Offer of employment
Prior to offer being made
For Professional Services posts, before any offer is made, the hiring manager should contact their Resourcing Adviser to talk through the terms of the offer and agree on their appropriate level of salary.
For academic posts, recommendations of salary offers and negotiations should be emailed to the Deputy Vice-Chancellor or the Vice-Chancellor (if Chair) for approval prior to making an offer.
The offer of employment
Job offers are provisional, subject to receipt of satisfactory references, proof of the right to work in the UK, qualifications and where appropriate a Disclosure and Barring Service (DBS check). There are additional checks in place for those with access to confidential information such as government contracts in ISER and UKDA. There are also some roles that are categorised as ‘positions of trust’ which involve extra referencing checks, such as Housekeepers. The Resourcing Team will undertake all checks. For Grades 1-7 posts across all Professional Services areas (including within Faculties), job offers are no longer subject to referencing checks, with the exception being positions that require a DBS or are deemed 'positions of trust' as mentioned above.
Appointment form
An online appointment form must be completed by either the hiring manager or the requisition administrator associated with the requisition on iTrent. This will then be approved by the Head of Department/Section. Once the form has been through the approval process, the Resourcing Team will then action a provisional offer email to the successful candidate. All other candidates will be informed by the Resourcing Team that they have been unsuccessful. Please speak to your Resourcing Adviser for further guidance on providing feedback to internal applicants and Essex students.
Right to work
People & Culture is required to verify the original RTW documents of all new staff prior to the start date in order to demonstrate clear compliance with Home Office regulations. Failure to do so may result in the University losing its licenses to sponsor individuals to work/study here, hence the importance and seriousness of these checks being undertaken correctly and in advance.
Once all of the necessary checks have been completed successfully, the Resourcing Team will be able to add the individual to the HR database which will generate their Essex email address, and issue the statement of main terms and conditions of service to the successful candidate.
Qualifications - certified translations
Your new starter may be asked to provide evidence of qualifications and/or professional registration as part of the recruitment process. If these documents are not in English they will need to obtain an officially certified translation before we can confirm the appointment.
Translations can be provided by the awarding institution or alternatively via a certified translator. There are a number of commercial translation services available online.
If the translated certificate is not provided by the awarding institution they must ensure the translation includes:
- confirmation from the translator that it’s a true and accurate translation of the original document
- the date of translation
- full name and contact details of the translator, or an authorised official of the company
Further support
For further advice, contact your Resourcing Adviser.
