Internal Job Board FAQs

The University has implemented a temporary recruitment freeze and redeployment protocol in response to the financial challenges arising from the Covid-19 pandemic. The new Internal Job Board within Employee Self-Service (ESS) supports this by providing a means for vacancies to be restricted to internal staff, thereby helping to control costs.

The Internal Job Board allows Oxford University employees to easily and securely view and apply for University jobs, with the benefit of having access to internal-only roles that are not published on the University’s Jobs website.

The Internal Job Board allows Oxford University employees to easily and securely view and apply for University jobs, with the benefit of having access to internal-only roles that are not published on the University’s Jobs website. 

The Internal Job Board is accessed from within Employee Self-Service (ESS) in HR Self-Service.

Note: An internal-only job is a job for which only existing University staff can apply.

You can view and apply for any job that is currently being advertised by the University (to internal and external applicants). The benefit of the Internal Job Board is that you can view internal-only jobs that will not be published on the University’s Jobs website, and for which external applicants can’t apply.

To view internal-only vacancies you can use the filters available in the Internal Job Board. For guidance on this, please refer to the Employee Self-Service How-To Guide.

See also:

If you have an existing Recruitment account, you will be able to copy a previous application when applying for a role. Your personal details, qualification and employment history details will also be automatically included.

If you don’t have an existing account or choose to start a new application, some personal details will be automatically included from your HR record, such as your name, address and email. Please note your email will be defaulted to your work email, and cannot be amended.

Note: If you notice any discrepancies with your personal details, you can amend them on your application form, but please also update them via ESS or notify your HR administrator (see: Employee Self-Service How-to Guide).

In some cases, an existing account won’t be linked to your internal account in ESS. This is because of how your record was set up in the University’s HR Information System. In such cases, you can access the details of previous applications in the normal way, via the University’s Jobs website (the Applicant log-in page).

Please note that if you have multiple Recruitment accounts they can’t all be linked to your HR record in the system; this may be the reason you’re not seeing all of your previous applications.

In most cases, you will need to contact the recruiting department with a query about a specific job. Contact details can be found in the job advert.

When you apply for a role through the Internal Job Board your work email is automatically linked to your internal applicant account and cannot be amended.

Unfortunately, it is not currently possible to track the progress of your application through the Internal Job Board in ESS.

In most cases, when you apply for a role through ESS, your previous Recruitment account created via the University’s Jobs website will be transferred to your internal account. The email address held on your previous account will be overwritten with your work email address and you will no longer be able to access your account and previous applications via the University’s Jobs website.

Only designated HR staff can access submitted applications in the Recruitment system. For further details about how your information is used, please read the Terms of use & privacy policy found here.

Your application won’t be visible to your manager (and/or HR Self-Service Manager) in HR Self-Service. Your submitted application will be stored in the same way as job applications submitted through the University’s Jobs website. See also:

How your data is used FAQs > Who else can see my HR Self-Service data?

Yes, you can create a new Recruitment account on the University’s Jobs website using a personal email address. However, you will not be able to apply for internal-only jobs through your external account.

No, it is not possible to update any details in the ‘My Account’ view when logged in via Employee Self-Service (ESS).

We are currently exploring options for allowing the various staff groups who don’t have a Contract of Employment with the University of Oxford, to be able to view and apply for University internal jobs. Information about this will be communicated to all staff groups in the coming weeks.

We are currently developing a solution to enable University college staff to access the University’s internal jobs. Information about this will be communicated to college staff in the coming weeks.

If your query isn’t answered in any of the FAQs or guidance documents, please visit the Recruitment Support webpage on the University’s Jobs website.

You may also wish to contact your local IT Support.

Please visit the Recruitment Support webpage on the University’s Jobs website.