Professional, teaching and research staff appointments
This page provides guidance on how to recruit professional and research staff to the College, along with key links to related policies and information. If you need to speak directly with the recruitment team, please utilise the "contact us" button below.
If you are looking to hire a someone who is currently overseas or from outside the European Economic Area and need to obtain the right to work, please ensure you read through the visa and right to work guidance.
Prof staff boxes
A guide to recruiting:
- Advanced Research Fellow JD
- Advert template
- Open call advert template - for academic posts
- Further particulars - academic positions
- Initiating recruitment email
- Interview Assessment Form
- Interview Invite Template
- Job Description Template
- New Contract Request - Medicine Only
- New Contract Request - Short Term
- Request Hire Email
- Research Fellow JD Template
- Research Associate JD Template
- Research Assistant JD Template
- Right to Work Checklist [Word]
- Shortlist Record Form
Determining the need to recruit
When a vacancy arises, the Hiring Manager will need to review and consider the following key areas to ensure that the role fully meets your business needs. The Hiring Manager should contact their Recruitment Administrator who will guide and support you throughout the process. .
Establish how the vacancy fits into the team/department/division
- Is the role still required?
- Where does it fit in to your strategic plan?
- Is the workload or structure likely to change in the near future?
- Is a different skill set needed?
- If so, should recruitment be delayed until the exact requirements are clear?
Establish the key requirements of the post
- Discuss the role with the outgoing postholder, line manager and/or key contacts to establish what works well and areas for improvement
- Have the requirements of the job changed?
- Are any parts of the job no longer required?
- Should any new responsibilities be included?
- Could some duties and responsibilities be allocated to existing staff as a development opportunity?
Delivery of Key Requirements
Consider how these requirements should be delivered
- Consider the most appropriate type of contract e.g. open ended, fixed term, temporary, annualised or zero hours, etc.
- Does the post have to be performed on a full-time basis at set times to meet business needs?
- Could a more flexible arrangement be accommodated e.g. part time, etc?
- Is there a defined time limit for the appointment e.g. due to external funding or to cover maternity leave, staff absence, etc?
- Are there any staff who could be redeployed into the vacancy?
- Could the post be offered as a secondment opportunity?
Job descriptions, person specifications and further particulars
This guidance has been designed to help you produce up-to-date and accurate documents.
- Reflect the representative work activities detailed in the relevant Job Family grading description.
- Have a job title that clearly and accurately reflects what the job entails and should make sense to an audience both inside and outside of the College. This will significantly help attract qualified and suitable applicants for our vacancies.
- Conform to the College's standard templates in order to ensure consistency
- Provide a clear and accurate description of the main duties and responsibilities of the job for potential applicants and job holders
- Provide the basis of an accurate, justifiable and objective person specification
Person Specifications are based on the job description and should inform the content of the advertisement. The criteria set out in the Person Specification must be justifiable, measurable and job relevant.
- The person specification should outline which criteria are essential and which are desirable.
- Essential criteria are the minimum requirements that the applicant must hold in order to be considered for the post.
- These are what prospective candidates will use to decide whether or not to apply.
- You must be able to justify that these criteria are essential to the post and proportionate for the Job Family grade advertised.
- Do not overstate requirements otherwise you may miss out on good candidates.
- Consider the type of support and training available and whether or not a particular competency is required on the first day or could be learnt over a period of time.
- Desirable criteria are the criteria that it would be useful for candidates to have.
- Where you have a large number of candidates meeting the essential criteria you may decide to move to shortlisting candidates on your desirable criteria.
- Avoid woolly terminology e.g. "good communication skills".
- Be specific and describe what is needed e.g. 'complex report writing skills', etc.
- Criteria must be capable of being assessed through application forms, interviews, and selection tests.
- DO NOT include any terminology that could be discriminatory:
- Age: do not specify an age or age range, use ageist language such as ‘young' or ‘mature', use phrases such as ‘dynamic’ or ‘energetic’, or specify the number of years of experience required for a role.
- Disability: do not request attendance records or details of health issues. Where applicable, dependent on the role, fitness to work will be assessed by Occupational Health processes, subject to the requirements set out in the Equality Act.
