A job description outlines the overall purpose of a job role and the main tasks to be carried out by the job holder. A person specification lists the qualifications, skills and experience needed by the candidate to perform the job role.

Job description

Preparing a job description is not a legal requirement but it will help you to decide what type of person you are looking for and to write the job advert.

A job description should include:

• the job title
• the main duties and purpose of the role
• information about the company and what it does
• the job location

If you are recruiting a manager, decide what their additional responsibilities will be and the specific skills they will need - eg line management or team leadership experience.

The person specification

It is not a legal requirement to include a person specification in your job advert. Howver, a person specification can help ensure all applicants are scrutinised systematically using the same criteria. This will ensure that your selected shortlist can be justified on objective criteria if an appointment is challenged following the conclusion of the recruitment process.

If you do decide to have a person specification, include the essential and desirable knowledge, experience and skills you would like the successful applicant to have.

It is essential to not discriminate when writing your job description or person specification - see how to prevent discrimination and value diversity.

Read guidance on recruitment and advertising from the Equality Commission.

A well-written job advertisement that clearly outlines the job role, what your company does, and what qualifications and experience are required from a successful candidate will help you attract the right talent and simplify your recruitment process.

What to include in a job advert

A good job advertisement should:

• provide a company background
• list the perks and benefits that your company provides to staff
• give enough information so that candidates can decide whether to apply and include appropriate details on the following
  • summary of job role
  • job duties and responsibilities
  • job location and whether there is flexible working
  • working hours
  • pay range
  • length of contract - whether it is a permanent or fixed-term role
  • contract type - whether it is a part-time or full-time role
• state the skills and experience needed for the job role
• use language that is clear, simple and non-discriminatory eg use job titles that are gender neutral and avoid job titles with age-related connotations
• state if applicants should send a CV or complete an application form
• provide a clear deadline for responses
• outline how the applicant can respond whether it be by post, by email or completing an online application form
• provide contact details

See writing a person specification and job description.

Read guidance on recruitment advertising from the Equality Commission.

There are a range of options available to you when advertising a job vacancy. These include:

• JobApplyNI.com
• online job and recruitment sites
• newspapers and magazines
• your website and social media channels
• Jobs and Benefits office and JobCentre network
• employment agencies
• social media channels

Decide what's appropriate for you

Think about who you want to read the advertisement, how long it should run for, how quickly you want a response, and how much you can afford to pay.

Consider the costs. Advertising ina newspaper can be expensive but may not be as effective as some online methods that may cost very little to advertise on. Time the advertisement of your job vacancy carefully, eg avoid advertising during holiday periods including Chistmas and the busiest periods for summer holidays.

Government support to find staff

The network of 35 Jobs and Benefits offices throughout Northern Ireland offers a range of no-cost services to help you find suitable staff.

Find your local Jobs & Benefits Office.

Register your business with JobApplyNI.com and submit your vacancies online.

Employment agencies can find you either temporary or permanent staff, depending on your needs.

You should agree fees and terms before you appoint an employment agency to find candidates on your behalf.

Questions your employment agency should ask

Your agency should ask the following questions each time you ask them to fill a vacancy:

• Name of your organisation and the work that it does.
• Dates that work will start and finish.
• Position and type of work.
• Location of the job.
• The hours the work-seeker will be required to work.
• Known risks to health and safety and preventative measures in place.
• Experience, training, qualifications and any authorisation required by you, the law or any professional body to do the job.
• Any expenses payable by or to the work-seeker.

In addition, when using an agency to recruit permanent members of staff, the agency should also ask:

• The minimum rate of pay and any other benefits the person can expect.
• Where applicable, the length of notice the worker will be required to give and expect to receive.

Advantages of using employment agencies

• You can take someone on for a set period of time.
• You can try out temporary workers before employing them permanently.
• The agency will pay the temporary workers and take care of tax issues.
• For permanent recruitment, your agency may offer a rebate or replacement if a candidate starts but proves to be unsuitable. 

