REQUEST FOR APPROVAL TO RECRUIT PROFORMA
NON-ACADEMIC POSTS
Date:
Dear Vice Chancellor
For your consideration please find attached recruitment documentation for the post of
in the
.
I would be grateful if you could confirm your approval to recruit to this position.
Signed: _____________________________ (PVC/Dean/Director) Date: ______________
For completion by the Vice Chancellor
I approve/do not approve (delete as appropriate) this request to recruit.
Additional comments (optional): _______________________________________________
_________________________________________________________________________
_________________________________________________________________________
_________________________________________________________________________
Signed: ____________________________________ Date: ______________________
(VICE-CHANCELLOR)
(Version control: September 2014)
APPROVAL TO RECRUIT – NON-ACADEMIC POSTS
(This documentation should not be used for requests for sick leave cover or maternity leave
cover. Approval for sick leave cover or maternity leave should be made on the appropriate
proforma available from the HR section of the website)
The attached proforma should be completed in full prior to making a request to the Vice-Chancellor for
approval to recruit to all non-academic posts (manual, clerical, technical, and academic-related).
There are four 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)
PART FOUR
-
The Job Evaluation Documentation
All four parts must be completed. Incomplete proformas will not be considered by the Vice-Chancellor.
If you require assistance in completing the documentation please contact your HR Business Partner.
The preferred method of receiving this proforma is via email. Fully completed and signed
proformas should be sent as a PDF to the Vice-Chancellor’s Office by emailing
rr.barnett@ulster.ac.uk.
PLEASE NOTE:
The Dean/Director (or nominated Deputy) should sign the documentation on the
final page of this pack. Unsigned or incomplete forms will not be considered by
the Vice-Chancellor.
PART ONE – THE RATIONALE FOR RECRUITING
Faculty/Department:
__________________________________________________________________________
School/Division: _____________________________________________________________________________
Post Title: _________________________________________________________________________
A Job Description and Personnel Specification must be attached
Campus where the post will be located: _________________________________________________
Type of contract: (Permanent/Fixed Term): ______________________________________________
If fixed term please specify the duration and Purpose & Event: _______________________________
__________________________________________________________________________________
__________________________________________________________________________________
Funding:(Internal/External/Joint/Self-financing - (please specify): ____________________________
(further details of such funding should be included within the rationale for the post)
*New or **Replacement post: _________________________________________________________
* This relates to posts which are completely new rather than posts which have been restructured from
existing vacancies.
** If there has been a substantial change (e.g. if you wish to replace a Professor with a Lecturer) please
give details.
Name of previous postholder: (if applicable): _____________________________________________
Date of resignation: ______________________ OR
retirement: __________________________
The Faculty/Department Financial Adviser has reviewed this post and a written statement is
attached (this post will not be considered if this information has not been supplied and all documentation
will be returned to the Faculty).
Rationale and Role Purpose specifying:
The Dean/Director should provide details of the rationale for recruiting and in particular address the
following issues:
(i) How the post will ‘fit’ into existing structure of posts in the relevant area including staff numbers
and student load and financial status of the relevant area;
(ii) Confirmation from the Faculty/Department Financial Adviser that the Faculty will remain within its
financial targets, if the post is approved;
(iii) The associated risks to the Faculty/Department, if the proposed post is not approved.
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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
Previous
Experience/
Training
Essential
Desirable
Essential
Desirable
Essential
Job Related
Achievements
Desirable
Essential
Inter-Personal
Skills
Desirable
Essential
Research
Desirable
Essential
Other
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:
Faculty/Dept:
School/Section:
Grade:
Campus:
Reason for Request:
(eg. new post, replacement post, temporary cover, job share)
Name of previous postholder:
(if applicable)
Will the post-holder have unsupervised contact with children/vulnerable adults as part of their role?
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)
FUNDING
The funding for the post is (Please delete as appropriate):
*Please provide full details:
Internal*/External*/ Joint*/Self-financing*
Cost Centre for Post:
Analysis Code for Post:
ADVERTISING
Suggested advertising media:
Please refer to advertising guidelines attached.
Belfast Telegraph
THES
Guardian
Other (Please specify below)
www.jobs.ac.uk
Derry Journal/Londonderry Sentinel
Coleraine Chronicle
In the case of permanent University funded posts advertising costs for one newspaper and
www.jobs.ac.uk will be paid for centrally.
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 appropriate trained senior colleagues to serve on Interview Panel:
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:
PART FOUR
JOB EVALUATION DOCUMENTATION
This document should be completed to assist in the evaluation of the grade of the post. This is not required for
Academic and Research posts.
Guidance on completing this documentation is available at the Human Resources section of the University
website at http://www.ulster.ac.uk/hr/evaluatingposts.html
1. COMMUNICATIONS
2. TEAMWORK AND MOTIVATION
The Organisation Chart will assist the Role Analyst in the evaluation of this element.
3. LIAISING AND NETWORKING
4. SERVICE DELIVERY
5. DECISION MAKING PROCESS AND OUTCOMES
Independent
Collaborative
Recommendations
6. PLANNING AND ORGANISING RESOURCES
7. INITIATIVE AND PROBLEM SOLVING
8. ANALYSIS AND RESEARCH
9. SENSORY AND PHYSICAL DEMANDS
10. WORK ENVIRONMENT
11. PASTORAL CARE AND WELFARE
The Organisation Chart (Part 4) will assist the Role Analyst in the evaluation of this element.
12. TEAM DEVELOPMENT
The Organisation Chart (Part 4) will assist the Role Analyst in the evaluation of this element.
13. TEACHING AND LEARNING SUPPORT
14. KNOWLEDGE AND EXPERIENCE
The Personnel Specification (Part 3) will assist the Role Analyst in the evaluation of this element
Go to Organisational Chart
The Organisational Chart
Outline how the Role fits into the structure within your Department/Faculty/School, including who the role reports
to and the number and type of staff reporting into the role, indicating whether it includes temporary or permanent
staff. This will assist the Role Analyst with the evaluation under the elements of Teamwork and Motivation; Team
Development and Pastoral Care and Welfare.
FOR COMPLETION BY THE DEAN/DIRECTOR (or their nominated Deputy)
I confirm that I have reviewed the information in parts 1-4 of this proforma. I would
request confirmation from the Vice-Chancellor of approval to recruit to this position.
Signed: ___________________________ (Dean/Director)
Date: ______________
For completion by HR Department
Ref No:
Post No:
VC/