Recruitment support

Video help

To view a video demonstration of the online application process, please click here. (Requires Adobe Flash Player)


How to apply: frequently asked questions (FAQs)

Please refer to the list of commonly asked questions below. Click on a question to view the answer.

Managing my account

How do I log in?

To log in, click the 'Login' link on the left-hand side of the page. Enter your email address and password and click the 'Login' button.

If you have not registered before, you will need to do so by clicking on the 'Register Now' button. This will take you to the self-registration page. On this page you must enter your email address, a password, and your first and last names. Tick the box to confirm that you have read and agree to our Terms of Use, then click on the 'Register' button. In future you will be able to log in using your email address and password.

To view a video demonstration of the login process, please click here and select 'Login Screen' from the list of chapters to the left of the video.

Why do I need to register to apply for a job?

Registering for a user account ensures that your personal information is held securely and is only accessible to you. It also enables a number of useful features for applicants. These include the option to:

  • Save your progress when you have partially completed an application form and wish to return to it later.
  • Reuse the information you entered on a previous application form when you apply for a new vacancy.
  • View and print your previous application forms at any time.

What do I do if I have forgotten my password?

Go to the 'Login' page by following the link on the left-hand side of your screen. Enter the email address you used to register for an account, and click on the 'Forgotten Password' link. An email containing a temporary password will be sent to your registered email address.

When you have received your temporary password, use it to log in as usual. You will then be prompted to set a new password to use when accessing your account in future.

Managing my application(s)

How do I apply for a job?

For an overview of the online application process, we recommend that you view our short video demonstration. Please click here to start.

You must first register or log in to the online application form. You will be presented with the 'Personal Details' screen to begin your application. If you have logged in and do not see this screen, search for your vacancy using the 'Job Search' link on the left-hand side of the page and then, on the search results page, click on the the 'Apply' link for the relevant vacancy.

You must complete the personal details section of the application form. Any fields which you are required to complete are marked with an asterisk (*). Whenever you see the information ('i') button you can click it to read further help about a specific field. When you have completed the personal details section, click on the 'Save and Continue' button.

The Application Checklist will display. From here you can complete each section of the application form in any order you choose. As each section is completed it will be marked with a tick. Click on the link for the section you wish to complete. Once completed, click 'Save and Return' to return to the checklist to choose another. To view a video demonstration about completing the form, please click here and select 'Completing Forms' from the list of chapters to the left of the video.

Further information about saving and printing an application can be found below.

What information do I need when I fill out the application form?

You may find it useful to have the following information to hand when you complete your application form:

  • Details of your qualifications and training, including awarding bodies, dates of award, and results.
  • Details of your employment history, including your dates of service.
  • Your referees' names and contact details.

How do I save an application for later?

You can choose to save your application, in order to return and complete it at a later time. To do this, click on the 'Save for later' button on the Application Checklist page. Your application will be saved and can be modified at any time up to the closing date for the vacancy.

When you are ready to continue with your application, simply log back in and click the 'My Applications' link on the left-hand side of the screen. A list of applications you have started will be shown. To delete an application for a vacancy you no longer wish to apply for, click the delete icon. To continue with your application, click the 'view' icon. You will be returned to the Application Checklist page where you can continue with your application.

To view a video demonstration of saving an application for later, please click here and select 'Save for Later' from the list of chapters to the left of the video.

How do I return to a saved application?

When you are ready to continue with a saved application, simply log back in and click the 'My Applications' link on the left-hand side of the screen. A list of applications you have started will be shown. To delete an application for a vacancy you no longer wish to apply for, click the delete icon. To continue with your application, click the 'view' icon. You will be returned to the Application Checklist page where you can continue with your application.

To view a video demonstration of returning to a saved application, please click here and select 'Retrieve Application' from the list of chapters to the left of the video.

How do I print a copy of my application form?

At any point in the process you can view a printable summary of the information you have entered. Click the 'Printer Friendly' button on the Application Checklist page.

The summary will open in a new browser window. You can print this page in the same way as you would normally print a web page (in most browsers, go to the 'File' menu and choose 'Print', or use shortcut keys Ctrl+P in Windows, and Command+P on a Mac).

Once you have finished viewing and/or printing the summary, close the window to return to your application.

To view a video demonstration of viewing a printable summary of your application, please click here and select 'View/Print a Summary' from the list of chapters to the left of the video.

How do I amend my application after it has been submitted?

If there is still time before the deadline, please contact the department in which the vacancy you have applied for is based. They will be able to 'unsubmit' your application, allowing you to amend and resubmit it. Please ensure that you resubmit your application in time for the deadline.

Contact details for your department may be found in the job advert for your vacancy (click the 'Job Details' link found on the left-hand side of the page when using the application form).

How do I withdraw my application?

If you have submitted an application and no longer wish to be considered for the position, please contact the department in which the vacancy is based. Contact details may be found in the job advert.

How do I view my previous applications?

To view a list of your current and previous applications, log in to your account and click on the 'My Applications' link on the left-hand side of the page. From this page you are able to view your current and previous applications.

