Table of Contents INTRODUCTION...........................................................................................................................3 TASK 1............................................................................................................................................3 1.1Explain the different administrative requirements of internal and external recruitment...3 1.2Describe the uses of a job description and a person specification....................................4 1.3Explain the administrative requirements of different methods of selection......................5 1.4Explain the requirements of different pre-employment checks to be carried out.............5 1.5 Explain what information needs to be communicated to successful and unsuccessful applicants at each stage of the recruitment and selection process..........................................6 1.6Explain the requirements of confidentiality, data protection and system security............6 TASK 2............................................................................................................................................7 2.1Check that the job or role details are correct and are in accordance with the brief...........7 2.2Place job advertisements in the agreed media in accordance with the timescales............7 2.3Record applicant responses within the timescale..............................................................8 2.4Provide requested information to applicants in accordance with organisational policies and procedures...............................................................................................................................9 2.5Adhere to organisational policies and procedures, legal and ethical requirements...........9 TASK 3..........................................................................................................................................10 3.1Invite shortlisted applicants to participate in the selection process in accordance with organisational procedures.....................................................................................................10 3.2Co-ordinate selection arrangements in accordance with the brief...................................11 3.3Carry out agreed pre-employment checks within the agreed timescale..........................11 3.4Inform applicants of the outcome of their application in accordance with organisational policies and procedures........................................................................................................11 3.5Keep selection records up-to-date..................................................................................12 CONCLUSION..............................................................................................................................12 REFERENCES..............................................................................................................................13 .......................................................................................................................................................13
INTRODUCTION Business administration refers to the filed of study which consist of all the essentials elements associated with handling of every day operational activities. In addition to this it is referred to as the choice of producing a business or a non profit organization so it either continuous to grow or it remains steady. The company which is being taken into consideration is MarkandSpencercompanywhichisBritishmultinationalretailerorganizationwithits headquarter in United Kingdom. It was founded in 1884 by Michael Marks and is specialized in selling clothes, home products and luxury food products. In this assignment a brief focus is on different administration requirement of internal and external recruitment along with the uses of a job description and a person specification. Additionally, job advertisement is being place in the agreed media in accordance with the time scalealong with organizational policies, procedure, legal and ethical requirement. Lastly focus is given on the coordination of selection arrangements as well as pre-employment check is being carried out within the time scale. TASK 1 1.1Explain the different administrative requirements of internal and external recruitment Recruitment:It is referred to as the overall process of attracting, short-listing, selecting, and appointing the most suitable candidate for the job available within the organization. In a Mark and Spencer organization recruitment process is being carried out via following two process One is internal recruitment and other is external recruitment process. Therefore company hasdifferentrequirementofinternalandexternalrecruitmentwhichisexplained below(Hakansson 2015.): Requirement of internalrecruitment for Mark and Spencer organization: Internal source of recruitment refers to the process of hiring individuals within the organization. In addition to this it can be explained as the process of seeking applicants for the job vacancy from among those applicants who are already working within the organization. Mark and Spencer organization takes into consideration internal process of recruitment in order to retain talented workforce so the company uses different internal source of recruitment techniques. Like through promotions and transfer via transfer which means shifting person from one present job to another. Thus this source of recruitment are required by Mark and Spencer company as it saves
