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Job applications: Guidance for applicants

Last updated: 17 March 2023

How do I apply for a job at the University of Gloucestershire or its subsidiary company, University of Gloucestershire Professional Services Ltd? 

Applying is easy – it only takes a few moments. You first need to register by clicking the link on the right of the page. Here you can set up your account using your chosen user name and email address. 

You will be sent an email with a secure temporary password to sign into the system. When you first sign into your account you will be prompted to change your password to one that is more memorable to you. Your new password must be at least eight characters long and must include at least one number and a capital letter. 

Once registered you will be able to complete and save your personal details; saving you time when applying for different jobs. You can apply for a job by opening a vacancy and clicking the ‘Apply’ button on the left of the page. Please download the application for employment form and save it to your computer. This can also be found in the download section in each vacancy. It is also available (on the right of the screen) once you have signed in and clicked the ‘Apply’ button. This form is to be completed and submitted alongside the online part of the application process. Your application will not be considered unless this form has been attached. 

If you have a disability that makes it difficult for you to apply online please contact or call us on 01242 714111 so that we can discuss reasonable adjustments. 

Will my employer be the University of Gloucestershire or University of Gloucestershire Professional Services ltd?

The job details will clearly specify if the post is to be employed through University of Gloucestershire Professional Services Ltd, displaying a distinct logo. It will also be clear in the text of the job advertisement and the job description. If you are currently a member of the Local Government Pension Scheme, and can evidence this through your most recent payslip prior to commencing employment, you will be able to opt to be employed directly by the University of Gloucestershire.

How long do I have to complete my application? 

The online application form can be completed in stages and you can save a draft and login/logout at any time. The information you enter during the registration process will automatically transfer into the form. It is simple to move backwards and forwards within the form at any time prior to submission. 

You can save a draft of your application at any stage and return to it. If you leave the application form unattended you have 30 minutes before it returns to the sign in screen. You will receive a warning message that your application form is about to time out. 

What should I include in my application? 

There are a number of mandatory fields within the application which are highlighted with an asterisk. If you miss any of these questions, you will be prompted to complete them when you submit your application. 

Please complete each section of the application for employment form. You should pay particular attention to the supporting statement section letting us know how your skills and experience match the person specification in the job description. You may find it helpful to organise your application under the headings used in the person specification. 

If you are applying for an academic or research vacancy, please include details of your publications or research interests (even if you do so on a separate sheet). 

Can I attach other documents? 

You must complete and attach the application for employment form before submitting your application online. You can also attach other documents relevant to your application using the ‘Attach Documents’ button on the right hand side of the web page. 

I would like to apply with a CV rather than an application form. Can I do this? 

You are encouraged to apply using the online application form so that you can demonstrate how your skills and experience match the person specification of the job. Should you wish to supplement your application, you can upload a CV as a supporting document. 

If you have a disability and struggle to complete the online application, we will accept a CV as a reasonable adjustment 

Completing your online application form 

Please ensure that you regularly save a draft of your application form to ensure that you do not lose any information. 

Before final submission, you can preview your application and then choose to refine or submit the form. 

You must complete and attach the Application for Employment Form before submitting your application online. 

All applications will need to be submitted prior to 23:59 on the closing date. 

If you apply for jobs in the future many of the fields will remain populated. You will need to check to ensure that these fields are up to date and correct. 

Personal details 

Please complete the personal details screen. All mandatory fields are marked with an asterisk (*). We will contact you regarding your applications via email, so please ensure your email address is correct. 

Vacancy Source – please click ‘add details’ and select the option from the list which most appropriate to where you saw the vacancy. 

Please click the ‘Next’ button at the bottom of the page once you have completed the screen. 

Equal opportunities monitoring 

It is our policy to recruit staff based on their ability and suitability for the position for which they are applying. As part of our Equality and Diversity Policy, we welcome applications from all parts of the community. It would help us if you would answer these questions, which assist us to monitor the effectiveness of our policy. We treat the information you give us in confidence. We may use the data for statutory equal opportunities monitoring purposes, but individuals would not be identified from the data given. We will separate this information from the application form before we shortlist and decide who to invite for interview. As part of our commitment to becoming a Disability Confident Leader we will offer an interview to disabled applicants who meet the essential criteria for the job, as set out in the person specification. 

Please click ‘Next’ button at the bottom of the page once you have completed the screen. 


