The current recruitment process involves a large number of “hand-offs”, as different stages of the process pass between different individuals, and tasks pass back and forth between departmental recruitment administrators and Senior HR Administrators.  In the new operating model, one recruitment administrator will support the process from end to end, liaising with individuals as required during the process.

Overview

Recruitment Administrator

The person responsible for the end to end process from placing the advert to on-boarding.

They will liaise with the relevant people to get things done and make sure that the recruitment progresses.

View list of RAs by Faculty/Department

Hiring Manager

The person with a vacancy to fill. 

This can be both the person who will manage the new staff member at the end of the process and the administrator in the department.

Approver

A person who approves the request to recruit and confirms approval prior to an offer.

This includes Department, HR, Finance and Research approvers.

Recruitment Roles

Hiring Manager

The hiring manager is a person with a vacancy to fill. 

This can be both the person who will manage the new staff member at the end of the process and the administrator in the department.

Responsibilities include:

  • Create and review job descriptions
  • Develop new job descriptions
  • Request job evaluations
  • Review advert text created by Recruitment Administrators
  • Review proposed advertising channels and recruitment method
  • Short List candidates with short listing panel
  • Assess, select and provide feedback to unsuccessful candidates
  • Make and negotiate conditional offers to successful candidates

Recruitment Administrator

The Recruitment Administrator is the person responsible for the end to end process from placing the advert to on-boarding.

This does not necessarily mean they do everything.  They will liaise with the relevant people to get things done and make sure that the recruitment progresses.

Responsibilities include: 

  • Write job adverts
  • Create job vacancies on Talent Link
  • Propose advertising channels and recruitment method best suited to the vacancy
  • Post vacancies on the College website via Talent Link
  • Manage vacancy posting on external advertising channels, including, requesting costs from advertisers and sending costs to the hiring manager
  • Do an initial screening of candidates for mandatory requirements
  • Create candidate packs for hiring managers
  • Send candidate packs and shortlisting forms to interview panels
  • Arrange assessment and interview logistics
  • Invite candidates to complete assessments and attend interviews
  • Carry out right to work checks
  • Update candidate status and upload assessment notes
  • Progress candidates in talent Link following a conditional offer
  • Request references for successful candidates and perform employment checks
  • Create employee record and new starter info

Approver

An Approver is a person who approves the request to recruit and confirms approval prior to an offer.

This includes Department, HR, Finance and Research approvers.

Responsibilities include:

  • Ensure that recruitment is within specified budgets and funding has been agreed
  • Complete necessary department, HR and Finance checks
  • Ensure the recruitment is an accurate reflection of the role
  • Ensure all the information within the request to recruit/ rec within TalentLink correct
  • Ensure the proposed recruitment is within headcount planning

Recruitment Operations Lead

A new support role has been put in place to ensure that any questions about the new recruitment process and system are answered quickly and consistently.  The new Recruitment Operations Lead, Jason Chambers, will also be taking on board suggestions and issues from everyone involved in recruitment and managing a continuous improvement process.  He can be reached by emailing erecruitment@imperial.ac.uk.