Authorising a Vacancy
All replacement posts and newly created posts (that are to be advertised) must go through the on-line authorisation process on i-GRasp (our on-line recruitment database). Extensions or variations currently go through the former DB501 process with the Advisory Team (although this may at some point be included within i-GRasp).
How to send through information and what to send
This can be emailed through to the appropriate recruitment adviser, using the old DB501 template as your basis. Alternatively fill the form in and send it through as an electronic attachment. However, it is sufficient to send a copy of the job description and details of the terms of the post (Terms and Conditions, Cost codes for pay and advertising, duration if fixed term and hours) and this can be sent in an email.
The recruitment team will then enter these details onto i-GRasp for these to be signed off by the appropriate members of staff (HoD’s etc).
Business Justification
Please ensure that a business justification is enclosed for each post confirming any budgetary agreements or where the funding is due to come from (this also applies to replacement posts – although in these cases this can be kept fairly brief) and the reasons for creating the post if this is a completely new position. If this is a replacement post the previous post holder’s name should be included on the business justification. If someone has resigned, please ensure that HR have a copy of the resignation.
Once a post is authorised
Once a position is authorised (this normally takes circa a week) please refer to the procedures for that particular post as to the recruitment process that follows.