Recruitment Bulletin

Transcription

1 Recruitment Bulletin PAGE 1 VOLUME 1, ISSUE 9 NEWSLETTER DATE: MARCH 2018 The Recruitment Team Human Resources Department Inside this issue: The Recruitment Team New PTHP Schedule Form External Advertising Advertising Invoice Options Timescales for Advertising in Print The General Data Protection Regulation (GDPR) References Reminder and Panel Responsibilities PTHP References Process Hidden Vacancies 5 Redeployment 6 Polite Reminders 6 The Team Leanne Prescott is the HR Officer responsible for Recruitment who can be contacted on ext Your current contacts for recruitment are Kelly Howard, Maruska Pinches, Alex Mundy and Vicky Harton all of whom can be contacted on ext Contacts For advertising queries please For post-advertising queries including shortlisting, interview schedules, and references etc please New PTHP Schedule Form A new Google form for submitting PTHP schedules is under the final development stages. The form will make the schedule process faster and more efficient for departments, employees and HR. There will be 4 main steps of the process: 1. Administrator submits initial schedule details following instruction from their HoD. 2. PTHP Employee receives a link to form (via ), adds their details and accepts schedule of work. 3. Line Manager receives a link to form (via ), checks details and approves or declines schedule. The same process applies for the budget holder if appropriate. All submissions will be recorded on individual departmental logs, and a separate Service Centre log. Any schedule amendments can be submitted electronically. Following meetings with each faculty, improvements have Statistics There were a total of 621 vacancies advertised in Alongside that, 34,755 s were responded to from our Online Recruitment mailbox and 4,947 s from our HR Recruitment mailbox for the same period. been incorporated and we are now in the final stages of testing. User guides will soon be published on the Human Resources website. Further details and roll out dates will be communicated soon. If you have any queries, please contact Charlotte Stockman in the HR Service Centre at charlotte.stockman@port.ac.uk

2 PAGE 2 VOLUME 1, ISSUE 9 PAGE 2 External Advertising As reported in the last bulletin, all external recruitment advertising (other than on our own UoP website, Universal Jobmatch or jobs.ac.uk) is now be processed by a local company: Onefix Media. Onefix Media are able to post the external advertisements at a lower rate or match our costs, saving the University money. They are also able to advise on other suitable sites that may capture the candidate market you are looking for. To facilitate this change and to allow for a quicker Advertising Invoice Options response to requests for external advertising ideas and costs, we have implemented a slight change to the advertising process. Advertising Request Form Change: In the updated Advertising Request Form under Media Required for Advert - Other Publications a contact person to liaise with Onefix Media will be required to agree advert types, price options and purchase order numbers. Please ensure you download the most up-to-date advertising request from our website here. The Process: The advertising request form is completed as usual with the additional contact name/ address/telephone number and sent to HRrecruitment@port.ac.uk As part of the preparation process for the advert HR will Onefix with the advert and external publication request along with the contact details provided on advertising request form. Onefix will contact the named person to agree advertising options. Once options have been agreed, the named person will raise a purchase order number and send this directly to Onefix Media. When the advert closes in redeployment, the recruitment team will confirm with Onefix whether they can proceed with the advertising (depending on receipt of applications via redeployment). Onefix will publish the external advert(s). Any invoicing queries will be dealt with directly between the named person and Onefix. This change of service provides additional options for your advertising requirements and will reduce your advertising costs. If your department or faculty is regularly involved in multiple vacancies, you can take up the option of having a monthly invoice sent to you from Onefix Media. This option would only require you to raise one purchase order number a month rather than one for each vacancy with external advertising. This process requires one contact person (identified on the advertising request form) from the department/faculty to liaise with Onefix Media to agree pricing options and raise purchase order numbers. Onefix Media would send the contact person the invoice covering advertising from the start to the end of the month. If you would like to discuss or take up this option, please get in contact with Leanne Prescott via Leanne.prescott@port.ac.uk or ext 3608.

3 PAGE 3 VOLUME 1, ISSUE 9 PAGE 3 Timescales for Advertising in Print The Marketing Department are currently working on a programme to give HR and Onefix Media access to images and guidelines for advertising external vacancies with images/ logo in publications. In the meantime for the next three months the following will apply: If you request your vacancy to be advertised externally in print with designed advert artwork, this will need to be designed by Corporate Communications (Marketing) to meet the Marketing Guidelines/ standards. Corporate Communications have a minimum 2 week turnaround period. Please take this into consideration when you are planning your recruitment deadlines. HR will start their SLA of 7 working days within Marketing's 2 week period so that your vacancy can go live as quickly as possible. HR will action the set up and publication of the vacancy within redeployment whilst we are waiting for Marketing to complete their work. The Process The recruiting department submit all completed recruitment paperwork to HRRecruitment HR assess the Advertising Request form where external adverts in print with images required will be stated HR send on the request to Corporate Communications Corporate Communications' SLA begins Meanwhile: HR set up the vacancy HR publish it into redeployment HR forward the request to Onefix Media Onefix Media liaise with the specified contact to negotiate prices and options. The vacancy is ready to go live once the advert has been completed by Marketing* Corporate Communications liaise with the recruiting manager to sign the advert off. Corporate Communications forward the completed advert to HR HR Forward this onto Onefix Media (*if the Advert is going into a specific issue/edition and the time-frames do not conflict with UKVI requirements HR can put the advert live earlier). Ideally Corporate Communications would have as much notice as possible. Their timescale depends on whether they have capacity to complete this in house. If your vacancy is urgent, the advert may need to be outsourced to an external agency and this might incur a cost to the department requesting the design of the advert (this includes candidate packs). For any queries please The General Data Protection Regulation (GDPR) The new GDPR legislations comes into action 25th May HR are currently working together with EngageATS (the system owner) to meet the new regulations which replace the current Data Protection Act. Please note there will be changes to the application form. We will send out updates in due course.

