(Solved) Business Administration - Assignment

Business
Administration

Table of Contents
INTRODUCTION...........................................................................................................................3
TASK 1............................................................................................................................................3
1.1 Different administrative requirements of internal and external recruitment........................3
1.2 Uses of job description and a person specification...............................................................3
1.3Administrative requirements of different methods of selection ............................................4
1.4Requirements of different pre-employment checks to be carried out....................................4
1.5 Information needs to be communicated to successful and unsuccessful applicants at each
stage of recruitment and selection process..................................................................................5
1.6 Requirements of confidentiality, data protection and system security.................................5
TASK 2............................................................................................................................................6
2.1 Checking whether job details are correct or according with brief........................................6
2.2 Place job advertisements in the agreed media in accordance with time scales.....................6
2.3 Record applicant responses within timescale........................................................................7
2.4 Provide requested information to applicants ........................................................................7
TASK 3............................................................................................................................................8
3.1 Invite shortlisted applicants to participate in selection process............................................8
3.2 Coordinate selection arrangements......................................................................................9
3.3 Carry out agreed pre-employment checks within agreed timescales....................................9
3.4 Inform applicants of outcome of their application..............................................................10
3.5 Keep selection records up to date........................................................................................10
CONCLUSION..............................................................................................................................10
REFERENCES..............................................................................................................................12

INTRODUCTION
Business administration is an expanded field which includes different types of position
related to management. Beginning from major components to an independent every operation
requires skilled administrators so that they can be successful. Business administration involves
managing of operations of business and also process of decision making. This assignment
includes administration and evaluation of recruitment and selection process related to procedures
and policies. Recruitment and selection process is required in every company to hire new
employees and manage human resource (Armstrong and Taylor, 2014).
TASK 1
1.1 Different administrative requirements of internal and external recruitment
Recruitment is a process of selecting suitable employee to fill a vacancy within an
organisation. Administration are required to do recruitment of employees to manage human
resource in a workplace. They are two types of recruitment which are internal and external. Both
methods of recruitment are necessary for various reasons which are mentioned below.
Internal Recruitment: It is process when a manager select a candidate from existing
employees of an organisation. It is important because it helps in boosting morale and
productivity of employees since if they will work hard they know they will get promoted so they
dedicatedly for firm which increases their as well as company's productivity. They uses this
method as it saves their time and money. Moreover it carries low risk as they already have
records of their existing employees (Ahmed, 2015). HR managers need a list of documents in
this respect namely past record report of an employee who will be promoted, his current working
schedule report to check his capabilities and feedback from other senior employees.
External Recruitment: It is a process where managers hire employees from outside of
organisation. This method is necessary to fill post by experts and skilled persons for higher roles
within a workplace. Through this they can have people from diversified background which will
help them to generate innovative and creative ideas during important decisions of company. In
case of external recruitment, employer will study an applicant's resume and all evaluate all
relative documents such as certificates, awards etc.

1.2 Uses of job description and a person specification
Job description refers to a document which describes vacancies that are present in a
business concern; duties and responsibilities which a candidate must have to get qualified for that
job. There are various uses of job description which are mentioned below.
Recruiting: It helps a manager to concentrate on skills and qualification which are
required for a vacancy.
Training new hires: When employee is selected in an organisation a plan for training
them is developed. Through usage of job description managers can analyse in which field a
person needs training (Brewster and Hegewisch, 2017).
Setting Expectations: Job descriptions describes accomplishing a job role. When new
candidates goes through it they are aware of what are expectations from them to get qualified for
a specific job.
Person specification defines characteristics, qualifications and skills required by a candidate to
get qualified for a particular job post. It includes job title, summary and purpose of main job role,
department and main tasks. It is used by a company so that they can give details of jobs to
candidate who wants to apply for it. It is helpful for candidates as well as by going through
person specification they are aware of what skills and qualifications are required by them to get
eligible for that job post.
1.3Administrative requirements of different methods of selection
Selection is an action of choosing carefully a suitable candidate for a vacancy. There are
various methods of selection which are required by administration that are mentioned below.
 Online screening and short listing: This method is of short listing applications of
candidates based on their qualification and experience in regards to requirements of job.
It helps in filtering job application as well as hiring of workforce. In this regard,
employer will need resume of an employee as well as his educational documents.
 Structured interviews: This can be suitable method of recruiting staff by conducting face
to face interviews. Under this a group of panel interviewers question candidates about
information about themselves as well as organisation. Moreover here candidates are
given description of roles and responsibilities of their job and if they agreed they are
being hired (Heilman, Manzi and Braun, 2015). Employers in this case, evaluate a

