1 - Planning and preparation
New/Replacement vacancy - What should you do first?
A new post requires a Job Description which should be sent directly to your Advertising Assistant who will liaise with your HR Manager to ensure grading at the correct level, before the Post Management Form is raised.
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 to your Advertising Assistant with the current grade and the Post Management Form. It will require to be re-graded if substantial and qualitative changes have been made.
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.
For new posts once grading is confirmed you must complete a Post Management Form and obtain authorisation from the Head of Department and/or the Dean of your Faculty (or Secretary of Court for University Services). For existing posts which have not changed the job description should be sent to the Advertising Assistant and the Post Management Form should be sent directly to the Data Management Section at the same time. Completed and authorised forms should be sent to the Data Management Section, HR Department. The Data Management Section will process fully completed forms within 2 days and forward to the Advertising Assistant to begin the Advertising process. Externally funded posts can proceed to advertising/job seekers register upon confirmation of funding from Research and Enterprise. Research & Enterprise will supply a list of newly funded positions to Recruitment on a weekly basis. Advertising Assistants will contact PIs/Departmental Manager responsible for directly with further guidance,
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:
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 department.
For access to the JSR, contact your Advertising Assistant.
>>> 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.
