PLEASE NOTE:

The guidance on this website refers only to UAS staff. For University-wide guidance please see the Personnel Services website.

Recruitment

This section is aimed at UAS managers wishing to recruit to a position within their department. All current UAS vacancies are listed on the main University Jobs and Vacancies webpage.

Guidelines for managers

Potential vacancy arises

Assess the requirement to recruit to a new post, or to refill an existing post:

Authorisation to recruit

Before any vacant new or existing post can be advertised approval must be obtained from the appropriate authority. For all posts this is the Head of Department, the appropriate Divisional Financial Controller and the Registrar via the recruitment panel.

  • Complete the Business Case section of the Recruitment: Busness Case, Authorisation, Advert Form, which must be signed by the Head of Department. Submit this by e-mail to the UAS Recruitment Panel along with a copy of the job description for the post. It will then be considered by the Registrar’s recruitment panel.
  • Once the necessary approval has been obtained the recruiting manager will be notified with the completed Approval section of the form.

Job description and grade of post

  • All new posts, and existing posts which have substantially revised job descriptions and are not using a generic job description as above, must be graded using the HERA job evaluation scheme after they have recruitment panel approval but before they can be advertised.
  • Guidance can be found on the central Personnel website.
  • If the outcome of the evaluation differs from the expected grade (the grade on the business case) the department will be notified by the relevant Grading Analyst who will advise on the appropriate next steps.

Redeployment

Before consideration of advertising, you should consider whether a vacancy may represent a redeployment opportunity for a member of staff in your department whose post may be at risk of redundancy (including those approaching the end of their fixed term contract) or who needs redeployment for other reasons (such as sickness/disability).

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Selection panel

  • Guidance is available on establishing the selection panel.
  • Consider whether the selection process should include a test of some kind to assess certain selection criteria, e.g. written or numerical skills, ability to use spreadsheets or manipulate data, a short presentation. Guidance on selection methods is available to assist with this.
  • Confirm the panel membership, closing date, dates of shortlisting meeting, and interviews with panel members and send the completed section 3 of the Recruitment: Business Case, Authorisation, Advertisement Form to the UAS Recruitment Team. Please note the timescales between the various dates that we require as listed on the form.

Terms of Use for Recruitment Data Recipients

Please note that the following applies to any individual involved in the recruitment exercise receiving personal data[1] from UAS Personnel, whether they be internal or external to the University.

By receiving and opening data containing personal information, you accept responsibility for the data and its security, and agree to comply with the General Data Protection Regulation (GDPR) and related UK data protection legislation, and with relevant University policies on data protection and information security.

In particular, you agree to the following:

  1.  Personal information shall be used only for the purpose for which it was provided.
  2. The data shall be kept securely, and appropriate safeguards shall be taken to ensure that it is not lost or disclosed to unauthorised persons. Unauthorised persons in this context refers to those who have no direct involvement in the recruitment process. This applies even where they have an interest in the outcome of the recruitment exercise and may be members of the University. Details of appropriate security measures are set out in the University’s Policy on Data Protection (available here) and its Information Security Policy (available here).
  3. If the data is downloaded to a mobile device (e.g. laptop, memory stick, tablet, smartphone), the device must be appropriately secured. A mobile device may be used to store the data only if the device is encrypted.
  4. If the data file is emailed, or if it is held outside of the central University firewall, then it must be encrypted at all times, e.g. using the software 7-Zip.
  5. Rather than use cloud services such as Dropbox to share information with external participants, recruitment information should be shared using file transfer (e.g. Oxfile or SharePoint) with a password provided via separate means.   
  6. The data shall only be disclosed to a third party, i.e. any person or body other than the original recipient, where the disclosure has been confirmed with the original sender as part of the purpose for which it was originally provided.  
  7. The data shall be kept only for as long as it is needed to fulfil the purposes of the recruitment activity. Please take steps to delete the data securely six months after the selection activity has concluded. In the case of recruitment resulting in the appointment of a visa holder, your papers will be requested by the appointing HR team within this timeframe.
  8. If a breach of data regulations takes place, this should be reported immediately to the original sender (and for University staff, to your designated departmental contact).

 For further information on the University’s Policy on Data Protection, as well as its privacy notices, please see here.


[1] Please note that the Information Commissioner’s Office defines ‘personal data’ under GDPR as any information relating to an identifiable person who can be directly or indirectly identified in particular by reference to an identifier. For further information, please see here.

Shortlisting

  • If you receive any priority candidate applications, they will require preferential consideration. Please seek advice from a HR Business Partner or the HR Team Leader as necessary.
  • Copies of all applications/CVs will be sent to the panel chair and panel members by email (as a PDF attachment), normally within one working day of the closing date.
  • Arrange a shortlisting meeting attended by all members of the selection panel (only in exceptional circumstances should shortlisting be carried out by correspondence). Guidance is available to assist you with this.
  • Decide on the Interview Format and Practical Arrangements (220kb) including the questions to be asked and if not already done, consider whether any selection exercises or presentations are to be included (guidance is available).
  • Complete the Interview Arrangements Form and return this to the UAS Recruitment Team, please retain the completed shortlisting form for your records.
  • Shortlisted candidates will be invited for interview by the UAS Recruitment Team. Note that candidates normally expect to be given a minimum of seven working days’ notice prior to interview.
  • All other applicants not invited for interview or held in reserve will be declined.

