Key components of the advert

The Job Advertisement Checklist summarises the essential information that must be included in advertisements. Note that some information (e.g. on CRB checks will only apply to certain jobs.) Additional guidance on key components of the job advert is provided below.

1. Employer

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.
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2. Job title

The job title must be relevant and meaningful to 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 further particulars 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).
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3. Contract details

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.
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4. Working hours

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.

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5. Grade and salary

The job advert should normally show the grade or salary range for the post, determined in accordance with the University's grading procedures. This should be quoted in annual terms indicating the scale minimum and maximum. The words 'under review' may be included if the usual date of salary review has passed but a settlement is pending. If a cost of living award has been notified from a date in the future, the new range may be quoted, in brackets, indicating the date of effect.

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.

Advertising at more than one grade

In certain circumstances a post may be advertised at more than one grade.

In such cases, the following wording should be used:

“Whilst the role is a grade X  position, we would be willing to consider candidates with potential but less experience who are seeking a development opportunity, for which an initial appointment would be at grade X (£X - £X p.a.) with the responsibilities adjusted accordingly. This would be discussed with applicants at interview/appointment where appropriate.”

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6. How to apply

Users of Core e-Recruitment

Selecting the appropriate application form

Two versions of the online application form are available within the CoreHR system. The "short application" contains essential personal information but does not request education or employment details. This form is therefore appropriate when asking applicants to attach a supporting statement and a CV.

The "full application" requests all personal information and education and employment details. This form is therefore appropriate when asking applicants to attach a supporting statement only.

Note that where the full application is used, applicants should not be asked to attach a CV as this will only duplicate the information in the application form.

It is usual for the short application with CV and supporting statement to be used for academic-related posts and the full application and supporting statement to be used for support staff posts.  However, the decision regarding the most appropriate format to use for each vacancy is down to the recruiting department.

Advertising in external media

If you wish to advertise your job vacancy through external channels, eg Jobcentre plus, or in other media via TMP, you will need to include the following information about how to apply within your advert text:

Applications for this vacancy are to be made online.

To apply for this role and for further details, including a job description and selection criteria, please click on the link below:

https://www.recruit.ox.ac.uk/pls/hrisliverecruit/erq_jobspec_version_4.jobspec?p_id=######  **        

           ** Replace the ###### at the end with the actual vacancy ID number.

This text does not need to be included within the advert text on Core as the vacancy on the University website will automatically include the “Apply Now” button.

Please note: copying and pasting the URL from your advert on the University website into an advert for external media will not work.

Use of a URL shortener

If you are placing an advert in the press, you may wish to make use of a URL shortener to reduce the size of the link. “Bitly” is a free online URL shortener that replaces a long URL such as the one above with a much shorter link to the same destination. This makes it easier for applicants reading the link in the paper press to note down the link and/or enter it into their browser quickly and accurately. Visit the Bitly website for more information.

Non-Core users

Advertisements should specify contact details for applicants to request further information and an application form, or provide a web link for candidates to access this information. Wherever possible, all job applications should be received and co-ordinated by a single point of contact in each department.

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7. Setting the closing date

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.

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.

Additional considerations for users of Core e-recruitment

Core users should ensure that all roles close at midday on the date specified and this information should be clearly specified in the advert text. This allows an opportunity for any technical difficulties the applicant might experience to be addressed by the end of the working day, and therefore it is essential that shortlisting meetings are not organised for the afternoon of the closing date.

Closing dates must be university working days and not fall on a weekend, closure day or bank holiday. It is also advisable that closing dates are not set immediately prior to or after a significant closure period such as Easter or Christmas. Allowing leeway on either side of closure periods will ensure that support can be provided to any applicants having difficulty or requiring answers to questions about their application. 

Departments are also encouraged to avoid setting closing dates on a Tuesday wherever possible as this time is reserved for any scheduled work on the system and therefore poses a slightly increased risk of system disruption.

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8. Pre-employment checks

Information for candidates about the University’s pre-employment screening is provided on the University jobs web pages, to which candidates are directed via the job description document.  Where additional checks (such as CRB disclosure) are applicable to a role, this should be specified in the advertisement where space permits and in the job description document.

Security screening

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”.

Criminal Record Bureau (CRB) checks

Where CRB 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 disclosure report from the Criminal Records Bureau”.

Research passport

If a research passport is required for the role you are advertising, this should be detailed in the job description and selection criteria document.

Clinical registration (e.g. for nurses and consultants)

If a research passport is required for the role you are advertising, this should be detailed in the job description and selection criteria document.

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9. Equality statement

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.

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

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