Citistore Inc. Complaint Review

This assignment presents a compliant review concerning the hiring of a part-time marketing assistant at Citistore Inc. The review highlights concerns about a breach of company policy, including the failure to internally advertise the position and the involvement of nepotism with the Marketing Director appointing his nephew. The document analyzes these issues, referencing relevant HR policies and recommending disciplinary action against the involved individuals.

Running Head: HUMAN RESOURCE MANAGEMENT 1
Managing Recruitment Selection and Induction Processes
Student’s Name
Institutional Affiliation
Date of Submission

HUMAN RESOURCE MANAGEMENT 2
Assessment 2: A
1. Identifying Current and Future Vacancies within the Organization
The organization’s Department for Human Resources functions as an important organ of the organization. It
ensures that it maximally contributes to and gets aligned with the strategic directions of the firm. It also adds true
value through operations like expertise, professional services and advice. Such services are underpinned by
legislative compliances and effective risk management for effective and efficient management of the
organization’s workforce challenges. The main role of the Department of Human Resources is to offer support to
the entire organization to achieve specific objectives in accordance to the 2015 – 2019 Strategic Plan of Citistores.
According to the Operational Plan, initiatives and actions are assigned and designed for the HR personnel within
the departmental level. This is to ensure that particular operational objectives are achieved. Some of the
important personnel in the organization are shown in the figure below.

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However, to achieve some of the objectives outlined by the HR Department, there are a number of vacant
positions within the organization that require competent recruits. Such positions include:
a) Regional Manager: - this position requires one to have attained a Bachelor's or College Degree in
Administration, Business Studies, or Management. Such individual should also have at least two years
working experience in the same field. He or she must also be specialized in Retail Operations.
b) Sales Assistant: - this position requires one to have attained a Bachelor’s Degree in Accountancy. He or
she must also have an equivalent knowledge in Microsoft Office applications.
c) Branch Controller: - One must be a College Graduate. He or she must also have experience in cashiering
for a period not less than a year.
d) Cashiers: - One must be a College Graduate. He or she must also have experience in cashiering for a
period not less than a year. The person must also have a good moral character as well as proper
leadership skills.
2. Recruitment System Review
There might be changes required to be made in the Department of Human Resources with regards to the actions,
objectives, processes and policies. Such is to ensure that the organization has the ability to adapt to the external
or internal situations that may arise in the recruitment process. The table below shows the new selection and
recruitment policy.

HUMAN RESOURCE MANAGEMENT 4
Citistores Policy item for
review and analysis
Findings in researched policy of
Australian Automotives
compared to Citistores’
Recruitment and Selection
Policy
Recommended
amendments or
inclusions for Citistores’
current Recruitment and
Selection Policy, based
on research.
1. Introduction Australian Automotives is
committed to the wellbeing and
development of every employee.
Such is achieved via integrity in
business success and dealings
within the automotive industry.
The company undertakes
to comply with all current
legislation which governs
aspects of recruitment.
2. Authority It is by the virtue of this policy
that the organization maintains
appropriate standards of
recruitment. The organization also
acquires resources to conduct
recruitment and maximizing the
probability of successful
recruitment decisions.
By the virtue of this policy,
the organization has the
chance to review its
amendments regularly or
modified to show changes
within the company.
3. Review periods Every Year Twice every year
4. Roles and
responsibilities of
stakeholders
Being able to approve vacancy.
Recruitment requests must be
agreed upon by the HR
Department Manager as well as
the Employment Committee.
Managers that need to
replace or recruit an
individual should use the
Employment Requisition
Form. However, the
Employment Committee
may modify or even deny
such requests.
5. Monitoring and
compliance
Lack or availability of candidates is
a responsibility of the Human
Resources Manager to determine.
Managers need not to
make direct approaches to
employees in different
parts of the company.
6. Related legislation and
reference to the
appropriate legislation
Disability Discrimination Act 1995 Equal Opportunities Policy
Fair Employment &
Treatment (NI) Order 1998
7. Policy statements - Human Resources
Operational Plan and
Review
- Performance Action and
Personal Work Plans 2014
- Human Resources
Professional Development
Plan
- Human Resources
Individual Staff
Development Plans
- Citistores
Workforce Plan
- Citistores Strategic
Plan and Policies
8. Employee induction - A Staff Handbook - A copy of Data

