Recruitment & Selection

Advertising the Position

Advertising Policy

University policy is to recruit staff of the highest calibre through a fair and open process. At the centre of this process is both internal and external advertising. Best practice human resource management and equal opportunity considerations require that vacant positions are advertised.

It is important to remember that when planning recruitment advertising, consideration should be given to the type of position being advertised, the intended audience and the potential applicant pool. The amount of time applicants may need to prepare their application may vary depending on these factors. For example, when targeting overseas applicants, time differences and longer print media deadlines must be considered. Importantly, potential overseas applicants will need more time to seek relevant information before deciding to apply. Hence such positions are advertised with longer application periods.

It is a requirement that all positions are advertised for a minimum of 7 calendar days from the date of publication. This applies to both internal and external job advertisements.

  • The advertising process maps and documents for both professional and academic positions are located on the e-recruitment website.

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Where can I advertise?

UOM Website
Print Media:
  • The Age
  • The Australian
  • Journals
  • Overseas Newspapers

Other Websites:

List Serves:

  • Some professional associations have distribution list which include vacant position and development opportunities.

It is recommended that only HEW 10 Professional positions be advertised in the Print Media. If you wish to advertise positions below this grade, approval of the Head of Budget Division must be sought.

Where you choose to advertise your vacancies can impact greatly on the quantity and the quality of applicants that apply. Utilising a range of websites in preference to print media may provide a cost-effective way to attract applicants.

Human Resources regularly receives information (including updates, discounts and special offers) regarding advertising position vacancies from websites and various publications. This information is distributed to faculties via their local HR staff.

To explore different advertising media, please contact your Local HR for information and advice.

Placement of all recruitment advertisements in the media is required to come through Human Resources Specialist Recruitment and Promotions (HRSRP) unless HRSRP authorises otherwise. This ensures:

  • recruitment processes are correct and coordinated to maximise cost-effectiveness;
  • media selection is appropriate;
  • University compliance with preferred advertising agency and relevant media contracts;
  • University brand compliance;
  • accurate reporting capability for University Senior Executive and others.

Advertising deadlines 

Print Media

Publication Faculty/Department Online Approval Publication Day
The Age Monday 12 noon Saturday
The Australian Monday 12 noon Wednesday of following week.

For cut off details for other print media options, contact your HR Officer or HR Consultant in Human Resources.

Web / Online Job Boards

Final Approval Publication Day
Academic positions approved by local HR by 3pm Monday
Professional positions approved for external advertising by 3pm Monday
By 5pm Thursday
Academic positions approved by local HR by 3pm Thursday
Professional positions approved for external advertising by 3pm Thursday
By 5pm Tuesday following week

Note 1: Deadlines for web sites vary and postings can take up to several days – or in some cases where publication has a set date – weeks. For more information contact your local HR Officer or HR Consultant.

Note 2: Requests to cancel advertising are at the discretion of HRSRP, the advertising agency and the media, and are subject to the status of the process. Where cancellation is possible, cancellation costs may apply. Faculties/ Departments should ensure their internal processes support the request to advertise PRIOR to submitting to HR.

For cut off details for other print media options, contact your HR Officer or HR Consultant in Human Resources.

Public and University Holiday Deadlines

View the Public and University Holidays Deadlines for 2015 (.pdf)

Cost of advertising

Advertising cost varies depending on the advertising specification, including media selection (eg print, online and other), advertisement size, frequency, advertising period and other factors. Online options are generally much cheaper than print, and local or national targeting is usually less costly than international targeting. Cost can range from free media to several thousand dollars per media. Cost estimates can be provided via your local HR team.

What does it mean if I am listed in an advertisement as the contact person?

This means that potential applicants will contact you regarding any queries they have concerning the position. This may involve specifics of the role, salary information, employment conditions, through to general questions regarding the University or information on your department.

How do I advertise a vacant position?