Please provide details below of two work-related referees, one of whom should be your current or most recent employer and have direct knowledge of your work. If you have not been continually employed by one employer for two years prior to your application, you must provide reference details for each employer. Friends, relatives, immediate past/present colleagues are not appropriate referees. If you are applying for an academic position, your referee should be the most senior post holder in your current or recent employment. References for grades 1-9 posts will be only taken up for the preferred candidate. For grade 10 and above posts references will be taken up prior to interview unless otherwise instructed. Please make sure that you tick if we can contact your referees prior to interview. We will not request references if you have not given us your permission to do so. 

When you have completed the details for the first referee, click ‘add details’ to enable you to provide information for your second referee. 

Please click the ‘Next’ button at the bottom of the page once you have completed the screen. 


Please read the declaration carefully and tick that you agree with the statement. 

Relationship to a member of University Council or an employee of the University or University of Gloucestershire Professional Service Ltd

You are required to state whether you are related to, or closely acquainted with, either a member of the University Council, an employee of the University or its subsidiary company. We wish to ensure that the selection process is not prejudiced in any way. Any deliberate failure to make a disclosure will disqualify you. If a relationship is discovered after appointment, this may result in dismissal. 

Canvassing members of the University 

Canvassing members of the University Council or an employee of the University or its subsidiary, either directly or indirectly in an attempt to gain preferential treatment in connection with an appointment will disqualify you. This provision does not prevent a member of staff from providing a reference of your ability, experience or character for submission with an application for appointment. 

Disclosure of criminal convictions 

You will appreciate that the University and its subsidiary company, must be particularly careful to enquire into the character and background of any person who may teach, supervise or have access to persons under the age of 18. You are, therefore, required to let us know if you have been convicted of a criminal offence or received a caution that is not considered as ‘spent’ under the Rehabilitation of Offenders Act 1974. However, certain positions are exempt from the 1974 Act, and therefore you may be required to reveal any criminal convictions you may have, including any which would otherwise be considered ‘spent’ under the Act. 

Data protection 

By submitting your application you are confirming you understand and accept that, in accordance with the Data Protection Legislation, the information provided in the form will be used in the recruitment and selection process, and will form the basis of your personnel record if you successfully secure the position. It will also be held on a database and used for Equal Opportunities monitoring purposes. 

The University and its subsidiary company will use the information provided by you only for administrative purposes, including analysis for management information, statutory returns, examples include but are not limited to the Higher Education Statistical Agency (HESA) return and Freedom of Information Requests, and benchmarking. All information used in this way will be in an anonymised format. 

Further information about how the University or its subsidiary company collects and uses employment applicant data is outlined in our Privacy Notice below. 

Employment Application Data Privacy Notice

Once you have completed your details on the online part of the application and have attached the application for employment form, plus any additional documents, please press ‘Submit’. 

Who should I contact if I have an enquiry? 

Please email or call us on 01242 714111. Our office hours are 8:30 to 17:30 Monday to Thursday and 08:30 to 17:00 on Friday. 

The application for employment form in detail 

Please complete each section of the application form as follows: 


Please complete the relevant sections detailing your current and previous employment.Please ensure you provide a brief description of your current duties and responsibilities in the Current Employment section. 

Please give as much detail as you can about dates of employment and hours of work. Please provide reasons for any breaks in employment, e.g. full-time education, seeking employment, carer responsibilities. 

Education and qualifications 

Please ensure that you provide information on all the education and professional qualifications you have gained. These are split into separate sections: 

Training courses 

Please provide details of any training or course(s) you have undertaken which are relevant to the position you are applying for, particularly those listed in the Person Specification – Please include details of all courses, seminars, in house training programmes or work experience programmes. These all provide evidence of your commitment to updating and refreshing your skills and expertise. 

Membership of professional bodies 

Please provide details of all relevant professional bodies of which you are a member. These organisations usually have different levels of membership, so please state your membership type. 

Research and publications 

If relevant, please give brief details of your research, publications and consultancies (you can attach these on a separate sheet(s) if needed). 

Supporting statement 

This section is for you to provide any additional information about yourself which you feel is relevant to the post for which you are applying and has not already been mentioned. This is your opportunity to promote yourself and to provide evidence that you match the criteria of the post you are applying for. Your experience could include details of paid or unpaid work, committee and club experience/activities and any relevant interests. Highlight any personal attributes, aptitudes, experience, achievements or research you feel is relevant. Please pay particular attention to this section giving full reasons as to why you feel that you are suitable for the post. You must state how you meet each of the criteria detailed on the person specification and it will be helpful to deal with each point in turn. 

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