2 - Advertising and recruitment timetable

Advertising

Staff recruitment adverts will be placed by the Human Resources Service. 

Once your vacancy has gone through the electronic approval process in the E-recruitment system your Advertising Assistant will match the Post Management Form with your submitted Job Description and a draft advert will be returned to you for approval.  Posts should be advertised appropriately.  As a minimum, adverts should be placed on the University of Glasgow website but most vacancies will be advertised more widely to ensure the strongest possible field of candidates.

If you have encountered difficulties in recruiting staff to a post in the past, please contact your Advertising Assistant for advice on how to proceed.

Regius Professors and some other Senior University Appointments may be subject to additional requirements.  Please check with your Recruitment Assistant.

It may not be appropriate to advertise a vacancy where:

• an employee on fixed term funding is nearing or has reached the end of his/her contract and the new post provides for a continuation of the duties undertaken. This exception can be utilised only where there is a direct and clear relationship between the employee and the new post. Where more than one employee could perceive that the new post provides an extension of previously undertaken duties, an internal advertisement should be placed to allow an opportunity for all with an interest to be considered;
• the purpose of the post is to allow for the completion of work already in hand, and it is clear that no-one else could reasonably be expected to carry out the associated duties. In such instances the contract will normally be for a fixed term period and will not allow for further extension;
• the length of post is less than 6 months;
• where a specific person is named on a Research Grant;
• other circumstances where advice should be sought from Human Resources Manager.

Care should be taken when choosing where to place your advert. Bear in mind that publications have different deadlines.  Lead in times for certain monthly publications can be up to 6 weeks in advance. Full details for each publication are below (if not listed, contact your Advertising Assistant directly):

Academic and MPA level 9 and above vacancies will normally be advertised for 4 weeks on the University website.  UKBIA Sponsorship regulations require a minimum advertising period of 4 weeks.

MPA up to and including level 7, Technical & Operational vacancies will normally be advertised for 2 weeks on the University website.

Normally all vacancies close on a Friday.

The central recruitment budget held by HR will fund the first £650 towards an external media advert.  This normally covers the cost of a short advert placed as part of a larger composite advert for the University, detailing the job purpose.  Contact your Advertising Assistant for exact costs.  Any additional costs relating to an advert will be charged to the recruiting School/RI/Service. 

There are also cost free ways of advertising posts.  All University posts are placed on the University's jobs site.  Additionally, all research and teaching posts are placed at jobs@ac.uk.  

When planning the recruitment process, it is important to establish realistic timescales for each stage.  There is often a temptation or pressure to complete the process in the shortest possible time.  This can be counterproductive if timescales are too tight or unrealistic.  Other issues to consider are the availability of your panel members and preferred times for the new recruit to commence employment.   

The recruitment timetable and membership of the appointing committee must be confirmed prior to advertising in order for the job description to include an expected interview date.

Minimum timescales for each stage (except clinical posts)

Example of a vacancy timeline

             
Overseas candidates and arrangements for School/RI/Service presentations etc. may lengthen the time period.

Your Advertising Assistant will confirm which Recruitment Assistant will be responsible for your vacancy.

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