TEMPLATE FOR JOB ADVERTISEMENT FOR MEMBER OF TECHNICAL/ADMINISTRATIVE STAFF, HEALTH

This template should be seen as a tool and source of inspiration for preparing a job advertisement. You can always contact Health HR for sparring on profiling the job advertisement and in relation to strategy and staff planning.

Item A pertains to the minimum amount of information that must be sent to Health HR at health.hr@au.dk (though in the case of the Department of Clinical Medicine and the Department of Forensic Medicine, send to clin.hr@au.dk) together with the text of the job advertisement, so that the advertisement process can be started.

Item B pertains to the actual text for the job advertisement. Under each heading, Health HR provides inspiration for the content of the job advertisement. The institute/department should ensure that the inspiration text is overwritten with relevant text.

Item C only provides information and pertains to standard text regarding the formal requirements which have been established by the central HR department at AU in accordance with the current rules and incorporated in the recruitment system People XS.

A: Minimum information for Health HR (concerning job advertisement)
Financing of the position	Unit no.: Location no.: Divisional financial statement: Project no.: Activity no.: In case of external grants, the financing above MUST have been submitted to and approved by HE Finance BEFORE the position can be advertised (HR obtains the approval). Expiry of any grant must also be stated if employment is not possible beyond the time limit of the grant. In the case of shared financing, ALL project numbers, location numbers, unit numbers and activity numbers for the position must be stated.
Advertising	The position must always be advertised on jobnet.dk. In addition, the position is advertised on the AU website. English versions are advertised on both AU's English and Danish website, while Danish versions are only advertised on AU's Danish website. Should the position also be profiled in other media? Please note that the department/division/section bears the cost of advertising.
Is it a temporary position?	State whether it is a temporary position due to illness, maternity/paternity leave or other factors, as well as the name of the person for whom a substitute is being found.
External joint position?	If it is a position where a person is being employed jointly by AU and external partners, such as e.g. the region, the cooperation agreement must be submitted to Health HR.
Job advertisement in English?	There are no requirements for job advertisements to be in English for technical and administrative positions.
Salary and terms of employment?	Which collective agreement and/or trade union agreement will the position be covered by? Example: Multi-union collective agreement between the Ministry of Finance and a number of Academic organisations for academics employed by the State (AC collective agreement) OR collective agreement between the Ministry of Finance and the Organisations of Public Employees - Denmark (State) (OAO-S) multi-union collective agreement. NOTE: If the position is intended to be a HK (the National Union of Commercial and Clerical Employees) position, but the position may also include tasks of a more analytic character, it ought to be considered whether an alternative collective agreement should be indicated in the form of the AC collective agreement. State also the pay group under which the tasks are adjudged to fall and which the position will be remunerated in accordance with. If any pay supplements are known in advance, for example supplements for responsibilities, then state these also. See this link to AU's salary agreements for members of technical/administrative staff and this link to Health's salary catalogue.
Deadline for submission of applications	State the date or the number of weeks during which the position must be advertised (as a minimum 14 days if there is no requirement for a deadline for applications). Please be aware that job advertisements will run until 23:59 on the date that is specified.

B: The job advertisement text itself (the institute/department replaces the text here with relevant text.)

The job advertisement headline

State the position and the area of responsibility. Example: Secretary (administrative officer) for study administrative tasks

The institute or department/section is not stated in the headline, as it appears in the following section.

Consider whether it would be appropriate to state the duration of the position in the headline.

Place of work – address and informative text

This section should always begin in the following way: Aarhus University, Health, Institute of [NAME OF INSTITUTE], Department of [NAME OF DEPARTMENT] or Section for [SECTION NAME] wishes to fill the [NUMBER OF VACANT] position(s) as [JOB TITLE].

State the workplace address. Example: The workplace address is Ole worms Allé 3, DK-8000 Aarhus C.

Add a brief text about the institute/department (around three lines), including the institute/department’s primary tasks (a standard text can also be prepared here).

A brief text about the department/section (around two lines), including the department/section’s primary tasks, should also be included.

Example: The Department of Clinical Medicine has – in close collaboration with hospitals – the overall responsibility for research and for the teaching of medical students at the hospitals in the Central Denmark Region. The majority of research takes place at Aarhus University Hospital, though there is also an increasing level of activity at the regional hospitals.

