Newcastle University

1. Carry out some essential checks
2. Is grading required?
3. Prepare recruitment documentation
4. Redeployment website
5. Advertising
6. Interview panel arrangements
7. Shortlisting procedures
8. Interview
9. Making an appointment

Carry out some essential checks

• Check this recruitment manual and guidance on diversity issues
• Check SDU website for availability of workshops if you have not yet received relevant training
• Ensure sufficient funding is available to meet university policies on grading, recruitment and relocation expenses, increments, pay awards, equipment and accommodation requirements, and on-costs
• Consider conditions of grants/projects (if appropriate)
• Consider whether this may be a redeployment opportunity
• Consider where to advertise and cost of advertising – note all posts should be advertised externally
• Consider who should be linked to the vacancy on the e-recruitment system to enable them to view the applications for shortlisting i.e. the 'team' and any 'application' or screening questions to add to the vacancy on e-recruitment to assist with shortlisting
• Determine selection methods - n.b. all shortlisted applicants must receive a panel interview at least by tele/video-conference
• Make contact with your HR team who will be happy to assist you

Is Grading Required?

YES if new or revised non academic post. Send completed Job Description (JD) to HR for matching/evaluation.

NO if replacement post or academic/research post

Prepare Recruitment Documentation

• Using templates, role profiles and guidance notes, prepare & send electronically to HR:
  • Job Description
  • Person Specification
  • Further Particulars (Grade F & above)
  • Advert (main body approx 75 words).
  • Completed post requisition form (signed hard copy)

n.b. Remember to allow sufficient time for posts to be approved by relevant signatories before any further action is taken

Redeployment Website

• Advertise ALL posts for 1 week on redeployment website, unless vacancy is for a named researcher who is currently employed by the University.

Advertising

HR will need advert & recruitment documentation up to 3 weeks prior to the date you want the advert to appear in the external press in order to meet external advertising deadlines. Adverts should be given a closing date of a minimum of 4 weeks if there is potential that a certificate of sponsorship will be required

Interview Panel Arrangements

• All shortlisted applicants must be interviewed prior to appointment
• Finalise shortlisting and interview panel – aim to reflect diversity as well as a range of experience and expertise
• Panel members should be trained – check availability of training with SDU at www.ncl.ac.uk/staffdev/workshops
• Arrange suitable interview location free from interruptions
• Make arrangements to greet and host candidates
• Check responsibility for administering the process

Shortlisting Procedures

• Shortlist applicants against person specification using hard copy shortlist matrix – check guidance
• Amend the status of the applicants on the E-Recruitment system to Pending Reject or Pending Interview entering reason for rejection (School/Institute Manager or nominee). Where large numbers of applicants HR may assist
• Invite shortlisted candidates to interview using template emails (Support staff grade F & below and research) – see guidance on administration
• Take up references where permission has been given (Support staff grade F & below and research)
• Ensure rejected candidates are notified promptly

Interview

• Use guidance notes to structure interview and prepare questioning strategy (ensure all candidates are questioned on same areas)
• Check do’s and don’ts of selection interviewing
• Probe carefully on answers and seek examples of past performance
• Ensure good notes are taken during the interview
• Check and verify evidence of eligibility to work in UK and qualifications
• Check guidance on references and ensure you are satisfied or request alternative referees where necessary
• Agree which candidate to appoint. Ensure successful candidate is the one who best meets criteria on person specification
• Complete Request to Appoint Form and agree who will feed back to successful and unsuccessful candidates
• Collect interview notes from all panel members

Making an Appointment

• Contact successful applicant and make offer subject to any necessary approvals and subject to written confirmation from HR
• Reject unsuccessful candidates promptly using template (Support staff grade F & below and research). Offer constructive feedback
• Update status of interviewed applicants on E-Recruitment system
• Request appointment by sending Request to Appoint Form, shortlisting matrix, interview questions, notes taken by all panel members, references, validated evidence of eligibility to work in UK, copies of qualifications etc to HR
• Confirm start date and starting salary with HR ASAP
• Destroy all other copies of applications
• Prepare the induction plan for your new member of staff using the checklists on the University’s induction website: www.ncl.ac.uk/staffdev/induction