HUMAN RESOURCE MANAGEMENT 5
requirements
- Copy of salary card
- A copy of Safety policy
and Health
Protection policy
- A copy of Safety
policy and Health
9. Employee probationary
period and requirements
Everything the employee is
needed to achieve in the
probationary period.
Core value details.
- Regular attendant
standards.
- Customer service
standards from the
workers.
- Issues to be
addressed and
performed.
The company undertakes to comply with all current legislation which governs aspects of recruitment
process. By the virtue of this policy, the organization has the chance to review its amendments regularly or
modified to show changes within the company.
Managers that need to replace or recruit an individual should use the Employment Requisition Form. However,
the Employment Committee may modify or even deny such requests.
3. New Selection, Recruitment, Probation and Induction Procedures
Summary:
As mentioned earlier, the organization; through the Department of Human Resources will offer support to the
entire firm to achieve specific objectives with regards to the 2015 – 2019 Strategic Plan. Through the Human
Resource Department, initiatives and actions are assigned and designed. In our case, the new procedures would
be able to help the organization achieve its operational objectives. The procedures are outlined below.
Introduction
CItistores Inc. will be committed to the wellbeing and development of every employee. Such is achieved via
integrity in business success and dealings within the automotive industry. The company will also comply with all
current legislation which governs aspects of recruitment.
Regarding authority, the organization will maintain appropriate standards of recruitment by the virtue of this
policy. The organization will also acquire resources to conduct recruitment and maximizing the probability of
successful recruitment decisions.
Stakeholder Responsibilities
The Human Resource Department manager will be required to approve job vacancies. They would also be
required to agree upon recruitment requests.
Policy statement

HUMAN RESOURCE MANAGEMENT 6
Citistores Inc. will maximize on its operations by aligning itself with the operational objectives and strategies set
by its HR Department. The Human Resource Department will be responsible for adding value through offering
expertise, advice and professional services. The department will also be required to be operationally excellent to
achieve the objectives outlined in the 2015 – 2019 Strategic Plan.
Justification accompanying requisition should include:
- The vacant position’s operational objectives
- Evaluating alternatives when it comes to filing vacant positions
- Ongoing requirements and reasons
- Expectation of cash flow
- Details of accommodation
Company Staff Assessment
The lack of or availability of candidates will be determined be the management of the Human Resources
Department as well as the Branch. There is no circumstance whereby the manager of any particular department is
required to make direct approaches to a worker.
Advertising
The vacant positions will first be internally advertised before external advertisements. However, external
advertisements will be carried out if no suitable internal candidates are recognized. The manager for the Human
Resources Department will be required to make sure that every advertisement conforms to legislative
requirements.
Procedures for Selection
Not more than eight candidates will be short listed for interviewing in a given vacant slot. A panel of three
interviewers will undertake the interviewing process. One of the three will be obligated with positioning the
reports.
Probationary periods
In case a period of probation would be applicable, the HR manager is needed to inform each and every applicant
before hiring them. The applicants need to know the maximum period length as well as the following review
process.
4. Supporting Documents
i) Approval to hire form

HUMAN RESOURCE MANAGEMENT 7
Hire Approval Form
Instructions/Hiring Information
Use this form to initiate the recruitment process for all new and existing staff. Please complete all applicable
sections of this form. Contact [Name of Contact Person or HR Director] if you need any assistance. NO OFFERS
should be made, either verbally or in written form, before all approvals on the form are completed.
Position Requested
Job Title: ________________________________
 Full Time  Part Time  Temporary  Other: ______________________
Anticipated Start Date: ____________
Position Status:
 New Position  Replacement  Reorganization
 Internal Candidates  External Candidates  Internal and External Candidates
Budget Information/Approval
Proposed Annual Compensation or Hourly Wage: ______________________
Manager Submitting Request: ______________________
Phone: ______________________ Email: ___________________________
Manager's Signature ______________________________________________
The request is  APPROVED  NOT APPROVED
Comments:
Date Submitted to Human Resources Manager: ________________________