All requests for advertising are submitted using our e-Recruitment system, PageUp, which is accessed via Themis. The Local Hiring Manager creates a job requisition, which is sent electronically via PageUP to the local HR team for approval. 

In order to commence a job card in PageUp you will require all the details of the job including:

  • An active position number in THEMIS
  • Position Title 
  • Salary Level
  • Supervisor’s position and employee number
  • Salary and Advertising Cost Codes
  • Details of Selection Panel members including who is the Panel Chair
  • Advertising information including where you want to advertise and application period required.
An updated Position Description and the Health and Hazard Questionnaire also need to be uploaded into the documents tab in PageUp as a part of the job requisition. For details regarding professional positions refer to the e-recruitment website.

Components of a Print Advertisement

The University crest and other creative visual elements of the recruitment advertising style provide the University advertising with consistency and visibility. In the case of joint appointments with other organisations or companies, it may be possible to incorporate other logos into the advertisement.

The print advertisement directs potential applicants to the University Careers webpage for details about the position and a copy of the position description. The Careers site also contains a Search for Jobs function to view all advertised positions.

For any given week, advertising requests for The Age (Saturday) and/or The Australian (Wednesday) are coordinated so that a composite advertisement for each paper will be created. Composite advertisements maximise the impact of the advertisement and save on cost to the faculties and departments.

Composite advertising provides a coordinated approach to recruitment advertising and as a consequence:

  • Promotes the University as an employer of choice
  • Creates greater awareness of the University as a recruiter
  • Positions the University as a leader in the education sector

These aims are also supported on the HR website with information readily accessible to potential applicants on the benefits of working for the University of Melbourne.

How to create a successful recruitment advertisement

Creating a successful recruitment advertisement is one of the most vital steps of the Recruitment and Selection process. There is a direct link between the quality and placement of the ad and the volume and quality of response from applicants. For the best recruitment outcome, you need to attract a quality pool of applicants.

Therefore, consider the following points when preparing your recruitment advertisement:

  • Your ad should be more about the reader and less about you the employer. The ad text should instantly get the attention and interest of the potential applicant, create in him/her a desire for the role, and invoke in them a response to apply. To do this, think about what the applicant may care about and what is important to them when job hunting. ALWAYS include benefits of the role, the nature of the work or the University in your ad text. Eg: Flexible working hours, location, challenge, career development and training, prestige, networking and collaboration, international connections, travel, superannuation, etc. (for more ideas, see the link ‘Benefits of working for the University of Melbourne’).
  • Ensure the position title is reflective of the job. Keep the title as short as possible.
  • Use bullet points and bold text to grab jobseekers’ attention, and more so to highlight important aspects of your advertisement.
  • Be succinct and specific with your ad content. This will lead to more relevant and appropriate applications. Sentence lengths should be no more than 14-20 words maximum.
  • The most important word you can use in a recruitment ad is the word you. Avoid using third person language such as ‘the incumbent ‘or ‘the successful applicant’. Use ‘you’ to connect with and engage the reader. This is vital: people quickly scan job ads before settling to read only specific ads. Therefore you only have a few seconds to grab their attention.
  • Write in an active voice such as, “you will be” and “ideally you will have”. This helps create succinct, dynamic text that is engages and enthuses the potential candidate.
  • Don’t simply copy the position description summary to use as the text of the ad. Take time and care to write ad text that will ‘sell’ the position to the reader. Keep the summary short and engaging. At this point potential applicants are asking themselves just two questions: Can I do this? Do I want to do this?
  • Ensure your job advertisement is posted where your desired audience will find it. This could be a generic web job board, a local, national or international newspaper, an industry or profession journal or web site or social media.
  • Should you list salary on the advertisement? In almost all cases, showing the salary in the advertisement enhances response. For this reason the University of Melbourne advertisements specify salary (on rare occasions, a faculty or department may choose not to advertise the salary, eg for specific senior positions or circumstances). Online job boards generally require a salary or salary range to be supplied in order for their search function to operate correctly.