To delete an application for a vacancy you no longer wish to apply for, click the delete icon. To continue with an application, click the 'view' icon. You will be returned to the Application Checklist page where you can continue with your application.

To view an application you have already submitted, click the 'view' icon. You will be returned to the Application Checklist page where you can look through the sections you completed, or print a copy of your application form for your records.

How will my personal information be stored?

Your information is held securely in a database that is owned and maintained by the University of Oxford. Until you submit an application to the University, the information you provide will not be made accessible to anyone else. When you have submitted an application, the information provided will be used to assess your suitability for the post according to the published selection criteria.

Further information can be found in our Terms of Use, to which you must agree when registering to use the e-recruitment service, and when submitting an application. To view these, click on 'Terms of Use' link found on the left-hand side of the page when using the application form.

Do I have to apply online?

Where a vacancy at the University of Oxford requests online applications, you will be expected to apply using the online application form. Completing your application online offers many benefits, including guaranteed delivery and immediate confirmation of submission.

A video demonstration of the online application process is available to assist you, and may be viewed here. If you require additional support, please contact our helpdesk on recruitment.support@admin.ox.ac.uk.

There are certain circumstances in which we will waive the requirement to apply online, for example where an applicant has a disability which prevents them from using our software. Please e-mail recruitment.support@admin.ox.ac.uk for more information about special arrangements which can be made in such cases.

Completing my application and experiencing technical problems

I’m unable to access current vacancies on the University’s website

The University’s vacancies can be found by clicking here.

How many characters can I include in the Main Duties fields?

The maximum number of characters you are able to enter in the Main Duties fields is approximately 1900 characters.

What types of file can I attach to my application?

Some vacancies will ask you to attach files to your application, in the 'Attach Documents' section.

The system will accept the following file types; .doc, .docx, .pdf (recommended), .txt, .xlsx and .rtf.  Other types of file will not be accepted by the system.  A maximum of 5 files each up to 4MB in size may be attached. 

It is essential that you check the following before you attach .doc and .docx file types, 1) track changes is off, 2) files are not password protected, and 3) documents are not read-only.  Otherwise we may experience issues when processing your application.

We would strongly recommend that you attach all files as PDF documents as this will ensure that the appearance and format of your attachments is maintained.

Please ensure that the filename of each attachment does not exceed 25 characters

I’m receiving a ‘content suppressed’ message

This is a fairly common message and is normally caused by the way data needs to be entered in the application form.  Typically this issue occurs when one or more of the following is being entered in the application fields:

  • Too many characters.  Try reducing the amount of text in the fields, bullet points and carriage returns also use a lot of space.
  • Special characters.  This includes accents over letters for example.

Ensure that you separate any addresses appropriately and divide the address over all of the address lines.

Applicants using Safari have experienced issues in the past, so if you are using Safari we would suggest that you use a different browser for example Firefox, Google Chrome or Internet Explorer.

If the problem persists please contact the Recruitment Support team who provide technical assistance to applicants applying for vacancies via the University’s website. 

Please confirm to them your name, the vacancy ID and a brief description of your problem. They aim to respond within one working day (Monday to Friday, excluding UK public holidays).

I’m receiving a ‘specified URL cannot be found’ message

This error is normally caused by the system interpreting the data you are entering into the application form as a “system command” and the system firewall refuses to accept the submission of the data.

We advise you to review the text you are trying to enter, one of the most common data types which cause this issue are brackets, so we suggest you remove any brackets from your text. If you continue to receive this message please send us the data you are trying to record and we will investigate this for you.

If the problem persists please contact the Recruitment Support team who provide technical assistance to applicants applying for vacancies via the University’s website.

Please confirm to them your name, the vacancy ID and a brief description of your problem. They aim to respond within one working day (Monday to Friday, excluding UK public holidays).

Why can’t I use the Back button?

The University takes the security of your data extremely seriously.  The security in place to support our e-Recruitment system ensures that your details are as safe as they can possibly be.  As a consequence of the approach we have adopted, the “Back” button functionality does not operate as expected within this system.  Instead of using the back button, please follow the navigation structure within the screens.  If you do use the ‘Back’ button and receive a web page expired message, press ‘F5’ on your keyboard and click ‘Retry’ to the warning message. This will take you back to the page you were previously on.

Useful contact details

Who do I contact with questions about a specific job?

If you have questions about a specific job you wish to apply for, such as a query related to the selection criteria or duties of the post, please contact the department in which the vacancy is based. Contact details may be found in the job advert (click the 'Job Details' link found on the left-hand side of the page when using the application form).

Who do I contact if I'm having technical difficulties?

If you encounter technical difficulties when using the online application form, or if you have other questions about how to apply which are not addressed above, please contact our helpdesk on recruitment.support@admin.ox.ac.uk. Please confirm your name, the vacancy you are applying for, and provide a brief description of your problem. You will receive an automated email from us confirming receipt of your email which we will aim to follow up within one working day (Monday to Friday, excluding UK public holidays).

Who do I contact if I wish to provide feedback about the online application process?

We would welcome your comments on any area of the online application process. Please e-mail your feedback to recruitment.support@admin.ox.ac.uk.