person by by conducting his preliminary tests and thereby check if a candidate is true or
not.
 Personality profiling: This method is being used to determine behaviour of candidates
according to requirement of a vacancy. It also helps in analysing attributes and
characteristics of a applicant and their flexibility to different situations with an
organisation. In this case, emp-loyers check an d evaluate soft skills of a person and
analyse all related certificates to it.
1.4Requirements of different pre-employment checks to be carried out
Pre-employment check is a process of investigating potential employees background and
is mostly utilised to evaluate quality of claims of applicants. It also help in determining if
candidate is having any criminal record or not. It is essential to evaluate an employee on basis of
pre-employment checks for various reasons which are being mentioned below.
 It protects an organisation and also establish safe working environment.
 It also enhances reputation of a company over its competitors within a market place.
 Pre employment screening also works in favour of applicant as well. It can test and make
sure their authenticity of credentials and degrees as well.
 With the help of Pre employment screening the unsuitable candidates can be filtered out
and suitable ones can be kept ( Ladkin and Buhalis, 2016).
1.5 Information needs to be communicated to successful and unsuccessful applicants at each
stage of recruitment and selection process
Informing unsuccessful applicants which are not been hired is seemed an easy task but it
requires time to give notifications to applicants by the use of e-recruitment and providing
feedback. Feedbacks helps a person that organisation cares and it will encourage applicants who
are suitable to try again. Selection and recruitment are step wise processes and information needs
to be communicated at each step such as:
 At first when an applicant applies for job, HR manager considers online resumes and
calls all chosen candidates for their interviews by providing them timing as well as well
venue of interview.
 At interview, when a candidate gets selected it is HR manager's duty to inform regarding
further rounds of interview and what all documents have to be carried.

 When a candidate is finally chosen, it is communicated it either by mails or by call.
Generally every business entity prefers sending a mail which contains a small brief
joining letter with all basic details regarding salary, remuneration, leave policy and so
on(Martins and Diaconescu, 2014).
1.6 Requirements of confidentiality, data protection and system security
Confidentiality refers to keeping secure personal information. It means protecting an
information or details about a person as a secret. Information that can be kept confidential can
involve bank details, medical history or records and many more. It is required to keep
confidentiality because if business details are leaked it can be a loss to it company as well as
their employees. If information is misused to do fraud or illegal activity it can lead to costly
lawsuits.
There is a law imposed for protection of data which is Data Protection Act. It requires all
companies who can handle information related to personal to follow along with various
important principles with respect to disclosure and privacy. An individual who processes
personal information must abide by eight principles in order to make sure information is
processed lawfully and fairly; processed for a limit purpose; correct and right; etc. This act also
helps a personal information is held creating a subject access request (Martins and Diaconescu,
2014).
System security is protecting systems within an organisation. It is required by an
organisation to keep system security so that their data is protected and no one can hack it.
Whereas is also helps in keeping personal information of employees and organisation
confidential. Moreover it prevents other people from using a person details and information.
TASK 2
2.1 Checking whether job details are correct or according with brief
Mentioned job details are for recruitment in sales and marketing department for profile of
sales manager. HR executive is looking for hiring of staff who have good interpersonal skills
which can help him to build relationship with clients and understand requirements of customers.
Communication skills are must for this profile as gestures and way of communication have great
influence on mind of customers or anyone with whom conversation is going on. They should be
able to do marketing campaigns and should be innovative in a way that they can lead overall

growth of organisation by presenting new ideas and make them work. Recruited person should
be able to handle and manage promotional activities, organisation of events and organising
exhibitions. When requirements are clearly mentioned then it will give candidates opportunity to
understand and attend interview (Miles and Sadler-Smith, 2014).
2.2 Place job advertisements in the agreed media in accordance with time scales
Advertisement for recruitment of sales manager is given in newspaper, job portals and
website of organisation. It is shown below:
Advertisement
Sales Manager
Sales and marketing department
Manager in sales department is responsible for handling sales targets via efficient budgeting and
planning. Manager should set target for executives and other representatives. Advertisement,
promotions, campaigns, sampling and events should be managed.
Essential requirements: Must have post graduation degree in marketing and management.
Minimum 10 years experience in same field with excellent communication, influencing
capabilities and interpersonal skills. Decision making skills and time management skills are
also needed for difficult times. It is also required for person to have innovative skills.
Salary is negotiable based on experience and qualities possessed by individual and other
benefits like incentives and bonus will be given based on work.
Forward resume on [e-mail]. Shortlisted candidates will be informed by call and emails
and in case of any kind of queries contact on: [phone],[phone].