A description of the position itself follows in item 5 below.

Expected start date as well as duration of employment

State the expected start date – and in the case of fixed-term positions also the expected end date or length of employment/event (specific project or temporary position in connection with maternity/paternity leave).

State also the number of hours per week, regardless of whether the position is full-time or part-time.

Example: The position, which is a full-time/part-time position with 37/20 hours per week, is expected to be filled on 1 September 2015 or as soon as possible thereafter. The position is a fixed-term employment of one year with effect from the start date of employment.

If there are good opportunities for extension, for example due to external funding, this may be stated in the job advertisement, whereby an advertisement may be "saved" in case of extension. Please note that this must be approved by the department head/head of school before being advertised.

Example: There is the possibility of extension of the employment period, if the project secures additional funding after the first year.

If there will in future be good opportunities for full-time (in a part-time position) or part-time (in a full-time position) employment, this may be stated in the job advertisement, whereby a later advertisement may be "saved" in case of an increase or decrease in working hours.

If the position is to be filled as a limited tenure, this option must also be stated in the job advertisement. If the person in question is offered a fallback employment option, this can be already mentioned in the job advertisement.

Reporting relationship

State who (role/job function, not name of the manager), the new employee must refer to. Example: You will be appointed with reference to the director of studies or the team leader in the department or in the section.

Job responsibilities/duties (an alternative heading may be used here)

The specific content of the position – areas of responsibility and the specific duties – may be described in bullet form or as a continuous text.

We expect (an alternative heading may be used here). Example: (About you)

The desired academic qualifications and competences can be described in bullet form or as a continuous text.

State both the qualifications that are necessary to be able to undertake the position and the qualifications that are desired for this position in particular, e.g.:

Education (is the applicant expected to have particular experience or to have achieved certain results or other?)

Which personal characteristics have special emphasis? Readiness to change and flexibility are already presupposed, so these should be additional personal qualifications.

Example: About you: As a person you are persistent, systematic and responsible when carrying out your work tasks. You are also outgoing and good at collaborating with others. You find it natural to demonstrate initiative, just as you can prioritise in a busy working day, while also being able to make decisions.

You have a relevant professional finance-based background which builds on a clerical education and training or similar. You can work independently with the tasks for which you are responsible and you are able to manage tasks so that they are completed within their deadline. You are familiar with working in financial management systems (we use Navision State) and you are familiar with the Microsoft Office suite, in particular Excel.

The working language is both Danish and English. It is therefore a requirement that you can communicate confidently in both languages both orally and in writing.

We offer (an alternative heading may be used here).

Advertise the actual position (content). This ensures that you can make this position particularly attractive for qualified and ambitious candidates. For example, what particular special challenge does this position offer?

The following examples may be used as a source of inspiration: We offer an exciting and challenging job with a wide range of contacts to other academic groups AND/OR there are good opportunities for personal and professional development.

Further information

Example: For further information about the position, please contact: [NAME] and [TITLE] of contact person, telephone [CONTACT PERSON’S TELEPHONE NUMBER].

NOTE: You should not specify any email address, as this may lead to applications being sent that do not make use of the recruitment system.

If the position is a joint position that is shared by AU and external partners, such as the region, state their contact person with telephone number.

State the expected dates for the first and second round of interviews (if relevant). Any tests between the two rounds of interviews should also be mentioned.

Example: Interviews are expected to be held in the week commencing XX November 20XX.

C: Standard text in the recruitment system
Formal requirements	Terms of employment and pay in accordance with XXXXX.
Application	Applications must include a CV, and in addition, we ask that copies of relevant diplomas and recommendations/letters of reference be enclosed. Applications submitted through channels other than the online application form below or applications which are not received by the application deadline will not be considered. For guidance on how to complete the application form see here. All interested candidates are encouraged to apply, regardless of their personal background.
Deadline for submission of applications	All applications must be submitted online and received no later than DATE
AU text	Aarhus University is a modern, academically diverse and research-intensive university with a strong commitment to high-quality research and education and the development of society nationally and globally. The university offers an inspiring study and research environment for 44,500 students and 11,500 staff, and has an annual budget of DKK 6.2 billion. For more information, visit www.au.dk.