The recruitment preparation HR webpages

List of information needed:

Please send all the following information to Lucy at environment-hr@york.ac.uk who will submit your vacancy:

• a completed job description
• a completed advert
• the job title
• the job type (academic, research, teaching or support)
• the preferred start date
• the end date (if fixed-term)
• the hours of work/FTE (full time is 37 hours/week)
• whether it is a new job or if you are directly replacing someone who has left
• the line manager of this job
• where the job is based (on campus/remote, etc.)
• a description of why the appointment is needed
• any employment checks required (standard is none)
• the grade and salary range (note that the blue boxes are not to be included)
• the workorder
• the Research Grants Operator managing a grant (if research)
• the names of the selection panel, including who will chair
• any job specific questions you wish to include (compulsory for internal recruitment)
• your advertising dates, shortlisting meeting date, and interview date (as per this rough guide:)
  
  • from receiving all the information to submitting the post: a few days
  • from submitting the post, to approvals, to the post going live: a week
  • how long you would like to advertise for (normally between 2-4 weeks)
  • from the vacancy closing to shortlisting: within a week
  • from shortlisting to interviews: at least 10 days' notice

Shortlisting in eRecruiter

We are now using eRecruiter for recruitments, which means shortlisting will be done in eRecruiter instead of separate sheets. This makes it easier for the panel to view all the information, including ratings for each candidate. It also reduces admin work for departmentally and for HR.

Make sure you are signed in to the VPN to log in.

You can find general guidance on eRecruiter here:

• About eRecruiter
• Logging in to eRecruiter

You can find guidance on shortlisting eRecruiter here:

• Viewing applications in eRecruiter
• Shortlisting inside eRecruiter
• Entering your shortlisting results in eRecruiter

Candidates must receive at least one week's notice of an interview, so your shortlisting needs to be complete a minimum of 10 days before the interview date to allow Lucy to set up the interview schedule for you in eRecruiter (please see the next section).

The shortlisting HR webpages

The interviewing HR webpages

Scheduling interviews

As part of your recruitment preparation, you should have already identified a day/days for interviews. 

Lucy will set up the interview schedule for you in eRecruiter, so it is important to communicate any preferences.

HR recommend conducting interviews on Zoom to remove the need to travel, and to align to our sustainability plan. This will be the default, so if you need in-person interviews, let Lucy at environment-hr@york.ac.uk know.

In eRecruiter, there are two options for scheduling interviews:

1. Candidate self-selection (this option allows candidates to select their own interview times from a range of slots that you have allocated)
2. Manual interview set-up (This option allows us to configure all aspects of the interview schedule).

You can see more information about both options on the Candidate self-selection vs manual set-up: which method should you use? webpage.

For multi-faceted interviews that include presentations and skills tests, Lucy will select a manual interview set up. For simple interviews, Lucy will select candidate self-selection. If you have a different preference, or a candidate requires a specific time, please let Lucy at environment-hr@york.ac.uk know.

Conducting interviews

If you need any support during your interview, such as facilitating skills tests or supporting group presentations on Zoom, Lucy can help with this. Otherwise, please inform her of the result of the interviews once you have made you decision. Please see the next section for further details.

The making the appointment HR webpages

Key points in making the appointment

• Try to agree a start date with the candidate, even if it is just an estimate for now. HR will require this information to process the offer of appointment form, but it can be changed at a later point if necessary. Bear in mind they will need to complete their right to work check and apply for relevant visas before starting work.
• The candidate may also want to discuss salary. It is policy to offer the bottom spine point in relevant grade (please refer to the pay scales). Please note you will have to write a small business case to submit to HR (via Lucy at environment-hr@york.ac.uk) to justify a higher spine point salary.
• Lucy will have provided you with an offer of appointment form with the basics filled in. You will need to fill in the rest and return to Lucy, who will inform HR.
• Once your new starter is confirmed, you should start thinking about their office space, equipment needs, and other requirements for their induction. For more information, visit our New Starters pages and look at the Induction Pack for Line Managers.