VCAG Resource Planning Approval to Recruit

CONFIRMATION OF Approval to Recruit proforma

To POSTS IN PVC PORTFOLIOS

Date:

Dear (PVC)

Please find attached recruitment documentation for the post of in the Department of , for your consideration.

I confirm that I have consulted with our Faculty Accountant on and I have included a statement from detailing the impact of this post if approved.

Signed: ______(Director/HoD)Date: ______

(Version control: May 2017)

Approval to Recruit

The attached proforma should be completed in full prior to making a request to the PVC for confirmation of approval to recruit to all posts within the Department.

The PVC can approve:

·  Replacement posts following a resignation

·  Maternity cover

·  Sickness cover

For sickness/maternity cover you may wish to consider whether the appointee will cover the full range of duties for the person who is being replaced (i.e. on a like for like basis) or if it would be more appropriate to provide cover on reduced hours or at a lower grade.

There are three parts to the proforma

PART ONE - The Rationale for Recruiting

PART TWO - The Job Description and Personnel Specification

PART THREE - The Recruitment Requisition (details of post and funding)

All three parts must be completed. Incomplete proformas cannot be progressed for recruitment and will be returned to you.

For administrative, clerical and technical posts, please note that if the post is new or has not previously been evaluated or if the job description has changed since the post was last evaluated you will need to complete and submit the job evaluation documentation in order for the grading of the post to be confirmed.

The preferred method of receiving this proforma is via email. Fully completed and approved proformas should be sent as a PDF to the HR Department by emailing

If the PVCdoes not approve the post then s/he should return the documentation to the person who has requested the post.

If you require assistance in completing this documentation, please contact your HR Business Partner. You will also need to send a word version of the job description and personnel specification are sent to your HR Business Partner, to ensure there is no delay with the recruitment process.

PART ONE – The Rationale for Recruiting

Directorate:

Department:

A.  RationalE FOR RECRUITING TO THIS POST – TO BE COMPLETED BY THE DIRECTOR/HEAD OF DEPARTMENT

B.  Statement from the Faculty Accountant (for U or S funded posts) or Research Office (for R funded posts) outlining the financial implication of replacing this post (Note: this is not required for sickness cover or maternity cover posts).

PART Two – The Job Description and Personnel Specification

Please attach the job description and personnel specification. An illustration of the structure of the job description and personnel specification is set out below.

Job Description

Role:

Reports to:

Responsible to:

Job Purpose

Main Duties

1.

2.

3.

4.

5.

6.

7.

8.

9.

10.

11. Any other duties appropriate to the grade and nature of the post.

Personnel Specification

In developing the criteria for the personnel specification you should be precise and concise in your wording. It is not appropriate to have a very long list of essential criteria. As a rule of thumb there should be no more than two-three essential criteria in each of the sections of the personnel specification.

Educational and Professional Qualifications /

Essential

Desirable
Previous Experience/
Training /

Essential

Desirable
Job Related Achievements /

Essential

Desirable
Inter-Personal Skills /

Essential

Desirable

Research /

Essential

Desirable

Other /

Essential

Desirable

PART Three – recruitment requisition

The purpose of this section is to confirm details of the post and the funding arrangements.

POST DETAILS

Post Title:

Dept: School/Section:

Grade: Campus:

Generic Role Profile (please indicate Teaching and Research or Teaching and Scholarship):

Reason for Request:

(eg. new post, replacement post, temporary cover, job share)

Name of previous postholder:

(if applicable)

Will the post-holder be involved in activity regulated by AccessNI in relation to children or vulnerable adults i.e. unsupervised teaching, training, instructing, care, supervision and will this be done regularly i.e. once per week or 4 times per month or overnight? YES/NO

Please state if the post is:

Full-time/Part-time/Term-time (Delete as appropriate)

If part-time/term-time please state:

Hours per week: Days per week (e.g. Mon-Fri):

Number of hours per day: Weeks per year:

Permanent/Fixed Term/Temporary (Delete as appropriate)

If fixed term/temporary you must state:

Anticipated Start Date: Expected End Date:

The purpose/expected outcomes of the post: Reason for proposed end date (time-based event): (Duration of funding is not a sufficient justification)

For academic posts please state: Unit of Assessment:

FUNDING

The funding for the post is (Please delete as appropriate): Internal*/External*/ Joint*/Self-financing*

*Please provide full details:

Cost Centre for Post: Analysis Code for Post:

ADVERTISING – EXTERNAL STAGE

Suggested advertising media:

Belfast Telegraph www.jobs.ac.uk

THES Derry Journal/Londonderry Sentinel

Guardian Coleraine Chronicle

Other (Please specify below)

In the case of permanent University funded posts advertising costs for one newspaper and www.jobs.ac.uk will be paid for centrally.

Please indicate if there is an expectation that we may need to be able to offer the possibility of sponsoring a migrant worker (note: this effects the duration of advertising)

For any additional advertising media listed above please provide Cost Code:

For fixed term or externally funded vacancies please provide Cost Code for all advertising and interview expenses:

INTERVIEW PANEL

Nominate at least 3 appropriate senior colleagues with up to date recruitment training to serve on the Interview Panel (note: the panel should have an appropriate gender mix):

Please contact Rosalind McIlreavy if you need to confirm if colleagues have completed recruitment training (028 701 23380, )

Do you require HR Business Partner support on the interview panel? Yes/No

Note: If you feel the panel needs the support of an HR Business Partner this should be discussed and agreed with your HR Business Partner.

Nominated member of staff to complete all further particulars for the post:

INDUCTION DETAILS

Nominated ‘Induction Colleague’ for new Appointee:

Induction Colleague’s contact details, i.e. email address and phone number:

Manager for new appointee:

For completion by HR

Approval Ref No:
Post No: / HRBP confirmation that all paperwork has been received:
Date: