Find answers to frequently asked questions about the application process.
- Finding a job
- UCL Search Engine system issues
- Applying for a job
- After you submit an application
- Your data
Finding a job
- How do I find out about jobs at UCL?
Our vacancies can be found on the UCL jobsite by clicking on the option to ‘Search UCL jobs’; this will display the UCL Job Search page.
You can use the job search engine to find vacancies that interest you or if you wish to see all current vacancies, you can leave the search criteria as empty and click the ‘search’ button for a full list of jobs. By clicking on the ‘See job details’, you can view the job advert for the vacancy. At the bottom of the job advert page you can find a link to the Job Description and Person Specification which provides full details on the job.
- I can’t find a vacancy I’m currently interested in. Can I be notified of future vacancies?
Yes, you can register for job alerts to receive email notifications when new vacancies come up that meet your specified criteria.
Select the button next to 'Send me notifications about new jobs', enter your details and stay up to date with the latest job opportunities. Please note, filters selected above the full job listing pages will determine what job alerts you receive.
- I can’t find a suitable vacancy on your jobsite; can I still apply?
No, we do not accept speculative applications or CVs. You can only apply for a specific vacancy as advertised on our UCL Job Search page. Therefore we recommend you to register for job alerts and receive notification of new jobs that meet your criteria.
UCL Search Engine system issues
- I am experiencing technical issues with my application; what should I do?
Please contact the Recruitment team at email@example.com
Applying for job
- How do I apply for a job?
Once you have found a job you are interested in applying for and have read the Job Description and Person Specification carefully, click on the ‘Apply now’ button at the bottom of the job advert page.
- I am a UCL member of staff. How do I apply?
All applicants, including UCL staff members, should apply via the UCL Job Search page.
UCL employees and agency staff with 12 weeks’ continuous service do not need permission from their current line manager to apply for permanent internal only advertised roles. The exception to this is where the member of staff is being managed under the Capability Policy, or the Sickness Absence Procedure or is being investigated under the Grievance Procedure or Disciplinary Procedure. In these cases, the member of staff must seek permission from their line manager, who will seek advice from their HR Business Partner.
- Can I request an application form in an alternative format?
Yes, if you have a disability which makes it difficult for you to apply online, please get in touch with the contact named in the job advert who can assist you and discuss other ways to apply.
- Can I contact someone if I have any questions about a job or the application process?
Yes, if you have a question relating to a specific job or would like an informal discussion prior to submitting an application, please get in touch with the contact named in the job advert.
- I am an overseas national who needs permission to work in the UK. Can I apply?
If you are an overseas national and currently do not have permission to work in the UK, you would need to apply for a visa to work in the UK. UCL may be able to sponsor an overseas migrant under the Skilled Worker Route. If you are not sure whether a role qualifies for a skilled worker visa, get in touch with the contact named in the job advert.
Visit Proving your right to work in the UK for further information.
- Can I save my application and come back to it?
Yes, by clicking on ‘Save progress’ button you can return to it at any point before the closing date to complete it.
- How do I find out the deadline for submitting my application?
The closing date for applications will be specified in the job advert, with the latest time for submission at 11.59pm (UK time) unless otherwise stated.
- I would like to apply for more than one job; can I just submit one application?
No, you will need to complete and submit one application for each vacancy. However once you have completed one application, most of the information you enter will be stored against your account and can appear when you complete any further applications, when you select the 'Reuse previous application'. This information can be amended for future applications, and you should ensure to update sections of the application that are specific to the vacancy, such as the Statement in Support of Your Application, CV, Supporting Documents, and the Source of Application.
After you submit an application
- Can I update my application once I've submitted it?
No, once you have submitted your application for a specific vacancy you cannot make any changes to it. You are also unable to submit another application for the same vacancy. If you need to clarify something after you have submitted your application, please email the named person on the job advert with further information.
- How do I know that my application has been received?
Once you have submitted your application you will automatically receive an email confirming we have received it.
- What happens to my application once it's submitted?
