Human Resources

Recruitment to open-ended and fixed-term roles

This section provides information and guidance on the steps involved in recruiting to open-ended and fixed-term roles.

Identifying and defining the role

Before recruiting for a new or existing position, it is important to invest time in gathering information about the nature of the role.  It is also important to consider the skills and personal attributes needed to perform the role effectively 

  • Obtaining authorisation to recruit
  • Writing a job description and person specification
  • Role profiles and blank job description template
  • Carrying out a job hazard assessment
  • The grading process
  • Equality and Diversity, Unconscious Bias and Positive Action
  • Training module- Job Descriptions/Person Specifications and Grading

Advertising and marketing the role

All vacancies within the University are published using the online recruitment system. They can be published internally (to current University of Portsmouth staff only), externally (available for anyone to view) and in approved other media, such as

  • Deciding whether to offer as a secondment opportunity
  • Advertising lead times
  • Creating your advert
  • Placing your advert
  • The ‘redeployment’ process
  • Carrying out the ‘resident labour market test’ (RLMT)
  • Training module- Advertising and Marketing the Role

Evaluating applications and shortlisting for interview

All applications will be considered by using the essential and desirable criteria contained in the person specification and by assessing application forms against these criteria. These assessments are completed by the recruiting panel and decisions input to the online recruitment system.

  • Selecting candidates for interview
  • Shortlisting best practice
  • Assembling the interview panel
  • Evaluating applications
  • Making and evidencing shortlisting decisions
  • Updating the online recruitment system
  • Training modules- The Shortlisting and Selection Process and Online Recruitment

Interviewing and assessing applicants

Interviews are an important part of the whole recruitment and selection process. They are the first real introduction the candidate has to life at the University so how they are conducted will leave a lasting impression on both successful and unsuccessful candidates.

  • Time between shortlisting and interviews
  • Skype interviews
  • Providing feedback
  • Checking an individual’s right to work in the UK
  • Obtaining references
  • Giving feedback to successful and unsuccessful candidates
  • Updating the online recruitment system
  • Interview expenses
  • Training module- Interview Practice

Preparing for a new starter

The Convenor needs to ensure that they update the online recruitment system with the interview decisions for all candidates, as this allows the HR Recruitment team to send out offer information to the successful candidate and regret letters to those who were unsuccessful.

  • Confirming offer information
  • Completing offer letter and the ‘new starter pack’
  • Employing Tier 4 sponsored students
  • Visa and immigration rules for migrant staff
  • Preparing appropriate resources
  • Preparing the candidate’s induction programme
  • Training module- UK Visa and Immigration

Dealing with enquiries and unsolicited applications

Advice for dealing with ad-hoc enquiries.

  • Responding to queries about vacancies
  • Responding to unsolicited applications