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Guidance for Saving Job Descriptions to the JobDescription Library (SharePoint)BackgroundThis guidance provides information how to create a hyperlink to the Job Description within the People andMoney Job Posting Description.Before saving a job description to the SharePoint Job Description Library, please make sure the jobdescription has been assigned a grade. For further information, please read the Job Grading Policy.Saving a job description links to the People and Money “Create and Maintain a Job Requisition” process.To familiarise yourself with this process, please refer to the People and Money user guide Hiring Guide –How to Create and Maintain a Job Requisition.Follow the steps below to create a hyperlink for the job posting description in People and Money.The Job Description will be used within the job advertisement; therefore, care should be taken to ensureaccuracy. Once the advert is posted any changes would require the requisition to be redrafted andreapproved and could cause delays in the recruitment process.Once the Job Description has been uploaded to the Job Description Library, it will be in a read only format.Process1. If you haven’t already done so, prepare the Job Description using the Job Description Template inWord.2. The document must be saved prior to upload using the following file naming convention:Job Family Job Function Requisition Number Job TitleYou should familiarise yourself with the guidance on selecting the correct Job Family and JobFunction which can be found in Appendix 1.Some examples Academic Academic Researcher 026 Researcher Professional, Administration and Operational Finance 112 Procurement Analyst Clinical Clinical GP 1234 GP Professional, Administration and Operational Estates and Facilities 1236 Joiner1V4 August 2021

3. Follow the link to the Job Description Library - rary4. Upload the Job Description Word document using the correct file naming convention above.5. Once you have uploaded the Job Description it will be moved to the ‘Published’ section of theSharePoint. You will receive an auto generated email with a hyperlink.6. Copy and paste this link to the Posting Description – please note that you must only use the linksupplied within the email to avoid any access issues once the advert is live.7. Once you have added the hyperlink to the posting description you MUST review the requisition andensure that the link takes you to the correct Job Description.8. If the file upload was unsuccessful, you will be notified of this via email and you should repeat theprocess ensuring the correct file naming convention is used.If you need any additional support, please contact the HR Helpline through People and Money.Useful LinksPeople and Money User GuidesJob Description GuidanceJob Description TemplateGuidance on Job Classifications and PositionsFAQsQ - How do I access the Job Description Library on SharePoint?A – You can access the Job Description Library using the following nlibraryIf you need access to this for your role, please contact the HR Helpline through People and Money.Q- What do I do if I have not included the hyperlink or used the wrong one in the postingdescription?A - HR Operations will check that each requisition has the link to the correct Job Description beforeposting. If this is not included, they will get in touch with you.If the advert has been posted (is live) you would need to redraft the requisition include the correcthyperlink and submit this for approval again.If the job requisition is still in draft (not yet approved) you can amend the hyperlink.If the job requisition has been approved but not yet posted HR Operations would need to update thehyperlink.2V4 August 2021

Q - Can I make changes to the Job Description once it has been uploaded to SharePoint but before thelink has been added to the posting description?A - The Job Description Library has read only access for users. If you need to make changes to a JobDescription prior to the hyperlink being included within the posting description, you should contact the HRHelpline through People and Money, including the hyperlink to the document. HR will remove thisdocument and advise you when complete. You will then be able to upload the correct document, using theappropriate file naming convention. Please note this will generate a new hyperlink.Q - How can I access Job Descriptions I have previously added to the SharePoint Job DescriptionLibrary?A – These will be available in the published section of the SharePoint, filed by Job Function and Job Familyrespectively. For a quick way to view any Job Descriptions you have uploaded select ‘Add by You’Q - Will the Job Descriptions be archived at any point?A – Yes we will archive the documents after one year from the date of upload. The Job Descriptions will stillbe available to HR after this time.Q – Will existing Job Descriptions be added to this Job Description Library?A – Only job descriptions to be used for the purpose of advertising positions through People and Moneyshould be uploaded to the SharePoint. The Job Description Library will build up over time; there will be nomigration of existing job descriptions.Q - I have a new position to advertise and already have the job description added to the JobDescription Library from previous recruitment. Can I use this link?A - You should download the job description, review and upload a new version. This will create a newhyperlink for inclusion in the advert.3V4 August 2021

Appendix 1The file naming convention should be taken from the Job Family then the Job Function using the belowtable, followed by Requisition number and Job Title:Job Family Job Function Requisition Number Job TitleFurther guidance is available within the Guidance on Job Classifications and PositionsJOB FAMILY (1st Level Folder on SharePoint)AcademicClinicalProfessional, Administration and OperationalJOB FUNCTION (2nd Level Folder on SharePoint)Academic GPAcademic SupportAdministrationApplied ResearcherClinical Academic ConsultantITKnowledge TransferLaboratory ServicesLectureshipsProfessorialProject ManagementResearcherStudent ServicesTeacherTutors and DemonstratorsWorkshop and technical facilities servicesClinical Academic ConsultantClinical GPDoctor in TrainingHealth Care ProfessionalJunior Clinical AcademicLectureshipsNursingTeacherAcademic SupportAdministrationAgricultural WorkerAnimal CareApplied ResearcherAuditCareers Advisory ServiceChaplaincyDevelopmentEstates and FacilitiesFinanceHealth and SafetyHealth Care ProfessionalHospitalityHuman Resources4V4 August 2021