Disadvantages of using employment agencies

• For permanent recruitment you may have to pay a one-off placement fee to the agency which will usually be based on a percentage of the employee's annual salary.
• Temporary workers who work on an ongoing basis have certain employment rights.
• If you do choose to directly employ a temporary worker who has been getting supplied to you by an agency, you may have to pay the agency a 'temp to perm' transfer fee if you employ the worker during whichever of the following periods ends later:

(a) Eight weeks from the day after the day on which they were last supplied to you by the agency

(b) Fourteen weeks from the first day on which the worker was supplied to you by the agency

How to complain about an employment agency

Employment agencies must comply with the Employment (Miscellaneous Provisions) (NI) Order 1981 (as amended) and the Conduct of Employment Agencies and Employment Businesses Regulations (NI) 2005 (as amended).

If you are unhappy with your agency, you can make a complaint by contacting the Department for the Economy (DfE) Employment Agency Inspectorate Helpline on Tel 028 9025 7796.

Employers have two main options for inviting applications from candidates for job vacancies:

• providing a job application form for applicants to complete and return to you
• asking applicants to send a copy of their CV (Curriculum Vitae) and a covering letter explaining why they are suitable for the job role

Application forms in the recruitment process

Advantages of application forms for recruitment

• You can ask for the exact information you need to know from the job applicant.
• It is easy to compare the skills and experience of different applicants.
• You can reuse application forms by tailoring them to specific roles for future recruitment activities, saving you time.
• Applicants can complete online application forms from any location and on any device. They can also save their progress to complete at times that are convenient to them.
• Online applications can be processed faster than hard copies.
• You'll have instant access to digital data.
• Online application forms also demonstrate that you are a modern and progressive employer.

Disadvantages of application forms for recruitment

• Application forms can be challenging to design when creating one for the first time.
• It can be time-consuming to review application form answers especially if you have attracted a large number of applicants.
• It can be difficult to decide on the right questions to ask on the application form to enable you to attract the right candidates.
• Application forms can hinder candidate creativity as they are more restrictive than a CV.
• Lengthy application forms can be off-putting for potential candidates.
• You will need to ensure data security and confidentiality with online application forms.

Information to request on a job application form

• Name, address, telephone number, and email address.
• Qualifications and history of education.
• Work experience.
• Relevant skills or experience.
• Names and addresses of referees.
• If the applicant has a criminal record.
• If the applicant has the right to work in the UK.
• Questions that will help determine if the candidate has the right experience and competencies for the job role.

Download a sample job application form (DOC, 18K).

You must avoid asking discriminatory questions. See how to prevent discrimination and value diversity. Equality Commission guidance on the application process.

Requesting CVs in the recruitment process

Advantages of requesting CVs

• There is no need to develop suitable questions and produce an application form.
• CVs provide a quick overview of a candidate's qualifications, skills, and work history.
• It can save you time rather than having to assess answers on an application form.
• The way candidates present their CVs may give you an idea of their personality and characteristics.
• Some applicants may see an application form as a barrier to applying for a job so requesting a CV may open you up to a larger pool of candidates.
• CVs are a quick way for employers to determine suitable candidates for interview. The interview then provides the opportunity for employers to ask specific questions about skills and competencies.

Disadvantages of requesting CVs

• There can be more emphasis on the skills to create a CV rather than focusing on the skills required for the role. There may be a danger of attracting people who are good at making CVs but not necessarily a good fit for your company.
• It is harder to compare the skills and experience of different candidates.
• You may not get a true sense of whether a candidate is suitable for the job and the skills required to perform their role.
• Gaps in education or work can be hidden more easily by the job applicant.
• Qualifications are given excessive importance on CVs therefore leading to discrimination based on where candidates went to school or university.
• You may end up appointing an unsuitable candidate for the job.

Monitoring forms

Registered employers in Northern Ireland with more than ten full-time employees have a legal duty to monitor the composition of their workforce and of those applying to fill vacancies. Download a sample monitoring questionnaire for job applicants (DOC, 20K).

Read Equality Commission guidance on recruitment advertising.

