Recruitment, contract EXTENSIONS and coding change process for line managers
If your post is funded 20% or more from internal sources, please contact the HR team as it will probably come under the University Recruitment Protocol and we would need to seek permission from the Division to proceed.
The recruitment process can take up to 5 months, from the point of seeking funding confirmation to a new starter's first day. If you need to recruit for a post, please complete the Permission to Recruit form as soon as possible. The HR team will support the whole process.
The first stage to a recruitment is to seek funding confirmation from the grants team, through the 'Permission to Recruit or amend contract' process. Whilst you're waiting for this confirmation, you can draft the job description, advert and complete the New Recruitment Information Form. Please ensure the correct templates are used (see below) and send your drafts to HR@phc.ox.ac.uk. The job description template in particular is subject to occasional updates from the Central University.
Recruiting to posts 3 months' or less duration
Please follow the casual worker appointments process. If you need to advertise this type of post you can request an advert in the department weekly newsletter and to be posted on the internal recruitment pages. These posts cannot be advertised outside the department by the HR team but you can share the advert through your group networks to reach other departments across the University.
Adverts should be checked by HR before publication.
Contract changes and Extensions
For all changes to contracts, including changes to hours, maternity leave, extensions etc., you must contact your grants officer via the 'Permission to Recruit or amend contract' process. This process must be started at least 4 months before the change is required, especially where the change is for an extension to contract. Once confirmation of funds has been received from the grants team, the HR Team will make arrangements to amend the contract.
Where an individual is coming to the end of their fixed term contract, unless an extension is already agreed and funding confirmation received, the HR team will consult with the affected individual at least 3 months before their contract is due to end, to advise them that their post is 'at risk'.
Where agreement for an extension to a contract is made very late in the process HR must be informed of this no later than the 18th of the month of contract expiry (10th for contracts ending in December). Notification after this date means that HR are not able to halt the employee being removed from payroll.
For any questions contact HR@phc.ox.ac.uk
The University's Temporary Staffing Service (TSS) can be utilised to cover short term staff absences or short term additional work requirements.
Assignment durations are available from 1 week and up to 12 weeks. Assignments can be extended for a maximum of 36 weeks in 12 week blocks but should not be used to cover longer term absences for parental leave.
Assignments and extensions to assignments must be approved by finance and requested from TSS via HR.
HR will arrange the assignment by submitting your job description to TSS and requesting CV's for suitable candidates. The CV's will be shared with the recruiting manager and HR will arrange brief interviews. Once the candidate is selected HR will set up the assignment with TSS and liaise with the recruiting manager to ensure that access and computer accounts are set up.
TSS assignments under the recruitment freeze and protocol:
TSS assignments and extensions are subject to the recruitment protocol. Assignments exclusively externally funded are exempt from protocol.
Casual Worker Appointments
Casual workers can be appointed for short pieces of work where a recruitment process would not be possible. Casual appointments are not advertised so are generally only suitable when you know of someone available with relevant skills that could complete the work.
Casual appointments are available for a maximum period of 12 weeks and are not extendable.
Casual appointments are paid by completion of timesheets submitted to HR no later than the 1st of the month and payment to the worker is at the end of the month following the month the work is completed. This should be taken into consideration when appointing a casual worker as they can effectivley work for 8 weeks before receiving their first payment.
To request a casual worker appointment please complete and submit a Permission to recruit for to firstname.lastname@example.org