2.3 Record applicant responses within timescale
Candidates have applied for post on different portals and now they are scanned on first
come first basis. As requirements were made clear so it would not take much time to scan but
still scanning is required. Priority is given to one who has applied first. Candidates have been
shortlisted as per our requirements means on basis of skills for which organisation was looking
for. At this moment of time date is finalised for interview and candidates are informed through
calls and emails. Interview was conducted in which different rounds were organised and
candidates are tested on that basis (Mondal and Pramanik, 2014). First round was general round
which deals with analysing candidates. Some were selected and few were rejected. Next round
which was completely related with sales and marketing department and candidates were tested
for that and last was HR round. 2 candidates were required, best were selected as per what
organisation was looking for. To complete this task it took 3 to 4 months. .
2.4 Provide requested information to applicants
Selected candidates have to follow certain rules and regulations of organisation and they
are told to them at the time of joining so that they must follow them during their entire working.
 They should be dressed neatly in formal wear and need to be present at interview
premises on time. They should manage staff working under them and should check for
alternatives if they are not on time.
 They should be responsible for covering target given. Means should power their
employees in terms that they could address targets on daily, weekly and monthly basis.

 They cannot be on leave without intimation. A proper leave application should be given
which can be in form of email or can be in form of one on one communication with
higher authorities.
 Strategies should be developed by manager in order to enhance growth of organisation
and should be responsible for overall management of work within (Nikolaou, 2014).
2.5 Organisational policies and procedures, legal and ethical requirements
At time of joining appointment letter is given to employees. It contains details of date of
joining and terms and conditions of organisation. It also includes process of leaves, duration of
probation period, notice period of one month before leaving organisation, salary details are
covered in this. Policies for health and safety are included in this. Proprietary and confidential
information of clients and employees should be protected. Manager and people or employees
working should not be involved in any kind of smoking which can cause distractions within
organisation. Equality and Human Rights 1998, International organisation act 1968, data
protection act 2018 have to be followed.
TASK 3
3.1 Invite shortlisted applicants to participate in selection process
It is necessary to invite shortlisted candidates for further selection process. By this
candidates know that they are being selected and are being called for further selection rounds.
From above created advertisement of job for the post of sales manager, a Human resource
manager calls various applicants to participate in process of selection. Informal and formal
ways can be used by HR to invite potential candidates. Some of ways are being discussed below. Emails- It is one of easiest way of contacting with applicants for informing them about
their selection. Under this candidates must reply as soon as possible so that their
application can be marked for final round of selection. It mentions venue and time of
interview (Reiser, 2014). Sending messages: In case if applicants do not give replies to emails, HR manager send
text message to the applicant. In this they inform that candidate is been selected for
further rounds of interview. Details of venue and time are also mentioned in a message.
 Phone calls: It is another way of informing applicants about their result. Under this HR
manger directly contact with applicant and tell about details and venue of interview.

3.2 Coordinate selection arrangements
Process of selecting arrangements in any respective hotel can be conducted where there is
an requirement for sales manger which can aid them to fill their particular vacant position. In
relation with, the post of sales manager various process can be conducted that includes
conducting face to face interviews. This will benefit any company in their selection process of
prospective candidates who can bring new and innovative ideas in a company. Organisation can
also hire candidates for short period of time in order to evaluate them if they are able to meet
requirement of any particular company after evaluation they can give confirmation letter to those
appropriate candidates and bring innovative in their organisation (Administering recruitment and
selection process, 2015).
3.3 Carry out agreed pre-employment checks within agreed timescales
There are various types of steps included in selection process in addition to this there are
some pre employment checks that is essential to carry before the process of selection of
candidates at any particular company. There are mainly two types of checks that can be mental
and physical. Some of these checks are briefly evaluated below:
Personalities Tests: In a position of sales manager candidates who are having charming
personalities can attract consumers in effective way, especially in this position employees who
are attractive and good looking in addition to this if they are having proper ascent and
remarkable communication skills are having high chances of being selected.
Medical Tests: It is first and foremost responsibility of employer of any organisation to
make sure that their candidates are free from all kind of transferable diseases. These kinds of
checks will benefit companies to evaluate overall perspectives of health of their candidates in
order to determine their job capabilities.
Police Tests: It is very important for any organisation to conduct proper and systematic
police verification. It is necessary for company to check back ground of their perspective
candidates and examine their criminal records. It will benefit company to ensure that their
candidates are not involved in any kind of criminal and illegal activities. By implementing this
process in their selection process organisations can save their organisation for any kind of bad
image in future.