Right to Work Checks

  • Any appointment made to a candidate will be subject to the candidate having proof of Right to Work in the UK,  it is suggested that any candidates who attend an intverview following the shortlisting stage bring their proof of right to work in for the interview to save time duing the pre-employment checking stage.
  • Right to work training is now mandatory for all staff who complete right to work checks within your departments.  If somone has attended the training some time ago, they are very welcome to attend the course again as a refresher. 
  • The training dates  for the right to work training courses provided by the Staff Immigration Team can be found at the following link: http://www.admin.ox.ac.uk/personnel/permits/sittrain/
  • Please note that the Home Office no longer accept a simple date on a copy of a right to work document as evidence of the date upon which the right to work check was made. Employers must now include the following declaration on copies of right to work documents as evidence of the date the check was made: “The date on which this right to work check was made [insert date] [sign and print name]"
  • If there are any queries about completing a right to work check, please do not hesitate to contact UAS Personnel Services

Interviews

  • Guidance on the Interview Format and Practical Arrangements (220kb)is available.
  • An online Recruitment and Selection course is available via the Oxford Learning Institute.  This course is mandatory for all those at the University who will be chairing a recruitment panel and will need to be retaken every 4 years as the course will be revised in line with legislative and policy changes.  We would encourage you and your HR team members to undertake the course so as to be able to assist with any queries from Line Managers/ Recruitment Chairs. 
  • The link to the training course is found here:http://www.learning.ox.ac.uk/seminar_desc.php?cat=az&ls=&cc=PER/REC/ONLI&page=3&id=2034
  • After the interviews and any selection tests are complete, the panel should identify a preferred candidate (and any reserve candidates) against the selection criteria for the post. 

 

The offer

  • Consider the start date (according to UAS Personnel timescales below and candidate’s availability) and starting salary (based upon qualifications, experience, current salary and comparability with existing staff.

  • With regard to starting salary, Appointments should normally be made to the bottom point of the appropriate grade. Whenever it is proposed that an appointment is made to a salary above the bottom point of the appropriate grade, departments will wish to verify the stated current salaries of appointees before confirming any salary offer. This will normally be by asking an appropriate referee to confirm current salary in advance of an offer of appointment, or by asking a successful candidate to provide evidence of current salary, for example a recent pay-slip. Departments considering an appointment above the bottom point of the substantive grade should base any salary offer on the prospective employee’s existing salary, aiming to recruit at the minimum point necessary to secure the appointment. If there is any question over an approprate salary to offer the panel chair should contact their HR Business Partner or the HR Team Leader for advice before contacting the preferred candidate.

  • As soon as conveniently possible (normally the day after the interviews), the panel chair should contact the preferred candidate to make a provisional offer conditional upon (i) acceptable references, (ii) satisfactory health declaration, (iii) confirmation of the candidate's right to work in the UK, (iv) evidence of qualifications where these are essential to the role, (v) DBS check (where appropriate). You can advise the candidate that the offer will be confirmined in writing shortly.

  • Complete the Offer of Appointment Form and return this to the UAS Recruitment Team.

  • The interview notes should be retained with recruitment records in the department for the required period of time (normally 6 months following an appointment).  Please do see our guidance on the retention of documents available at: http://www.admin.ox.ac.uk/personnel/recruit/rec_recs/retention/. Guidance on giving feedback to candidates is available.

  • Based on the information on the Offer of Appointment Form, a conditional offer letter will be sent to the candidate. This will be accompanied by the relevant documentation for the conditions of the offer and a University card application form.

  • References will be requested and forwarded to the departmental key contact as soon as received. Any concerns regarding a reference should be directed to your HR Business Partner. 

  • Once the conditions (references, health declaration and questionnaire if appropriate, right to work in UK, qualifications, DBS if relevant) have been met, a formal contract will be sent to the candidate.

    If no suitable candidate can be identified then departments may wish to readvertise the post, or consider whether revising the duties, grade or other aspects of the post may attract more appropriate applicants.  In such cases advice should be sought from the UAS Recruitment Team as to whether the post needs to be resubmitted for grading.

 

The appointment

  • Contact the new member of staff to advise them of specific joining instructions (e.g. venue, time, who to ask for etc.).
  • Make arrangements for receiving the new member of staff on the start date and for the provision of appropriate induction training as necessary.

 

All comments, queries, and forms relating to the recruitment process may be sent to the following e-mail address: recruitment@admin.ox.ac.uk

Timescales

Approval of post by Recruitment Panel

Submissions are dealt with by correspondence as quickly as practicable. The Panel meets twice a week. If this is a new post that requires further approval by the Registrar, allow additional time for this.

Job description for grading

Allow ten working days from date of approval by the Panel.

Placement of advertisement

Allow two working days from date of submission to be placed on the University website and up to five working days for Jobs.ac.uk. External media timescales will vary depending on publication. 

Closing date

As a guide allow two weeks between advert publication and closing date for all posts. If you think a work permit may be required then the vacancy must remain open for at least four weeks to qualify under Home Office rules. 

Shortlisting date

Allow at least one working day between the closing date and the shortlisting date to allow us time to send the shortlisting pack to you.

Interview date

Allow at least ten working days between receipt of the interview arrangements form by the UAS Recruitment Team to the interview date, to ensure we give candidates adequate notice.

Start date

Allow at least ten working days between receipt of the offer of appointment form by the UAS Recruitment Team and the provisional start date. This allows time for the various conditions of the offer to be fulfilled.