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Recruitment Guide

As technology continues to evolve at an unprecedented pace, the ITS department's ability to recruit skilled professionals becomes a requirement in ensuring an organisation's competitiveness, innovation, and adaptability. This recruitment guide, designed specifically for ITS managers, is poised to be a valuable resource, offering practical advice, best practices, and a systematic approach to the recruitment process, contributing to the department's overall success and the organisation's technological prowess.

Click here for ITS Recruitment Guide

Onboarding is a critical process within any organization, representing the gateway for new employees to integrate into their roles effectively. The importance of a well-structured onboarding program cannot be overstated, as it significantly impacts the success of both individual employees and the company as a whole.

For managers, the onboarding process takes on a unique and pivotal role. As leaders within an organization, managers are responsible for guiding and directing their teams. Therefore, their understanding of company operations, leadership expectations, and technological systems is crucial. To support these essential members of the workforce, companies have recognized the need for dedicated IT Systems Onboarding materials.

These materials are designed to offer a comprehensive and accessible resource for managers during the onboarding process. 

ITS Managers Onboarding Checklist [PDF 422KB]
Local Induction Programme for New Starters [DOC 315KB]
ITS Induction Pack [PDF 768KB]

The ITS Agency Database below provides essential information for ITS managers seeking to hire IT staff through various agencies. It includes a list of agencies that are approved suppliers of Queen Mary, along with key contacts, areas of expertise, and applicable rates. Utilising these approved agencies ensures compliance with Queen Mary’s procurement policies and guarantees that the hired IT staff meet the institution's standards and requirements. The database is a valuable resource that helps streamline the recruitment process by highlighting agencies with relevant expertise and competitive rates, thereby facilitating efficient and effective hiring decisions.

ITS Agency Database

ITS has introduced a new process for managing absences within ITS that requires line managers to complete the Return to Work (RTW) SharePoint List when a staff member returns to work. The RTW interview should be conducted on the first day the employee is back, ensuring a smooth and timely reintegration. This new digital RTW SharePoint List replaces the previous paper-based system that many managers have been using, providing a more streamlined and accessible way to manage absences.

For additional resources and guides on absence management, please visit the Absence Management SharePoint site.

Queen Mary recognises the personal and domestic commitments that many of our people balance in conjunction with their roles. This policy outlines how the University
will provide additional support to employees at extraordinary times, both for their own welfare and for the welfare and wellbeing of others.

The University is committed to supporting employees to balance the demands placed upon them by their work and by their home and personal responsibilities.

Queen Mary offers a range of family friendly services and policies to support our staff with childcare responsibilities. Our services range from an on-site nursery at our Mile End camps and a dedicated staff network for Parents and Carers to generous maternity, paternity, adoption and shared parental leave policies.

The policy sets out the process for the following types of special leave:

  • Time off for Family and Dependants (Carers Leave)
  • Compassionate Leave
  • Parental Bereavement Leave
  • Emergencies at Home
  • Public Duties e.g. Jury Service
  • Military Reservists and Cadet Force Members
  • Time Off for Medical Appointments
  • Severe Weather and Disruption to Travel
  • Unpaid Leave

Employees need to complete the Special Leave Application Form, which managers then to need to sign off. 

Visit HR website for further information on Special Leave

Learning and Development (L&D) booking Process. 

The ITS Learning and Development (L&D) model marks a significant step towards empowering ITS staff with the knowledge and skills necessary to excel in today's ever-evolving technology landscape. In a world where technology advancements occur at a breakneck pace, staying at the forefront of all development is essential for both individual growth and the overall success of our department. With this in mind, we are thrilled to announce the implementation of a new streamlined model  that allows our ITS staff to access valuable learning opportunities. One integral aspect of this program is the introduction of a user-friendly training request form, designed to facilitate the process for requesting and booking training. This booking form will serve as the gateway to a world of educational possibilities, enabling our dedicated staff to choose, reserve, and attend the training sessions that align with their professional goals and departmental needs. For further details on QMULs Organisational Development please click here.

