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Recruitment planning

Whether a vacancy has arisen due to the creation of a new post, or due to turnover, a review of the post requirements must take place. This review will provide managers with the relevant information required for a business case for a new post or renewal of an existing one.

In all cases recruiting managers should consider the following:

  • How does the post fit in with the operational and strategic plan for the organisational unit concerned?
  • How the post will help meet the current and future needs of the team?
  • Does the post offer a career development opportunity for existing staff?
  • Is the post required on a full or part-time basis?
  • Can flexible working options be offered from the outset for this post?  Is the role eligible for hybrid working or taking part in the Professional Services hybrid pilot, and if so what category is applicable? 
  • Is there an occupational requirement for the job which provides reasonable justification to discriminate?

If the post is new, a job description and person specification should be prepared in liaison with HR Services, normally prior to completing the Post and Contract Management (PCM) form.

If the vacancy is the result of an employee leaving an existing post this is an excellent opportunity to reassess the needs of the organisational unit and to review the job description and person specification.

Additional points to consider

  • Is the post still required?
  • Are there any changes required to the existing post that will better meet the current and future needs of the team?
  • Does the current job description accurately reflect the needs of the post that is required?
  • Are the current job description and person specification fit for purpose?
  • Are any changes to the duties, hours of work or reporting relationships required?
  • Is there any exit interview feedback from the existing post holder?

If following a review of the post significant changes need to be made to the job description and person specification, these should be submitted for an assessment of the grade to your local HR Partner.

Timescales

Recruitment timescales will vary, depending on the type of vacancy, number of applicants, selection process, availability of panel members and candidates and the time taken to receive references and carry out pre-employment checks.

On average the process will take approximately 12 weeks.