- Sex discrimination or sexual orientation: do not request details of personal circumstances.
Knowledge, Skills, Abilities and Experience (Competencies)
- Use only job relevant qualifications that are appropriate for the role and Job Family grade.
- In the work experience section, include job titles that you would expect applicants to have when applying for the vacancy. This will provide context for the candidate and maximise the reach of the position when advertising; it will help search engine optimisation.
- Include ‘or equivalent' when stating qualification standards to accommodate candidates who have the competencies required but, for example, have been educated overseas or prior to the introduction of specific qualifications, taken a career break for childcare purposes, or progressed their career through non-traditional routes. This will encourage applicants from a wide range of backgrounds to apply without compromising your needs and ensure that you meet legislative requirements.
- Competencies should be used to describe the level of performance required for the role.
- They can be work-environment specific, sector specific, job-related or general.
- Phrase competencies carefully in order to avoid misinterpretation and ambiguity. Avoid any reference to local procedures, terminology or jargon.
Any other requirements
- Include Imperial Expectations. These articulate how the College expects its staff to behave
- Detail special working conditions, e.g. ability to work specific shift patterns or beyond standard working hours, and explore these at interview.
- Outline any specific requirements e.g. sensitive roles (e.g. work with children or vulnerable adults, healthcare professionals and health service appointments, chartered/certified accountants and financial services appointments, work involving matters of national security, etc) may require a criminal record (DBS) check.
- Provide key facts about the College and department/division
- Provide a concise and relevant summary overview of the department and how the post will contribute to the aims and objectives of the department.
- Include a simple departmental organisational structure chart which clearly indicates who the post-holder will report to and be responsible for (where relevant).
- A web link to the department’s web pages for candidates interested in further detail
- Include the main terms & conditions for the post
N.B. Further particulars are currently primarily used for academic and senior appointments.
Evaluating a job
All new job descriptions, and, where appropriate, substantially changed positions (as determined by HR) require job evaluation.
- Generic graded job descriptions should be used where relevant:
- Job descriptions that have been previously evaluated do not need to be submitted again for re-evaluation unless significant revisions have been made.
How are jobs evaluated?
- They are evaluated by a panel of HR Operations staff who have been trained in using the HAY job evaluation methodology at weekly Job Evaluation review meetings. The purpose of these meetings is to achieve a consistent approach to job evaluations across the College.
- Level D/E Academic and Research and Level 6/7 Professional Services Job Family roles should be forwarded to the relevant HR Partner in the first instance for evaluation.
How do I request that a job be evaluated?
- Email the following documents to your to the Recruitment Hub
- job description
- person specification
- organisation chart
asap and, at the latest by 12 noon each Friday, so that it can be considered at the next meeting (meetings take place every Tuesday morning).
- Your HR / Recruitment representative will advise you of the outcome of the job evaluation as soon as practicable after the meeting.
- If you require assistance developing or amending the job description and person specification so that it reflects your intentions / feel for the job, please contact your HR / Recruitment representative.
When drawing up the advertisement, the advert content should:
- Reflect the representative work activities detailed in the relevant Job Family grading description
- Have a job title which is a clear and an accurate reflection of the job. This title will maximise the reach of the advert – i.e. it will have search engine optimisation
- Be gender neutral
- Conform to the College's standard templates in order to ensure consistency
- Sell the job to potential applicants; engage with the audience; contain hyperlinks to news stories and videos about what has been happening in your team
- Attract high calibre applicants and motivate them to apply
- Encourage applicants who do not meet the requirements set out within the person specification to self-select out of the process
- Be clear, concise and informative
- State the main duties and responsibilities, as detailed in the job description
- State the essential skills, qualifications & experience needed, as detailed in the person specification
- Include any other key points e.g. contractual terms, indicate the benefits of working for the College, etc
- State who to contact for further details
Placing your Advertisement
The Recruitment Hub will place your advert for you via our applicant tracking system, TalentLink. Please contact them directly with the JD and advert text you would like to use.
