Making recruitment more joyful: A guide & checklist for hiring managers in the higher education sector

Recruiting for the higher education sector presents unique challenges. The UK has faced significant economic challenges, including Brexit, the pandemic, tuition fee caps and reduced international student numbers and these events have created uncertainty and financial strain across the higher education sector.

Universities and colleges have had to navigate budget cuts, changing funding models, and shifts in student enrolment patterns, all of which have affected their ability to attract and retain staff. Skill shortages in specific areas and the importance of finding candidates with sector-specific knowledge are also significant factors that can contribute to a stressful and sometimes overwhelming recruitment process.

Additionally, there has been a notable increase in the number of applications for many roles due to various factors, such as a general increase in candidate availability and the use of AI, which has made applying for roles easier and quicker for many job seekers looking for opportunities within higher education. However, this increase in applications does not necessarily translate into a high-quality shortlist of suitable applicants needed for a successful appointment.

This adds to the overwhelm that hiring managers experience when faced with having to recruit and can take up a lot of time and focus away from other core responsibilities. Yet, with the right strategies, you can turn recruitment into a joyful, purpose-driven endeavour that will ultimately strengthen your team and enable you to achieve outcomes that will support your university's mission.

Here are some steps you can take for a more effective and joyful recruitment process, even in the face of some of these challenges.

Conduct a team skills audit

Did you know, according to LinkedIn, the average cost of a bad hire is 30% of that hire’s annual salary? This is why it is important to ensure that every hire is set up for success from the start and can make a difference. Conducting regular team skills audits can help you pinpoint (and leverage) your team’s strengths, identify skill gaps, and prioritise what you truly need when you do have a vacancy to fill. If doing this regularly is not feasible, it is always advisable at the start of any new recruitment process.

A skills audit not only clarifies the type of hire required but can also reveal creative ways to redistribute workloads or upskill existing team members. This process can lead to increased productivity, more creativity while also improving retention, as employees see opportunities to learn, grow and feel more valued for their contributions.

How to get started:

• Create an ideal skills inventory required for your team’s roles.
• Survey team members on their current skills, career goals, and interests.
• Use free or low-cost tools like SWOT analysis templates to map team capabilities.
• Identify gaps where new hires could add value, or where you could train and develop existing team members.
• Use existing talent management software with skills audit capability built in

Clarify and design roles with a focus on the university's mission and team objectives

Universities are driven by purpose and student outcomes, and very often, so are the people who work for them. Start by clearly defining the role, focusing not just on hard, soft, and transferable skills gained from previous experience but also on how the candidate will contribute to the mission in that role.

Aligning roles with the university’s vision is extremely powerful and not only attracts the right candidates but also makes the process more inspiring for the whole team.

Gallup research found that employees who feel their strengths are fully utilised are six times more likely to stay. This is particularly critical in universities, where turnover can be costly both financially and in terms of lost momentum toward the mission.

Seek out expert knowledge, insights, and advice

Conduct some market research by seeking out sector specialist salary surveys and job market insights. Identify future skills required for specific roles and speak to colleagues or peers about their recent recruitment experiences. Using effective AI research tools is another powerful way to gain some initial insight into the current market, talent trends, and ‘competitor’ analysis.

Your trusted specialist recruitment partners should also be willing to advise and share market knowledge that will help to inform you of the best approach to your recruitment campaign, regardless of whether you have the budget to use their services or not at that time. Recruitment partners understand the market better than most, due to the breadth of organisations and candidates they work with every day.

A trusted recruitment partner will work with you to support your longer-term people strategy by providing you with market knowledge that will enhance your own recruitment efforts and be there to support you with recruitment services as and when the need arises.

Leverage your employer brand to appeal to the best talent

A strong employer brand is extremely powerful and important in the higher education sector. Showcase your university’s impact through creative, human storytelling - share testimonials from existing employees and other stakeholders, acknowledge team achievements, and highlight the most attractive aspects of your team and institution. Information such as flexible working policies, training and development opportunities, annual leave, pension contributions, working environment, social, environmental, and diversity initiatives are all important and will help you stand out when trying to attract talent.

Look for other ways to promote your employer brand, for example, videos on social media platforms can add that human touch and speak to your recruitment partners to learn more about your reputation, appeal, and position in the market, compared to other universities.

Encourage your team to share their “why” for working at your university. This is something you can use effectively at various stages of the recruitment process and brings to life the claims that are made in a job advert, job description, or careers page. Authentic, passionate voices resonate with mission-driven candidates.

Streamline the process as much as possible

Take the time to ‘experience’ your own process and remove unnecessary steps, delays, and barriers that could deter applicants from completing, losing interest, or being snapped up by other organisations. Also, ensure that you provide clarity on the recruitment process right from the start of the campaign (eg advertising) - this can have a considerable positive impact on engagement and commitment to the process.

Institutions with efficient and inclusive hiring processes save time and attract better, more diverse talent, even when operating with fewer resources. By respecting candidates’ time and creating a smooth, accessible experience, you also build trust and goodwill that can lead to loyalty and commitment. This will also have a positive impact on any unsuccessful applicants, who are more likely to apply again in the future or recommend your organisation to others.

Turn recruitment into a team effort

When hiring, your team is often your best recruitment asset. Engage them in the hiring process where possible, by having them contribute to job descriptions, participate in interviews, or connect with candidates informally. This can help you find someone who will complement and ‘add’ to the team dynamic and takes away some of the recruitment workload.

A collaborative approach to hiring empowers your existing team, making them feel valued and invested in the success of new hires. Having input from your team members can also help mitigate bias and help to identify candidates who truly embody your university’s mission.

Celebrate the short-term recruitment milestones

When hiring often feels like additional workload that detracts from your ability to undertake your main duties and responsibilities, it’s easy to overlook progress. Celebrate milestones like undertaking the team skills audit, finalising a job description, completing interviews, or onboarding a new hire. Recognising these moments as key milestones will keep up morale and likely result in a willingness to support you again in the future. It also reminds your team of the value recruitment brings to the team and the aims and objectives of your university.

Recruiting for universities may come with some challenges, but it can also be a deeply rewarding process. By conducting a team skills audit, aligning roles with your mission, seeking out specialist expert advice, leveraging your employer brand, and involving your team, you can turn recruitment into a joyful and purpose-driven experience.

Use this simple checklist the next time you recruit for a quick recap on all the key tips and takeaways from this blog!