A job description outlines the overall purpose of a job role and the main tasks to be carried out by the job holder. A person specification lists the qualifications, skills and experience needed by the candidate to perform the job role.

Job description

Preparing a job description is not a legal requirement but it will help you to decide what type of person you are looking for and to write the job advert.

A job description should include:

• the job title
• the main duties and purpose of the role
• information about the company and what it does
• the job location

If you are recruiting a manager, decide what their additional responsibilities will be and the specific skills they will need - eg line management or team leadership experience.

The person specification

It is not a legal requirement to include a person specification in your job advert. Howver, a person specification can help ensure all applicants are scrutinised systematically using the same criteria. This will ensure that your selected shortlist can be justified on objective criteria if an appointment is challenged following the conclusion of the recruitment process.

If you do decide to have a person specification, include the essential and desirable knowledge, experience and skills you would like the successful applicant to have.

It is essential to not discriminate when writing your job description or person specification - see how to prevent discrimination and value diversity.

Read guidance on recruitment and advertising from the Equality Commission.

A well-written job advertisement that clearly outlines the job role, what your company does, and what qualifications and experience are required from a successful candidate will help you attract the right talent and simplify your recruitment process.

What to include in a job advert

A good job advertisement should:

• provide a company background
• list the perks and benefits that your company provides to staff
• give enough information so that candidates can decide whether to apply and include appropriate details on the following
  • summary of job role
  • job duties and responsibilities
  • job location and whether there is flexible working
  • working hours
  • pay range
  • length of contract - whether it is a permanent or fixed-term role
  • contract type - whether it is a part-time or full-time role
• state the skills and experience needed for the job role
• use language that is clear, simple and non-discriminatory eg use job titles that are gender neutral and avoid job titles with age-related connotations
• state if applicants should send a CV or complete an application form
• provide a clear deadline for responses
• outline how the applicant can respond whether it be by post, by email or completing an online application form
• provide contact details

See writing a person specification and job description.

Read guidance on recruitment advertising from the Equality Commission.

There are a range of options available to you when advertising a job vacancy. These include:

• JobApplyNI.com
• online job and recruitment sites
• newspapers and magazines
• your website and social media channels
• Jobs and Benefits office and JobCentre network
• employment agencies
• social media channels

Decide what's appropriate for you

Think about who you want to read the advertisement, how long it should run for, how quickly you want a response, and how much you can afford to pay.

Consider the costs. Advertising ina newspaper can be expensive but may not be as effective as some online methods that may cost very little to advertise on. Time the advertisement of your job vacancy carefully, eg avoid advertising during holiday periods including Chistmas and the busiest periods for summer holidays.

Government support to find staff

The network of 35 Jobs and Benefits offices throughout Northern Ireland offers a range of no-cost services to help you find suitable staff.

Find your local Jobs & Benefits Office.

Register your business with JobApplyNI.com and submit your vacancies online.

Employment agencies can find you either temporary or permanent staff, depending on your needs.

You should agree fees and terms before you appoint an employment agency to find candidates on your behalf.

Questions your employment agency should ask

Your agency should ask the following questions each time you ask them to fill a vacancy:

• Name of your organisation and the work that it does.
• Dates that work will start and finish.
• Position and type of work.
• Location of the job.
• The hours the work-seeker will be required to work.
• Known risks to health and safety and preventative measures in place.
• Experience, training, qualifications and any authorisation required by you, the law or any professional body to do the job.
• Any expenses payable by or to the work-seeker.

In addition, when using an agency to recruit permanent members of staff, the agency should also ask:

• The minimum rate of pay and any other benefits the person can expect.
• Where applicable, the length of notice the worker will be required to give and expect to receive.

Advantages of using employment agencies

• You can take someone on for a set period of time.
• You can try out temporary workers before employing them permanently.
• The agency will pay the temporary workers and take care of tax issues.
• For permanent recruitment, your agency may offer a rebate or replacement if a candidate starts but proves to be unsuitable. 