Please note that approval requests will come from our applicant tracking system, TalentLink. In some instances, additional approvals may be required outside of this system. Below is a list of approval routes for specific appointments which need to be followed:
For Academic Recruitment in the Faculty of Medicine only:
- Please ensure that the Dean's Management Group (DMG) has provided you with approval.
- For Clinical Senior Lecturers, Clincial Readers and Clinical Chairs only:
- Send job description/person specification to the relevant NHS Trust for approval, and request in-principle agreement to an honorary contract being issued to the successful candidate
- Send job description/person specification to the Royal College Regional Adviser for approval
- For Clinical Lecturers only:
- Send the advert and job description/person specification to the Specialist Manager at the Postgraduate Deanery for approval if the role counts towards specialist training.
For further information regarding Academic appointments, please visit the Academic Appointment webpage.
THE FOLLOWING STEPS SHOULD THEN BE FOLLOWED as required:
Step 1 - Review the redeployment register
- HR / Recruitment will review the College’s redeployment register and advise you of any potentially suitable College staff who are currently at risk of redundancy.
- The shortlisting panel should consider staff at risk of redundancy and, where they meet the minimum criteria, interview them before the post is advertised or, if the post has already been advertised, as soon as practicable thereafter. Where they demonstrate that they fully meet the requirements of the post, they should normally be appointed to the post. Where they do not fully meet the requirements then the post can be advertised.
Step 2 - Advertise on the College's Job Applicants' website
- HR / Recruitment will place all vacancies (except those of 6 months duration or less) on the College’s Job Applicants' website for a minimum of 2 weeks.
Step 3 - Advertise externally
- If you wish to advertise externally, please provide details of the media or websites to the Recruitment Administrator.
- All posts must be advertised externally for a minimum of 2 weeks.
- Where there is a possibility that a non-EEA candidate might be recruited under Tier 2 of the Points Based Immigration System, you must ensure that the Resident Labour Market Test (RLMT) requirements are met. This will impact on both where the advert is placed and for how long. Please discuss the process to be followed with your local HR representative before requesting that an advert be placed.
- Where a criminal records check may be required for the successful candidate, please discuss this with your Recruitment Hub
- Once HR / Recruitment have costings from the advertising agency / vendor, they will email these to you for approval. If you require any amendments, HR / Recruitment will liaise with the agency / vendor to obtain an amended proof.
- Once you receive the final draft proof and costing, you should raise a Purchase Order (PO) number(s) using the iProcurement system (please see the 'paying for your advertisement').
- You should then email the relevant PO number(s) to HR and confirm your final approval.
- HR / Recuritment will then arrange with the agency for your advertisement to be placed in the requested media.
Additional information - Use employment agencies and headhunters
- Specialised posts can sometimes be filled by using an employment agency/headhunter.
- A list of recommended suppliers is available from the Purchasing website.
- Engagement with an employment agency/headhunter is done via, the Recruitment Hub:
- They will confirm that they have a clear equal opportunities policy. If this is not evident, e.g. from their website, you should ask them to forward a copy of this to you and retain it locally.
- They will ensure that applications and candidates come from the widest pool possible.
- They will work with Procurement to ensure competitive T&C’s and value for money.
- Where there is a possibility that a non-EEA candidate might be recruited under Tier 2 of the Points Based Immigration System, check with the Recruitment Hub if it is permissible to use employment agencies/headhunters to recruit and, if so, what requirements the employment agency/headhunter must fulfil in order to meet RLMT requirements.
Paying for your advertisement
For HR / Recruitment to arrange placement of your advert externally, you will need to provide a Purchase Order (PO) number(s) once you receive the costing.
- To raise a PO number you will need to use the iProcurement system. The majority of Divisional/Departmental Operational Managers (DOMs) and Administrators (DAs) have access to iProcurement however if you do not please follow the guidance on the Purchasing website.
- Raise separate PO numbers for adverts placed via Penna (the College’s recruitment advertising agency), Jobs.ac.uk and any other media where you place adverts directly rather than through Penna as they are separate suppliers.
