Recruitment Budget Report by armedman2


									                                      Personnel Services

Recruitment Activity Report
2004-2005: 4th Quarter (August - July)

Activity and Expenditure - Overall Picture

    Caution needs to be exercised in comparing current figures with previous years as there has not been
     a consistent approach to code allocation from year to year.
    The expenditure figure for any given month represents invoices paid between the 16th of the previous
     month and the 15 of the current month (e.g. the expenditure figure for August represents the period
        th            th
     16 July to 15 August). This figure reflects when the invoice was paid rather than when the
     expenditure was actually incurred, i.e. the activity.
    It is therefore difficult to correlate expenditure against activity. For instance advertising expenditure
     recorded in any given month will largely represent the cost of vacancies advertised in the previous 6
     weeks, but could also include adverts placed even earlier.

Total recruitment expenditure at the end of the year was £750,911. This
represents 111% of the total budget for the year of £671,221*.
* Not including the £105k allocated for a specific relocation package but not
spent in 2004/5.

One factor contributing to the overspend is the £30,282 headhunter fees for the
Head of Physics post. The Registrar has acknowledged that, although no
additional budget was allocated, this is over and above normal recruitment
expenditure. If this expenditure is discounted, the overall spend represents 107%
of the budget for the year. A 5% increase in the number of vacancies advertised
is also a contributory factor as detailed below.

The following table provides a comparison with the previous 5 years expenditure:

1999/2000        2000/2001          2001/2002         2002/2003          2003/2004         2004/2005
£637,417         £819,076           £710,937          £880,384           £651,043          £750,911
(123%)           (155%)             (131%)            (120%)             (99%)             (111%)

A breakdown of expenditure in each month in the quarter and by cost centre is
attached at Appendix 1.

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Activity and Expenditure - Advertising (6212 – General Media, Research
Media, Academic & Related Media)

Total advertising expenditure at the end of the quarter was £367,630,
representing 49% of total recruitment expenditure for the year. This is a
significant increase on expenditure compared to the same stage in the previous
year (£292,191.25, 45% of total expenditure).

This is partly explained by a 5% increase in the overall number of vacancies
advertised compared to the same stage in the previous year. This includes an
increase in the number of academic and academic related vacancies - such
vacancies tend to be advertised in the more expensive national and specialist
media and there have also been a number of large and expensive composite
adverts for academic vacancies (e.g. the Faculty of Arts). Additionally,
expenditure on the Finding the Answers campaign for research vacancies, which
tends to be in a block at the start of each six month period (approx £25k each
time) has taken place twice in this financial year compared to just once in the
previous year, with a consequent knock-on effect of higher expenditure/ average
cost per vacancy in this area.

                Cumulative expenditure           Number of vacancies         Average cost per
                       to date                                                   vacancy
                2003/4          2004/5         2003/4          2004/5       2003/4     2004/5
Academic           £138,937        £169,765             254          261       £547      £650.44
& Related           (47.6%)         (46.2%)
Research            £38,702         £55,595             244          269     £158.61     £206.67
                    (13.2%)         (15.1%)
Support            £114,552        £142,270             422          437     £271.45     £325.56
                    (39.2%)         (38.7%)
Total              £292,191        £367,630             920          967     £317.60     £380.18

A comparison with the amount and percentage spent on advertising in the
previous five years is attached at Appendix 2.

Expenditure - Removals (6211)

Total removal/ relocation expenditure at the end of the year was £190,101. This
represents 25% of the total expenditure for the year and is a considerable
reduction on the removal expenditure last year (£234,871, 36% of total

A comparison with the amount and percentage spent on removal expenses in the
previous five years (end of year figures) is attached at Appendix 2.

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Expenditure - Interview Expenses (6210)

Total interview expenditure at the end of the year was £111,639. This represents
15% of the total expenditure for the year and is an increase on interview
expenditure at the same stage last year (£72,655, 11% of total expenditure),
reflecting an increase in academic and research candidates from overseas being

A comparison with the amount and percentage spent on interview expenses in
the previous five years (end of year figures) is attached at Appendix 2.

Expenditure - Miscellaneous (Consumables, Stationary, Photocopying/
Printing, Professional Fees/ Subs etc.)

Total miscellaneous expenditure at the end of year was £81,413. This represents
11% of the total expenditure for the year and is a small increase on last year
(£51,226, 8% of total expenditure). The £30k headhunter fees already mentioned
largely account for this increase. Increases in fees for CRB checks and Work
Permits are also placing increased pressures on this part of the budget.

A comparison with the amount and percentage spent on interview expenses in
the previous five years (end of year figures) is attached at Appendix 2.