HUMAN RESOURCE MANAGEMENT 8
ii) Job Analysis
POSITION TITLE: Regional Manager
DEPARTMENT: OPERATIONS
MANAGEMENT
GENERAL POSITION SYNOPSIS:
 To provide management qualities by being in charge of several stores in a large geographical region. With regards
to the manner in which an organization operates, the regional manager is likely to be in charge of stores in a
whole county or even multiple states.
DUTIES AND TASKS
 Be in charge of stores
 Determines operational practices in every store
 They coordinate, interview and hire store managers
 Create and maintain store budgets
 They coordinate with and also report to senior management
ESSENTIAL SKILLS, QUALIFICATIONS AND PREVIOUS EXPERIENCE:
 Bachelor's or College Degree in Administration/ Business Studies/ Management
 2 years working experience in operations management
 Specialized in Retail Operations.
DESIRED SKILLS, QUALIFICATIONS AND PREVIOUS EXPERIENCE:
 Having been able to undertake retail operations and duties
 Having been in charge of any store

ACCOUNTABLE FOR:
 Store operations
 Employee operational practices in every store
 The coordination, interviewing and hiring of store managers
 The creation and maintenance of store budgets
 The coordination with and reporting to senior management


RELATIONSHIPS WITH OTHER POSITIONS:
 Senior management
 Sales management

COMMENTS / ADDITIONAL INFORMATION:
 Such individuals are also required to possess analytical, budgeting and decision-making skills

Job Analyst: _________________________________________________________ Date:

HUMAN RESOURCE MANAGEMENT 9
_______________________
____
Director HR: _________________________________________________________
Date:
_______________________
____
iii) Personal Specification
POSITION TITLE: Regional Manager
DEPARTMENT: OPERATIONS
MANAGEMENT
REPORTS TO: EMPLOYMENT TYPE: FT / PT /
CASUAL
Senior Management Full Time
SKILLS REQUIRED: ESSENTIAL / DESIRABLE
 Leadership Decision making
 Time management Budgeting
 Analytical

QUALIFICATIONS REQUIRED: ESSENTIAL / DESIRABLE
 Bachelor's Degree in Business Administration 2 years working experience in
operations management
 2 years working experience in operations management
 Specialty in Retail Operations.

EXPERIENCE REQUIRED: ESSENTIAL / DESIRABLE
 2 years working experience in operations management 2 years working experience in
operations management
 Specialty in Retail Operations

QUALITIES / STRENGTHS REQUIRED: ESSENTIAL / DESIRABLE
 Able to manage store operations  Able to manage store operations
 Able to manage employee operational practices in every store  Able to manage employee
operational practices in every store
 Able to coordinate, interview and hire of store managers
 Able to create and maintain store budgets
 Able to coordinate with and report to senior management

ADDITIONAL INFORMATION

HUMAN RESOURCE MANAGEMENT 10
 I have been able to undertake retail operations and duties
 I have been in charge of any store

Director HR: ____________________________________________________
Date:
_______________________
____
iv) Letter of Engagement
CITISTORES INC.
Confidential and Private
George Peck
18 Street Bursville Kumquat Perth
Date:
Dear George,
Re: Letter of engagement
It is my pleasure to offer you a job in the sales assistance fulltime position in our company on the set out terms
and conditions.
Position
The date when you commence your work will be ___________
The status of your employment is fulltime.
You will be needed to operate at Perth, or elsewhere as would be directed by the employer.
Hours
Your working hours will be 20 hours every week; in addition to hours needed to have you fulfill your operations as
recommended by the employer.
Pay rate
The payment is $15.00 per hour on a weekly basis.
The remunerations are annually reviewed and are likely to be increased as per the wish of the employer.
Obligations
You will be needed to:
(a) Perform every work as thorough as possible every time.
(b) Use every endeavor to protect and promote the employer’s interests