Access ITS Learning and Development (L&D) Booking Form Here

1. Pre-Requisites for any L&D request to be considered and approved:

L&D requests above £500 (All costs include vat)

  • The L&D Request form is to be used by all staff seeking budgetary approval for any request above £500. To be used for all training and conference bookings and all related spend such as travel and accommodation.
  • The form is to be completed once Head of Service/AD approval to proceed has been received in writing (requestors will be asked to upload this approval as part of the form submission).
  • Any request up to £1k requires Head of Service written approval.
  • Any request above £1k requires AD written approval (via the Head of Service)
  • Any request above £2k will be reviewed by ITLT once the form has been submitted.
  • Once approved, the requestor will be provided with an approval reference and advised to raise the request for booking/payment in Ivanti, for the attention of the Business Management Team.

L&D requests below £500 (All costs include vat)

  • Any request below £500 requires Head of Service written approval.
  • Once approved, the request for booking/payment should be raised directly in Ivanti for the attention of the Business Management Team. Head of Service written should be attached to the ticket.
Wellbeing is how a person evaluates their life in a moment in time. Line managers play an important role in supporting wellbeing in the workplace, and there is no 'one size fits all' approach.

Recruitment 

I need to recruit a member of staff, what is the process?

You will need access to Oleeo as a Recruiting Manager.
To view a recruitment process map, please click Queen Mary Recruitment Process Map [PDF 150KB]
Please also go the Policy and Stages page for further information. 

What system do I use for recruitment ? 

Oleeo - It’s our new system for managing our recruitment function within Queen Mary, and it will replace the existing iGrasp system. The Oleeo system will also be used to manage HR Operations contractual changes. The HR operations functionality is being developed in phase two of the Oleeo system build. To access Oleeo e-system, please visit https://qmul-jobs.tal.net/saml2.  

Are there any user guides on how to use Oleeo ?

Please use this link to take you to the Oleeo User Guides Page

How do I manage Agency Staff ?
What is the process to have a job Regraded?

https://www.qmul.ac.uk/human-resources/workqm/paygradingrewards/grading/ 

Is training required before participating on a Recruitment Panel?

Yes, you will be required to undertake the Recruitment and Selection training.

Human Resources

Who's Who in HR

If you are ever unsure who you should be contacting in the HR department then please do take advantage of the information available on the intranet: Contact - Human Resources (qmul.ac.uk).

How do I make Flexible Working Requests

The flexible working process on Oleeo launched on the 2nd September 2024. The employees submit their Flexible Working Requests via the link on the intranet. The employee and manager guides are available on the Oleeo intranet site: Employment Variation Guides - Human Resources (qmul.ac.uk). There will of course be a transitioning period from emailed forms to Oleeo. We will still process all approved flexible working requests coming to us via if they had been submitted prior to the date of the launch on Oleeo. However, any requests submitted post-launch will not be accepted via email.

There is also a little-known option on Oleeo where you can submit for approval requests to bring on Agency staff. You can raise the request via the template drop down menu (called ‘Agency Staff’), complete the resulting form and submit it for its normal 2-tier approval.

HR hold monthly Oleeo training sessions to cover various aspects of the system submissions like recruitment, contract variations, bulk engagements, temporary contracts and flexible working requests. You can book your place via the OPD training platform.

Can I record my staff's half-day sickness record via MyHR;

There is an existing facility on MyHR for managers to submit half-day sickness. So, where someone is off for less than a day, you can report them as sick on the system on a half-day basis to more accurately reflect their absence records.

Access to ResourceLink (the HR Data System)

In the past year, HR have been providing limited access to managers to their areas on our central HR system as and when requested. There are two levels of access: manager-level and admin-level (with one having more access than the other). Sign off is always required for these from a School/Institute manager. 

 

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