Disadvantages of using employment agencies

• For permanent recruitment you may have to pay a one-off placement fee to the agency which will usually be based on a percentage of the employee's annual salary.
• Temporary workers who work on an ongoing basis have certain employment rights.
• If you do choose to directly employ a temporary worker who has been getting supplied to you by an agency, you may have to pay the agency a 'temp to perm' transfer fee if you employ the worker during whichever of the following periods ends later:

(a) Eight weeks from the day after the day on which they were last supplied to you by the agency

(b) Fourteen weeks from the first day on which the worker was supplied to you by the agency

How to complain about an employment agency

Employment agencies must comply with the Employment (Miscellaneous Provisions) (NI) Order 1981 (as amended) and the Conduct of Employment Agencies and Employment Businesses Regulations (NI) 2005 (as amended).

If you are unhappy with your agency, you can make a complaint by contacting the Department for the Economy (DfE) Employment Agency Inspectorate Helpline on Tel 028 9025 7796.

Employers have two main options for inviting applications from candidates for job vacancies:

• providing a job application form for applicants to complete and return to you
• asking applicants to send a copy of their CV (Curriculum Vitae) and a covering letter explaining why they are suitable for the job role

Application forms in the recruitment process

Advantages of application forms for recruitment

• You can ask for the exact information you need to know from the job applicant.
• It is easy to compare the skills and experience of different applicants.
• You can reuse application forms by tailoring them to specific roles for future recruitment activities, saving you time.
• Applicants can complete online application forms from any location and on any device. They can also save their progress to complete at times that are convenient to them.
• Online applications can be processed faster than hard copies.
• You'll have instant access to digital data.
• Online application forms also demonstrate that you are a modern and progressive employer.

Disadvantages of application forms for recruitment

• Application forms can be challenging to design when creating one for the first time.
• It can be time-consuming to review application form answers especially if you have attracted a large number of applicants.
• It can be difficult to decide on the right questions to ask on the application form to enable you to attract the right candidates.
• Application forms can hinder candidate creativity as they are more restrictive than a CV.
• Lengthy application forms can be off-putting for potential candidates.
• You will need to ensure data security and confidentiality with online application forms.

Information to request on a job application form

• Name, address, telephone number, and email address.
• Qualifications and history of education.
• Work experience.
• Relevant skills or experience.
• Names and addresses of referees.
• If the applicant has a criminal record.
• If the applicant has the right to work in the UK.
• Questions that will help determine if the candidate has the right experience and competencies for the job role.

Download a sample job application form (DOC, 18K).

You must avoid asking discriminatory questions. See how to prevent discrimination and value diversity. Equality Commission guidance on the application process.

Requesting CVs in the recruitment process

Advantages of requesting CVs

• There is no need to develop suitable questions and produce an application form.
• CVs provide a quick overview of a candidate's qualifications, skills, and work history.
• It can save you time rather than having to assess answers on an application form.
• The way candidates present their CVs may give you an idea of their personality and characteristics.
• Some applicants may see an application form as a barrier to applying for a job so requesting a CV may open you up to a larger pool of candidates.
• CVs are a quick way for employers to determine suitable candidates for interview. The interview then provides the opportunity for employers to ask specific questions about skills and competencies.

Disadvantages of requesting CVs

• There can be more emphasis on the skills to create a CV rather than focusing on the skills required for the role. There may be a danger of attracting people who are good at making CVs but not necessarily a good fit for your company.
• It is harder to compare the skills and experience of different candidates.
• You may not get a true sense of whether a candidate is suitable for the job and the skills required to perform their role.
• Gaps in education or work can be hidden more easily by the job applicant.
• Qualifications are given excessive importance on CVs therefore leading to discrimination based on where candidates went to school or university.
• You may end up appointing an unsuitable candidate for the job.

Monitoring forms

Registered employers in Northern Ireland with more than ten full-time employees have a legal duty to monitor the composition of their workforce and of those applying to fill vacancies. Download a sample monitoring questionnaire for job applicants (DOC, 20K).

Read Equality Commission guidance on recruitment advertising.