TechnicalVeterinary ClinicalITKnowledge TransferLaboratory ServicesLegalLibrary and information managementMarketing and CommunicationsPrintingProject ManagementResearcherSports and ExerciseStudent ServicesTutors and DemonstratorsWorkshop and technical facilities servicesAcademic SupportAdministrationAgricultural WorkerAnimal CareApplied ResearcherEstates and FacilitiesHealth and SafetyHealth Care ProfessionalITLaboratory ServicesLibrary and information managementMarketing and CommunicationsNursingProject ManagementResearcherWorkshop and technical facilities servicesAnimal CareLectureshipsProfessorialJob FamilyThe job family structure is as follows:FamilyDefinitionAll academic roles that are not associated toAcademicclinical and veterinary clinical activity.All academic roles that are associated withClinicalclinical activity.All academic roles that are associated withVeterinary Clinicalaccredited veterinary clinical activity.Roles in this family are engaged in theprovision of professional, administrative orProfessional, Administration operational support services to the University,and Operationalexcluding Technical Services.Short CodeACADCLINVETPAO5V4 August 2021

TechnicalRoles in this family provide technical, specialistand / or scientific support for the University. Inparticular staff associated with laboratory,workshop and scientific services.TECHJob FunctionThe job function structure is as follows:FunctionClinical Academic ConsultantExample RolesSenior Clinical ResearchFellow, Intermediate ClinicalFellowAcademic GPChair of General PracticeClinical GPClinical Trials, GPDoctor in TrainingClinical LecturerJunior Clinical AcademicOnline Clinical Tutor, AnatomyTeaching FellowLectureshipsLecturer, Senior Lecturer,Reader, Chancellors Fellowand ReaderProfessorialProfessor Personal Chair(teaching), Vet ClinicalProfessor Established ChairResearch Assistant, EarlyStage Researcher, PostDoctoral Research FellowResearcherTeacherTeacher, Teaching Fellow,Senior Teaching FellowTutors and DemonstratorsTutor, Associate Tutor,Teaching Assistant,DemonstratorDefinitionAcademic members of staffwith clinical commitments,typically a practicingconsultant within a hospitalenvironment.Academic members of staffbased in a GP practice orteaches General Practice oncampus at the University.Academic members of staffwith a research focussedclinical commitment.Postdoctoral early careeracademic staff involvedmainly in taught clinicalteaching in the University.Postdoctoral early careeracademic staff involvedmainly involved in clinicalresearch in the University.Qualified academic membersof staff that undertakedelivery of programmes andcourses, along with providingpersonal tutors support forstudent.Academic members of staffthat have been awarded anacademic chair.Academic members of staffthat are predominantlyconducting research at theUniversity.Members of staff thatsupport the delivery ofteaching running tutorials,seminars and practicals.Members of staff thatsupport the delivery of6V4 August 2021

teaching running tutorials,seminars and practicals.Applied ResearcherPeople in technical / scientificroles that are providingacademic intellectual inputAcademic SupportLearning Advisor, UG/PGAdministrative OfficerAdministrationPA, Administrator, TeamLeader, DoPS, StaffingAssistant, HR Administrator,Finance AdministratorAgricultural WorkerGroundkeeper, DairyHerdsmanAnimal CareAnimal Care Assistant, PoultryTechnicianAuditInternal AuditorsCareers Advisory ServiceCareers AdvisorChaplaincyChaplainMembers of staff thatconduct technical or scientificactivity at the University andprovide academic intellectualinput.Members of staff that aresupporting the delivery of thecurriculum and research atthe University but notconducting teaching orresearch.Members of staff delivering,supervising or managing thegeneral administrationactivities that support theoperations of the University.Member of staff working inagricultural and relatedtrades occupations in relationto crops, animal breedingand rearing, or forestryrelated roles.Member of staff providingassistance to veterinarians,carry out pest controlservices, care for animals instables, kennels, zoos andother such establishments.Member of staff that areengaged in conducting auditsof the University's operationsand providing advice oncompliance andimprovement in Universityprocedures and practices.Member of staff that giveadvice on careers oroccupations, training coursesand related matters.Members of staff thatprovide information, adviceand support to protect thewelfare of vulnerable groupsand provide spiritualmotivation and guidance.7V4 August 2021