3.4 Inform applicants of outcome of their application
After basic applying process, HR manager chooses suitable candidates as per job and post
requirements. After selecting candidates, it is HR manager's prime duty to inform candidates
who have been selected. This information can be transferred by mode of phone calls, text
messages or mails. It is a basis congratulatory call from a business concerns end which is
generally made by HR managers. Selected candidates are given basic information about their
job role and position as well as their rights and duties. This process is usually done by sending
mails regarding their selection (Townley, 2014). This mail also contains a brief offer letter of
each candidate which also has details regarding salary and place of working. Information about
leave policies and other organisational policies and structures of reporting are explained in this
offer letter. It provides knowledge to a candidate about the respective business entity and its
working culture as well. Candidates are required to accept and duly sign the offer if they are
willing to work in that organisation and send a copy of it back to HR manager of relevant
business concern.
3.5 Keep selection records up to date
Selection records includes all information and details about an applicant from their date
of joining. Though this records they can keep all information of an employee in a right place. In
some companies it is a legal obligation to maintain records of employees and if managers fail to
keep it they can be punished under new GDPR regulations. Moreover it is helpful for employees
to get better opportunities as it mentions records right from training and development to
dismissal of employee. Without maintaining records it would be difficult to monitor and control
performance and productivity of employees as well as organisation. Moreover maintaining up to
date records will also in resolving and decreasing potential conflicts or disputes among employer
as well as employees. It also helps in increasing morale of employees and encouraging them to
achieve goals and objectives of organisation effectively and efficiently (Zide, Elman, and
Shahani-Denning, 2014).
CONCLUSION
From above mentio0ned report it has been concluded that process of recruitment and
selection plays a vital role in any organisation for hiring qualified candidates that are suitable for

a vacancy and can handle responsibilities. This assignment also determines uses of job
description as well as person specification in order to select applicants according to
responsibilities they must handle during a job. Moreover selection function gives an imporatnt
opportunity to concentrate on skills and qualities of a candidate which they can provide to an
organisation. During the process of interviews responses of applicants are elicits which can also
be measured against expectation of a needed vacancy and iit also help in selecting suitable and
proper candidate for a job post.

REFERENCES
Books and Journal
Ahmed, R., 2015. Employee Recruitment and Selection Procedures of NGOs in Bangladesh: A
Study on BRAC. Asian Business Review. 2(1). pp.24-30.
Armstrong, M. and Taylor, S., 2014. Armstrong's handbook of human resource management
practice. Kogan Page Publishers.
Brewster, C. and Hegewisch, A. eds., 2017. Policy and practice in European human resource
management: The Price Waterhouse Cranfield survey. Taylor & Francis.
Heilman, M. E., Manzi, F. and Braun, S., 2015. Presumed incompetent: Perceived lack of fit and
gender bias in recruitment and selection. Handbook of gendered careers in
management: Getting in, getting on, getting out. 90.
Ladkin, A. and Buhalis, D., 2016. Online and social media recruitment: Hospitality employer and
prospective employee considerations. International Journal of Contemporary
Hospitality Management. 28(2). pp.327-345.
Martins, D. and Diaconescu, L. M., 2014. Expatriates recruitment and selection for long-term
international assignments in Portuguese companies. Tékhne. 12. pp.48-57.
Martins, D. and Diaconescu, L. M., 2014. Expatriates recruitment and selection for long-term
international assignments in Portuguese companies. Tékhne. 12. pp.48-57.
Miles, A. and Sadler-Smith, E., 2014. “With recruitment I always feel I need to listen to my gut”:
the role of intuition in employee selection. Personnel Review. 43(4). pp.606-627.
Mondal, K. and Pramanik, S., 2014. Multi-criteria group decision making approach for teacher
recruitment in higher education under simplified neutrosophic environment.
Neutrosophic Sets and Systems. 6. pp.28-34.
Nikolaou, I., 2014. Social networking web sites in job search and employee recruitment.
International Journal of Selection and Assessment. 22(2). pp.179-189.
Reiser, M., 2014. The universe of group representation in Germany: Analysing formal and
informal party rules and quotas in the process of candidate selection. International
Political Science Review. 35(1). pp.55-66.
Townley, B., 2014. Selection and appraisal: reconstituting. New Perspectives on Human
Resource Management (Routledge Revivals). 92.
Zide, J., Elman, B. and Shahani-Denning, C., 2014. LinkedIn and recruitment: How profiles
differ across occupations. Employee Relations. 36(5). pp.583-604.
Online
Administering recruitment and selection process. 2015.[Online].Available through:
<http://www.hcs.com.sg/module-listing/administer-recruitment-and-selection-process/>.