Media Response Analysis

Trends and Patterns

In all 19,480 applications were received for vacancies with closing dates during
the year compared to 18,699 for the same period last year, a rise of 4% (in the
context of the 5% increase in the number of vacancies outlined above). The
overall applicant per vacancy rate has remained approximately the same as last
year at 20.1 (20.4 last year).

The application rates for Academic, Clinical Academic, Technicians and Craft,
Manual and Senior Domestic vacancies have seen an increase since the end of
last year and the rate for Technicians has also increased. Application rates for
Research, Academic Related and Secretarial and Clerical vacancies have seen a
small decrease.

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On-line applications now account for 60% of all applications, up from 53% at the
end of last year. A drop-off then occurs in the proportion of short-listed (49%) and
appointed (47%) on line applicants. Over half of applications for all staff groups
except Manual are now on-line and even here the proportion is approaching half.

UoB web site
The University’s web site continues to provide the highest proportion of
applications (34%, joint highest with, short-listed (43%) and appointed
(37%) applicants at a fairly steady rate. The web site provides a consistently high
proportion of applicants across all the different categories, with the proportion of
short-listed and appointed applicants actually increasing in a number of areas. In
comparison with the end of last year a large increase in the proportion of
‘support’ staff category applicants, including those shortlisted (e.g. 64% for
secretarial & clerical) and appointed, is particularly noticeable. The continuing
increased use of the web for both job-searching by applicants and promoting the
University’s vacancies and the general promotion of the University’s web site as
the quickest and easiest way to find out about and apply for jobs would account
for these continuing trends. remains the biggest single source of Academic (55%) and Research
(58%) applications, although with a considerable drop-off at the short-listing and
appointing stages. The site provides a larger proportion of applicants for the
‘support’ staff categories compared to last year – a trend that should continue as
all the University’s vacancies are now placed on the site.

Word of Mouth
For most categories, Word of Mouth provides a higher proportion of those
appointed (and short-listed) than applications. As a consequence, Word of Mouth
provides the second highest proportion of appointments overall (28%) after the
UoB web site. Word of Mouth is clearly a key means of suitable people finding
out about Academic vacancies, which given the close relationships between
academics at different HEI’s in their particular field, is to be expected. Ensuring
the full exploitation of word of mouth and informal networks is therefore an area
that will be included in the University’s review of academic recruitment.
However, there is also the possibility of equality of opportunity issues behind the
figures and this needs to be looked at.

Bristol Evening Post/ This is Bristol web site
The majority of support vacancies are placed in the BEP and it therefore remains
the biggest single external source of applicants (9%) after, although
the proportion is steadily falling (i.e. compared to 15% at the same stage in the
previous year) as other methods are used to promote support vacancies locally.
There has been a particularly sharp drop off in both the proportion and overall
numbers of BEP applicants for vacancies in all support staff categories except

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Manual in comparison to the previous year. This may partly be due to the new
style BEP advert template, which encourages people to visit the UoB web site to
find out full job details (ie those people would then record that they saw the
vacancy details on the web site), more people using This is Bristol (i.e. the web
version of the BEP) or possibly competition from the newly Bristol-launched
Metro which targets city centre office workers. This trend needs to be continually
monitored and other options such as using Metro are being investigated.

This is Bristol is now established as a provider of a steadily growing proportion of
applicants for ‘support’ staff category vacancies, particularly for the Secretarial &
Clerical and Manual groups.

Academic vacancies
The Guardian and the Times Higher continue to be the most commonly used
media for academic vacancies. However, both continue the trend from the
previous year of only supplying a small proportion of applicants (and an even
smaller proportion of those shortlisted and appointed) in comparison to the UoB
web site, and word of mouth for academic vacancies. How the
traditional academic print media is used in the future clearly forms a central part
of the current review of academic recruitment and selection. Where more
specialized and/ pr web media (e.g. Nature, BMJ, Physics World) are used these
tend to perform better in supplying suitable applicants for targeted vacancies.
The Recruitment team is now working with recruiting departments at an early
stage in the planning process to ensure that decisions on which media to use are
well informed and targeted.

Jobcentreplus has become established as an important source of applicants
particularly for Manual vacancies. This is a welcome development in areas where
the University has often experienced recruitment difficulties. As the Jobcentre
cliental are generally more ethnically diverse, this is also having an impact on the
proportions of black and minority ethnic candidates applying, short-listed and
appointed. In contrast the numbers for Secretarial & Clerical and Technical
vacancies have actually fallen in comparison to last year.

Detailed statistics on media response, broken down by staff category, are
attached at Appendix 3.

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