Recruiting staff

We want to ensure we recruit the best people to join our Kent teams. Find out more about how our recruitment process works - from advertising to appointing.

Policy and procedures

Our Recruitment Policy provides a clear framework for the recruitment and selection of staff. It ensures the process is conducted efficiently and effectively, whilst promoting equality of opportunity.  The principles enable us to meet our staffing requirements through a range of routes which, whilst allowing for flexibility of approach, will comply with relevant legislation. The policy should be read in conjunction with the recruitment procedures below.  

Each recruitment campaign requires one person from the department to make key decisions and lead the process alongside a designated HR Resourcing Adviser- this person is designated as Chair of the panel.

Before hiring either a UK national to work outside the UK, or an overseas national to work in the UK, check current requirements with your Resourcing Adviser.  

Our recruitment procedures depend on the type of role appointment.

For very specialised/technical roles, you may need a Search Committee.

Using Stonefish e-recruitment

Stonefish is our e-Recruitment system. It is used to manage the recruitment of staff and vacancies across the University. 

It offers a slicker, more intuitive user interface in line with our Kent brand. 

Other benefits include:

  • a more automated process to help improve the user experience
  • removing the need for manual forms
  • a single source of information about recruitment at Kent

Job descriptions

How to write a job description, person specification and job evaluation using the Hay Formula.

Forms and templates

Templates, forms and guidance for:

  • job descriptions
  • recruitment forms
  • job grade review and job evaluation
  • hazard identification.

Advertising a vacancy

Advice and guidance on how to advertise:

  • in national, local and specialist publications
  • on websites
  • via recruitment agencies
  • internally only.


Guidance on how to shortlist effectively and efficiently once you start receiving applications.


How to assess the candidate's suitability for the job and explore whether the candidate has the ability and willingness to make a success of the role. 


All appointments are conditional on receiving satisfactory references covering at least the last three years of employment. 

The grade/role of staff you are recruiting will dictate what type of references are needed. 

New recruits will need to prove qualifications listed on their CV/application form via DocuSign®.

Making an offer

Before making an offer to a candidate, internal or external, liaise with your Resourcing Adviser or another member of HR in their absence. 

Remember that a verbal offer is legally binding so ensure relevant pay or immigration legislation is met before speaking to candidates.

Successful candidates will receive their contract, job description, conditions of service, other key University information and forms they need to sign via DocuSign®.

Equality, Diversity and Inclusivity (EDI) in recruitment

Kent is committed to promoting equality of opportunity, and values the diversity of culture among our staff and students. We will seek to ensure that all job applicants and staff are treated fairly, with respect and without bias.

Types of contracts

Finding the right contract type

Kent has a number of resources to help you find the right contract type for your post.

Fixed term contracts

A fixed-term contract is one that ends on a specified date or on the occurrence of a particular event such as the loss of funding or the completion of a task.

Contract extensions and variations (DB501)

To request an extension or change to a contract, you will need to complete a DB501 form for approval.

Hiring different types of workers

Hiring Hourly Paid Lecturers (HPLs)

Kent uses Hourly Paid Lecturer contracts to provide flexibility in the provision of teaching and learning, to supplement our core teaching provision and to provide specialist input to courses.

Hiring timesheet staff

We recognise the valuable contribution our hourly paid staff make to our success. 

They provide flexibility to our workforce and allow schools and departments to react to changes in staffing need. It aids us in supporting the student employability agenda.

Timesheet staff can include:

  • Student ambassadors
  • Exam invigilators

Hiring casual workers

The use of casual workers provides a flexible, cost-effective way for us to complete particular types of work where the need is not constant, or where it is challenging to predict demand, or demand may be seasonal.

Commercial Services casual workers

Managers wishing to appoint staff on a casual/timesheet contract need to complete a right to work check and email Commercial Services HR with the name, proposed start date and email address of the applicant. They will then be issued a contract via DocuSign®.

The applicant cannot start work until the manager has received confirmation from Commercial Services HR.

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