Recruiting UK-based non-permanent workers
Find out more about recruitment for temporary and casual workers across the University.
All recruitment for temporary and casual workers is now managed through Adecco, our appointed Managed Service Provider.
This partnership ensures a streamlined, consistent, and pofessional approach to hiring across the University. Adecco offers improved access to talent, enhanced compliance and dedicated support for hiring managers and candidates.
Adecco contact details:
To raise a new order or requisition, access the Adecco VMS platform .
To manager casual workers shifts, you can access Adecco’s scheduling and talent pool management system .
To access both of these systems you will require unique logins. For support in accessing these systems, contact your Adecco team at universityofsussex@adecco.co.uk
Our dedicated Adecco Recruitment Business Partner is Richard Buttifant at richard.buttifant@adecco.co.uk or phone: +44 (0)7709 840860
Adecco rates card
Pay and charge rates for all roles can be found within the Vector VMS system.
If you need support in finding rates or with a specific role that isn’t currently in Vector, email universityofsussex@adecco.co.uk.
- Guidance documentation for managers
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Hiring Manager handbook [PDF 2.85MB]
VectorVMS Hiring Manager user guide [PDF 990.09KB]
Planbition Hiring Manager user guide [PDF 769.61KB]
Temporary worker process map [PDF 514.92KB]
Casual worker process map [PDF 548.71KB]
- Guidance documentation for workers
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Temporary workers - VectorVMS user guide [PDF 294.74KB]
FAQs
Requesting resource
- 1. What do I need to do if I have a temporary resource requirement?
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Raise a requisition (job order) in Vector VMS. Refer to the Hiring Manager handbook [PDF 2.85MB] and the VectorVMS Hiring Manager user guide [PDF 990.09KB] for more detail.
- 2. Do I still need to follow the existing RTF process for temporary and casual workers?
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No. The Vector VMS system has been designed to streamline and improve efficiency within approval workflows by making them automated.
For temporary workers, the new process introduces an automated approval chain in Vector VMS.
For casual workers, we’ve simplified the process to a single-step approval. Once you submit a requisition in Vector VMS, an automated request will be sent to the budget holder for approval.
Once approved, Adecco can proceed with fulfilling your requisition, or where required, the system allows you to specify a pre-identified worker. There will be a designated section for you to enter their details during the requisition process.
- 3. Can I target my vacancy or event to student casual workers with specific experience or qualifications?
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Yes. Each casual worker can be tagged with relevant skills and qualifications in the Planbition system. This means that when you advertise a shift to the wider worker pool, only those who match the required criteria will be able to view and apply for the role.
- 4. How will my job order be approved?
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Job order approvals are managed within VectorVMS, with distinct workflows in place for casual and temporary worker requests.
This ensures fast, efficient processing of all role requirements. Automated email notifications are sent to everyone involved in the approval chain, keeping all stakeholders informed in real time.
- 5. Does recruitment of students for casual work need to go through the casual work process?
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Yes, the recruitment of casual workers is facilitated through our partnership with Adecco UK Ltd, the appointed Managed Service Provider (MSP).
See the Hiring Manager handbook [PDF 2.85MB] for more information on engagement and payments to student casual workers.
- 6. What do I do if a worker doesn't arrive for work?
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Workers are instructed to contact Adecco prior to their start time to notify them if they are not going to attend work and the reason for their absence.
If you haven’t heard from Adecco and your worker has not arrived, contact our dedicated Adecco Recruitment Business Partner Richard Buttifant at richard.buttifant@adecco.co.uk or phone: +44 (0) 7709 840860
Payments and timesheets
- 7. How do workers submit timesheets and get paid?
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Timesheets will be submitted through both systems, depending on the worker type:
For casual workers, the majority will submit their timesheets via the Planbition system. A small number will enter their hours in Vector.
For temporary workers, all timesheets will be submitted through the Vector system.
All workers are paid weekly.
- 8. What do I do if the timesheet submitted by my temporary worker is incorrect?
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You can approve and reject timesheets in Vector VMS. Rejected timesheets are sent back to the worker to review and make changes if necessary.
- 9. How will my worker process travel time and expenses?
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Where expenses—including travel time and costs—have been pre-approved by the University, temporary and casual workers may submit these to the Adecco account team by .
- 10. What should I do if I'm going to be away when timesheets need authorising?
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To ensure continuity during periods of absence, you should set up a delegate within Vector VMS. This allows another team member to manage requisitions and approvals on your behalf, helping to maintain workflow and avoid delays.
For assistance, contact our dedicated Adecco Recruitment Business Partner Richard Buttifant at richard.buttifant@adecco.co.uk or phone: +44 (0) 7709 840860
Using alternative agencies
- 11. Can I use a different agency?
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No, recruitment for all temporary and casual workers is managed through our partnership with Adecco UK Ltd.
Adecco’s extensive supply chain includes a wide network of recruitment agencies, enabling them to source candidates for virtually any role required at the University.
This flexibility ensures that staffing needs across various departments and specialisms can be met efficiently and effectively.
Financial queries
- 12. Can I get a report showing all the Adecco charges to my area?
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Yes, You will have access to real time reporting within the VectorVMS system that can give you full visibility of spend, current assignments, and pay and charge rates.
Bespoke reports tailored to meet your needs can be created and departmental-level insights accessible through Power BI dashboards.
If you require support in getting these reports setup, contact our dedicated Adecco Recruitment Business Partner Richard Buttifant at richard.buttifant@adecco.co.uk or phone: +44 (0) 7709 840860
- 13. I have authorised all timesheets for my Adecco staff but nothing has been charged to my budget?
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For assistance, contact our dedicated Adecco Recruitment Business Partner Richard Buttifant at richard.buttifant@adecco.co.uk or phone: +44 (0) 7709 840860
IT equipment
- 14. How do I organise IT equipment for staff hired through Adecco?
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Contact the IT Helpdesk for assistance.
- 15. What do I do if staff hired through Adecco don't return their IT equipment when they leave?
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In this situation you need to contact our dedicated Adecco Recruitment Business Partner Richard Buttifant at richard.buttifant@adecco.co.uk or phone: +44 (0) 7709 840860 who will organise the equipment return.
Early termination of assignment
- 16. What do I need to do when my Adecco temporary worker leaves before the planned end of the assignment?
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Contact our Adecco Recruitment Business Partner Richard Buttifant via e-mail:richard.buttifant@adecco.co.uk to let Adecco know that your worker has left before the planned end of assignment.
Provide the new end date, workers name and their job title, and if you require a backfill for this post.
Your budget is only charged with actual spend, not the original commitment, so no corrective financial action is needed with regards to the individual.