times and saves cost too as the company doesn't have to conduct training and programme session for the applicant as the applicant is already familiar with organization environment. Requirement of external recruitment for Mark and Spencer organization:External Source of recruitment refers to an assessment of an available pool of job candidate except existing staff. In addition to this it is defined as the process of searching applicant for job vacancy from outside of the current workforce. Mark and Spencer organization some time consider external recruitment process so that they can get talented, skilled and experienced applicants so as to increase the chances of getting right person for the right job who can easily help in meeting the organization diversity requirements. External source of recruitment like through advertisement, colleges and universities, employment exchange and many more. The main requirement of Mark and Spencer company is to hire talented and skilled candidate so in thiscasethey advertise aboutthe job vacancy through different mediallikenewspaper, magazines etc. 1.2Describe the uses of a job description and a person specification Job description:It is referred to as the document which gives the brief explanation about the general tasks or other related responsibilities and duties of a particular position. Uses of job description:A business owner of Mark and Spencer companyuses job description not only as an valuable aid in recruiting process but also it is usedfor outlining in order to report working conditions and relationship. In addition to this well crafted job description can also be used by Mark and Spencer companyfor performance management, training and employee development so as to set measurable performance goals based on duties as per the job description(Bean,2015 ). Moreover it can also be used for identifying that an workforce isn't adequately performing job functions or not as well as to support recruitment team during selection process. PersonSpecification:Itisreferredtoasthedescriptionaboutthecandidate qualifications, skills, experience, knowledge and other function which the applicant must possess to perform a particular job duties. In addition to this it enables the employer to be explicit about what they want and how the candidate matches their criteria. Uses of person specification:A candidate when applying for a particular job then he/she must possess person specification description as it is proves to be very much useful. It makes interviewing process refined and streamlined from the start. As well as job seekers can easily
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able to access themselves before applyingand understanding about how they can be fit for the role they are applying for the job vacancy. 1.3Explain the administrative requirements of different methods of selection Selection:Itrefer to the process of choosing the appropriate and talented applicant for the vacant position in a firm. In addition to this it can be defined as the process of weeding out unsuitable candidate and selecting the best among the one who have applied for the job vacancy available in an organization. Requirement of different method of selection:There are different method of selection which are used by the Mark and Spencer organization as each posses different requirement for the organization and some of them are specified below(Cooke and Alcadipani 2015):Behavioural question:In this type of selection method Mark and Spencer organization get to know how the particular candidate can deal withany kind of situation if arises in an organization.Skills test:Through this type of method Mark and Spencer organization get quick weed about the prospect of candidate specific skill mentioned in a resume whether it is truly matching or it is fake. Skill test like typing test, written test and many more as per the job vacancy requirementPanel interview:It is the type of interview where there are more than one interviewer are seeking interview of one by one candidate. Through this method Mark and Spencer company try to makea prospect about the candidate confidence by viewing body language, tone of answering question etc. Personality test:This method is used by Mark and Spencer company so that they can get to known whether the applicant possess the personality which is require to fill up a specific job. Like if the company want sales manger then the company will look for an applicant who possess the personality of speaking with strangers. 1.4Explain the requirements of different pre-employment checks to be carried out Pre-employment check:It is refer to the process of investigating the backgrounds of potential workforce. It is commonly used by Mark and Spencer company so as to verify the accuracy of an candidate claims(Morschett, Schramm-Klein and Zentes 2015).
Requirement of different pre-employment checks for Mark and Spencer organization: The company takes into consideration some of the types of pre-employment checksand they are specified below:Medical checks:In order to conform the physical capability to perform a particular job Mark and Spencer company uses medical check. It helps in understanding about overall health status and an individual suitability for a specific role.Job knowledge test:Mark and Spencer organization conduct this check so as to evaluate about applicant knowledge in respect of the industry or the position for which the applicant is applying. Personality test:This check is being carried out by Mark and Spencer company so as to evaluate whether the candidate lean to be introverted or extroverted, their thoughts and feelings about how they perceive or judge certain situation. 1.5Explainwhatinformation needstobecommunicated to successfulandunsuccessful applicants at each stage of the recruitment and selection process Its the major responsibility of the HR manger of Mark and Spencer organization to render the information to both the successful and unsuccessfulapplicant who have applied for the job vacancy(Kitchin 2015). For successful applicant HR manger of Mark and Spencer company should communicate them through written invitation which will include the date of joining, rules and procedure of an organization, pay-scale, incentives and compensation that they will receive. In addition to this the company also ask the qualified candidate to bring up their original documents with passport size photographs for a verification purpose. Whereas to unsuccessful candidate HR manger will communicate them about their weakness so that in future they don't repeat the same. In addition to this they will also communicate that in future if there is any vacancy then for sure they will contact them and will sincerely appreciate the time and effort that they have dedicated to apply for the vacant position and will wish for them a success in their job search. 1.6Explain the requirements of confidentiality, data protection and system security Confidentiality:It I defined as the protection of personal information. In addition to this IT is used by Mark and Spencer organization so as to keep client's information between the firm and the client. Like client medical detail are not discussed with other without their consent as