A job description outlines the overall purpose of a job role and the main tasks to be carried out by the job holder. A person specification lists the qualifications, skills and experience needed by the candidate to perform the job role.

Job description

Preparing a job description is not a legal requirement but it will help you to decide what type of person you are looking for and to write the job advert.

A job description should include:

• the job title
• the main duties and purpose of the role
• information about the company and what it does
• the job location

If you are recruiting a manager, decide what their additional responsibilities will be and the specific skills they will need - eg line management or team leadership experience.

The person specification

It is not a legal requirement to include a person specification in your job advert. Howver, a person specification can help ensure all applicants are scrutinised systematically using the same criteria. This will ensure that your selected shortlist can be justified on objective criteria if an appointment is challenged following the conclusion of the recruitment process.

If you do decide to have a person specification, include the essential and desirable knowledge, experience and skills you would like the successful applicant to have.

It is essential to not discriminate when writing your job description or person specification - see how to prevent discrimination and value diversity.

Read guidance on recruitment and advertising from the Equality Commission.

A well-written job advertisement that clearly outlines the job role, what your company does, and what qualifications and experience are required from a successful candidate will help you attract the right talent and simplify your recruitment process.

What to include in a job advert

A good job advertisement should:

• provide a company background
• list the perks and benefits that your company provides to staff
• give enough information so that candidates can decide whether to apply and include appropriate details on the following
  • summary of job role
  • job duties and responsibilities
  • job location and whether there is flexible working
  • working hours
  • pay range
  • length of contract - whether it is a permanent or fixed-term role
  • contract type - whether it is a part-time or full-time role
• state the skills and experience needed for the job role
• use language that is clear, simple and non-discriminatory eg use job titles that are gender neutral and avoid job titles with age-related connotations
• state if applicants should send a CV or complete an application form
• provide a clear deadline for responses
• outline how the applicant can respond whether it be by post, by email or completing an online application form
• provide contact details

See writing a person specification and job description.

Read guidance on recruitment advertising from the Equality Commission.

There are a range of options available to you when advertising a job vacancy. These include:

• JobApplyNI.com
• online job and recruitment sites
• newspapers and magazines
• your website and social media channels
• Jobs and Benefits office and JobCentre network
• employment agencies
• social media channels

Decide what's appropriate for you

Think about who you want to read the advertisement, how long it should run for, how quickly you want a response, and how much you can afford to pay.

Consider the costs. Advertising ina newspaper can be expensive but may not be as effective as some online methods that may cost very little to advertise on. Time the advertisement of your job vacancy carefully, eg avoid advertising during holiday periods including Chistmas and the busiest periods for summer holidays.

Government support to find staff

The network of 35 Jobs and Benefits offices throughout Northern Ireland offers a range of no-cost services to help you find suitable staff.

Find your local Jobs & Benefits Office.

Register your business with JobApplyNI.com and submit your vacancies online.

Employment agencies can find you either temporary or permanent staff, depending on your needs.

You should agree fees and terms before you appoint an employment agency to find candidates on your behalf.

Questions your employment agency should ask

Your agency should ask the following questions each time you ask them to fill a vacancy:

• Name of your organisation and the work that it does.
• Dates that work will start and finish.
• Position and type of work.
• Location of the job.
• The hours the work-seeker will be required to work.
• Known risks to health and safety and preventative measures in place.
• Experience, training, qualifications and any authorisation required by you, the law or any professional body to do the job.
• Any expenses payable by or to the work-seeker.

In addition, when using an agency to recruit permanent members of staff, the agency should also ask:

• The minimum rate of pay and any other benefits the person can expect.
• Where applicable, the length of notice the worker will be required to give and expect to receive.

Advantages of using employment agencies

• You can take someone on for a set period of time.
• You can try out temporary workers before employing them permanently.
• The agency will pay the temporary workers and take care of tax issues.
• For permanent recruitment, your agency may offer a rebate or replacement if a candidate starts but proves to be unsuitable. 

