Recruitment Process Update - CoSE

Agenda Why the change? The New Process People Process Communication

Why the change? Client feedback and benchmarking exercises to determine effectiveness of current process Full scale business process review conducted – August 2016 Multiple drivers for change identified: Improved quality of service, culture & client experience Clear ownership and accountability for recruitment activity – fewer touchpoints Appropriate resourcing of professional HR expertise and administrative support Effective integration with business units Deliver requisite volume and capacity Increased confidence in the function Increased ability to attract and secure top talent timeously

Recruitment Structure Update HEAD OF STRATEGIC RECRUITMENT & TALENT ACQUISITION* UKVI COMPLIANCE & INTERNATIONALISATION ADVISER G7 RECRUITMENT OPERATIONS MANAGER* ACADEMIC RESOURCING ASSISTANT* G5 X 2 PROFESSIONAL SERVICES RESOURCING ASSISTANT* G5 x 2 RESOURCING SUPPORT ASSISTANT G3 X 2 RESEARCH RESOURCING ASSISTANT* ONBOARDING TEAM LEAD G6 ONBOARDING ASSISTANT* G4 X 2 ONBOARDING SUPPORT ASSISTANT G3 SCIENCE & ENGINEERING ADMINISTRATOR G5 2FTE ARTS ADMINISTRATOR G5 1FTE MVLS ADMINISTRATOR G5 3.44FTE SOCIAL SCIENCES UNIVERSITY SERVICES *denotes Mobile Resourcing Partners Green outline – in role Amber outline – underway/ partially filled Red outline – under recruitment Senior Appointments

The New Process – People Local Resourcing Co-ordinators Part of the Local HR team, reporting into (College/US) Head of HR Ownership of progress to ensure efficient & effective process Responsible for coordinating the planning of all new vacancies Main point of contact for all Hiring Managers/ Local Administrators Strong collaborative working relationship with the Central Team

The New Process – People Central Recruitment Team Responsible for the end- to- end Candidate Experience Sourcing activity, talent attraction Accountable for ensuring a smooth candidate journey from attraction to onboarding

The New Process – People Onboarding Team Responsible for ensuring the candidate joins the University seamlessly and in accordance with all compliance Production & Issue of all Offer Letters and Contracts of Employment Accountable for managing all new UKVI processes (Visas for non EEA Candidates) Additional requirements e.g. PVG, relocation expenses etc

Process Flow Hiring Manager (HM) identifies demand. Completes Vacancy Planning Checklist and emails to Local Resourcing Coordinator (LRC) Planning LRC schedules Vacancy Consultation with the HM to review completed checklist, discuss attraction strategy and agree timelines. LRC raises Staff Request on Core and sends completed Vacancy Checklist to the Central Recruitment Team (CRT) to prepare for advertising CRT creates advert and initiates agreed sourcing strategy ensuring UKVI compliance tasks are carried out as required. Sourcing Shortlisting Paperwork is distributed to shortlisting panel and application feedback requested in agreed timeframe (usually 2 working days) Shortlisted candidates are invited to interview, allowing minimum 10 days notice. Travel arrangements undertaken where required and interview paperwork circulated to the Appointing Committee ahead of the first interview. Reference requests issued for all shortlisted candidates for Grades 6+ posts HM submits all completed interview paperwork to the CRT and preferred candidate verbally offered. CRT will close out any negotiations with support from the LRC and College HR where appropriate. Upon verbal acceptance, CRT passes offer details to the Onboarding Team for processing. LRC updates HM on offer acceptance. Onboarding Team (OBT) raises and issues Contract of Employment to candidate. Carries out any additional compliance activities, e.g. CoS (UKVI), PVG application. Onboarding OBT issues reference requests for Grade 1- 5 posts and arranges Right to Work check with the candidate. OBT updates LRC upon receipt of candidates’ signed acceptance, all references received and all compliance complete. LRC confirms start date and OBT confirms with candidate. Day 1 details are sent to the line manager, School Admin(or equivalent) and candidate.

The New Process Supporting Materials: Key planning documents: Whiteboard Animation ‘I need to recruit’ guidance document Hiring Manager Checklist UKVI Guidance Document

The New Process – Research Funded Posts Vacancy Creation - Current process remains as is Local Recruitment Co-ordinator will contact the PI (and Research Ops Team) when post is available on system New Process picks up as normal when the HM Planning Checklist is submitted to the LRC

Implementation Plan Official Launch Date – 30 April 6 Month ‘Soft Launch’ period of Continuous Improvement Fortnightly operational review sessions Monthly updates to key stakeholders e.g. Head of HR, HoSA etc Additional CoSE LRC (Rebecca) joining Peter on 30 April – recruitment complete Recruitment Master Tracker – central point of reporting

Communication Plan Script and associated documents in consultation with Heads of HR Roadshows hosted with whiteboard animation, 200+ staff attended Key documents circulated for feedback FAQ being compiled for web publication Fortnightly drop in sessions publicised on MyGlasgow Recruitment & Selection Training updated to included process overview & UKVI info

The New Process- High Level Overview https://youtu.be/BBH_R_GNpmg

Questions and discussion… #UofGWorldChangers @UofGlasgow