well as individuals files are locked and secures so that other person doesn't make any misuse of their information( name, date of birth, bank details, medical history, records and many more). Data protection:Data can of any types like it may include the information about the product and services offered, business plans, financial plans, information about the buyers of products and services. So it can be said that data are termed to be an asset of the company which generates future benefits for the organization. Thus, company requires to keep their data protected from hackers. System security:It is refer to the systematic approach used to protect computer from being used by unauthorized users, virus as well as from any other incidents which can jeopardize the underlying system security(Moulaert, 2016). In a workplace of Mark and Spencer company a comprehensive system security is important as in a system all the data related to past and present are being recorded so that in future if their arises any need then it can be used for in order to save time and cost. TASK 2 2.1Check that the job or role details are correct and are in accordance with the brief Mark and Spencer organization offer different types of job vacancy and ensure that each vacant job is filled up by selecting eligible applicant for an organization. So its the responsibility of an organization to provide proper job description and job brief to the job seekers. Thereforeit will help the job seeker to to get the appropriate and brief information about the job the applicant is searching for(Hettne, 2016). In addition to this applicant must also check whether they fit for the offered job vacancy or not. When the applicant apply for the job then the organization must ensure that the information rendered by them are true as per their requirements. For example: Mark and Spencer company advertise about the job vacancy specifying the responsibilities, qualification which a applicant must possess. Therefore an applicant must apply for the job taking into consideration that their person specification matches the brief of an organization. 2.2Place job advertisements in the agreed media in accordance with the timescales Mark and Spencer company uses specifically newspaper media in order to advertise about the job vacancy and it is being explained with the help of table given below(Islam and Saha, 2016): Company name:Mark and Spencer multinational organization
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Job Vacancy:Marketing Manager Qualification required: Age below 40. B.Sc. Degree or an equivalent professional qualification from recognized institution in marketing. Minimum of 4-6 year of experience in a similar job profile. Possessing basic computer skills Commercial awareness Ability to work under pressure Interpersonal skills Analytical skills Responsibilities: Direct marketing strategies are used to be created by adopting one to one promotional and sales relationship between advertisers. Need to contact with target group of customers via email, social media, internet, telemarketing or direct mail. Formulate strategies and consult clients about campaign requirements. Agreeing time scale and budgets. Delivering presentation. Supervising staff members. Job type:Full time Working hours:9:30a.m to 6 p.m. Please send your CV toHr@Markspencer.gmail.com You can apply till 31stDecember Visit us on www.MarkSpencer. in 2.3Record applicant responses within the timescale As the Mark and Spencer specifically use newspaper media channel in order to advertise about job vacancy so that the company can get response from skilled and talented applicants. Like the company has advertised about the job vacancy of marketingmanager via newspaper. Therefore it was turned to be effective enough, as large number of talented and skilled workforce
have approached for the job vacancy as they all were suitable for the vacancy available and the time scale of the working hours of an organization(Smith, Brännström,and Jansson, 2015). Thus, it resulted in getting one of the best talented marketing manger for Mark and Spencer company as the person were having one of the best qualification which the marketing manger must possess is to influence and communicate target customers so that the company can increase its sales revenue. 2.4Provide requested information to applicants in accordance with organisational policies and procedures Organization policies and procedure: Policy of an organization refer to a course of method selected so as to guide and determine future and present decision as well as all the activities which take place within the boundaries set by an organization. Whereas organization procedure refers to the specific methods which are being employed so as to express policies in to day to day actions and operations of an organization(Ge, Huang and Png 2016). Policies like endowment policy, term insurance policy and many more. Endowment policy specifies that on the occurrence of any unforeseen event of death or permanent disability the sum assured will be received by the said beneficiaries and if the survives the term of policy then the agreed benefits become payable. Whereas in term policy no such benefits are paid. In addition to all this manger of an organization also needs to inform the applicant about the procedure that need to be followed in order to carry out different activities of an organization smoothly without any hurdle. 2.5Adhere to organisational policies and procedures, legal and ethical requirements Ever organization should posses as set of rules, legal and ethical norms of an organization so as to achieve target goal. Organization policy: It provide the framework and the structure of an organization as well as contribute to the development of company profile.In addition to this policies of Mark and Spencer also serves as a way for business to communicate behavioural expectations to workforce. Like performance appraisal policy must be communicated to the workforce so that they work to give their best for an organization(Eriksson-Zetterquist, Kalling and Styhre, 2015). Moreover it is adhere to be followed by workforce of Mark and Spencer company in order to increase the productivity and profitability of an organization as well as to achieve competitive advantage in the marketplace.
