In this assignment I will be describing the stages of the recruitment and selection process, identifying good practice
The organizational process of finding the right person
v Identifying company needs
The way of searching for the right person is by working out what job they need to be filled if someone has left due to being fired, retirement, changed role or gone to work for a different organisation. The organisation will also need to decide how long they need the future employee for (months and daily hours)
Once the organisation works out what job they need to be filled, a job description is then needed to be typed up to let the future applicants know what the job is about. The job description contains many things including: the type of job, what company it is for, where it will be based, what position is it for, the roles, duties, responsibilities and objectives are of the job and who the boss or manager of the job role is. The other information that is needed to be included is: the hours of work, how much is the hourly wage and if training is required for the person to do before working on the job.
When writing the job description, the organisation also creates a specification of the person they want for their job, the specifications can be: skills for the job, characteristics of the person to fit in for the job role, certain amount of previous experience for the job and the qualifications that are needed for the job (even though this is kind of the job description it allows the employees to filter the applicants they wanting to work for their company
Once the job description and person specification is typed up, it needs to be published on different viewing platforms for everyone to see. The ways of seeing the job description is wide and varied: the organisation’s own recruitment website as it may be filled with a member of staff already working within the industry, on a recruitment agency which already have applicant’s CV’s on their system to send to different organisations if they meet the applicants want for a job, on job site it can be advertised, in newspapers (national and regional)
Throughout the year, there are employment road shows where all different companies have a stand to talk about the job opportunities there are within their work place and how to apply/ register an account to receive job alerts and apply for jobs with the organisation
These agencies are for people to join up to find a job by giving them their CV’s and their jobs they want to apply for. The people who work for the recruitment agencies then go looking for the jobs that their clients would be suitable for and book interviews for them to attend
Short listing applicants
Companies will be able to shortlist potential applicants by reading the CV’s, covering letters and application forms to decide who is actually worth interviewing as a potential employee. They also use the application forms and CV’s and compare it against the person specifications (having the right person for the role
Organizing and conducting interviews (telephone, group and individual)
Organisations need to have interviews to find out what each applicant is like in person rather than on paper. By having face to face interviews it will bring out the applicant’s personality and how well they would fit in within the organisation. Group interviews could also take place for two reasons: not having enough time to interview individual if the job needs filling soon or too many people applied, another reason is that is might be a job where they are hiring a whole new group to become a part of the team.
Organisations use this method of testing to give an overall precise impression of the applicant and to help reduce high turnover of staff as it will make more the company to have more successful choices of applicants. The things they measure in psychometric testing are: intelligence, motivation and each applicant’s personal characteristics. To do this test, normally it is a questionnaire on paper format but it now going to completing the questionnaire on computers. Other tests are how to use computer systems and how well their computer skills are compared to other applicants
Offers of employment/ Contracts and induction
Once a suitable person has been chosen to be fill the position, the offers of the job is to wait for the applicant to reply saying they want the job and then contracts then have to be filled out. The contract states the name of the organisation, the job title and description, when the applicant will start working, how much they will be earning, what the working hours will be, how many days’ holiday they get and as well as how many sick days they can get and what the sick pay is. Also some organisation also has a pension scheme for both the company and the future employee to pay into. The contract will also state if the job is temporary or fixed. After the contract is signed, an induction will take place for the applicants. The induction will include: a tour of the office where the person will be working and the people who will be working alongside them, the rules and regulations of the job and if there is an assigned uniform, where the boss’s offices are and where HR is located. Also on induction possible progression routes could be discussed and what training courses they could be enrolled on in the future.
Possible good practice on the part of the recruiting organisation
The organisation may have set techniques on how to interview the applicants, for example it could be the way they speak to the applicants or the questions they have to ask which is the company’s procedure
The preparations to interview the applicants could be: sending letters out, hiring out a room in the company’s office or even a conference room in a nearby hotel, contact a catering company if the interview process will take a while and have food and drinks for the company and the applicants
Companies should give all applicants equal opportunities when interviewing them, this could be asking the same questions or hiring someone who is disabled and are still wanting to work. By having equal opportunities, it might be more appealing for applicants to work there as everyone is treated the same.
