Recruitment, Selection and Induction of Staff at CoffyVille

This document provides information about the recruitment, selection, and induction process of staff at CoffyVille. It includes a schedule for recruitment activities, job description and advertisement for a café manager position, academic and trade qualifications, work experience and skills required, personal qualities and behavioral traits, selection panel questions, reference check process, selection report, employment contract, and more.

Running head: COFFYVILLE
Recruitment, Selection and Induction of Staff
At CoffyVille
Name of the Student
Name of the University
Author Note

1COFFYVILLE
Contents
Task 1.........................................................................................................................................3
Schedule for Recruitment Activities......................................................................................3
Summary............................................................................................................................3
Recruitment activities – Recruitment Schedule.................................................................3
Job Description and Advertisement.......................................................................................4
Academic and Trade Qualifications.......................................................................................6
Work Experience and Skills...................................................................................................6
Personal Qualities and Behavioural Traits.............................................................................7
Selection panel question.........................................................................................................8
Job ad- Café Manager............................................................................................................9
Interview guide.......................................................................................................................9
Task 2.......................................................................................................................................11
Reference check...................................................................................................................11
Selection Report...................................................................................................................12
Task 3.......................................................................................................................................14
Employment contract...........................................................................................................14
Offer letter............................................................................................................................17
Letter advising unsuccessful interviewee of interview outcomes........................................19
Notification to CoffeeVille staff of the new appointment...................................................19
Induction Plan......................................................................................................................21
Bibliography:............................................................................................................................26

2COFFYVILLE

3COFFYVILLE
Task 1
Schedule for Recruitment Activities
Name Date
Summary
A family-owned business based in Melbourne. CoffeeVille aims for serving quality
food and fair trade coffee. CoffeeVille has been growing in the past two years and the
owner wants to expand the business and open on Saturdays. Currently the business
runs from Monday to Fridays with the present manager who works from Monday-
Thursday A new manager is required for Monday-Saturday who is willing to work on
all the weekdays and Saturdays of each week. Must be also open to work extra shift if
required.
The position offered by CoffeeVille is for the managerial position working on
Mondays- Saturdays. Candidates must take up all the business management
responsibilities and will be paid $24.50 an hour. Candidates must have strong
communication skills along with excellent leadership abilities and great customer
service knowledge. Candidates should be open to work extra hours and whatever it
takes to achieve the company’s ultimate goal towards growth.
Recruitment activities – Recruitment Schedule

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Milestone: Action and/or objective Time
required
Person
responsible
Budget and/or
resources
Searching for matching candidates on
online portals and shortlisting them
1 week Computer with
internet connection
Calling up candidates and doing basic
interview
3 days telephone
Going through job applications 3 days computer
Setting up appointment with the
candidates
3 days telephone
Informing candidates about interview
process and documents required.
1 day Telephone/computer
with internet
Job Description and Advertisement
Job title: Café Manager
Salary:$24.50 an hour
Hours: Full/Part-Time (38 hours a week)
Location:Melbourne
Reporting relationships:Emma Belcastran, Rufus Belcastran the owner of CoffeeVille and
the manager Joe Belfone. Looking for a second cafe manager with:
 Understanding the principles of fair trade.
 Flawless communication skills with bilingual (preferably in Greek, Italian or
Chinese)
 Good understanding of the products related to coffee
 Sales skills and approach to customers

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 Customer service skills
 Inventory management and managing venders and resupply of raw materials
 Organize staff meetings, training and performance appraisals
About CoffeeVille:
CoffeeVille is a family-owned business based in Melbourne, CoffeeVille is an expanding
business and has shown a significant growth in the past two years, the owner’s aims to
increase the growth of the business even more and run 6 days a week. Candidates of any age,
gender, cultural background are welcome to apply for this post. CoffeeVille is looking for the
person with the right skillset and not primarily based just on qualifications.
Purpose of position:
Being the Café manager, one must ensure stability in the work environment within the
company and also maintain top notch customer service in order to maintain the high
standards of CoffeeVille and help expand the business even more with steady flow of service
Responsibilities and Duties
 To ensure sales and customer service
 Managing staff meetings, training them and making sure a good working
environment
 Managing vendors and contacting them when it’s required by doing intensive
inventory management to ensure smooth production and development of company
policies and procedure to achieve customer and employee satisfaction.
 Review inventory at the end of the week and contact vendors for re-supplies if
necessary

