Recruitment Guide

This guide is intended to help recruiters by providing an outline of the six Key Stages
of the recruitment process and providing a quick reference guide to the key activities
at each stage. The flow and summary of these stages can be seen in Figure 1.
A more detailed process flow chart is also attached (Appendix 1)
Figure 1:

The following is a brief narrative on each of the 6 Key Stages. More detailed
information is available in the linked How to guides for each Stage.
STAGE 1: CREATING VACANCY INFORMATION
Once you identify you need to recruit to a vacancy you need to draft a Job
Description and Person Specification and have it graded. You may use pre-existing
Job Descriptions or the generic Job Description library to create it. Consult your
Central HR Manager for advice if you are unsure on how to draft a job description.
Email the job description and person specification to your Central HR Manager along
with the Relevant Factor for the job, if it is for a fixed period. .The HR Manager will
help by evaluating the job to determine its grade and discussing any amendments to
the job. You will need the grading information to complete the Recruitment
Requisition.
(link: http://www.cardiff.ac.uk/jobs/recruiter-information/preadvert-process.html )

STAGE 2: CREATE AND SUBMIT APPROVED RECRUITMENT REQUISITION

You create an online requisition by logging onto the e-recruitment system and adding
a new requisition. You logon by entering the following URL address into your web
browser: http://recruiters.cardiff.ac.uk/
Please complete all mandatory fields and any optional fields which may apply. If you
are unsure as to how to complete any part then you can consult your School /
Directorate super user for help and / or contact the central HR Service Centre
(recruitment@cardiff.ac.uk or tel: 79936).
Send the requisition for approval in line with internal school/directorate processes.
The Budget Holder should always be the final approver. Please note HR will only
receive an online requisition for advertising once final approval is given.
Formal financial approval is no longer required. However, you can also make Central
Finance and RACDV aware of the vacancy at this stage by copying them via the
system and either division can note any financial restrictions on the Requisition
Subsidiary Form.
(link: http://www.cardiff.ac.uk/jobs/recruiter-information/preadvert-process.html)
STAGE 3: ADVERTISE JOB
The central HR Service Centre will post all job adverts from the information provided
on the requisition. They will automatically be informed of an approved requisition
online, confirm with HR Managers the job evaluation, and post the advert out to the
relevant sites according to the closing dates specified on the requisition.
Vacancies are advertised on the redeployment site for one week. If the vacancy is
not filled through redeployment then the central HR Service Centre will automatically
post the advert to the external Jobs Opportunities web page and any other websites
specified in the requisition as well as any print adverts as required by you. .
You may contact the central HR Service Centre for any changes you wish to make to
the above advertising process and / or closing dates.
(link: http://www.cardiff.ac.uk/jobs/recruiter-information/advertising.html )
STAGE 4: SHORTLIST CANDIDATES
Once the job is advertised you are able to review candidate applications online.
Candidates will have been requested to submit a CV and a Supporting Statement.
You can view candidate applications individually as they are received or in one batch
following the respective closing date.

Redeployee candidates can submit applications through their own application

gateway. Recruiters will be able to view redeployee profiles online on this gateway
and shortlist as below.
To shortlist you can send applications to other shortlisters to review. You can also
send a spreadsheet to shortlisters and ask them to complete this with their results for
ease of recording decisions. You can then use this to make your final shortlisting
decisions.
Unsuccessful applicants at this stage will receive an automatically-generated email
from the system, two days after their status has been changed to unsuccessful preinterview. You can, of course, also send more personalised rejection letters.
Successful candidates will be indicated as such on the system on candidate status
and these will be then taken forward for interview.
(links:http://www.cardiff.ac.uk/jobs/recruiter-information/shortlisting.html
http://www.cardiff.ac.uk/jobs/recruiter-information/redeployment.html )
STAGE 5: INTERVIEW / REJECT CANDIDATES
Once you have selected your shortlisted candidates you can now set up interviews.
You have 2 options at interview stage.
1) You can use Event Manager with the e-recruitment system to organise the
interviews and enable the candidates to book their own interview slot
2) You can arrange the interviews offline and phone, email and/or write to the
candidates.
Both methods require you to amend the status of the interviewees on the system to
Arrange interview as this action populates the Reference Request Form. You
may use these methods to set up as many interviews as you require.
Interview Panels should be set up as per the current process and formats, details of
which can be found in the hyperlink below. After the interviews Recruiters will need
to amend the status of the interviewed candidates to Interview Held. This then
prompts the system to open up Interview Assessment Forms, which should be
completed by interview panel Chairs online and held against the candidate record.
Unsuccessful Candidates at this stage should have their status updated to
unsuccessful post-interview. An email informing them of this can then be sent via
the Candidate Communications section. You can personalise the email prior to
sending, if required, or of course send a more personalised rejection letter
Only references for academic posts should be sought at this stage. Reference
requests for non-academic jobs should be made at appointment stage, for the
preferred candidate only.

Please note that interviews for Senior Staff and Senior Clinical Academic Staff
(Senior lecturer and above) vacancies are coordinated through Central HR and they
should be contacted to coordinate all arrangements.
(link:http://www.cardiff.ac.uk/jobs/recruiter-information/interviewing.html
http://www.cardiff.ac.uk/jobs/recruiter-information/senior-staff.html
http://www.cardiff.ac.uk/jobs/recruiter-information/clinical.html

STAGE 6: APPOINT CANDIDATE

Once you have selected a preferred candidate to appoint you should change that
candidates status online to Recommendation to Offer. This will open up the
Appointment Form, which will be auto-populated from the requisition where possible.
Once you determined the draft offer details you should contact the candidate and
make a verbal offer. Once those discussions have been completed and you believe
the offer can now be formally made you can proceed to appoint.
At this point you should complete and submit the Appointment Form and any
reference requests, for non-academic jobs.
You should ensure that any financial restriction noted on the requisition subsidiary
form by FINCE or RACDV is reviewed as part of this process.
The submitted appointment form will be automatically sent to the central HR Service
Centre, who will produce the Employment Contract.
Candidates will receive email copies of their contract and a hard copy pack
containing new starter information will be posted to them.. Contracts will be issued
subject to receipt of ONE satisfactory reference and a completed DCR? form.
The central HR Service Centre will inform you about progress on acceptance of
any offer and coordinate start date and new hire processing.
If the offer is rejected or the candidate withdraws the central HR Service Centre will
liaise with the Recruiter with regard to appoint any other reserve candidates as
above.
(link: http://www.cardiff.ac.uk/jobs/recruiter-information/post-interview.html)
FURTHER INFORMATION & CONTACTS
A list of frequently asked questions providing further information can be found on the
hyperlink below. Should you have any other questions or need to contact us you can
consult your School / Directorate super user for help and / or contact the central HR
Service Centre (recruitment@cardiff.ac.uk or tel: 79936).
(link:http://www.cardiff.ac.uk/jobs/recruiter-information/faqs.html
http://www.cardiff.ac.uk/jobs/recruiter-information/contactus.html )

Appendix 1:

E-Recruitment Summary Process Flow Chart