- Most website/publication names are obvious, however some are not as clear as they might be. This list below shows those most regularly used. If you are unable to identify the correct publication please email Accounts Payable at email@example.com for assistance.
iProcurement supplier name
Advertising via Penna
Warwick University Services Limited
The Science Registry Ltd
The Science Registry Ltd
Stonewall Equality Ltd
Raising a Purchase Order (PO) Number using iProcurement
- Access iProcurement
- Select the option ‘Click here to order from all other suppliers’
- Complete the first page with the following information: item description, category, amount and supplier name, see example - advertising PO example 1.
- During the checkout process:
- Enter Buyer and Supplier only as the output method, see example - advertising PO example 2, in order to receive an e-print i.e. an email with copy of the PO in pdf form.
- Enter the cost centre and activity code for charging purposes.
- Item Type, select - services billed by amount
- All recruitment advertising is VAT exempt, for intended use, select - 3 - charitable advertising
- Once approval is granted, you will receive an email confirming the PO number(s), and a PDF of the PO (which you should retain for your records).
- You should then email the relevant PO number(s) to HR and confirm your final approval.
- HR will email Penna, Jobs.ac.uk, etc to confirm the final approval and relevant PO number(s).
A confirmation email will be sent to you automatically, enabling you to check any invoices against your records.
If you require any further advice or assistance please contact:
- The Recruitment Hub for any queries relating to the advertising process.
- Purchase Order Enquiries for any queries relating to the Purchase Order process.
- Accounts Payable at: firstname.lastname@example.org for any queries relating to invoicing.
Further information on how to place a PO can be found on the Purchasing website.
The information given below will advise you on shortlisting panel selection and composition, along with the process to follow when shortlisting applicants for interview.
The panel should be set up as soon as possible following approval to recruit.
For non-Academic posts, there must be a minimum of 2, preferably 3, panel members to ensure objective decision-making.
For Academic posts, the Advisory/Appointments Committee, for which there are specific composition requirements, forms the shortlisting panel (see Recruit and appointment procedure for Chairs and Readers [pdf] or Lecturers’ and Senior Lecturers’ Appointments Committee membership as appropriate).
All members of the Advisory/Appointments Committee, except the College Consul, should shortlist.
Panel members should:
- Offer specialist knowledge relevant to the role,
- Be as diverse as possible.
Please note: that it is College policy that at least one member of the panel must have been trained in recruitment and selection.
There should be continuity of panel membership from the shortlisting to the interview stage to facilitate understanding and consistency within the selection process.
Disabled candidates – workplace adjustments
Guaranteed Interview Scheme
As a Disability Confident employer, the College is committed to interviewing all disabled applicants who meet the minimum essential criteria detailed in the Job Description/Person Specification.
Please note: that applicants who disclose a disability by ticking the box in the Guaranteed Interview Scheme section on the application form and meet all the essential criteria for the job must be invited for interview. As a Disability Confident employer the College is committed to encouraging applications from disabled people.
The Equality Act 2010 allows for positive action and adjustments to work to create a level playing field for disabled candidates to apply and work in the same way as people without disabilities. To this end:
- You should assess disabled candidates against the elements of the person specification and how they have demonstrated they have met the criteria
- You must consider if workplace adjustments can be made to the aspects of the job if required. Have an open conversation with the candidate to find out what they may require and their work style. You should offer the job to the person who most closely matches the person specification
- On the rare occasion you may feel the adjustment cannot be made, please speak to the Equality and Diversity Manager before you make a decision based on this assumption alone.
Non EEA Candidates
Please note: in line with the Points Based Immigration System criteria, EEA candidates who meet the essential criteria must be given preference to non-EEA candidates who require permission to work under Tier 2 even if the non-EEA candidate achieves a higher score. The only exception to this is for designated PhD level jobs where recruiters are able to select the best candidate for the job rather than the most suitably skilled settled worker.
Your Recruitment Administrator must retain a copy of the Shortlisting Record Form, application forms, Interview Record form and interview notes for a period of 6 months after the appointment decision is made, during which time they may be required for review by HR or in case of an Employment Tribunal complaint.