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 Coordinating the café schedule, covering different shifts if necessary
 Responsibility for keeping the café clean, neat and orderly and making sure stability
in work place.
 Must be able to answer customer quarries and receive feedbacks and make develop
better service
 Social media savvy especially on Facebook and Tweeter and should know how to use
email clients to perform online advertisement.
Academic and Trade Qualifications
Essential Desirable
Relevant certification in
operating/managing business like MBA,
BBA or other diploma in business
management and hospitality
Knowledge in coffee products, working
know-how on social media platform
like Facebook and twitter and
understanding in fair trade principals
Work Experience and Skills
Essential Desirable
3-5 years’ experience in :
o Managing of staff and training
o Appraisals based on performance
Experience in:
o Organizational skills
o Inventory management experience

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o Motivating staff
o Fair trade policies
o Business management
o Barista training
Personal Qualities and Behavioral Traits
Essential Desirable
o Leadership and motivational
qualities
o Exceptional communicational skills
o Sales and customer service skills
o Good organizational skills
o Bilingual skills (Italian, Greek or
Chinese)
o Excellent behavioral traits
o Issue resolving skills
o Willing to work on extra shifts
o Inventory management skills
o Understanding food and beverage
operations
Employee name: .................................................................
Signature: ............................................................................ Date: ................................

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Manager name: ..................................................................
Signature: ............................................................................ Date: ................................
Performance review period:
Next review date:
Selection panel question
Selected advertising channel/s
 Newspaper classifieds
 Facebook
 Café noticeboard
 Classifieds online
 Café windows
 Industry newsletter
Reasons for selected advertising channels:
According to one of the co-owners of CoffeeVille, Emma Belcastran advertising through word of
mouth and on café windows and noticeboard is preferable. Also keeping in mind that the most
effective way to advertising in this tech generation is through online.
Job ad- Café Manager

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 Cafe Manager
 Melbourne
 $24.50 for an hour
 (application closing date)
As a café manager one must ensure stability in the work environment which includes staff
satisfaction, customer service and satisfaction and also maintaining top service and
cleanliness in the café. Must have strong understanding in business management and must be
fluent in communication and can resolve customer quarries and grievances
Candidates of any age, gender can apply for this job position. Should have at least 5 years
of experience in previous business management based companies. Must have a certification
on business management. Must be hardworking and willing to work 5 days a week and extra
hours if required, should have fluent communication skills and a good leadership and
motivational qualities.
Interview guide
Job title Café manager
Date and time of interview
Selection panel
Applicant
 Each of the panelists should maintain their notes individually on separate sheets of
paper to score each and every candidate for the interview. The scores can then be
collated to reach to a decision about which applicant to be selected.
 The questions that would be asked during the interview needs to be decided upon by
the panelists

10COFFYVILLE
0
No answer given or answer completely
irrelevant. No examples given
2
Some points covered, not
all relevant. Some examples
given. 4
Good answer. Relevant
information. All or most
points covered. Good
examples.
1
A few good points but main issues
missing. No examples/irrelevant
examples given 3
Some points covered.
Relevant information given.
Some examples given.
5
5
Perfect answer. All points
addressed. All points relevant.
Good examples.
Task 2
Reference check

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Subject: Reference verification for Leila Hussein
Dear [Reference]
The individual mentioned herewith have applied for employment in our organization and
have indicated that he/she had a prior work experience in your organization. As a part of the
interview proceeding and background verification of the applicant, we earnestly request you
to validate the background information of the employee. Permission was taken from Leila
Hussein to contact you for the background verification and reference check process and the
background and reference verification form is attached below.
Kindly share with us the following information regarding Leila:
Dates of employment:
Positions held:
Responsibilities:
Last total salary and bonus while employed:
Reasons given for terminated/leaving:
How would you rate employee’s performance in:
 Supervision
 Conflict handling
Kindly let us know briefly what you feel was her greatest strengths and weaknesses (if
applicable):
I hereby assure you that all the information you share with us regarding the applicant
shall be kept in the strictest confidential standards. If there is any possibility for me to

12COFFYVILLE
reciprocate the same favor, I shall be more than obliged to do so. We eagerly await your
response and thank you in advance for your time and kind consideration.
Sincerely,
[HR Manager name]
HR Department
[email]
Selection Report
Subject: Selection report for applicants
Dear Emma,
After rigorous search on online portal and shortlisting candidate application these following
candidates are suitable for the managerial position of CoffeeVille. Kenneth Baldwin, Jenny
Dubb, Jane Fonda, Raj Mukherjee and Leila Hussain. Please review their attached CV and
revert back as soon as possible so that I can set up interview with the above mentioned
candidates
Please note that the above mentioned candidates are shortlisted based on their qualifications
and experience mentioned on their Resume.
Sincerely
[name]
HR

