Effective Recruitment and Selection Process

The assignment discusses the significance of administering a recruitment and selection process effectively in a company. It emphasizes the need for job descriptions, person specifications, pre-employment checks, and adherence to ethical requirements. The document also touches on effective communication with applicants through job advertisements and providing information regarding their outcomes. A comprehensive review of literature is provided, including references from various books, journals, and online sources.

BUSINESS
ADMINISTRATION

Table of Contents
INTRODUCTION...........................................................................................................................1
TASK 1............................................................................................................................................1
1.1. Different administrative requirements of internal and external recruitment........................1
1.2. Uses of a job description and a person specification...........................................................1
1.3. Administrative requirements of different methods of selection...........................................2
1.4. Requirements of different pre-employment checks to be carried out..................................3
1.5. Explain what information needs to be communicated to successful and unsuccessful
applicants at each stage of the recruitment and selection process...............................................3
1.6. Requirements of confidentiality, data protection and system security................................3
TASK 2............................................................................................................................................4
2.1. Check that the job or role details are correct and are in accordance with the brief.............4
2.2. Place job advertisements in the agreed media in accordance with the timescales...............4
2.3 .Record applicant responses within the timescale.................................................................5
2.4. Provide requested information to applicants in accordance with organisational policies
and procedures............................................................................................................................6
2.5. Adhere to organisational policies and procedures, legal and ethical requirements.............6
TASK 3............................................................................................................................................7
3.1 Invite shortlisted applicants to participate in selection process............................................7
3.2 Coordinate selection arrangements.......................................................................................8
3.3 Carry out agreed pre-employment checks within agreed timescales....................................8
3.4 Inform applicants of outcome of their application................................................................9
3.5 Keep selection records up to date..........................................................................................9
CONCLUSION..............................................................................................................................10
REFERENCES..............................................................................................................................11

