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Understand how to recruit and manage an hourly paid worker

A step-by-step approach to engaging an hourly paid worker

Hourly paid workers

Work can only be undertaken when the worker has received and signed a contract for the work and their right to work has been verified.

Payment cannot be made for any work undertaken prior to this verification.

The majority of our hourly paid worker opportunities are ideally suited to our students, providing an excellent way for them to develop new skills whilst earning money whilst studying.

A detailed step by step approach to engaging an hourly paid worker is shown below.

Engaging an hourly paid worker

All hourly paid worker appointments will be requested by your 'Departmental Requester' (DR) and will need to be approved by your 'Departmental Approver' (DA). This will be completed via the University’s e-recruitment system (Stonefish).

Check who your Departmental Requester(s) / Departmental Approver(s) are.

To request approval to engage a new hourly paid worker, you will need to provide your DR with the following information:

  • the role(s) you require
  • the number of workers you require to complete the role(s)
  • the department each worker will work in
  • who will line manage each worker
  • the expected start date for the role(s)
  • the project code each role(s) should be costed against
  • the justification for filling each role with an hourly paid worker
  • what each role is expected to do

Your DR will then use this information to ask for 'approval to engage' an hourly paid worker via Stonefish. If you are the line manager, you will receive an email informing you that your request has been submitted. Subject to approval being received from your DA, you will then need to:

  • meet any candidates to discuss the nature of the work on offer and conduct a selection process to choose your worker(s), typically this will involve an interview.
  • once your worker(s) has been selected, they will need to visit your 'departmental requester' so they can verify the worker's right to work documentation in person. If you are unsure about this, please contact your DR.
  • the Hourly Paid Worker Appointment Form will show whether your role requires a Disclosure & Barring Service (DBS) check and what level of check is required. If your role requires a DBS check, you must ensure any appointed candidates hold a valid University DBS check at the right level for the role or you have started the process of requesting one prior to the candidate starting the work. For further information on how to initiate a DBS check, follow this guidance or contact your DR.

Your DR will then need to set up your chosen worker(s). You will need to ensure your DR has the following information for each worker you wish to engage:

  • title, first name, surname
  • the email address of the worker – the worker will be sent their contract to e-sign via this email address so please check this carefully
  • the role(s) the worker will be undertaking
  • the worker's original right to work documentation (the worker will bring this in person to the DR)
  • if a valid DBS check is already in place, the worker's DBS certificate disclosure number and date of disclosure (if applicable)
  • the actual start date and end date for each role (as it will show on the worker’s contract)

Once your DR has entered these details into Stonefish the worker will receive an email stating that they have been engaged for the role(s) and be asked to e-sign their contract. They will also enter their bank details which will be used to set them up on payroll.

Once the worker has completed these details they will be set-up in iTrent, subject to their right to work documentation being verified. Both the line manager and DR will be able to check when this has been done via the Stonefish form. The line manager will also be able to view the worker's details in MSS.

Student / Tier 4 Visa Holders

If the worker is a Student / Tier 4 Visa holder, you must follow the Student / Tier 4 Worker booking process before engaging them for work.

Ending & Extending Hourly Paid Contracts

All DR's and DA's will have access to the Hourly Paid Workers App which allows them to easily manage the hourly paid workers within their departments. Guidance on how to access and use this App can be found here

If you have any further questions contact the HR Operations Team

Further guidance

Use the following guidance to understand more about the hourly paid worker process;

Use the hourly paid worker system

Use the hourly paid worker system