HUMAN RESOURCE MANAGEMENT 11
Confidentiality
Through acceptance of this letter, you have agreed to the outlined terms of operation in your employment course
or thereafter.
In case of enquires on the outlined terms and conditions of work, find it upon yourself to contact Peter Smith on
2837465999.
To accept this employment offer, please remit a copy of the same letter (signed and dated) to me by (Date four
week after this letter).
Yours sincerely,
Peter Smith
Sales Director
I, George Peck have read and understood this letter. I have accepted the employment offer from Citistores Inc. on
the terms and conditions outlined in this letter.
Signed: Date: (Date 2 weeks after the original today)
Print name: George Peck
v) Unsuccessful Applicant Letter
Confidential and Private
George Peck
18 Street Bursville Kumquat Perth
Date:
Dear George,
Re: Vacancy for Sale Assistance
We would like to thank you for the application for the sales assistant position. Having given a careful
consideration to your application with regards to the criteria we have specified for this position, I regret to put it
to your attention that you are not short-listed as part of those who would attend our interviews.
On the contrary, your application form will be kept on file and contact you in case a position arises; of which we
feel you would suitably undertake.
In case you feel to talk to someone about your application, fell free to contact me at 2837465999.
Thank you for being interested to work with Citistores Inc. I wish you success in your career.
Yours sincerely,
Peter Smith
Sales Director
vi) Induction Checklist

HUMAN RESOURCE MANAGEMENT 12
Induction Checklist
Worker’s name: ................................................................................................................................................................................................
Employment start date:.................................................................................................................................................................................
Position/job........................................................................................................................................................................................................
Manager/supervisor: .....................................................................................................................................................................................
Department/Section:......................................................................................................................................................................................
Explain your business:
The structure
The type of work
List and introduce your key people and their
roles:
Manager/owner
Supervisor(s)
Co-workers
Health and safety representative(s)
Fire/emergency warden(s)
Explain their employment conditions:
Name of award or agreement (if relevant)
and award conditions
Job description and responsibilities
Leave entitlements
Notification of sick leave or absences
Out of hours enquiries and emergency
procedures
Time recording procedures
Work times and meal breaks
Explain their pay:
Pay arrangements
Rates of pay and allowances
Superannuation
Taxation and any other deductions
(including completing the required forms)
Union membership and award conditions.
Explain your work health and safety
administration:
Consultative and communication processes,
including employee health and safety
representatives
Hazard reporting, including where to find
forms
Incident /accident reporting procedures,
including where to find reporting forms
Hazards of work
Policy and procedures
Roles and responsibilities
Employee assistance program (EAP)
Workers compensation claims
Show your work health and safety
environment:
Safe work procedures (SWPs) List:
1............................................................................................................
2............................................................................................................
3............................................................................................................
4............................................................................................................
5............................................................................................................
Emergency plan, procedures, exits and fire
extinguishers
First aid facilities such as the first aid kit and
room
Information on workplace hazards and
controls

HUMAN RESOURCE MANAGEMENT 13
Explain your security:
Cash
For each worker and for their personal
belongings
Show your work environment:
Car parking
Eating facilities
Locker and change rooms
Phone calls and message collecting system
Washing and toilet facilities
Work station, tools, machinery and
equipment used for job
Procedures for the workplace buildings
Explain your training:
First aid, fire safety and emergency
procedures training
Hazard-specific training (for example,
manual handling, hazardous substances)
On the job training in safe work procedures
Job-specific training (for example, if a
license or permit is required)
Conduct a follow-up review:
Repeat any training required or provide
additional training if needed
Review work practices and procedures with
the worker
Ask and answer questions
Comments/follow up action
. ...........................................................................................................
. ...........................................................................................................
. ...........................................................................................................
. ...........................................................................................................
. ...........................................................................................................
. ...........................................................................................................
. ...........................................................................................................
. ...........................................................................................................

