Good practice guidance: Writing a Job Advert

Overview

The primary purpose of a job advert is to generate the best and most appropriate field of candidates for the post by attracting suitable candidates to apply and encouraging unsuitable candidates to self de-select.

It is also important that the advert presents the University in a positive light, not just to potential candidates, but also to the casual reader who may consider applying to the University in future.

Research suggests that the main things that potential candidates look for in a job advert are: job title, salary and location.

A good advertisement will, as a minimum, include: a meaningful job title, a salary or salary range and details of where the job will be based. It is helpful to include a brief paragraph outlining the main responsibilities of the role and the skills and experience required. Finally a good advert will also highlight the “unique selling point of the role” - the reason that candidates should apply for this particular post, the thing that makes this post more attractive than other similar posts.

These guidelines cover:
  • Getting the Facts Right
  • Job Titles
  • Salary
  • Location
  • Unique Selling Points
  • Advert Structure
  • Advert Style
  • University Advertising Rules
  • Good practice suggestions
  • Example Adverts

Getting the Facts Right

The Further Particulars (Job description, Person specification and Information for candidates) are the starting point for drafting the advert. The facts contained in the advert should be consistent with the Job description and Person specification.

Job Titles

The job title is one of the first things that potential candidates look for in an advert. If the job title is meaningful and accurately describes the job, suitable candidates are more likely to read on and apply. Try to avoid using “University specific” titles that may not be meaningful to candidates from outside the University.

Salary

The salary or salary range is also one of the first things that potential candidates look for in an advert so it is important that it stands out. The full salary range for the post (excluding discretionary points) should be shown.

The salary range for a full-time appointment should be shown. If the role is part-time, “pro-rata for XXhrs per week”, or “pro-rata for p/t hrs” should appear in brackets after the salary range.

As the salary range for Professorial staff is very wide, adverts for Professorial roles do not include a salary range. The advert should simply state that “Salary will be within the Professorial range”.

Location

Location has also been shown to be an important factor to potential applicants. For Academic and senior support posts “University of Edinburgh” will serve as sufficient indication of location but for more junior posts a more precise indication of location is required (e.g. Kings Buildings, Central Edinburgh, Little France, Easter Bush).

Unique Selling Point

This is the factor or the factors that make this role different from and more attractive to potential applicants than other similar roles.

For some Academic posts the University of Edinburgh itself will be the unique selling point, while for others it will be the College, the School, the particular research project or the reputation of academic colleagues in the Centre or Unit where the post is based. These selling points need to be included close to the beginning of the advert text.

For many support posts the benefits of working for the University will be the unique selling point. For example the Monday to Friday 35 hour working week and 32 days annual leave (rising to 36 days after 5 years) for grades 1-5 and 36 days for grades 6 to 10 may make posts more attractive than similar posts in many other organisations across the city. These selling points are now part of the standard introduction to our composite adverts.

In trying to identify the unique selling points for a particular post you will need to think about the target audience for your advert and the factors that are likely to be attractive to them. Depending on the nature of the post it may help to consider whether the posts offers all or some of the following:

  • unique research opportunities not available elsewhere
  • access to more modern and better research facilities than elsewhere
  • career progression opportunities unlikely to be offered by similar posts
  • greater flexibility in terms of working hours than other similar posts
  • opportunities for innovation and creativity
  • more variety of work than similar roles elsewhere
  • a particularly positive and friendly working atmosphere.

Advert Structure

Adverts for all posts appear on the University’s jobs website. In addition posts are frequently advertised on other websites or in paper media including national and local press and journals. Posts are generally advertised in “composite” press adverts other than Academic posts which are advertised individually (“solus”). More senior support staff posts may be included in either the composite or ‘solus’ and you may contact your College/Support Group HR team for advice on this.

Example adverts can be found at the end of this section.

Solus Adverts

The University has developed a standard format for solus adverts which includes the information which must appear in a University advert. This acts as a frame within which the vacancy specific information sits. This “frame” consists of standard text about the University (which can lead straight into text about the College or School if desired). Details of the jobs website, the job reference, closing date and the University’s equal opportunities statement appear at the bottom.

The vacancy specific information starts with a meaningful job title, followed by the salary range. This can be followed by a few sentences about the School, centre or unit (if not already included in the University introductory paragraph). It is particularly important to include this information if it is seen as a major selling point for the post.

The final paragraph of the vacancy specific information should briefly describe the main responsibilities of the role and the skills and qualifications required, and include any unique selling points.

Contact details for informal enquiries should be in the Information for Candidates rather than in the advert itself.

Variations on the Solus Advert

When a number of roles within the same College, Support Group or Subject Area/Centre are to be advertised a variation of the solus format can be used. This has the added value of showcasing the function (see example at the end of this document).

