Procedures for Recruitment at the Department of Medicine, Huddinge

On this page, the various steps in the recruitment processes at the Department of Medicine, Huddinge (MedH), are explained. This information is intended for you who are a recruiting manager at the department.

Please note that the procedures for recruiting teaching positions such as professor and lecturer, as well as the routine for recruiting doctoral students at MedH, differ from the recruitment process outlined on this page.

Recruitment of staff at MedH

Step 1

The hiring manager is responsible for ensuring that the planned employment can be financed. Contact ekonomi@medh.ki.se if you as a manager need help with budgeting before a possible employment. Note! Permanent employments and assistant professor positions must always be confirmed by MedH economy.

Step 2

When funding is secured, the recruiting manager is responsible for contacting hr@medh.ki.se (with head of unit in cc) with the following information:

  1. Position
  2. If the position is for employment or a scholarship
  3. Proposal for advertisement text. All ads need to be published in Swedish, English is optional. HR-Partner can send examples of previous advertisements if desired.
  4. When the ad is to be published and a timeframe of the advertisement (minimum of 10 working days is required).
  5. Which pages the ad should be published on. Contact your HR partner if you are unsure of which options are available.
  6. Project and project number that will finance the employment.
  7. Permanent or temporary employment.
  8. The extent of the employment in percentage.
  9. The intended salary-range. The salary must be agreed with HR and the head of department before it is communicated to any candidate.

Step 3

The HR partner gives feedback to the hiring manager regarding the information in step 2, if needed, and creates a draft of the advertisement in Varbi  to be approved by the hiring manager. The hiring manager must be logged in to Varbi to be able to view the draft of the unpublished advertisement.

Please note that, depending on the workload, it may take up to a week or longer before HR can assist you with your recruitment request.

Step 4

Once the hiring manager has approved the recruitment ad; 

  1. the HR partner publishes it and sends the ad link along with information about the ad's closing date. 
  2. 3 days before the end date, an email is generated with information on the remaining recruitment time. The recruiting manager is then responsible for notifying the HR partner if the advertisement is to be extended. 

NOTE! 

  • The ad cannot be extended after the application date has expired. 
  • The hiring manager may contact candidates before the application date has expired, but all those who apply within the advertisement period must be assessed on equal grounds. 
  • Employment can therefore not be guaranteed to any candidate before the advertising period has expired and all candidates have been assessed.

Step 5

When the advertisement has expired, the hiring manager will receive an email from Varbi. Please find an assessment matrix below.

Please ensure a thorough evaluation of all applicants to identify the best candidate, while also minimizing the risk of potential appeals and being able to justify the decision in case of an appeal. Use the assessment matrix for the selection process. Only assess the candidates based on the requirements and qualifications listed in the job ad, and make sure these are outlined in the assessment matrix. You should score the candidates between 1-4 for the mandatory requirements and 0-2 for desirable qualifications.

Assessment matrix

Step 6

  1. The hiring manager reviews all applicants and selects relevant candidate/s for interview. 
  2. The hiring manager must notify HR if a desired candidate has had, or currently has employment at KI (Karolinska Institutet). The HR partner then reviews the information sent from the hiring manager.
  3. The hiring manager then takes references for all candidates to be hired, please see link to selection above for details about obtaining references.

Step 7

When the hiring manager has selected, interviewed, and taken references of the candidate(s) they wish to hire, the hiring manager must send the following information to hr@medh.ki.se:

  1. Short motivation about why you have proceeded with the chosen candidate along with the assessment matrix.
  2. Which references have been contacted (names of these).
  3. The intended period of employment.
  4. Which project and project number will bear the cost for the employment.
  5. Expected salary level for the selected candidate. The salary must be agreed with HR and the head of department before it is promised to the selected candidate.
  6. BESTA – level. Should be chosen in consultation with HR.

Step 8

When the HR partner has received the requested information according to point 7, the HR partner administrates and posts the decision of employment on KI: s digital noticeboard and then contacts the selected candidate/s to start the employment process and begin onboarding the candidate/s.

NOTE! If the selected candidate is not a EU citizen, a residence permit/work permit must be applied for. Inform the HR partner about this immediately. The candidate is not allowed to start before the residence permit/work permit is approved by the Swedish Migration Agency. The processing time at the Swedish Migration Agency takes approximately three to six months.

Recruitment for Assistant professor, senior researcher, senior research specialist, senior research infrastructure specialist

Expert review is required for recruitment to certain positions. The recruitment process thus differs from other recruitments for the following titles:

  • Assistant professor
  • Senior researcher
  • Senior research specialist
  • Senior research infrastructure specialist

It can sometimes take a while to find a suitable expert reviewer, it is therefore good to start thinking about possible expert reviewers early. When it is clear which candidates are to be examined, a decision can be made about an expert reviewer.

The employment period for an assistant professor needs to be determined before the advertisement is published (4–6 years).

Routines for expert reviews at MedH

Steps 1-5 

Same as step 1-5 in other recruitment processes.

Step 6

When the advertising period has expired, the hiring manager must go through all the candidates and make an initial selection. All candidates who meet the eligibility requirements are then sent to the expert reviewer.

Process for expert reviews:

  1. The hiring manager is responsible for submitting suggestions for expert reviewers.
  2. The HR partner checks if the suggested expert reviewer has any conflict of interest against the candidates to be reviewed.
  3. The HR partner then contacts the expert reviewer and asks if he/she is willing to accept the assignment, and if the expert considers themselves to not have any conflict of interest. The HR partner informs the expert reviewer about what is expected. The time frame for the review is established, this is normally around two weeks.
  4. The Head of department formally appoints the expert reviewer. The HR-partner administrates the decision.
  5. HR partner gives the expert reviewer access to review candidates in Varbi and sends out login details to Varbi. In connection with this, instructions are also sent to the expert reviewer along with the head of department's decision.
  6. The HR partner arranges the compensation for the expert or informs the administrator about this. The remuneration is paid when recruitment is finalized.

Step 7 

When the expert has submitted their suggestion, the HR partner informs the hiring manager about this. The hiring manager can then proceed with interviewing the candidate/s and obtain references. 

Once a candidate is selected, the hiring manager should return to the HR partner with the following information:

  • Which references have been contacted.
  • The intended period of employment.
  • Which project the employment is to be accounted for.
  • Expected salary level for selected candidate. The salary must be agreed with the HR partner and head of department before it is guaranteed to the intended candidate.
  • BESTA – level. Should be chosen in consultation with HR.

Step 8

When the candidate has been selected and the hiring manager has sent the requested information, the HR partner posts the decision of employment and contacts the candidate to administer the employment certificate and begin onboarding the candidate.

When hiring a candidate who is not a EU citizen

If the selected candidate is not a EU citizen, a residence permit/work permit must be applied for. Inform the HR partner about this immediately. The candidate is not allowed to start before the residence permit/work permit is approved by the Swedish Migration Agency. 

The processing time at the Swedish Migration Agency takes approximately three to six months.