This practice is the way the company asks the questions and the format the do the communicational part of the interview, it could be by face to face at a desk.
The applicant’s process
Applicants who are wanting a job, they research job opportunities and openings via many sources. The ways of finding job vacancies are: on internet job sites, job adverts in a newspaper, already registered with an employment agency, job road shows and the in house website of they company if already working for them
A CV (Curriculum Vitae) is a written statement of work experience, previous jobs and qualifications gained. Once the applicant has found a job vacancy, they must then create a CV or update the information that is already on the document. The information that is required on the CV are: personal details (name, address, date of birth, contact details and nationality) Also on the CV there should be previous places of education and what qualifications were achieved, previous employment, skills and hobbies and referees (name, how they know the applicant and their addresses)
v Speculative enquires
Applicants may not find a job they want to work as on the different ways of finding a job so they could go to the company location their selves and speak to a manager of a certain department. By doing this it gives the applicant an advantage for when a job is actually available they may seem more hireable as they have proved there are wanting a job.
Responding to adverts
Sometimes, when an applicant wants to apply for the job there are different ways to respond to a job advert and it will say at the bottom what to do. It is normal for a job advert online to have an application form and questionnaire for the applicant fil out online
Completing an application form
To apply for a job, it is likely to have to fill out an application form. The form may either have to be filled in by a pen or typed out on line. The form will then have to be sent to the head office or the location of the job or to an email address before the deadline closes. The points the applicants will have to write on the form include: details of applicant, job role they are applying for, places of education and qualifications gained, employment history (where they worked, how long they were there, what responsibilities they had and why they are leaving), why they applied for the job and what could they bring to the job, interests and hobbies the applicant has and the contact details of two referees that know the applicant
v Preparation for interview
The applicant should reply saying they are attending the interview they were offered, plan the journey route and a second one as a back up if there is traffic to attend on time, plan a suitable outfit for the interview, research and find information and facts about the company the interview is for and the job role the applicant is applying for and work out why they are the best candidate for the job, plan for potential questions to be asked and the answers the applicants and the last thing the applicant should do is make a list of questions they would like to ask their future employer as it shows they wanted this interview and are prepared.
When the applicant goes for the interview they must be formal and confident to impress the interviewer and promote a positive characteristic to be hired. When walking into the room where the interview is being held the applicant should smile, say hello and shake the interviewer’s hand. The best way to have a positive interview is to be positive, relaxed, cheerful and cal. Sometimes during the interview, the applicant may have to take a test that will test numeracy or IT skills. The applicant must always be honest about qualifications and previous jobs and answer the questions correctly
Responding to job offers
After the interview, the successful applicant(s) will get a job offer via phone, email or letter stating the company would like to offer them the job. The applicant must then decide if they want the job and the duties. The applicant will then respond to accepting the job offer by email, phone or letter depending on what the job offer says to do
The applicant must provide valid references to give to their new employer to show they are who they say they are and for people who know the applicant to give their personal opinion. The new employer may already have the references details as the applicant should have it on their CV and on the application form
Possible good practice on the part of the applicant
Quality and content of the CV, covering letter and application form
The applicant’s CV and application forms should be correctly filled out and contain: personal details, education and qualifications, previous jobs and additional information about their selves (hobbies, achievements and interests). A covering letter should be created for each job the applicant is applying for to meet the interests of the job and make the applicant sound enthusiastic for the job role
Preparation for interview
The applicant must be very prepared for an interview for a job role they have applied for. The preparations include going over potential questions, preparing an outfit and making sure you have the right potential job role information (if the applicant has many interviews are on the same day)
Responses to question
The applicant must answer the questions professionally and confidently; the answers must be thoroughly thought through, so the applicants should think for a while before answering.