Disadvantages of using employment agencies

• For permanent recruitment you may have to pay a one-off placement fee to the agency which will usually be based on a percentage of the employee's annual salary.
• Temporary workers who work on an ongoing basis have certain employment rights.
• If you do choose to directly employ a temporary worker who has been getting supplied to you by an agency, you may have to pay the agency a 'temp to perm' transfer fee if you employ the worker during whichever of the following periods ends later:

(a) Eight weeks from the day after the day on which they were last supplied to you by the agency

(b) Fourteen weeks from the first day on which the worker was supplied to you by the agency

How to complain about an employment agency

Employment agencies must comply with the Employment (Miscellaneous Provisions) (NI) Order 1981 (as amended) and the Conduct of Employment Agencies and Employment Businesses Regulations (NI) 2005 (as amended).

If you are unhappy with your agency, you can make a complaint by contacting the Department for the Economy (DfE) Employment Agency Inspectorate Helpline on Tel 028 9025 7796.

Employers have two main options for inviting applications from candidates for job vacancies:

• providing a job application form for applicants to complete and return to you
• asking applicants to send a copy of their CV (Curriculum Vitae) and a covering letter explaining why they are suitable for the job role

Application forms in the recruitment process

Advantages of application forms for recruitment

• You can ask for the exact information you need to know from the job applicant.
• It is easy to compare the skills and experience of different applicants.
• You can reuse application forms by tailoring them to specific roles for future recruitment activities, saving you time.
• Applicants can complete online application forms from any location and on any device. They can also save their progress to complete at times that are convenient to them.
• Online applications can be processed faster than hard copies.
• You'll have instant access to digital data.
• Online application forms also demonstrate that you are a modern and progressive employer.

Disadvantages of application forms for recruitment

• Application forms can be challenging to design when creating one for the first time.
• It can be time-consuming to review application form answers especially if you have attracted a large number of applicants.
• It can be difficult to decide on the right questions to ask on the application form to enable you to attract the right candidates.
• Application forms can hinder candidate creativity as they are more restrictive than a CV.
• Lengthy application forms can be off-putting for potential candidates.
• You will need to ensure data security and confidentiality with online application forms.

Information to request on a job application form

• Name, address, telephone number, and email address.
• Qualifications and history of education.
• Work experience.
• Relevant skills or experience.
• Names and addresses of referees.
• If the applicant has a criminal record.
• If the applicant has the right to work in the UK.
• Questions that will help determine if the candidate has the right experience and competencies for the job role.

Download a sample job application form (DOC, 18K).

You must avoid asking discriminatory questions. See how to prevent discrimination and value diversity. Equality Commission guidance on the application process.

Requesting CVs in the recruitment process

Advantages of requesting CVs

• There is no need to develop suitable questions and produce an application form.
• CVs provide a quick overview of a candidate's qualifications, skills, and work history.
• It can save you time rather than having to assess answers on an application form.
• The way candidates present their CVs may give you an idea of their personality and characteristics.
• Some applicants may see an application form as a barrier to applying for a job so requesting a CV may open you up to a larger pool of candidates.
• CVs are a quick way for employers to determine suitable candidates for interview. The interview then provides the opportunity for employers to ask specific questions about skills and competencies.

Disadvantages of requesting CVs

• There can be more emphasis on the skills to create a CV rather than focusing on the skills required for the role. There may be a danger of attracting people who are good at making CVs but not necessarily a good fit for your company.
• It is harder to compare the skills and experience of different candidates.
• You may not get a true sense of whether a candidate is suitable for the job and the skills required to perform their role.
• Gaps in education or work can be hidden more easily by the job applicant.
• Qualifications are given excessive importance on CVs therefore leading to discrimination based on where candidates went to school or university.
• You may end up appointing an unsuitable candidate for the job.

Monitoring forms

Registered employers in Northern Ireland with more than ten full-time employees have a legal duty to monitor the composition of their workforce and of those applying to fill vacancies. Download a sample monitoring questionnaire for job applicants (DOC, 20K).

Read Equality Commission guidance on recruitment advertising.

