1. Recruitment Process Update - CoSE

2. Agenda
Why the change?
The New Process
People
Process
Communication

3. 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

4. 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

5. 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

6. 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

7. 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

8. Process Flow
Hiring Manager (HM) identifies demand. Completes Vacancy Planning Checklist and s 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.

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

10. 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

11. 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

12. 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

13. The New Process- High Level Overview

14. Questions and discussion…
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