4 PAGE 4 VOLUME 1, ISSUE 9 RECRUITMENT BULLETIN References Reminder and Panel Responsibilities As of September 2017 all roles (except for successful internal candidates) are offered subject to receipt of satisfactory references. The University s Reference Requirements: All employment covering the previous three years of employment must be referenced. If the successful candidate has only had one employer in the last three years, a minimum of two references need to be received. The candidate's current or most recent line manager must be a referee. If candidates do not have employment history covering the previous three years, educational/academic references are required. The Process and Panel Responsibilities 1. Before the interview the trained interviewer/ convenor checks the application form to identify the required referee contact details have been supplied, and to make a note of any gaps in employment (especially within the past three years) to query during the interview. 2. At interview the trained interviewer/chair (if necessary) request any additional referee contact details. Any additional referee details identified need to be sent to onlinerecruitment@port.ac. uk for the successful candidate. If the candidate does not have the details at hand, please ask them to provide this directly to HR. 3. When the verbal offer is made, it will need to be expressed that it is subject to receipt of satisfactory references. 4. After verbal offer of employment has been made and accepted, the convenor updates the Online Recruitment System moving the successful candidate to schedule for offer along with robust reasons. 5. This is the signal for HR to request references, which we will do. We will also action one automatic follow-up reminder. 6.If the successful candidate(s) still have outstanding references after HR s request and follow-up request, it is the trained interviewer / convenor or line manager s responsibility to chase these. 7. Once all references have been received the line manager should check that they are satisfactory. The offer of employment has been made subject to satisfactory references, so any concerns should be immediately raised to your HR Adviser. 8. The trained interviewer/ convenor or line manager needs to check that all references are received within 2 weeks of the person s start date. 9. If the references have not been received by the end of that period, it is the line manager s responsibility to contact the Recruitment Team to report this and seek assistance.

5 PAGE 5 VOLUME 1, ISSUE 9 RECRUITMENT BULLETIN PTHP References Process For PTHP roles the reference requirements are the same as other roles. However the process is slightly different: Once the convenor has placed the successful candidates to schedule to offer to bank reference incomplete, HR will request the references and any additional references obtained at interview together with the automatic chaser. The trained interviewer/line manager will need to chase any outstanding Hidden Vacancies references. Once all references have been received, reviewed by the line manager and are deemed to be satisfactory, they will need to inform HR at onlinerecruitment@port.ac.uk that all references are satisfactory. HR will then move the candidate(s) to Approved for temporary employment (Casual, PTHP) and they can be scheduled to work when required. If PTHPs are required for scheduled work before their references have been received, the trained interviewer / convenor or line manager is required to chase any outstanding references once HR have sent out the two initial requests. The trained interviewer / convenor or line manager should check that all references are received by the end of the first 2 weeks of the successful person s start date. If the references have not been received by the end of that period, we would suggest the line manager contacts the recruitment team to report this and seek assistance. The University of Portsmouth Recruitment and Selection policy states: The process of recruitment and selection must be fair, systematic, efficient and effective, ensuring equality of opportunity. Vacancy There are some occasions where it may be appropriate for roles to only be advertised within the department (via a hidden link) and these exceptions are listed below. Reason for hidden link Otherwise all vacancies should as minimum be advertised internally on the University of Portsmouth website. Those exceptions include: Associate Deans Heads of Department/ Heads of School Those being advertised under limited competition (OCRR) Interim roles Roles where the skillset is available from within the department Student placement roles Where there is no backfill to the substantive role If no backfill and the cost to the department is only the uplift e.g. PTHP to fractional role, (Senior) Teaching fellow to (Senior) Lecturer If they are for a short period (i.e up to the end of the current academic year) and based on a competitive recruitment process taking place in the meantime There will be no backfill Where we are offering UoP students an opportunity from a particular course

6 PAGE 6 VOLUME 1, ISSUE 9 RECRUITMENT BULLETIN Redeployment Professorial roles do not need to go through redeployment unless there is already someone of that grade and similar skillset already registered. (If there is, check with the HR Business Partner who will agree if they need to be consulted prior to advertising). ALL other roles should go into redeployment. We cannot assume because there is no one of that grade in there the day it is posted, there won t be for the 3 day duration that role would have been in redeployment. We would not have an excuse if a case went to tribunal if we state a process and then don t follow it for some roles based on who sits in redeployment at that time. Polite Reminders Right to Work Documents Please could the verified copies of right to work documents for the successful candidate be sent to onlinerecruitment@port.ac. uk. Other right to work documents for unsuccessful candidates should be destroyed. Reasons for Decisions on the Online Recruitment System Please could the convenor ensure they add the overall decision of the panel in the comments box in section 3 of the online recruitment system. Please see the second attachment in the for a diagram. Interview invites HR only have the capacity to send out standard interview invites. If there are changes to the arrangements of the selection day after the invites have been sent, we would request they are communicated by the department directly to the candidates. Similarly if you want to use bespoke invites, the department has to take responsibility for sending these out themselves. Please could you then onlinerecruitment@port.ac.uk informing HR of the changes. Skype Interviews When the convenor is submitting the shortlisting decisions on the online recruitment system, please could they also onlinerecruitment@port.ac. uk to inform HR of any candidates the panel have identified who we can offer a skype interview to. Notification of outcome We are receiving a high number of calls from candidates asking for their interview outcome. Please could the panel set realistic expectations of when the candidate will hear of the outcome if they are going to be contacting them directly. HR can only process the decisions once the convenor has updated the online recruitment system. It gives a poor image of the University if we keep them waiting too long.