HUMAN RESOURCE MANAGEMENT 14
Induction Acknowledgment
Conducted by (Name): .......................................................................................................Date:................................................................
Signature: ...............................................................................................................................Date: ................................................................
Position/Job: ..........................................................................................Worker’s Signature: ................................................................
Notes:.....................................................................................................................................................................................................................
..................................................................................................................................................................................................................................
Induction review date: .........................................................................Review comments: ................................................................
Conducted by (Name): .......................................................................................................Date:................................................................
Signature: ...............................................................................................................................Date: ................................................................
Position/Job: ..........................................................................................Worker’s Signature: ................................................................
Notes:.....................................................................................................................................................................................................................
. .................................................................................................................................................................................................................................
vii) Probation Form
Name of Employee Employee Number
Support group/ School Area/Department
Grade Manager
Start Date Length of probation either 6 or 12 months
First Review Date Second Review Date either 5 or 8 months after initial
meeting

HUMAN RESOURCE MANAGEMENT 15
Further action required Review Date
In the employees attendance
satisfactory?
Total days absent from work:
……………..
YES/
NO
Is the employees timekeeping
satisfactory YES/
NO
If training was identified at induction
has it been completed? YES/
NO
Is there further training required?
YES/
NO
If objectives set at induction have
they been met? YES/
NO
Any further objectives set?
YES/
NO
Are there any other problems/issues
that have been identified? YES/
NO
Has the employees performance and
progress achieved a satisfactory
standard? YES/
NO
Any other comments

HUMAN RESOURCE MANAGEMENT 16
Task 2: Sample flyer

HUMAN RESOURCE MANAGEMENT 17

HUMAN RESOURCE MANAGEMENT 18
Part B
1. Participant Survey
EMPLOYEE ENGAGEMENT SURVEY
Assess your organization’s level of employee engagement.
Read each of the following statements and decide the degree to wish you agree using a scale of 1 to 10
where 1 and 2 indicate disagree very strongly to 9 or 10 indicating very strong agreement.
Write your score next to each statement, and then total the scores for each section:
Section 1: Relates to Fairness
1. The organization recruits and selects the right people to the right jobs
2. I receive appropriate training and development to help me do my job
Well
3. I have a personal development plan that helps me grow and develop my career
4. I have ample opportunity to develop my skills, knowledge and behaviors
5. I am given the appropriate level of authority to do a good job
6. I am satisfied with the opportunities there are to develop my career
7. The organization recognizes and develops people’s talents
Total score: Fairness_________________
Section 2: Relates to Involvement
8. My immediate line manager makes me feel my contributions are valued
9. I feel appropriately involved in decision making.

HUMAN RESOURCE MANAGEMENT 19
10. I am able to voice my views to my manager
11. My manager listens and acts on my views
Total score: Involvement______________________
Section 3: Relates to Well Being
12. My immediate line manager cares for me as a person
13. This organization makes an effective contribution to the community
14. This organization promotes equal opportunities
15. I am not over-loaded with work to do
16. I have appropriately stimulating and challenging work
17. The organization promotes the health and well-being of employees
Total score Well Being_____________________
Section 4: Information
18. Communication across the organization is effective
19. The goals of this organization are clear
20. I receive timely information to help me do my job well
21. I have trust in the leaders of this organization

HUMAN RESOURCE MANAGEMENT 20
22. I have a clear understanding of the vision of this organization
Total score: Involvement:_____________
Section 5: Indicators of the degree of engagement
23. I am proud to work for this organization
24. I would recommend this organization to others as a good place to work
25. I care about the future of this organization
Total score: Degree of engagement:_____________
2. Induction Feedback Form
Induction Evaluation and Feedback Questionnaire
Please ask your new employee to fill out the following questionnaire towards the end of their induction
programme. Managers should retain a copy and act on the comments relating to their induction
procedures.
Were you personally introduced to your new colleagues, managers and other
appropriate people during your first few days in post? YES  NO 
Name: Start date:
Work Area (School/College/Support Group/Team):

