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Staff Recruitment, Selection and Appointment

Northumbria University recognises that staff are fundamental to its continued success.  We seek to recruit and retain the best staff with the necessary skills and attributes to support the achievement of our strategic aims and embrace our core principles and values.

Policy Statement – Staff Recruitment, Selection and Appointment

Please click on any part of the flowchart for a detailed explanation of that part of the procedure or see the Quick Links below.

 

Key Roles

Recruiting Manager

Chair of Panel

Panel Member

Panel Co-Ordinator

HR Manager

HR Support Service

 

 

Underpinning Legislation

Equality Act 2010

Immigration, Nationality
and Asylum Act 2006

Rehabilitation of Offenders
Act 1974

Safeguarding Vulnerable
Groups Act 2006

  Braces

 

 

 

 

 

 

 

 

 

 

Quick Links and Forms 

Request to recruit paperwork

Role description and Person specification template

Advert template

CRB Risk Assessment Tool

Shortlisting Analysis form

Selection Event Analysis form

Selection Panel table

Guidance Notes  

 

Recruitment


Identifying a vacancy

  1. When a vacancy arises (whether as result of the introduction of new post or replacement of existing role) it is necessary for the Recruiting Manager to make an Assessment of need of the role.
  2. Once determined a Role Description and Person Specification should be prepared by the Recruiting Manager. These documents should be shared with the relevant HR Manager and agreement made on grade of the role through the Grading of Posts process.
  3. The Recruiting Manager should determine, dependent on the nature of the post, if the post is exempt from the Rehabilitation of Offenders Act


Approval of posts for recruitment

  1. The University Resources Sub Group (of the Vice Chancellors Executive Group) are responsible for approving and/or monitoring requests to recruit to vacant posts.
  2. The Recruiting Manager must complete a Request to Recruit to a Post form, which must be authorised by the Dean or Director and forwarded to the HR Manager along with a copy of the role description and person specification for the role. Details of the requirements for approval, meeting dates and links to the RSG forms are available on the Recruitment and Staffing Changes page of the HR Website.
  3. The Recruiting Manager will be advised by the RSG Co-ordinator or their HR Manager of the outcome of their request to fill a vacancy.


Agreeing the Recruitment Strategy

(This step can be undertaken whilst awaiting approval of the post.)

  1. The Recruiting Manager will discuss with the HR Manager the most appropriate method of recruiting to the vacancy.

  2. Prior consideration for possible appointment will be given;

    - to staff on the University's redeployment register in line with the University Redeployment Procedure
    - to candidates who were previously assessed as being appointable for a post which is of the same grade/duties, within the previous 6 months.

  3. For recruitment to Grade 2/3 roles, the University Talent Pool will normally be used.

  4. Where direct appointment to the vacancy is not possible, the Recruiting Manager will discuss with the HR Manager the most appropriate method of advertising the vacancy in line with the University Recruitment Strategy - Support Staff and the University Recruitment Strategy - Academic/Research Staff.

  5. The HR Manager will draft the advert for the post and this along with a copy of the role description / person specification and additional information will be posted in the agreed recruitment media.

  6. Candidates will be required to complete and submit a University Application Form to apply for the post.


Planning the Selection Process

  1. This step should be undertaken alongside Agreeing the Recruitment Strategy.
  2. The Recruiting Manager should plan the Selection Process, using the Recruitment Plan Template / Checklist. This will include;
  • determining key dates such as advertising, closing date etc in line with the recruitment activity timeline
  • determining who will form the selection panel for the post
  • determining what methods of selection (Academic)  (Support)  will be used
  • organising dates for the panel to shortlist and hold selection event

 

Selection


Short listing and Planning Selection Event

  1. Once the vacancy has closed, the HR Support Team will send a Short-listing Pack to the Recruiting Manager. This will include; 

    - Role Description and Person Specification
    - Applications received 
    - Short-list Summary Form
    - Short-list Analysis Form
  2. The Recruiting Manager should organise for these documents to be shared with the Selection Panel in advance of the short-listing meeting.
  3. The short-listing process should be undertaken by at least the Chair of the Panel and one other panel member, in line with the Short listing Guidance
  4. Where candidates currently overseas are shortlisted, the Recruiting Manager must organise for contact to be made with the candidate to organise an initial interview via video conference/Skype or telephone where required.
  5. The Recruiting Manager will be responsible for returning the shortlisting paperwork to the HR Support Service Team.
  6. The HR Support Service Team will ensure that all candidates successful at the short listing stage are invited to the selection event and unsuccessful candidates will be advised that their application has not been successful and will be offered the opportunity to get additional feedback on their application.
  7. Any candidates who have declared a disability and have been deemed by the short listing panel to have met all of the ESSENTIAL criteria will also be invited to the selection event in line with the University commitment to the 'Positive about Disability Two Ticks' scheme. The HR Support Service Team will advise the Recruiting Manager of any additional candidates who require an invitation to the selection event or if any disabled candidates require any reasonable adjustments.