Organization procedure refers to the waybusiness different operational activities to be carried out. In addition to this it also provide clarity to the employees about the way they should perform their duties. Like employees want to communicate their messages to the top manger the first off all they have to communicate with their leader then he/she will further communicate to topmanger.Itmeansthatthereshouldbepropercommunicationprocedurewhichthe organization should follow. In addition to this it is adhere to be followed by workforce of Mark and Spencer company so as to run business smoothly without any hurdle and to carry out different operational activities effectively and efficiently so as to meet demand of the customers on time. For example mark and Spencer organization follows the policies of health and safety act which render health insurance to the workforce . Whereas ethics and morale are connected with personal behaviour of the member which is associated with principle adhered by an organization so as to legalize the behaviour of the workforce. Thus, proper adherence of organization policies, procedure, legal and ethical rule within the organization will helps in boosting up of company to a large extent in the marketplace. TASK 3 3.1Inviteshortlisted applicantsto participatein theselection processin accordancewith organisational procedures Selection process as per organizational process refers to the techniques and the process of selecting the best, talented, skilled and appropriate candidate among those who were recruited. Candidates those who all are shortlisted for a selection process are offered with specific roles and responsibilities. After dutiesare assigned to them then they become the part of the company and become liable to take part in different activities of an organization. Workforce of Mark and Spencer companyare likely to be informed aboutthe differentperforming activities like staffing, planning, recruiting as well as make them involve in taking decision(Lyon, Mšllering and Saunders, 2015). In addition to this manger should possess proper understanding and knowledge about the legal policies and procedures and must be updated about the changes taking place in the companies policies and procedure so as to achieve target on time.
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3.2Co-ordinate selection arrangements in accordance with the brief Organizationshouldensurethattheinterviewarebeingconductedasplanned accordingly. Specially in multinational companies there is a need to conduct interviews with proper arrangements and schedule(Storey,2016). For example: HR manager of Mark and Spencer company wants to recruitmarketing manger for organization so the company has published the job advertisement via media so as to make applicant aware about the job vacancy. In addition to this manger also make sure that the applicant who all are applying for job vacancy are matching with the job description brief. In addition to this, it is very much essential for large company like Mark and Spencer to make proper selection arrangement of source. Like the company first conduct personal interview section after the candidate are shortlisted from this round then they approach to go for next round like group discussion in order to see their confidence level to speak in between large number of people. Thus, after the candidate are selected from final round interviewthen the further information is being rendered to the applicant like date of joining, documents that they need to bring etc.Therefore the company should carry out all this process in an appropriate manner so as to select the best, talented and skilled candidate for the organization so that they can prove to be valuable asset for the company in future. 3.3Carry out agreed pre-employment checks within the agreed timescale Pre-employment check are represented as to determine the appropriate and accurate information about the candidate those have applied for job. It is very important for company to know precisely about eachhave every successful applicant those may be suitable for desired occupation. Once employees are selected than they are asked for some pre-employment check that help manager of company to make valuable decision. For example, human resource administration of Mark and Spencer, hire different candidate for different relevant jobs. Like for clothing sector it wants candidates who are having knowledge regarding clothes. 3.4Inform applicants of the outcome of their application in accordance with organisational policies and procedures Applicant those are selected are offered with final information about the policies and procedure under which they have to perform their different tasks and duties. In addition to this they are also informed about whether they are actually fit for the company or not. In case if they are not fit as per the policies and procedurethen they are asked to leave the organization. For
example manger of Mark and Spencer company recruit and select only those candidate who have the capability to work as per the policies and procedure of an organization. Like the policy of Mark and Spencer company is that if the applicant of company leaves the company then in that case the same person cannot apply for the job in the same company again. 3.5Keep selection records up-to-date It is very much essential for Mark and Spencer company to keep the detail information about the selected applicant in order to function the organization smoothly. If the selection process is done accurately by selecting the best candidate for the organization then it will result in increase in the productivity of the company as well as the overall performance of an organization(Wang, Wangand Rahnamayan2016)). For example if the Mark and Spencer sales manager have some issues with the manger in term if incentives or allowances then it that case they can sort out their issues by checking out the records and will come up with valuable decisions. CONCLUSION From the above project it can be concluded that if the business administration is effectively manage then it will help in achieving better productivity and better performance of an organization. In addition to this in order to fill up the job vacancy it is very essential to give properjobdescriptionaboutthejobvacancysothatapplicantmatchestheirpersonal specification with the job description brief and will apply for the job vacant. Therefore company should also follow proper recruitment and selection process so as to select suitable and talented candidate for the organization.
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