1 - Planning and preparation

New/Replacement vacancy - What should you do first?

A staff request should be raised in core.

If you need to replace a post, a staff request requires to be completed on HR Payroll system using quick jump > e-recruitment > staff requests.  Where this is a direct replacement then use the Search existing posts option on the staff request screen as this will save you inputting information already held in the system. 

An online demonstration of how to complete a staff request can be accessed through the HRP system training webpage.

A new post requires a Job Description which should be raised through the E-recruitment system.  Once financial clearance has been provided in core your Recruitment Assistant will contact you directly when your position is available in i-grasp to upload your job description.

A replacement post provides the opportunity to re-assess the content of the current job description but if no change is required you should submit the job description with the current grade.  It will require to be re-graded if substantial and qualitative changes have been made.  Your Recruitment Assistant will confirm this.

It is extremely important that the content of the job description clearly reflects the duties, skills and experience required for the post.  A fully detailed and clear submission of a job description, in standard format, will normally result in the grading confirmation within 4 working days.  In certain circumstances, further information may be required by HR before grading can be confirmed.

Clinical posts are subject to additional requirements and should follow the agreement on the Recruitment and Selection of Clinical Academic Staff between the University of Glasgow and NHS Greater Glasgow which you can find here:  Joint NHS/GU recruitment policy  

>>> E-recruitment - Raising a New Vacancy/Position

>>> E-recruitment - Authorising a Vacancy 

Job Seeker's Register (JSR)

In relation to the Management of Organisational Change Policy: (Avoidance and Mitigation of Redundancy and the Management of Compulsory Redundancy Protocol) the University has strengthened its active commitment to seek to fully explore the scope to redeploy staff who are actually or potentially redundant.

The Job Seeker's Register is a redeployment website which contains details regarding those staff who are potentially redundant.  Before advertising, you must check this register for those candidates who meet the essential criteria for the vacancy. You should check the appropriate job family, the grade of your current vacancy and the one below and the one above for suitable candidates.  Full details of this policy are at the JSR website.  If no suitable candidate can be found from the JSR you should proceed to recruitment timetable and advertising.

Identified staff would be interviewed to review their suitability for appointment and required to submit a supporting letter of application (in addition to the CV and details supplied from the Job Seekers’ Register) in respect of such vacancies prior to the interview. The supporting letter of application will outline the applicant’s reasons they consider themselves a suitable match for the post for which they are to be interviewed. The redeployment interview panel will normally consist of the manager with the vacancy and a manager of similar seniority from a cognate School/RI/Service.

Your Recruitment Assistant will give you access to the Job Seekers' Register once your vacancy has been authorised in core and graded within e-recruitment.

>>> move to Advertising and recruitment timetable page

In exceptional circumstances, the Principal may take such action as is considered necessary to promote the best interests of the University, subject to a report being submitted to the next meeting of Court.

International Appointments:

'In pursuance of the University's Internationalisation strategy increasing numbers of instances are arising that propose the employment of staff (UK based or overseas based) to work outside the UK.   The guidance found at the following link provides an overview of the process and main areas that should be considered when contemplating employing staff based overseas or posting existing members of staff on an overseas assignment:

www.gla.ac.uk/services/humanresources/policies/a-g/employingstaffoverseas/

Please contact your local Human Resources Manager to discuss the requirements related to this prior to commencing the recruitment process'