Step 1: Start-up and allocation of responsibilities
Support for managers
This page provides support and information on step one in the recruitment process for researchers and technical and administrative staff (TA).
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When a need for work resources is identified, for example due to an increase in tasks, new research funding, the need to replace someone who leaves or the lack of a certain skill, it is time to start a recruitment process.
To simplify the recruitment process, there is a checklist that describes many of the practical things that need to be done. Use this as a complement to the induction process.
Needs analysis
The first step is for the hiring manager, with the support of his/her HR function, to conduct a needs analysis of current and future staffing needs using the needs analysis template. Examine whether the need can be met with the human resources already available within the organization or whether a new position needs to be advertised. If there is a need to advertise a new position, there should be financial conditions for this in both the short and long term.
Use the needs analysis template to analyze the needs and conditions for recruitment.
Ny mall för behovsanalys
When a recruitment involves international cooperation with other universities, funders or other partners, the regulations regarding global responsibility should also be considered by completing the checklist for global responsible engagement.
Go to the checklist for global responsible engagement (Staff pages)
Redeployment investigation and preferential right to re-employment
Prior to each recruitment, the employer shall consider the staff on the list for preferential right to re-employment as well as the possible redeployment of staff within the organisation. (find out more)
The HR officer supports this work by considering possible redeployments and staff with preferential right to re-employment.
At the start of a recruitment procedure, a recruitment team should be formed composed of a recruiting manager, HR officer and possibly a professional specialist who can assess the applicants’ specific skills. The recruitment team works together on the job description, interviews, and selection process. Remember to address any conflicts of interest that may arise during the recruitment procedure.
Timeline
It is hard to say how long a recruitment will take as it completely depends on how easy or difficult it is to find suitable candidates as well as on how much time is allocated to preparing for the recruitment. For international recruitment, time must also be allowed for potential residence permits, relocation and so on. It is important to allocate sufficient time for a recruitment. If sufficient time is dedicated to the needs analysis and person specification as well as to the selection procedure and interview, it usually leads to a shorter recruitment process.
Use the timeline to structure and plan the recruitment procedure as well as to have a clear overview of who is doing what and when.
Contact
Contact your nearest HR function at faculty level/equivalent.
Via the HR Division's case management system, it is also possible, based on your role in the HR work, to ask questions to the HR Division in different areas.
Log in to the case management system
Your HR function
HR support is organised differently in different parts of the university, which means that HR functions may be located at departmental, institutional or office level.
If you do not know who your nearest HR function is, please contact the HR manager at your office.