13COFFYVILLE

14COFFYVILLE
Task 3
Employment contract
The document below outlines the terms and conditions of employment in CoffyVille.
Name: Leila Hussein
Position: Café manager
Commencementdate: <Insert commencement date >
Location You will be employed at: CoffeeVille, Melbourne
Hours of Work: 38 hours a week
You are entitled to a single 30 minute break for meal or two breaks of 15 minute each every
day.
Responsibilities/duties: As a café manager you must ensure stability in working
environment and also make sure the café standards are met. Conduct training and meetings
with the staff to plan and develop better services. Must have strong leadership skills and also
must be motivational individual.
Supervision:The owners of CoffeeVille, Emma Belcastran and Rufus Belcastran and the
manager Joe Belfone. Hiring a second cafe manager with: Understanding the principles of
fair trade, excellent communication skills) strong understanding of coffee related products.
Managing venders, resupply of materials
Remuneration$24.50 an hours

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Additionally, the minimum superannuation needed as per the current legislative policies shall
be added to the superannuation fund of your own choosing.
Salaries are paid in the form of arrears on the last Saturday of every month into the back
account of your choice. The shop is operational on many public holidays and you may be
required to work on these holidays for which you shall be compensated with a compensatory
leave or 150% pay for that day.
Leave
● Annual leave – As a full time café manager, you are entitled to pro rata annual leave based
on four weeks’ annual leave per annum.
● Sick leave – As a full-time café manager, you are entitled to 10 days paid personal leave
per year (pro rata) in accordance with the Fair Work Act 2009.
● other leave – You are entitled to unpaid parental leave and compassionate leave
entitlements in accordance with the Fair Work Act 2009.
Notice period
The notice period required for terminating your work with CoffyVille would depend on your
tenurity with the organization, which is outlined in the table below:
Period of continuous service Notice Period
Not more than 6 months 2 week
6 months to less than 1 year 4 weeks
1 year to less than 3 years 6 weeks
More than 3 years 8 weeks

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Confidentiality
You cannot disclose any sensitive information related to the business and proprietary
information, its clients, and any business secrets or use them for your personal benefit except
under proper discourse and for your regular duties, while working with CoffeVille.
After termination of your employment status, you shall return any company property, such as
laptops or business documents that represents the company or its interests which might be in
you possession during you term of employment and required for your day to day duties at
CoffyVille.
Acceptance
If you have any concerns or questions kindly contact the managing directors or any of the
owners (Emma or Rufus). To complete the contract, please provide you signage below and
return it with your offer letter within the next 15 days (from the date of the offer letter).
Signatures
Signed by Emma Belcastran (CoffeeVille owner)
Signature: ..............................................................................Date: .....................................
Signed by Employee
I accept the offer of employment and agree to the terms and conditions as stated in this
contract.
Signature: ....................................................................................Date: .....................................
Offer letter

17COFFYVILLE
MM/DD/YYYY
Candidate: Leila Hussein
Candidate Address:
City,
State,
Zip
Dear Leila,
We are happy to give you a full time position as a Café manager at CoffyVille starting from
(start date), after the required background verification (I-9 form). You shall report directly to
the owner, Emma. We believe that your skills and experiences are a good fit in your
organization.
In this job profile, you will be needed to take up all the managerial and management
responsibilities
The discussed salary for this job is $24.50 an hour tthat shall be disbursed weekly by direct
bank deposit, starting from [first pay period] additional to salary offered to you initially.
Your work with CoffeeVille shall be on an at-will basis, which implies that the company
reserves the right to terminate your employment at any point of time for any reason deemed
appropriate. This offer letter is not an employment guarantee for the specific time.

18COFFYVILLE
As the employee of CoffeeVille you have the eligibility for employee benefits such as
medical insurances, paid vacations and additional benefits that are described in detail in the
orientation handbook.
Kindly confirm that you accept the offer with your authorized signature and return the letter
before the deadline.
We are are truly happy to take you onboard in your organization and if you have any further
questions, please let us know about it.
Sincerely,
[Your Signature]
[YourPrintedName]
[Your Job Title]
Signature: ______________________________
Printed Name: ___________________________
Date: __________________________________

