA requirements.  

Non Core Users: Procedure for submitting adverts to the adverts@admin.ox.ac.uk team

Note: This excludes Joint and Senior appointments.

From 30th June 2011, please complete the Non Core users advert template (55kb) and submit it to the Adverts team along with the text of the job advertisement as a word document. Previous instructions regarding the need for additional accompanying information are superceded as this information is incorporated within the template.

The template provides the key information required to enable the vacancy to be set up by the Adverts team.  Please remember, adverts can be no longer than c.250 words (1980 characters, including spaces).  Should the Adverts team receive an advert that exceeds the maximum length permitted by the system they will contact the department to consider how best to reduced it.

The template and advert text should be submitted by email to adverts@admin.ox.ac.uk. Please specify the Job Title in the subject of the email.

The advertisement will be uploaded to the University website within five working days of receipt.

If you feel a work permit may be required you will need to check the website regularly and print a copy as you do presently for any JobCentrePlus advertisements, in order to comply with current UKBA requirements. 

For departments that publish further particulars on the main University site, the current procedure for sending the further particulars to the Web Publishing Bureau remains unchanged.

If you have any questions regarding this change, please contact the adverts team.