A job description outlines the overall purpose of a job role and the main tasks to be carried out by the job holder. A person specification lists the qualifications, skills and experience needed by the candidate to perform the job role.

Job description

Preparing a job description is not a legal requirement but it will help you to decide what type of person you are looking for and to write the job advert.

A job description should include:

• the job title
• the main duties and purpose of the role
• information about the company and what it does
• the job location

If you are recruiting a manager, decide what their additional responsibilities will be and the specific skills they will need - eg line management or team leadership experience.

The person specification

It is not a legal requirement to include a person specification in your job advert. Howver, a person specification can help ensure all applicants are scrutinised systematically using the same criteria. This will ensure that your selected shortlist can be justified on objective criteria if an appointment is challenged following the conclusion of the recruitment process.

If you do decide to have a person specification, include the essential and desirable knowledge, experience and skills you would like the successful applicant to have.

It is essential to not discriminate when writing your job description or person specification - see how to prevent discrimination and value diversity.

Read guidance on recruitment and advertising from the Equality Commission.

A well-written job advertisement that clearly outlines the job role, what your company does, and what qualifications and experience are required from a successful candidate will help you attract the right talent and simplify your recruitment process.

What to include in a job advert

A good job advertisement should:

• provide a company background
• list the perks and benefits that your company provides to staff
• give enough information so that candidates can decide whether to apply and include appropriate details on the following
  • summary of job role
  • job duties and responsibilities
  • job location and whether there is flexible working
  • working hours
  • pay range
  • length of contract - whether it is a permanent or fixed-term role
  • contract type - whether it is a part-time or full-time role
• state the skills and experience needed for the job role
• use language that is clear, simple and non-discriminatory eg use job titles that are gender neutral and avoid job titles with age-related connotations
• state if applicants should send a CV or complete an application form
• provide a clear deadline for responses
• outline how the applicant can respond whether it be by post, by email or completing an online application form
• provide contact details

See writing a person specification and job description.

Read guidance on recruitment advertising from the Equality Commission.

There are a range of options available to you when advertising a job vacancy. These include:

• JobApplyNI.com
• online job and recruitment sites
• newspapers and magazines
• your website and social media channels
• Jobs and Benefits office and JobCentre network
• employment agencies
• social media channels

Decide what's appropriate for you

Think about who you want to read the advertisement, how long it should run for, how quickly you want a response, and how much you can afford to pay.

Consider the costs. Advertising ina newspaper can be expensive but may not be as effective as some online methods that may cost very little to advertise on. Time the advertisement of your job vacancy carefully, eg avoid advertising during holiday periods including Chistmas and the busiest periods for summer holidays.

Government support to find staff

The network of 35 Jobs and Benefits offices throughout Northern Ireland offers a range of no-cost services to help you find suitable staff.

Find your local Jobs & Benefits Office.

Register your business with JobApplyNI.com and submit your vacancies online.

Employment agencies can find you either temporary or permanent staff, depending on your needs.

You should agree fees and terms before you appoint an employment agency to find candidates on your behalf.

Questions your employment agency should ask

Your agency should ask the following questions each time you ask them to fill a vacancy:

• Name of your organisation and the work that it does.
• Dates that work will start and finish.
• Position and type of work.
• Location of the job.
• The hours the work-seeker will be required to work.
• Known risks to health and safety and preventative measures in place.
• Experience, training, qualifications and any authorisation required by you, the law or any professional body to do the job.
• Any expenses payable by or to the work-seeker.

In addition, when using an agency to recruit permanent members of staff, the agency should also ask:

• The minimum rate of pay and any other benefits the person can expect.
• Where applicable, the length of notice the worker will be required to give and expect to receive.

Advantages of using employment agencies

• You can take someone on for a set period of time.
• You can try out temporary workers before employing them permanently.
• The agency will pay the temporary workers and take care of tax issues.
• For permanent recruitment, your agency may offer a rebate or replacement if a candidate starts but proves to be unsuitable. 