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Letter advising unsuccessful interviewee of interview outcomes
[Date]
Dear [Name]
Re: Vacancy for [Position title]
We sincerely thank you for being a part of the interview conducted on [date of interview] for
the job position position of [position title] in CoffeeVille.
We were really peased to meet you during the interview. I had carefully considered all the
candidates against the job criteria listed. Identifying a single candidate from the many
deserving candidates was a challenging task as the interview performance for every candidate
was exceptionally good. However, after carefully considering each application, We
regretfully inform you that your application for the job has been rejected.
If you want any feedback regarding the interview, do not hesitate to get in touch with
me on the phone number number above.
We truly appreciate you for your interest in CoffeeVille and wish you success in your
future endeavors.
Sincerely,
[Name]
[HR]
Notification to CoffeeVille staff of the new appointment

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Dear Emma,
I am pleased to inform you that Leila Hussein shall join our company CoffeeVille as a café
Manager
After our vigorous interview process we have shortlisted Leila Hussein as the most suitable
candidate for this position among the others. Her knowledge in the industry and 5 years of
experience can be beneficial for CoffeeVille. Leila Hussein has shown all the qualities
required for this position
Leila Hussein’s first day will be [date]. I am asking each of you to assist in helping Leila
become a productive member of our team. Please make it a point to welcome Leila on her
first day.
Thank you in advance for helping to make Leila Hussein’s transition a smooth and pleasant
experience.
[Name of supervisor]

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Induction Plan
On your first day you will
Date Item Relevant
Personnel
Resources required Notes Completed?
Y/N
01.01.2019 Introduction to the
company background
HR Manager Projector, Laptop,
conference room,
company booklet
Will start
at 9am
N
01.01.2019 Introduction to
organizational hierarchy
and leadership
HR Manager Projector, Laptop,
conference room,
company booklet
Will start
at 10am
N
01.01.2019 Briefing on company
policies
HR Manager Projector, Laptop,
conference room,
policy handbook
Will start
at 1pm
(after
break)
N
01.01.2019 Briefing from Human
Resources Department
HR Manager Projector, Laptop,
conference room,
policy handbook
Will start
at 3pm
N
01.01.2019 Briefing from finance and
accounts department about
salary structure and
deductions
Accounts and
Finance
Manager
Projector, Laptop,
conference room
Will start
at 4pm
N
01.01.2019 Briefing from Operations
Department
Operations
Manager
Projector, Laptop,
conference room
Will start
at 6pm
N
01.01.2019 Concluding the first day of
induction
HR Manager,
Vice President,
General
Projector, Laptop,
conference room
Will start
at 7pm
N

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Manager
On your first week you will
Date Item Relevant
Personnel
Resources required Notes Completed?
Y/N
Day 2
02.01.201
9
Opening salary accounts Accounts
executive
Forms, computer,
Accounts personnel
Salary
account
will be
opened for
the
employee
on the
second day
N
Week 1 Operations Training Operations
Manager and
Trainer
Computer, Projector,
training room, training
equipment, notepads,
pens.
Operations
training all
day
N
Week 2 Operations Training Operations
Manager and
Trainer
Computer, Projector,
training room, training
equipment, notepads,
pens.
Operations
training all
day
N
Week 3 Operations Training Operations
Manager and
Trainer
Computer, Projector,
training room, training
equipment, notepads,
pens.
Operations
training all
day
N
Week 4 Operations Training Operations Computer, Projector, Operations N

23COFFYVILLE
Manager and
Trainer
training room, training
equipment, notepads,
pens.
training all
day
Within the first month you will
Date Item Relevant
Personnel
Resources required Notes Completed?
Y/N
03.01.201
9
Undergo Health and Safety
Training
OHS
Representative,
Operations
Manager
Projector, Laptop,
conference room,
policy handbook,
OHS Handbook
OHS
Training
from 12pm
to 6pm
N
05.01.201
9
Operations Training Operations
Manager
Computer, Projector,
training room, training
equipment, notepads,
pens
Operations
training for
3 weeks
N
03.01.201
9
Policy Briefings HR Manager Projector, Laptop,
conference room,
policy handbook
Policy
briefing on
the first
day of
induction
N
Policies and procedures Read
(date)
Signature

24COFFYVILLE
Please ensure you have read and understood the following CoffeeVille
Policies/Procedures
01.01.2019
Accounts policies 01.01.2019
Operations Policies 01.01.2019
OHS Policies 01.01.2019
HR Policies 01.01.2019
I Leila Hussian have read carefully and have understood the policies and procedures for
CoffyVille. I hereby agree to the said terms and conditions of employment an promise to
oblige to them and in case of any concerns or doubt, I shall present them to the management
at the earliest.
SignatureDate:

25COFFYVILLE
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