Recruitment and Casual Work

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The HR team will support you through each stage of your recruitment from drafting a job description to organising an induction. If you have any questions regarding recruitment, please get in touch with the HR Team in the first instance who will be able to give you advice and guidance.

Important timings to remember when planning a recruitment

  • All support staff posts funded by the Department need divisional approval prior to recruitment. For externally funded posts, it is necessary to ensure there are sufficient funds to appoint before advertisement.
  • All posts need to be requested on the HR system with a completed job description; new posts will need to be graded by a central team which can take up to two weeks
  • To be able to sponsor someone on a Skilled Worker or Global Talent visa, a genuine vacancy must be advertised, for minimum of two weeks
  • Allow three months for the visa process to be undertaken (this process can take less time but this is the average)

What will you need to start a recruitment exercise?

  • A completed job description. Please ensure you have used the latest Department Job Description Template. The HR Team can provide you with a range of template for different roles within and previously used job descriptions.
  • A completed Recruitment Request Form (this will contain information like duration of the contract, funding information, etc. and the text for the advert).
  • You will need to put together a recruitment panel. This should be a diverse panel including both male and female members. Ideally, all panel members should complete the online recruitment and selection training which can be found here. The Chair/Co-ordinator must have done the training within the last 4 years. The recruitment panel help shortlist for the position and sit on the interview panel.
  • You will need to produce the relevant recruitment material to carry out the selection process like interview questions, exercises etc. 

What to expect during a recruitment exercise?

The HR Team will ensure the post is graded and all the relevant approvals are in place.

To avoid delays, please ensure you submit all the relevant information in the Recruitment Request Form and in the Job Description.

All vacancies will usually be advertised on the following:

  • University Website
  • WISE (as part of our EDI commitment)
  • AFBE-UK (as part of our EDI commitment)

The HR Team will produce a shortlist document, usually within 1 working day of the advert closing and arrange interviews based on your shortlist.

All paperwork should be sent to HR following a recruitment including shortlisting grids and interview notes.


At least one week prior to the new employee starting the HR team will email them to let them know what time they need to arrive on their first day and what they need to bring. At the same time, we also email their line manager and include a copy of the induction checklist and some guidance for managing probationary periods.

HR will organise the university card and IT account to be set up for the new starter so that this is ready for their first day. However, this is reliant on the new employee returning their paperwork prior to their arrival.

On their first day HR go through their contract and terms and conditions ensuring that all pre-employment checks are conducted, such as right to work. We will be able to answer any questions they may have about their employment. 

Line managers are responsible for ensuring that the new starter has the required equipment, e.g. computer, and that they have organised for someone to meet with them following the HR induction. 

Usually within the first two weeks of their starting date, new employees will be invited to a Departmental Induction, delivered by the HR Manager, and a Safety Lecture, delivered by the Departmental Safety Officer.


Casual workers are hired on an irregular basis for a short period of time (no more than 12 weeks).  There is no continuing commitment from the employer to offer work, and no obligation on the part of the casual worker to do the work offered.

Line Managers/Supervisors who would like to engage a casual worker, are encouraged to get in touch with the HR Team as soon as possible. The HR Team will decide a rate of pay based on the university salary scales depending on the duties that are being undertaken by the person.

  • Casual workers require a right to work check before carrying out any work.
  • Casual workers do not hold formally graded posts, but an appropriate equivalent grade for the work should be determined with reference to the generic grade descriptions.
  • Casual workers have statutory minimum entitlements regarding holiday, sickness, maternity, etc.  Holiday is therefore 28 days (pro-rata to hours worked)

If you are undertaking casual work for the first time, please complete a Casual Worker New Starter Data Collection Form, which will enable us to create a record for you on the HR system (required for payment). Please also complete a Starter Checklist Form to ensure that your payment is taxed correctly.

Please be aware that it is a legal requirement for you to complete a right to work check before you start any work. If you are a student visa holder, please also complete a Tier 4 Student Employment Declaration, and take note of the restrictions on the hours per week that you are permitted to work. For more information see Right to Work and Visas.

If you have completed a right to work check and other required forms, you can then complete a Casual Worker Timesheet, including any work that you do in a given month. Please return your completed and authorised timesheet by the end of the month, so that it can be processed for the following month’s payroll. If everything is in order, you will receive payment on the penultimate working day of the following month. If the timesheet is missing information or if you have not completed the appropriate forms, this is likely to result in delays to your payment being processed.

If you have any questions about casual work, please contact the HR Manager.