Responsibilities of Staff involved in the Recruitment and Selection Process
Role of the Personnel Officer
The primary role of the Personnel Officer is to ensure that this procedure is properly implemented. In addition, the Personnel Officer will:
Give advice and guidance on all matters relating to the application of the procedures.
Assist Heads of Schools/Directors and Appointments Panels in the development of appropriate documentation to facilitate the selection process.
Undertake the administration relating to the selection process from the initial placement of the advertisement to the issue of the appointment documentation to the successful applicant.
Deal with enquiries made by applicants in relation to their non-selection for posts.
Serve as a full member of the Panel in the shortlisting and interview stages*.
* For Academic, Research and Operational posts, the Personnel representative will only be involved in the appointment process up to and including the shortlisting stage. On an exceptional basis the director of Human Resources may nominate a Personnel representative to attend at the interview stage where it is considered that this will benefit the selection process. In such circumstances the Director of Human Resources will normally consult in advance with the Head of School and/or the Registrar and Chief Operating Officer of the University.
The Personnel Officer is required to ensure that the procedures are properly and consistently applied including the completion of all administrative tasks. Where the Personnel Officer considers that there has been a breach of the procedures he/she will recommend remedial action to the Chair. The Personnel Officer has the authority to temporarily suspend the process, where there has been a significant breach of procedures, to seek advice from the Director of Human Resources.
Role of the External Assessor
An external assessor may be invited to participate where it is considered necessary to provide expert advice and guidance to panels on the suitability of candidates for such an appointment. The external assessor is a subject expert from outside the University and will be part of the shortlisting process and a full member of the interview panel. Where appropriate, the external assessor’s shortlisting advice may be contributed by post.
Role of the Chair
The Chair is a member of the Appointments Panel and his/her role is to manage the process with the aim of appointing the best candidate on merit. The Chair will ensure that the University’s recruitment procedures and practices are strictly observed throughout the process and seek a consensus agreement of the panel to the selection of the candidate on merit, whilst ensuring the completion of all associated documentation. Detailed guidance on the role of the Chair is contained in Annex 1.
Role of the Panel Members
Each member of the Panel is individually responsible for ensuring that the Appointments Scheme is followed and must:-
Ensure that they understand the selection criteria and their relative importance including any weighting to be applied.
Ensure that they understand the shortlisting and interview process, including how the criteria will be assessed and measured.
Apply the criteria fairly and consistently when shortlisting, at interview, and throughout the selection process.
Record on the interview rating form their assessments and decisions in relation to the relevant factors and their importance, including supporting comments.
Maintain confidentiality.