Composite Adverts

As with solus adverts the University had adopted a standard format for composite adverts which includes all general information about the University and acts as a frame within which the vacancy specific information sits.

Advert Style

For the majority of posts, an informal style, is recommended. The tone should be positive and informal; using “we” and “you” rather than the “the post holder” or “the University”. Keep the grammatical structures simple; “you will need experience of organising meetings” rather than “experience of organising meetings is essential”

University Advertising Rules

  • All Chair posts must be advertised in a solus advert and include the full name of the Chair e.g. Regius Chair of Surgery, Salvesen Chair of European Institutions
  • The salary range should NOT be included in adverts for chair posts
  • Salary scales for non-Professorial posts should quote the full range, excluding discretionary points. If initial starting salary is capped at a particular point on the scale due to funding constraints, this should be clarified in the Information for Candidates
  • All job titles must be in full, i.e. “Lecturer in Mathematics” rather than “Lecturer”
  • Start dates should not be included unless they are significantly in the future.

Good Practice Suggestions

  • Avoid repetition e.g. repeating the job title in the main text
  • Avoid using 'You will be required/requested/expected to teach singing' instead use ‘You will teach singing’.
  • Avoid bullet points, list points in a sentence instead. (This saves space and money).
  • Think who your audience is when you are writing your advert. The name of the Principal Investigator might be very important to an applicant for a Researcher vacancy, but not so relevant to someone applying for a secretarial post.
  • Contact details for informal enquiries are best contained in the Information for Candidates and not in the advert itself.

