Frequently asked questions

Here are the answers to some frequently asked questions about the University's recruitment and selection process that may be useful to refer to when you are involved in the process in the future:


How does the job evaluation system and grade structure affect the recruitment process?

The answers to some key questions on job evaluation and the new grade structure are outlined below.

If I am recruiting to a newly created job, how do I get this evaluated?

It is important to ensure that new job roles are evaluated at the outset, prior to the vacancy details being submitted through the eRecruit system for advertising. The exception to this are jobs in the Research and Teaching job family, for which the recruiting manager needs to select the appropriate academic career pathway and role profile.

For new job roles, recruiters should contact their Human Resources (HR) Adviser to make an initial assessment of whether or not the job role is substantially the same as an existing job role that has already been evaluated. If it is not substantially the same, then an evaluation will be required.

The job description for a job role that requires evaluation will need to be e-mailed to your HR Adviser, who will liaise with the Reward Team so that the evaluation can be carried out. The Reward Team will notify you of the job family and grade outcome from the evaluation process so that you can submit the vacancy details through the eRecruit system for advertising.

If I am recruiting to an existing job but wish to make changes to the job description, what is the position with getting it evaluated?

It is important to ensure that existing jobs that have substantially changed are evaluated at the outset, prior to the vacancy details being submitted through the eRecruit system for advertising.

Where there have been changes in the job role, recruiters should contact their HR Adviser to make an initial assessment of whether a new evaluation is required.

The job description for such a job role will need to be e-mailed to your HR Adviser who will liaise with the Reward Team so that the evaluation can be carried out. The Reward Team will notify you of the job family and grade outcome from the evaluation process so that you can submit the vacancy details through the eRecruit system for advertising.

How do I get access to and training in eRecruit (the online recruitment system)?

Any member of staff with a UoB domain username and password can log in to eRecruit and enter vacancy details for their department. Each department has at least one eRecruit administrator who can authorise vacancy details and submit them on-line to Human Resources. Through eRecruit, users can track the progress of job adverts and access an archive of previously advertised vacancies in their department. Designated contacts for the particular vacancy, departmental eRecruit administrators and Heads of Department can also view the application details (including CVs and supporting letters for academic vacancies) of anyone who applies for a vacancy on-line. Running totals of the number of on- and off-line applications received are also viewable.

How does the recruitment and selection process for academic roles differ from other vacancies?

The principles and procedures outlined in the guidance on recruitment and selection apply to all University of Bristol vacancies. However, Chair appointments, academic and senior administrative roles and clinical academic roles are also subject to some specific requirements. Human Resources will work closely with you on co-ordinating the recruitment and selection process for these vacancies.

Under what circumstances am I able to recruit on a fixed term or other short term contract?

Legislation exists to limit the use of successive fixed term contracts and prevent fixed term employees being treated less favourably than similar permanent employees. We believe this provides:

The University's Fixed Term Contracts Policy states that fixed term contracts should only be used for transparent, necessary and objective reasons, including:

a)    where the post is a clearly defined training or career development position;

b)    the post requires specialist skills  for a limited period;

c)    to accomplish a particular task or project;

d)    to provide cover as required (whether directly or indirectly) for an employee who is absent for a limited period (for example on maternity leave, sickness absence, career break, secondment or sabbatical leave) as required;

e)    to provide cover for all or part of a vacant post;

f)     other necessary and objective reasons or circumstances.

Fixed term contracts offer identical terms and conditions of employment to open-ended contracts, apart from the specified end date.

If there is a need to recruit for a time limited period, other options are also available.

What responsibilities are there to consider people who need to be redeployed because they are coming to the end of a fixed term contract or otherwise at risk of redundancy?

The University has a legal and moral obligation to give every opportunity for individuals who are at risk of redundancy to obtain suitable alternative employment with the University. Effective redeployment also retains valuable skills and knowledge within the University. The University's Redeployment of Staff policy outlines the procedures that have been put in place to enable this. Your Faculty/Divisional Human Resources Manager can also provide advice on this process.