Please note: that where the successful candidate requires a Certificate of Sponsorship (CoS) under Tier 2 of the Points Based Immigration System, these documents should be forwarded to your Recruitment Administrator for retention for the duration of the sponsored migrant’s employment.
Recruitment monitoring is essential to ensure we comply with equality legislation, as such:
- All applicants will be asked to provide details of their protected characteristics and the advertising sources via the online recruitment system. This will be anonymous. Where an individual is unable to apply online, they will be directed to the primary point of contact shown on the job advert. This point of contact will flag this applicant issue with the dedicated Recruitment Administrator who will liaise with this individual to provide them with the hard copy of the relevant application form and the monitoring form. The information contained on the hard copies will then need to be entered onto our online recruitment applicant system. Once the information contained in the Recruitment Monitoring form is entered onto the system, the hard copy of this form will be destroyed and it must not be shared with shortlisting/interview panel members.
Candidates who are not shortlisted or are unsuccessful following interview will normally receive a standard regret email via the online recruitment system. If you would prefer to write to those who are unsuccessful personally, please advise your Recruitment Administrator when you email them the completed Shortlisting or Interview Record Form (as applicable).
Providing feedback to applicants not shortlisted
- Where candidates who are not shortlisted request feedback, it may be sufficient to thank them for their application and request for feedback and advise them that they were not shortlisted for interview as they were unable to provide sufficient evidence on their application form to demonstrate how they met the essential criteria detailed on the person specification.
- Alternatively, should you wish to provide more detailed feedback, use the notes/comments on the Shortlisting Record Form to explain to the candidate how they met/did not meet the shortlisting criteria.
Providing feedback to applicants after interview
- It is good practice to offer internal candidates feedback after interviews and it is College policy to respond to requests for feedback from external candidates.
- Where candidates wish feedback, use the notes/comments on the Interview Record Form to explain to the candidate how they met/did not meet the selection criteria.
Please note: you should discuss the content of any proposed feedback with your Recruitment Administrator before sharing this with the candidate.
It is best to keep feedback brief and to focus on one or two positive areas as well as the main areas where they fell short of the criteria/could have done better.
Feedback can be provided either verbally (telephone conversation/in person) or in writing (email/letter).
- Following the vacancy closing date, your Recruitment Administrator will email all applications and a Shortlisting Record Form to you/the shortlisting panel.
- You/the shortlisting panel should:
- Set/agree clear shortlisting criteria based on the essential criteria in the Person Specification.
- Review and assess each applicant’s application against the criteria on the Shortlisting record form.
- Where a large number of candidates meet the essential criteria, you may need to shortlist candidates on the desirable criteria.
- Once the form is complete and candidates ranked, flag any individuals you think warrant discussion
- Aggregate the rankings and comments of all panel members
- Ensure all decisions are made on objective assessment not personal opinion
- Email the completed Shortlisting Record Form to your Recruitment Administrator, advising whether candidates should be interviewed, placed on hold or rejected
- Your Recruitment Administrator will then inform candidates accordingly via the online recruitment system. This will ensure that candidates are kept updated about the status of their application promptly by e-mail
Step 1 - identify the interview panel
- For non-Academic posts, there should be a minimum of 2, preferably 3, panel members to ensure objective decision-making.
- For Academic posts, the Advisory/Appointments Committee, for which there are specific composition requirements, forms the interview panel (see Recruitment and Appointment Procedures for Chairs and Readers or Lecturers’ and Senior Lecturers’ Appointments Committee membership as appropriate).
- All members of the Advisory/Appointments Committee should interview.
- Panel members should:
- Include the line manager and others with knowledge relevant to the role e.g. a user of the service.
- Be as diverse as possible.
- Identify a Chair
- Please note: it is College policy that at least one member of the panel must have been trained in recruitment and selection and that individual departments/divisions are responsible for ensuring compliance with this.
Step 2 - set up the interviews
You will need to work closely with your Recruitment Administrator regarding the arrangements for assessment. They will be on hand to provide administrative support. In order to make the experience as steamlined and seamless as possible, please provide them with the following information:
Set an interview date that gives candidates sufficient notice (normally 5 days) to attend.