HUMAN RESOURCE MANAGEMENT 21
Comments:
Has your induction helped you understand your job, responsibilities, and performance
standards? YES  NO 
Comments:
Have appropriate policies and procedures important to your job (e.g. health and safety
regulations, work processes, annual and public holiday leave entitlements and how to
apply for annual leave, FOI/Data Protection) been shown to you and explained to you?
YES  NO 
Comments:
Have you discussed/completed an induction programme? YES  NO 
Comments:
If appropriate, have you been able to access training or courses related to your role
and/or the University? YES  NO 
If so, please list the courses you have attended as part of your induction:
Have you been able to use required systems for your role? YES  NO 
Please list any significant systems issues:
Do you feel there were any areas missing from your induction programme? YES  NO 
If so, please list:
If there was one aspect of your induction that could be improved what would it be, and how might we
improve it?
Are you aware of the Human Resources web pages for staff? YES  NO 
Have you used the Human Resources web pages for staff? YES  NO 

HUMAN RESOURCE MANAGEMENT 22
What information did you need that was not covered?
Any other comments:
Manager’s signature:
Employee’s signature:
Date:
b) Advice Email
TO: CEO CItistore Inc.
Bc:
Cc:
Subject: Advice on Employee Induction Compliance
Body
Hello Sir,
This brief email is a notification that the induction process is has been well received by the employees.
They have been properly informed on the benefits of such inductions including the chances of the
organization maximizing its operations. The workers have also been advised to align their individual
input to the operational objectives and strategies set by the HR Department.
However, it has been noticed that the employees require further education on their responsibilities
within the organization to ensure that they add more value through offering expertise, advice and
professional services.
Otherwise, it is my sincere hope that the organization will achieve its operational goals after this
induction process.
Yours Faithfully,

HUMAN RESOURCE MANAGEMENT 23
Peter Smith
Sales Director
Task 2
TO: HR Director CItistore Inc.
Bc:
Cc:
Subject: Compliant Review
Body
Hello Sir,
A compliant has just been filed concerning a part-time marketing assistant job filled without internal
advertisement. According to the information at hand, the recruited for this position is known as Gregory
Peck. The outlined resume belongs to the recruit.
R E S U M E
Gregory Peck
Name: Gregory Peck
Address: 18 Kumquat Street, Bursville, Perth
Contact details: (m) 3987 226 887
Experience: Employer: CCN & S Marketing
Position: Trainee Marketing Assistant
Period: Jan 2011 to Feb 2013
Education: School: Bursville High School
Year completed: Year 12 (2012)
Skills: - Proper verbal and communication skills
- Works well with clients
- Good team player
Interests: Kite surfing, stand-up paddle-board
References: Errol Cowell
Contact: 92765272
e: [e-mail]

HUMAN RESOURCE MANAGEMENT 24
The employee has also done his Diploma in Marketing and was on the lookout for the position.
However, according to our findings:
 Gregory Peck got an opportunity to work in the named position after an outsourced recruitment
services provider got him through. This provider was however in trial with Citistores and thus
compromised the policy of a position being internally advertised before external advertisement.
 Another issue is that there was no HR staff consulted or the head of department. Such
individuals were not also involved in the recruitment process which compromised the policy for
involving the HR Department head before such recruitment processes.
 The candidate got appointed by his uncle, Mr. Peter Smith (Marketing Director at Citistores).
This is against the policy that states that the head of the HR Department is the sole person in
charge of recruitment processes in Citistores.
The process has therefore exposed the organization to situations of nepotism, corruption and fraudulent
activities. The employee’s work contract should therefore be revoked with immediate effect and the
Marketing Director, Mr. Peter Smith be investigated as well.
Thank you.

HUMAN RESOURCE MANAGEMENT 25
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