When can a vacancy be restricted to internal candidates only?

Professional and Administrative Grades F-H and Technical Grade F and above are subject to internal advertising in line with the existing Trade Union agreements. An internal candidate is defined as a member of University of Bristol Staff who has some form of employment with the University: whether open ended, fixed term, casual or honorary contract or through the Temporary Staffing Service (TSS).

How should we treat candidates who do not currently have permission to work in the UK?

As an employer, the University has a legal responsibility to prevent illegal migrant working in the UK under the Immigration, Asylum and Nationality Act 2006. The application form requires applicants to confirm whether they currently have permission to work in the UK.

Migrant workers are covered by a Points Based System (PBS) introduced by the 2006 Act to replace the existing work permit and other immigrant worker schemes. Under the new system, migrants have to accumulate points for factors such as qualifications, prospective earnings and English language competence in order to obtain entry clearance and leave to remain in the UK. In most cases, the migrant is required to have a Certificate of Sponsorship (CoS) from a sponsor employer licensed by the UK Border Agency; the University is a licensed sponsor employer for Tier 2 of the PBS, which covers skilled workers.

For academic and research vacancies or those that require highly specialist skills and qualifications, the University may be able to provide a CoS for a suitably qualified applicant to help in obtaining permission to work in the UK from the UK Border Agency. However, for other vacancies it is extremely unlikely that permission to work in the UK would be granted. In such cases it is appropriate not to shortlist an overseas national who does not currently have permission to work in the UK.

Where a migrant worker who requires permission to work in the UK has been appointed, Human Resources will co-ordinate the process of obtaining a CoS, using the UK Border Agency on-line system, and will work closely with the recruiting department.

This process should be followed where the candidate has explicitly stated in their application that they would require permission to work in the UK. It’s important to remember that the resident population of the United Kingdom contains a range of ethnic and national groups and there are also a wide range of people from outside the UK who are eligible to work here.

Further information on overseas nationals and obtaining permission to work in the UK can be found at http://www.bristol.ac.uk/hr/resourcing/additionalguidance/overseas/

What is the position with temps applying for jobs?

Where a University vacancy is advertised but is restricted to internal applicants only, Agency workers currently deployed at the University are eligible to apply.

There will be no introductory 'temp to perm' fee applicable for an agency worker who has been deployed at the University for a period of 12 consecutive weeks or more and then applies and is successful for an advertised vacancy, regardless of the department in which the assignment or assignments have been undertaken.

An introductory 'temp to perm' fee will be charged for agency workers who have been deployed at the University for less than 12 consecutive weeks, should they apply and be successful for an advertised vacancy within this 12 week period. The fee will be based on the starting annual salary and determined through discussion between the agency and the University; any contribution to payment of the fee from the central recruitment budget will be determined on a case by case basis and should be discussed with the HR Resourcing Manager.

What part should references play in the selection process?

Full guidance on references can be found at: http://www.bristol.ac.uk/hr/resourcing/resourcing-guidance-and-process/selection/references.html

How many hours a week are students allowed to work?

The University's advice to all its students is not to work more than 15 hours a week while studying full time. International students on a Tier 4 (student) visa are furthermore subject to legal restrictions on working hours as part of the conditions of their visa:

Maximum permissible hours worked per week for Tier 4 student workers

 Teaching blocks ("term time")Christmas/Easter vacationSummer vacation
Undergraduate
(foundation degree or degree)
20 hours per week Unrestricted Unrestricted
Taught Postgraduate
(includes most MA/MSc students)
20 hours per week Unrestricted 20 hours per week
Research Postgraduate
(includes PhD, MPhil, MLitt)
20 hours per week 20 hours per week 20 hours per week
International Foundation
Programme or pre-sessional course
10 hours per week Unrestricted Unrestricted