- Agree a realistic timetable which allows for the interview, selection tests, preparation for next candidate and comfort breaks.
- Suggest / Make appropriate arrangements for a venue for the interview/selection test to take place.
- Try to give candidates flexibility over interview times to cater for those travelling long distances, religious needs, caring responsibilities, etc.
- If it is not possible for candidates to attend interview then consider seeking permission to use SKYPE, etc
- Provide the Interview Panel with details of interview arrangements
Conducting interviews via Video Conferencing/SKYPE
The College’s preference is for all potential candidates to be interviewed in person at the campus where the job they have applied for will be based. Where this is not possible, i.e. for some international candidates, seek permission for the interviews to be conducted by Skype or video-conference. These facilities can be arranged through ICT.
General Points to note
It is important that the panel are able to see the candidate being interviewed as this will help to establish that the person being interviewed is the same person who applied for the vacancy e.g. by checking that they appear to match the personal information provided on their application form, etc. A scanned copy of the applicant’s evidence of eligibility to work in the UK should also be requested prior to interview so that panel members can check that the interviewee looks like the person in their passport photograph.
When conducting interviews using video conferencing facilities it is necessary to ensure that:
- All candidates have been asked prior to interview if they have any special needs which need be taken into account
- You ask the same questions as you do of candidates who are interviewed in person
- All members of the interview panel are able to ask questions, can hear the candidate’s replies and make notes
- You make allowances for poor video links and reception
- You take into account any potential difficulty the candidate may have in explaining themselves because of language barriers whilst also bearing in mind the minimum level of English language skill that would be required for the job
In addition to the general guidance set out above, please see Academic Appointments - use of technology for remote interviews [pdf] for further reference.
For all Academic appointments, departments may wish to:
- Offer candidates the opportunity to visit the College before interview day
- Ask candidates to give a research seminar to members of the department before interview day
- Arrange for candidates to receive a tour of the department and introductions to potential colleagues and collaborators on interview day.
- Arrange for candidate to discuss the department, College, benefits and support confidentially with a departmental staff member
- Discuss career and salary progression and potential start up funds
Step 3 - interview and selection test preparation
- Questions should be relevant to the selection criteria and should provide the candidate with an opportunity to demonstrate their knowledge, skills, etc.
- Pre-prepared questions and question categories should remain consistent whereas probing questions may vary according to how the candidate answers questions.
- Selection exercises are a useful tool for checking a candidate's knowledge or practical ability. Tests should reflect the job content and be checked beforehand to ensure that they are clearly explained and can be performed in the allotted time frame.
- The following types of selection exercises may be useful:
- IT tests
- In-tray exercises e.g. prioritising
- Tests on factual information required for the job e.g. important safety information
- Case studies – these can be provided on the day or before interview
- Identify someone to meet the candidate and oversee any selection test
Please also refer to the 'Disabled candidates - Reasonable adjustments' in the previous section.
Step 4 - On the day
- The person greeting candidates should:
- Give them somewhere suitable to wait.
- Take copies of their proof of eligibility to work in the UK (and sign and date these), qualification certificates, etc and return documents to candidates either before or at the end of the interview.
- Deal with requests for Expense claim form (PDF)
- You should convene the interview panel at least 15-30 minutes before the start of the interviews and agree, if you have not already done so:
- Who will provide an explanation of the role and who will answer questions from the interviewee
- Areas of questioning and the order in which panel members will ask questions
- Who will make notes of all questions and responses or if everyone will take notes
- How and when candidates will be informed of the outcome of the interview
Welcome the candidate
- Thank the candidate for coming and introduce panel members
- Briefly explain the interview format/procedure
- Begin by asking a 'scene setting' question e.g. “Tell us a little about your current job/experience.” or “What is it about this job that particularly interests you?”