Once the job advert for the vacancy has closed, the selection panel will review all applications against the criteria outlined in the Person Specification within the Job Description. As soon as a decision is reached, we will contact shortlisted candidates to arrange an interview.
We will also email candidates who have not been shortlisted for an interview to advise them that we are not progressing with their application at this time. Should you wish to receive an update on your application please contact the named person on the job advert.
- Can I get feedback on my application?
Whilst we appreciate the time and effort put into completing your application, regrettably due to the number of applications we receive we are not able to provide feedback to candidates who are not invited to an interview.
- Can I find out when the interview will be held?
Yes, the interview date will be specified in the job advert where possible. If the interview date is not confirmed at the time of advertising, you will be notified with good time to prepare if you are shortlisted for an interview.
- How is the interview conducted?
All interviews will be conducted by a panel consisting of a minimum of three people, normally including the Line Manager of the vacant job.
If you are invited to attend an interview, you will be provided with full details including who you will be meeting, whether it will be a remote interview or in person, what you need to bring (including evidence of your right to work in the UK and any relevant qualification certificates), and information of any other selection methods that will be used, such as a presentation and work-based test. You will also be asked if there are any particular arrangements or reasonable adjustments that could be made so you can fully and fairly participate in the selection process.
- How can I prepare for my interview?
There are a number of things you can do to prepare for your interview including:
Conduct your research – find out as much as you can about UCL, the department or division you are interviewing with, and who you will be interviewed by. Lots of information is available on our website, which you will find useful to know before you meet with the selection panel.
Analyse the job – familiarise yourself again with the Job Description and Person Specification so that you are clear on what the job entails. The selection panel will be looking for evidence that you meet the criteria for the job as outlined in the Person Specification.
Think of specific examples – based on the Person Specification criteria, come up with some specific examples from your current and previous work or academic experience that demonstrate to the selection panel that you are the best candidate for the job.
Read through your application form and CV – be prepared to explain or elaborate on details you provided when applying for the job.
Get your documents ready – you will be advised in your interview invitation what to bring with you, such as evidence of your right to work in the UK, so ensure that you have the correct documentation ahead of your interview.
If your interview is remote, check your connection and set up – make sure you have a quiet space, a stable internet connection, and the right equipment for your call. Should you wish to have a test call, for example, if you are not familiar with the calling software the panel is using, please ask the person named on the job advert.
If your interview is in person, plan your journey – make sure you know where you are going for your interview and plan in advance your route to get there, allowing for any potential transport delays. Bring the phone number of the person who invited you to the interview just in case you get lost or are running late.
- When will I find out if I have been successful?
After the interview you will be contacted as soon as possible and informed whether or not you have been successful. We will provide interview feedback where requested. All offers of employment are conditional subject to proof of right to work in the UK, receipt of references and any other requirements relevant to the job (for example a Disclosure and Barring Service (DBS) check).
- How does UCL use the equal opportunities information I provide in my application?
UCL has a commitment to ensuring that people are recruited on the basis of merit, regardless of age, disability, gender reassignment, marriage and civil partnership, pregnancy and maternity, race, religion or belief (including lack of belief), sex and sexual orientation. The information you are asked to provide will be separated from your application and will not be used as part of the selection process in any way. This information will be treated in strict confidence and will only be used to help us monitor the effectiveness of our Equal Opportunities Policy.
- How does UCL use and protect the information I provide?
The information you provide will be used to assess your application against the requirements for the job, to confirm references, verify educational background and qualifications, and for any other purpose relevant to your application and our recruitment processes. It will also be used for statistical purposes.
Your information will be held securely and access will be restricted to those who are involved in the recruitment process. By submitting an application you consent to the processing of your personal data for the purposes described above.
If your application is successful your information will be retained and will form the basis of your employee file. Records of all unsuccessful applications will be kept by UCL for a period of 12 months from the date that an appointment decision is notified, together with brief notes.
You have the right to ask for a copy of the information we hold about you and to have any inaccuracies in your information corrected, by contacting the Data Protection Officer at firstname.lastname@example.org.
If you have any questions about how we use and manage your personal information, you are welcome to contact the Data Protection Officer.