Selection Event

  1. The HR Support Service team will forward a Selection Event Pack to the each of the members of the Selection Panel in advance of the Selection Event. This will include;

    - Role Description and Person Specification
    - Application Form
    - Candidate Summary and Selection Analysis Form
    - Copies of any completed declaration of convictions forms (Chair only)
    - An "Ex-Offenders selection report" form (Chair only)
  2. The selection event should be carried out in line with the Selection Event Guidance
  3. The Chair of the Panel will be responsible for organising, where possible, a verbal decision to all candidates regarding the outcome of the selection event. All candidates should be offered feedback regarding their performance during the selection event.

 

Appointment


Offers of appointment

  1. Prior to making an offer of appointment, the Chair of the Recruitment Panel must determine the appropriate starting salary to be offered to the successful candidate.
  2. Usually the Chair of the Recruitment Panel (or a designated member of the panel/HR Manager) will make contact with the successful candidate, to make a conditional verbal offer of appointment subject to appropriate clearances.
  3. Once the verbal offer has been accepted the Chair of the Recruitment Panel should complete the Recommendation for Appointment form.
  4. The Recruiting Manager should return the following paperwork to the HR Support Service team
  • Recommendation of Appointment Form
  • Selection Analysis Form
  • Application Forms
  • Any other test / presentation paperwork used as part of the selection process
  • Photocopies of the each candidates documents confirming eligibility to work in the UK
  • Photocopies of the qualification certificates


Appointment Checks

Upon receipt of the paperwork the HR Support Service team will organise for the following pre-employment checks to be undertaken.

  1. References
    All staff joining the University will be asked to provide details of referees who will be contacted to provide either confirmation of their previous employment or academic reference(s). The HR Support Service will contact the named referee's and satisfactory reference(s) must be received before a formal written offer of employment can be made.
  2. Pre-Employment Health Check
    All staff are required to have a pre employment check before they commence in their role.  The HR Support Service will send out to the successful candidate a 'pre employment health questionnaire' which they complete and return to the Occupational Health Service.

    This information is reviewed by the Occupational Health Adviser and they will confirm if the candidate is 'fit' to carry out the duties of the role, or will highlight any health issues which may impact on the ability to perform the role. In this case the HR Manager would discuss with the Recruiting Manager the options available.
  3. Eligibility to work in the UK
    The University has a legal responsibility to ensure that all staff employed have eligibility to work in the UK.

    All candidates invited to a selection event are asked to bring copies of documents proving their eligibility to work within the UK, which are checked and photocopied by the Panel Co-ordinator.

    The HR Support Service will review the documentation provided for the appointed candidate or where a candidate has indicated they do not have eligibility to work in the UK the HR Support Service or HR Manager will make contact with the candidate to support the candidate in gaining eligibility to work where possible.
  4. Criminal Records Bureau (CRB) disclosure (where applicable)
    Where a role has been identified as being exempt from the Rehabilitation of Offenders Act the candidate will be required to have a CRB Disclosure check completed. The HR Support Service Team will liaise with the candidate to complete the check and will advise the Recruiting Manager if any issues arise.


Appointment and induction

  1. Once all appropriate clearances have been received the HR Support Service team advise the Recruiting Manager and will send out an offer letter and contractual paperwork to the successful candidate, confirming their appointment into the post.
  2. Induction for new staff begins as soon as a new member of staffs' formal appointment has been confirmed. The Recruiting Manager must maintain contact with the individual and begin to plan with them their induction in line with the University Induction Policy. All newly appointed staff will be provided with details of the 'New Staff' pages of the University website, where they will be able to review key information in advance of joining the University.

This document was approved on 27 January 2012 and will be reviewed by 26 January 2013



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