Encourage candidate to provide examples to demonstrate their competence
- Ask all candidates the pre-prepared questions, following up responses where necessary
- Encourage the candidate to talk by e.g. by nodding to indicate you are listening and interested
- Encourage the candidate to provide a range of examples to substantiate their answers
Control the interview
- Use words like 'specifically', or, 'in outline', to focus attention on issues
- Tactfully but firmly clamp down on the over-talkative candidate e.g. "Thank you, that's fine, let's move on to ...” or "Can we concentrate a little more on this particular issue?”
- Keep an eye on time
Pick up employment issues
- Check notice periods
- Clarify referee details and when they may be contacted
Supply necessary information
- Briefly add to information already made available to candidate
- Answer candidates questions
- Inform candidate of the next steps in the selection procedure
Close the interview
- Bring the interview to a close.
Step 5 - Making the decision
- Consider the information gathered on each candidate against the person specification
- Deselect candidates who do not meet the minimum criteria
- Rank candidates who meet the minimum criteria and take an objective view of where candidates do not meet, partly meet, fully meet the criteria.
- Add the agreed reasons for selection/deselection and interview notes to the Interview Record Form and email to your Recruitment Administrator advising which candidate is successful and which should be placed on hold or rejected.
- Your Recruitment Administrator will then inform unsuccessful candidates via the online recruitment system. This will ensure that candidates are kept updated about the status of their application promptly by email.
Making an offer
All offers of employment are subject to pre employment checks including satisfactory references, evidence of eligibility to work in the UK and any other statutory checks. It is College policy that a member of staff may not commence employment until these checks have been completed. References checks are via our applicant tracking system, TalentLink. The Hiring Manager may contact the preferred candidate to disucss:
- potential salary
- possible start date
- outline any required pre employment checks
- Disabled candidate - it is best practice to ask them about any adjustment they require for the job. If you are in doubt about how to do this, please speak to the Equality and Diversity Manager
- only HR staff are authorised to make an offer of employment on behalf of the College, either verbally or in writing
- The salary offered should:
- be within the established grade, advertised salary range and financial provision of the post
- take into account the applicant's expertise
- normally be at or above the incremental point equivalent to the applicant's present salary
- take into account the salaries of other staff doing similar work with similar expertise within the department/division
- The Hiring Manager should liaise with the Recruitment Administrator in relation to the requisite details of the offer and any additional associated paperwork , such as the Consuls' form completed and signed off at interviews, in the case of academic and clinical posts.
- Your Recruitment Administrator will process the offer details and will obtain the relevant approvals.
- Where pre-employment checks have not yet been completed, HR will establish if you wish them to issue a conditional offer/combined contract of employment subject to the above checks, and including terms and conditions, within 2 days to ensure that the candidate knows that they have been successful in securing employment.
After the checks have been completed
- The Recruitment Administrator will issue an unconditional contract of employment (following a conditional offer) or a letter confirming that the pre employment checks have been completed (following a combined contract)
- For Lecturers/Senior Lecturers, HR will enclose the Guidance note for Lecturers on probation - Appendix A with the contract and write to Academic Adviser to confirm their role, enclosing the Guidance note for Academic Advisers - Appendix B
- Once the signed contract has been returned, HR will inform the panel
- In the event that checks prove to be unsatisfactory and/or you wish to withdraw an offer of employment, please speak to your Recruitment Administrator before contacting the candidate.
SUPPORTING NEW MEMBERS OF STAFF
Before the new member of staff starts:
- Maintain regular contact with the new starter; include in departmental events, etc.
- Discuss with the new starter what support might be of benefit
- Vist the New Staff webpages for induction guidance
All offers of employment are subject to pre-employment checks including satisfactory written references, evidence of eligibility to work in the UK and any other statutory checks. It is College policy that a member of staff may not commence employment until these checks have been completed.
- Ensure that you have requested and received a minimum of 2 references, which should normally include the applicant's present/most recent employer and cover at least 3 years immediately preceding the member of staff joining the College. Additional references should be requested in order to meet these requirements where necessary. Reference checks will be via our applicant tracking system, TalentLink, and undertaken by the HR / Recruitment Team.
- For Lecturers/Senior Lecturers a minimum of 3 references is required, which must include references from external sources.
