Further information for recruiting departments on Exceptional Talent recruitment and Direct Appointments (UoB staff access only)
The Academic Resourcing Adviser (ARA) will work closely with the Lead Recruiter (LR) or Academic Secretary (AS), other panel members, administrative support staff and colleagues in Human Resources to co-ordinate and manage the whole recruitment and selection process for Chair appointments.
The Lead Recruiter is an academic member of the panel nominated to co-ordinate the process at the department end and be the departmental link to the ARA and the candidates.
Lay member of council (to be identified by ARA)
Where appropriate, external representatives from NHS Trusts, Royal Colleges etc.
Selection panel members must have attended the University's Successful Recruitment and Selection training course and their role in the process clearly defined. The aim should also be to achieve a panel membership that is gender balanced.
The preliminary meeting is chaired by the Dean and the Deputy Vice-Chancellor or Pro Vice-Chancellor is not in attendance.
|
Action |
Responsibility |
|---|---|
| Identify Selection panel members | Academic Secretary (AS) |
| Invite Lay Member of Council to join the selection panel | Academic Resourcing Adviser (ARA) |
|
Invite selection panel members to attend preliminary meeting |
ARA to co-ordinate |
|
Draft further particulars Draft advertisement text including suggestions of where to place it Identify eight potential external assessors |
AS to forward to ARA for circulation to selection panel in advance of preliminary meeting |
|
Meeting Agenda: Agree on advertisement text, further particulars and six assessors. Identify suitable advertising methods Identify timetable for closing date, long-list meeting, short-list meeting, interviews and any other assessment methods to be included |
AS to make amendments and forward to ARA or Faculty HR Team for eRecruit inputting and advertisement submission
ARA to co-ordinate diaries once time-scales have been agreed |
| Book rooms and refreshments for selection process meetings, interviews and presentations | ARA in liaison with AS and School |
|
Action |
Responsibility |
|---|---|
|
Amendments to further particulars |
AS to forward to ARA |
|
Uploading post onto eRecruit and advertising (Closing date will be at least three weeks from date of last advertisement) |
ARA/ Faculty HR Team Lead Recruiter to circulate details of post via academic/ specialist networks |
|
Sending invitation to act, finalised further particulars and panel membership list to identified external assessors |
ARA to produce letters, obtain DVC's or PVC's signature and manage responses |
|
Processing applications |
ARA will download all on-line applications/ CVs and forward to department on closing date together will all off-line applications/ CVs received |
|
Action |
Responsibility |
|---|---|
|
Produce a long-list of applicants who potentially meet the criteria and need to be externally assessed |
Lead Recruiter to arrange for 3 members of selection panel to carry out long-listing and inform the ARA |
|
Circulate CVs of long-listed applicants to external assessors for comment |
ARA to send with a deadline for response |
The short-listing meeting is chaired by the Dean and the DVC/PVC is not in attendance.
|
Action |
Responsibility |
|---|---|
|
External assessors' reports and applications (covering letter and CV) to be circulated to panel members |
ARA to circulate external assessors reports and applications a week prior to meeting |
| Produce a short-list of candidates to interview | Selection panel |
|
Completion of short-listing notes |
To be completed by each member of selection panel and returned to LR |
|
Arrangements for interviews and presentations |
Appointment Committee to discuss and agree and LR to co-ordinate with ARA |
| Sends letters to all unsuccessful applicants | ARA |
Interviews are to be chaired by the Deputy Vice-Chancellor or the nominated Pro Vice-Chancellor.
|
Action |
Responsibility |
|---|---|
| Schedule the interview timetable and other elements to be included in the process | ARA in liaison with LR (some arrangements will be made locally via the LR) |
| Invite selected candidates to interview and confirm details of presentation and other components of the final selection process | ARA |
| Take up references for short-listed candidates | ARA |
| Arrange any accommodation/ car parking required by candidates and deal with any other candidate queries | ARA |
| Make arrangements for presentations and any lunch/ dinner that will form part of the process | LR and School |
| Plan and prepare structure of the interviews/ areas of questioning | LR and selection panel with advice from ARA |
|
Circulate timetable, CVs, references and external assessors reports to selection panel |
ARA to circulate one week prior to interview |
|
Reception of candidates prior to interview and presentation |
LR to nominate and brief |
| Interview candidates and conduct presentations and other elements included in the selection process | Selection panel and any supplementary panel members taking part in other elements of the selection process |
| Decide on candidate who best meets the selection criteria based on the interview, presentation, external assessors reports, reference and evidence from any other elements included in the selection process | Selection panel |
|
Completion of interview notes |
Each panel member to complete Chair Candidate Interview Assessment and LR or panel chair to complete Interview Panel Report And Authorisation Of Chair Appointment forms |
|
Action |
Responsibility |
|---|---|
|
Notification of outcome to interview candidates |
Dean to inform successful candidate as soon as a decision has been reached, opening negotiations on start date, salary and conditions. Dean to inform unsuccessful candidates as soon as possible after interviews have taken place and inform the ARA once this has been done in order for a formal letter to be drafted for the DVC's or PVC's signature
|
|
Request to Offer Appointment form |
Dean concludes negotiations, notifies DVC or PVC and ARA and authorises the HOD to forward Request to Offer Appointment form to ARA |
|
Issue formal offer of employment |
Human Resources issue formal letter and employment contract to successful candidate |
| Obtain pre-employment health assessment | Human Resources |
| Check entitlement to work in the UK | Human Resources |
| Obtain a certificate of sponsorship (if required for a migrant worker) | Human Resources |
| Liaise with the appointee over relocation package (if required) | ARC to co-ordinate discussions and liaise with Human Resources colleagues to process |
| Inform external assessors of the appointment | ARC to draft letters for the DVC's or PVC's signature |
| Plan and carry out the induction | Recruiting Department |
| Prepare final reports for Senate and Council giving details of the new appointment, including biographical statements from the new appointment for the Senate report | ARA |