Prepare a vacancy for advertising - Vacancy profile

Navigation path: Recruitment > Vacancies > Search for your vacancy > Actions > Edit Vacancy 

This is the main text for the advertisement that will appear on the University Jobs pages and Internal Job board. 

1. Click VACANCY PROFILE in the left-side menu. 
2. Select Job Description from the left-side menu (this is where you enter the advert text).
3. Add your advert text (type directly or copy/paste).
4. Click the preview icon to see how your advert will look once published. 
5. Once the advert text is finalised, click SAVE at the bottom right of the screen.

NB: All adverts must be under 3,500 characters (equivalent to about 500 words). Adverts above this character limit will be rejected. This word limit applies to most external job boards and helps create consistency across the University. 

For Academic vacancies:  If the salary details are too long to appear in the ‘Salary’ field, include in the advert text. If including a longer description of the benefits package, this should be the final paragraph before the closing date details.

Formatting the advert text

Formatting options are available at the top of the advert text box. Not all of these buttons are in use. See list of button names below:

How to insert clickable links - websites 

1. Click on the Hyperlink button from the toolbar.
2. Enter the text you wish to appear on the advert in the Title field.
3. Enter the web address of the page you wish to link to in the URL field.
4. Click OK.

How to insert clickable links - email addresses

1. Click on the Hyperlink button from the toolbar.
2. Enter the text you wish to appear on the advert in the Title field
3. In the URL field delete the http:// and enter mailto: followed by the email address 
4. Click OK

The Comments menu option can be used as a free text box to capture comments relating to the vacancy.

Upload the documents that need to be included in the advert, including the Job Description (review and upload the version submitted with the Staff Request).

NB: Ensure the ‘How to apply’ section on the Job Description has been updated in line with this vacancy. This should include for example, the number of referees required and which documents need to be uploaded.

1. Click on Documents under VACANCY PROFILE in left-side menu.
2. Click Upload Document; a small window opens. 
3. Ignore the Document Profile drop-down; this is not in use.
4. Documents should have a meaningful file name, including the Vacancy ID, as this will be displayed on the advert. Type the file name into the Name field.
5. Click on icon  to upload the document. 
6. Browse and select your file from your PC; click OPEN. 
7. Click OK to upload.
8. You are returned to the Documents screen. Your document(s) will now show in the Documents screen.

To set where the document(s) will appear for applicants:

9. Click the ellipsis at the end of a document row.
10. Select Options.
11. Select Application Form and Job Specification for all documents by sliding their corresponding toggles (under the column Active) to the right for both.
12. Click SAVE at the bottom right of the screen. 
13. You are returned to the Documents screen. 
14. Repeat steps 2 – 12 for all documents that need to appear with the advert.

Download or delete an added document 

You can download or delete a document. Click on the ellipsis at the end of the document row:

• Description - not in use.
• Download- opens and downloads the document for viewing. You may need to click accept/allow through some pop-up security windows.
• Delete - removes the document from this location, there will be a pop-up warning message, and a green success message.
   

The vacancy is now ready to be authorised by the approver. The advertising checklist is available for the HR department to ensure everything is ready for publication.

Continue to step 5. Approve for publication