Guide to recruitment

Throughout the recruitment process you can influence how students view your organisation. There are 3 key stages to consider:

Questions to consider before advertising: 

  • Is the role suitable for a student or graduate?
  • Is the role suitable for all students and graduates? If not, consider which year groups or degree programmes are suitable.
  • What is the right contract for the job e.g short term or permanent?
  • What is the right salary or hourly rate?
  • Will the role be remote, in person or hybrid? 
  • Will the job require a Disclosure and Barring Service (DBS) check?
  • Will the job be suitable for international students?
  • What skills are required for the job? Consider which skills are essential and desirable.
  • How will you assess who is the best candidate? 

For more information on employing international candidates, read our guide How to hire international students

When can students work? 

Knowing when students can work will help you plan your recruitment. 

Semester dates 

Summer roles 

Most Undergraduates will finish their exams by the end of May, and Postgraduate Taught (Masters) students will usually finish their dissertation by mid-August (course dependent). 

Part time roles 

During semester time we recommend students work no more than 15 hours per week (or 9 hours on average across a year for PhD students). 

Remote working 

There are many benefits to remote working and there are important points to consider.  

We recommend addressing the following with your employee: 

  • Equipment requirements
  • Barriers that may affect remote working
  • Time management and work/life balance
  • Communication channels
  • Company culture and values
  • Social activities and opportunities to connect with other colleagues 

Hiring interns 

Internships are an important part of professional development for students and graduates, and an equally important opportunity for you to recruit talent that will bring new skills and perspectives to your organisation. 

Our internship advice for staff at the University is also relevant for employers, so we recommend reading this. 

Planning your internship 

If you have any questions, please email our Internships & Work Experience team: employ.ed@ed.ac.uk 

Where should I advertise? 

The best place to advertise your role is on MyCareerHub. There is no charge, all you need to do is register. 

MyCareerHub registration 

Not sure what to include in your job advert?  

Read our guide. 

How to write a great job advert

How much should I pay? 

Workers of school leaving age and above must receive at least the National Minimum Wage (NMW). The rate depends on their age and if they are an apprentice. Rates are reviewed annually. The Government's National Living Wage (NLW) applies to workers over the age of 25.  

The Living Wage Foundation annually calculates the living wage based on the amount employees and their families need to live in the UK. This slightly higher rate of pay has been adopted by many businesses as their minimum pay rate. 

Current rates - National Minimum Wage 

Current rates - Real Living Wage 

Work Shadowing & Volunteering 

Voluntary workers carry out unpaid work for a charity, voluntary organisation or fundraising body. They do not have a contract of employment but may have a volunteer agreement instead.  

Interns who undertake regular paid work for an employer and have a contract of employment should receive at least the National Minimum Wage. Students who are required to do a placement, for less than one year, as part of a further or higher education course are an exception.  

If work experience involves only work shadowing and the intern does not carry out their own work, then you are not required to pay the National Minimum Wage.   

If you have not employed staff, visit the government website for more advice.  

UK Government - Employing staff for the first time  


Use our shortlisting matrix to evaluate candidates based on the criteria in your job advert. Removing students' names from applications can help avoid any unconscious bias. 

Shortlisting matrix


You will need to create a contract for the successful candidate to sign. This should explain the candidate's employment conditions, rights and responsibilities. Examples of what to include: 

  • Start date
  • Remuneration and pay date
  • Hours of work
  • Location of work
  • Holiday entitlement
  • Conditions for sick leave
  • Pension information
  • Workplace rewards & perks
  • Notice of termination 

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