Eligibility to work in the UK
- All candidates invited to interview will be required to bring along original proof of their eligibility to work in the UK.
- If candidates do not possess authorisation to work, HR will advise if it is possible to apply for permission to work under Tier 2 of the Points Based Immigration System (PBS).
- If a Tier 2 application can be made, HR / Recruitment will issue the individual with a Certificate of Sponsorship (CoS).
- A charge is made by the UKVI for issuing a CoS. HR will advise on how payment should be made and the information that will need to be provided - see CoS Credit Card Payments - note for departments [pdf].
- Once the individual has been issued with a CoS, they will then need to apply to the UKVI for and obtain a visa that permits them to enter or remain in the UK before they can commence employment with the College.
- If a Tier 2 application cannot be made, the individual will need to obtain permission to work in the UK through an alternative immigration route before they can commence employment with the College.
Qualifications and professional membership
- All candidates invited will be requested to bring to interview original proof of their qualifications where these are a requirement of the role.
- For posts which require registration with a professional body e.g. medical and nursing posts, candidates should be asked to bring along original proof of current registration e.g. GMC Registration, UKCC, CCT certificate (for Clinicians etc.).
- English translations must be provided for all documents which are not originally written in English.
- It is your responsibility to ensure that all necessary qualifications have been verified.
Employment health assessment
- Occupational health assessment will be initiated by the Recruitment Administrator within our applicant tracking system. All new staff will only be screened if they will be working in jobs which involve:
- Contact with patients
- Undertaking or assisting with surgery or other 'exposure prone procedures'
- Work with hazard group 2 or 3 pathogens or Class 2 or 3 GMOs (included laboratory work with unscreened blood or unfixed human tissues)
- Work with animals or insects
- Other work requiring health surveillance
- Regular driving on College business
- Accurate colour vision
- Fieldwork or travel abroad
- Food handling
- Safety-critical work
- Other work requiring health clearance
- vaccination or health surveillance may be required to protect against health risks
- sudden incapacity could pose a risk to safety
- there is a regulatory requirement for health assessment.
- For work with laboratory animals, work with pathogens or travelling overseas, health assessment will be deferred until the new member of staff is due to commence the specific activity.
- New staff will be asked to declare any disability on the Personal Details Form, which they supply to HR on commencement of employment, so that any specific adjustments or support required can be considered/accommodated.
- The Hiring Manager will specify any Health Assessment requirement via the online Occupational Health form sent by the Recruitment Administrator. On receipt of the online form, the Occupational Health department will follow up with the individual and the Hiring Manager, as necessary, to arrange the appropriate assessment. Following assessment, the outcome will be notified to the new member of staff and HR
NHS honorary contracts
- Where a new member of Clinical and Nursing staff will be undertaking clinical activity you must contact your HR / Recruitment team to arrange for an honorary contract with the relevant NHS Trust.
- Staff will not be permitted to carry out clinical work until an honorary contract has been approved.
Disclosure and Barring service checks (criminal records checks)
Where you are recruiting to a sensitive role, for example:
- work with children
- work with vulnerable adults
- healthcare professionals
- health service appointments
- chartered/certified accountants
- financial services appointments
- work involving matters of national security
The Hiring Manager and HR Manager should discuss whether or not the successful candidate will require a Disclosure & Barring Service (DBS) check (to identify candidates who may be unsuitable for the work) before commencing the recruitment process.
- Where a disclosure is required, this will need to be communicated between the Hiring Manager and Recruitment Administrator at the start of the process. Applicants will need to be made aware that a disclosure will be required by including the recommended wording from the templates in both the job advertisement and person specification.
- A charge is made by the DBS for issuing a disclosure. HR / Recruitment will advise on how payment should be made.
- Your HR Manager will apply for the DBS disclosure and, once a successful disclosure has been received, confirm that the check has been completed and the individual cleared.
- Those working in roles which require access to the NHS may require a Research Passport.
Security officer roles are subject to successful completion of security screening in accordance with British Standard 7858 (Security screening of personnel employed in a security environment) and satisfactory security clearance by the Office for Nuclear Regulation (ONR) during the probationary period.