Professional Services Internal Recruitment Protocol

Effective: 1 August 2025 - 31 January 2026

(Subject to review in January 2026)

Please note that this is an interim protocol aligned to both the Recruitment and the Redeployment Policies whilst in operation.

Index:

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1. Purpose

To ensure financial sustainability in a challenging fiscal environment, the University is limiting external recruitment for Professional Services roles. This protocol supports cost efficiency, job protection, internal mobility, operational flexibility and skills development, ensuring we continue to invest in people and long-term institutional goals.

2. Scope and Application

This protocol applies to:

  1. All general funded Professional Services posts (Grades 2–10), including apprenticeships and direct appointments
  2. All Colleges, University Services, and University subsidiary companies
  3. Standard recruitment, temporary agency staff, and contractors
  4. Backfill of general funded existing posts

3. Exemptions

Recruitment may proceed without further approval for:

  • Roles wholly funded by external grants
  • Invigilators and short-term specialist teaching support roles

4. Strategic Outcomes

This protocol aims to limit headcount growth and external recruitment expenditure to deliver the following outcomes:

  1. Job Security – Prioritising retention of current colleagues and redeployment
  2. Growth Opportunities – Enabling internal mobility and secondments within existing grades
  3. Skill Enhancement – Promoting training and addressing institutional skill gaps
  4. Increased Efficiency – Streamlining processes and aligning resources to strategic needs
  5. Team Cohesion – Encouraging team development, task reallocation, and stronger networks

5. Operational Principles

1. ‘Internal First’ Approach

All roles, approved to be filled, should be advertised internally, whether at the College/University Services level or across the whole University for at least one week before any external consideration:

  • Managers should assess internal capabilities and secondment potential in line with Recruitment and Redeployment policies
  • Following an interview process, appointments can be made where candidates are expected to meet essential criteria requirements, with appropriate objectives and a development plan, within a period of six months

2. Pay and Progression

  • Appointments will be made at the lower end of the grade (unless exceptionally approved by the local Head of People & Organisational Development based on experience and salary)
  • Lateral moves within grade will not attract a pay uplift
  • Where applicable, annual progression within grade will proceed unless performance issues exist

3. Use of External Agencies

  • Priority is given to internal talent pools and cost-effective recruitment options; use of external recruitment agencies is permissible only where strictly necessary and pre-approved by College/US Exec
  • Includes temporary agency staff

4. Business-Critical Roles

Exemptions to this internal first approach may be granted with justification and College/US Exec approval, based on:

  • Strategic or operational risk
  • Legislative or regulatory compliance
  • Lack of internal expertise
  • Urgency and service impact

6. Governance and Review

Finance and People & Organisational Development will track recruitment activity and associated costs.

This interim internal recruitment protocol will be reviewed and refined regularly based on feedback and results. This includes evaluating communication clarity, fairness in selection, and impact on colleague engagement and development.

A formal review will take place in January 2026, measuring:

  • Internal redeployment rates (will not include those colleagues identified as being at risk of redundancy)
  • Vacancy lead times
  • Cost efficiency
  • Feedback and engagement

7. Communication and Support

The following measures will support adoption:

8. Equality, Diversity & Inclusion

All recruitment activity must remain inclusive and equitable. Hiring managers must actively address barriers and ensure fair access to internal roles for all colleagues.

Document Control

Policy Name                    Professional Services Internal Recruitment Protocol
Last reviewed July 2025
Owner People & Organisational Development