Disadvantages of using employment agencies

• For permanent recruitment you may have to pay a one-off placement fee to the agency which will usually be based on a percentage of the employee's annual salary.
• Temporary workers who work on an ongoing basis have certain employment rights.
• If you do choose to directly employ a temporary worker who has been getting supplied to you by an agency, you may have to pay the agency a 'temp to perm' transfer fee if you employ the worker during whichever of the following periods ends later:

(a) Eight weeks from the day after the day on which they were last supplied to you by the agency

(b) Fourteen weeks from the first day on which the worker was supplied to you by the agency

How to complain about an employment agency

Employment agencies must comply with the Employment (Miscellaneous Provisions) (NI) Order 1981 (as amended) and the Conduct of Employment Agencies and Employment Businesses Regulations (NI) 2005 (as amended).

If you are unhappy with your agency, you can make a complaint by contacting the Department for the Economy (DfE) Employment Agency Inspectorate Helpline on Tel 028 9025 7796.

Employers have two main options for inviting applications from candidates for job vacancies:

• providing a job application form for applicants to complete and return to you
• asking applicants to send a copy of their CV (Curriculum Vitae) and a covering letter explaining why they are suitable for the job role

Application forms in the recruitment process

Advantages of application forms for recruitment

• You can ask for the exact information you need to know from the job applicant.
• It is easy to compare the skills and experience of different applicants.
• You can reuse application forms by tailoring them to specific roles for future recruitment activities, saving you time.
• Applicants can complete online application forms from any location and on any device. They can also save their progress to complete at times that are convenient to them.
• Online applications can be processed faster than hard copies.
• You'll have instant access to digital data.
• Online application forms also demonstrate that you are a modern and progressive employer.

Disadvantages of application forms for recruitment

• Application forms can be challenging to design when creating one for the first time.
• It can be time-consuming to review application form answers especially if you have attracted a large number of applicants.
• It can be difficult to decide on the right questions to ask on the application form to enable you to attract the right candidates.
• Application forms can hinder candidate creativity as they are more restrictive than a CV.
• Lengthy application forms can be off-putting for potential candidates.
• You will need to ensure data security and confidentiality with online application forms.

Information to request on a job application form

• Name, address, telephone number, and email address.
• Qualifications and history of education.
• Work experience.
• Relevant skills or experience.
• Names and addresses of referees.
• If the applicant has a criminal record.
• If the applicant has the right to work in the UK.
• Questions that will help determine if the candidate has the right experience and competencies for the job role.

Download a sample job application form (DOC, 18K).

You must avoid asking discriminatory questions. See how to prevent discrimination and value diversity. Equality Commission guidance on the application process.

Requesting CVs in the recruitment process

Advantages of requesting CVs

• There is no need to develop suitable questions and produce an application form.
• CVs provide a quick overview of a candidate's qualifications, skills, and work history.
• It can save you time rather than having to assess answers on an application form.
• The way candidates present their CVs may give you an idea of their personality and characteristics.
• Some applicants may see an application form as a barrier to applying for a job so requesting a CV may open you up to a larger pool of candidates.
• CVs are a quick way for employers to determine suitable candidates for interview. The interview then provides the opportunity for employers to ask specific questions about skills and competencies.

Disadvantages of requesting CVs

• There can be more emphasis on the skills to create a CV rather than focusing on the skills required for the role. There may be a danger of attracting people who are good at making CVs but not necessarily a good fit for your company.
• It is harder to compare the skills and experience of different candidates.
• You may not get a true sense of whether a candidate is suitable for the job and the skills required to perform their role.
• Gaps in education or work can be hidden more easily by the job applicant.
• Qualifications are given excessive importance on CVs therefore leading to discrimination based on where candidates went to school or university.
• You may end up appointing an unsuitable candidate for the job.

Monitoring forms

Registered employers in Northern Ireland with more than ten full-time employees have a legal duty to monitor the composition of their workforce and of those applying to fill vacancies. Download a sample monitoring questionnaire for job applicants (DOC, 20K).

Read Equality Commission guidance on recruitment advertising.