Example Adverts

The University of Edinburgh - The School of Literatures, Languages and Cultures

The University of Edinburgh is an exciting, vibrant, research led academic community offering opportunities to work with leading international academics whose visions are shaping tomorrow’s world. The College of Humanities and Social Science contributes strongly to our international reputation for excellence and with academic activities grouped in 10 schools, offers first class career opportunities in teaching and research across a range of disciplines. The School of Literatures, Languages and Cultures combines Celtic and Scottish Studies, English Literature, Asian Studies, European Languages and Islamic and Middle Eastern Studies in a unique formation which, having a high and dynamic research profile, requires both subject-specific and imaginatively interdisciplinary recruitment. /
John Orr Chair of French
Salary will be within the Professorial range
We wish to appoint a scholar of the highest international distinction with a proven record in research and teaching. The new Professor will provide strong academic leadership in French at Edinburgh, within the wider School of Literatures, Languages and Cultures and the University. You will attract research students and promote postgraduate activity, and should have experience of winning research funding as well as an outstanding record of publication.
The post will be available from September 2006.
Ref: 3004985TH. Closing date: 14 October 2005. / Chair of Chinese
Salary will be within the Professorial range
We wish to appoint an outstanding sinologist to our Chair of Chinese following the retirement at the end of December 2005 of Professor Bonnie McDougall, the first incumbent. Recent investment by the Scottish Higher Education Funding Council has boosted connections between Chinese and Business Studies. The Chair is located in the School’s Division of Asian Studies where Chinese sits with Japanese and Sanskrit.
The post is available from 1 January 2006 or as soon as possible thereafter.
Ref:3004987TH. Closing date: 14 October 2005.
Lectureship in English Literature/Creative Writing
£23,643 - £35,883
You will have a research specialisation in an area of English Literature and will be a published and established creative writer, preferably with some experience of Creative Writing teaching at university level. With a PhD, you will have a proven research record to contribute strongly to an RAE 5* rated department. You will take a significant role in the successful MSc in Creative Writing and contribute to the English Literature undergraduate curriculum as appropriate to specialisation. As well as lectures and tutorials on first and second year courses, you will offer a range of Honours seminar options and contribute to postgraduate supervision in the area.
The post is available from 1 January 2006 or as soon as possible thereafter.
Ref: 3005009TH. Closing date: 30 September 2005. / Lectureship in Hispanic Studies (Brazilian)
£23,643 - £27,116
You will hold a PhD and have a proven research record to enable you to contribute strongly to an RAE 5A rated subject area. You will be responsible for the delivery, administration and development of undergraduate teaching and of postgraduate teaching and supervision in Portuguese within the context of the Hispanic
Studies section.
At undergraduate level, you will teach across the programme (language and literature/culture) and will teach both Portuguese and Brazilian literature/culture.
The post will be taken up as soon as possible after 1 January 2006.
Ref:3004969TH. Closing date: 30 September 2005.
Lectureship in Film and Literature
£23,643 - £35,883
We wish to appoint a Lecturer in English language cinema able to contribute to the existing postgraduate taught course in Film Studies, to supervise research students and contribute to the undergraduate syllabus of an appropriate area of the School. An interest in American independent cinema would be an advantage but all other specialisms will be considered.
The post is available from 1 January 2006 or as soon as possible thereafter.
Ref: 3005010TH. Closing date: 30 September 2005. / Lectureship in Visual and Cultural Studies
£23,643 - £27,116
You will contribute to the teaching in Postgraduate programmes in Cultural Studies and Film Studies as well as to the research activities in visual studies understood as a site of connection between methodologies, theories and approaches linking the two Programmes. You will also contribute to the core theory courses and research methods courses, as well as develop postgraduate modules within your subject of expertise.
We are particularly interested in strengthening the following areas: transnational media and world cinema, media and film theory, new media and cyberculture, and theory of the image and representation. Interest in transdisciplinary approaches and inter-cultural, or non-Western, visual cultural practices will be an asset. You will have a doctorate in a relevant subject and demonstrate excellence in teaching and research.
The post is available from 1 January 2006 or as soon as possible thereafter.
Ref:3004979TH. Closing date: 30 September 2005.
Lectureships in French (2)
£23,643 - £35,883
Applications are particularly welcome from candidates with research expertise in one of the following areas:
•French Politics and European Studies
•Comparative, Interdisciplinary and Theoretical Approaches to Literature
These posts are part of a strategic initiative to develop postgraduate studies. You will contribute to the expansion of existing postgraduate courses, and the development of new ones and be expected to attract research students. You will have a proven research ability, a clear research agenda, native or near-native competence in French and relevant teaching experience.
The posts will be taken up as soon as possible after 1 January 2006.
Ref:3004980TH. Closing date: 30 September 2005. / Lectureship in Modern Middle Eastern History
£23,643 - £27,116
You must hold or be just about to complete your PhD in topics related to Modern Middle Eastern History. Knowledge of Arabic and the ability to use it, and/or Persian and Turkish, in teaching and postgraduate supervision are especially useful. You must also have a proven research record.
This post is available from 1 September 2006.
Ref:3004988TH. Closing date: 31 October 2005.
Lectureship in Scottish Literature
£23,643 - £35,883
With a research specialisation in Scottish Literature, you will hold a PhD and have a proven research record to contribute strongly to an RAE 5* rated subject area. You will teach broadly across post-medieval Scottish literature, but specialisations in the modern and contemporary and/or the long eighteenth century would be a particular advantage. You will contribute to lectures and tutorials on first and second year courses and offer a range of Honours seminar options, as well as contributing to postgraduate teaching and supervision in the area.
The post will be taken up as soon as possible after 1 January 2006.
Ref:3004973TH. Closing date: 30 September 2005. / Temporary Lectureship in Film Studies
£23,643 - £27,116
To cover AHRB supported leave of absence, we are seeking a temporary Lecturer in Film Studies able to contribute to the existing postgraduate taught course in Film Studies and to the undergraduate courses mainly within the Division of European Languages. The ability to teach courses in Italian cinema would be an advantage but all other specialisms will be considered.
The post is available as soon as possible from the start of the coming Semester and will continue until 31 December 2006.
Ref:3004989TH. Closing date: 30 September 2005.
Lectureship in Hispanic Studies (Spanish)
£23,643 - £35,883
You will have a research specialisation in the area of 19th or early 20th century SpanishPeninsula literature/culture and hold a PhD along with a proven research record to contribute strongly to an RAE 5A rated subject area. You will teach across the undergraduate programme (language and literature/culture), teaching and supervising at postgraduate level, and you will also contribute to the administration and development of the subject area.
The post will be taken up as soon as possible after 1 January 2006.
Ref:3004972TH. Closing date: 30 September 2005. / Apply online, view further particulars or browse more jobs at our website. Alternatively, telephone the recruitment line on 0131 650 2511. Please note individual closing dates.
Committed to Equality of Opportunity

The University of Edinburgh

A reputation for excellence built over 400 years, 7000 staff and a vibrant, forward-looking culture make the University of Edinburgh one of the top employers in the city. Critical to our continued success is the significant number of staff employed in supporting roles. So, whatever your skills, if you want to be part of an organisation shaping tomorrow’s world, we can offer you a rewarding and interesting future. /
Laboratory Technician
£19,614 - £22,113
The Royal (Dick) School of Veterinary Studies requires an experienced Histology technician to work in their Veterinary Pathology Unit based at the Easter Bush Veterinary Centre near Roslin, Midlothian. Experience in histological techniques is essential.
This post is maternity cover and is available from 1 October 2005 for six months in the first instance.
Ref: 3004978SC. Closing date: 23 September 2005. / Senior Secretary
£13,953 - £16,071
The post forms an important part of the team responsible for the provision of administrative and clerical support to the undergraduate medical programme (MBChB) and provides an exciting and challenging opportunity.
You will be an experienced secretary with excellent IT, communication and organisational skills who can demonstrate initiative and a positive approach to tasks and enjoys challenges and working in a busy environment.