INTRODUCTION
Business Administration is the procedure which covers all the aspect related to
management of an enterprise. It undertakes management of each resource required by the
company to run its operations smoothly (Baum and Kabst, 2014). The following report is based
on administration of recruitment and selection process in Morrisons, which is one of the largest
supermarket chains in the United Kingdom. It covers procedures related to recruitment and
selection required by the company to hire skilled talent.
TASK 1
1.1. Different administrative requirements of internal and external recruitment
Internal Recruitment refers to the process of filling up job vacancies from within
organisation's existing workforce. On the other hand, external recruitment refers to the process of
filling up vacancies through a suitable individual outside the organisation. There are various
requirements for each of these processes in Morrisons which are mentioned below: Internal Recruitment: It requires advertisements for vacancies spread within the
organisation via company's intranet and internal notice board. It also requires distribution
of application packs via e-mail or post, record keeping of responses from various
potential employees. Internal recruitment also requires the company to provide effective
support to various potential candidates by collation of their applications and giving them
effective and timely feedback.
 External Recruitment: More or less the requirements for these recruitments are the same.
However, it requires advertisement through other forms of media to reach wider audience
such as social media portals and newspapers. It also needs the company to effectively
form a liaison with other parties and recruitment agencies in relation to the job vacancies.
This recruitment also needs effective record keeping of candidates, collation of their
applications and providing them timely and effective feedback (Bell, Bryman and Harley,
2018).
1.2. Uses of a job description and a person specification
A Job Description is a document which effectively and accurately describes the tasks,
other duties and responsibilities and other requirements of a job position. Person Specification,
on the other hand, refers to the document which effectively provide skills and competencies
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required by the job candidates to appropriately and systematically accomplish activities of the
position offered by the company. Various uses of both of these documents are mentioned below:
Job Description:
 It offers effective detail to the candidates in relation with what is required of them which
gives them a clear idea of whether they could be potential candidate or not (Brewster and
Hegewisch, 2017). On the other hand, it also provides them inside as to if the job role is
appropriate as per their desires. It could allow Morrisons to set standardized and effective compensation programs with
consideration to maximums and minimums for each position.
Person Specification:
 It allows companies as well as the individuals to make the interview process more
streamlined and refined as the interviewers could gain an effective insight on the job
candidate's personality and experience.
 Person Specifications would allow the customers to effectively assess themselves before
setting out to apply for their desired job roles. Such analysis would allow them to gather
requirements fulfilled by them as per the role.
1.3. Administrative requirements of different methods of selection
Selection is the process of choosing the most appropriate individual out of all the
recruited candidates. It is the most important procedure followed by a firm to ensure hiring the
most appropriate and competent individuals for the specific job roles. In Morrisons, there are
various administrative requirements of different methods of selection which are mentioned
below: Interviews: It requires differentiating clients based on their suitability, preparation and
drafting of interview questions, setting up interview timings with the candidates and
providing them suitable information via E-mails and phone calls for the same.
 Aptitude Tests: These tests are based on judging applicants on the basis of their aptitude
and attitude. It would require Morrisons to structure and revise questions on the basis of
which would set effective standard to judge the competence of applicants effectively.
Also it would require providing feedbacks to the applicants who fail to create an
impression on the firm (Burton, 2015).
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1.4. Requirements of different pre-employment checks to be carried out
Pre-employment checks are an integral aspect of the recruiting and selection process
which enables the firm to mitigate the risk of hiring an individual who might impose several
business difficulties. There are various requirements for pre-employment checks to be effectively
carried out in Morrisons (RIGHT TO WORK IN THE UK, 2019). These requirements as per
Morrisons policies are mentioned below:
 The company's pre-employment checks require references from past employments and
character references.
 The firm considers applicants from all over the world. However, it requires applicants to
produce right to work in the UK which requires certain official documents such as
Passports, Biometric Immigration Documents, certificate of registration, etc.
1.5. Explain what information needs to be communicated to successful and unsuccessful
applicants at each stage of the recruitment and selection process
At various stages of recruitment and selection process, it is required for the firm to
effectively communicate each applicant whether unsuccessful or not (Caplow, 2017). However,
the information which is communicated to each type of applicant differs as per the process.
These information are mentioned below: Successful Applicants: The content which is communicated to these personnels consists
of information regarding interview timings, the decisions took by interview panel and its
feedback. Another sort of information which would be communicated to these applicants
would be their potential start dates, information regarding their salaries and various
pension agreements and their contract as well as letter of employment.
 Unsuccessful Applicants: Information communicated to these employees would be
feedback from the company as to why these employees were not shortlisted for selection
and certain information about what did the applicant deliver and what was expected of
them.
1.6. Requirements of confidentiality, data protection and system security
To enhance the effectiveness of the recruitment and selection procedure, it is imperative
that companies appropriately sort out and store applicant information in a confidential, protected
and secure manner. Information companies have on each employee is quite important and mus
be protected under any circumstance to ensure the effectiveness of applicant information. There
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are various requirements of confidentiality, data protection and system security within Morrisons
which are discussed below:
 Applicant information must be stored securely in the host computers which are password
protected.
 Effective security systems are also required to be installed which would ensure the
protection of applicant information (Kavanagh and Johnson, 2017).
 Sharing of information about applicants must be internally. If external sharing is quite
necessary, the contents must be shared after prior consideration with the applicant
themselves and as per proper authorisation.
 Information must also be protected physically. It is also required by the firm to keep hard
copies of each applicant's information in a confidential and secure space while employing
effective physical techniques like lockers, security cameras, alarm systems, etc.
TASK 2
2.1. Check that the job or role details are correct and are in accordance with the brief
For an organisation which is planning to recruit various potential individuals for their
company, it is imperative that a detailed analysis be performed on the job and role details before
communicating it to the people. The reason for such analysis and checking is that the role details
must align with the job vacancy to effectively enhance the way responses are gathered by these
applicants. Without proper checking would induce confusion, ambiguity and ineffectiveness on
the company's part which would limit the chances of the firm getting competent respondents. For
instance, if the firm plans to advertise the job role of Marketing Manager, the job title, as well as
the roles and responsibilities must be effectively aligned and in accordance with the brief to cater
positive and effective responses (Klingner and et. al., 2015).
2.2. Place job advertisements in the agreed media in accordance with the timescales
Any organisation, to gather maximum number of potential applicants, is required to
prepare and communicate the vacancy and providing required information through job
advertisement. It is imperative that effective media be used to provide this information. For
Morrisons, the most appropriate type of media would be newspapers and below is the sample job
advertisement by the firm.
MORRISON'S JOB ADVERTISEMENT
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ABOUT US:
Wm Morrisons Supermarkets PLC is a United Kingdom company operating retail super
stores within the country. It's a prestigious organisation which is currently looking for a
Marketing Manager who would market the operations and offerings of the company to the
people of the UK.
REQUIRED POST:
MARKETING MANAGER
JOB RESPONSIBILITIES:
 Conduct thorough market analysis and determine the factors and control the production
likewise.
 Product planning, Price fixations and Sales forecasting.
 Ensure the effectiveness of Marketing team and lead them to success.
 Provision of after sales services to customers.
JOB REQUIREMENTS:
 Must have a masters degree in MBA (Marketing and Finance).
 Must have at least 5 years of experience working under a marketing manager.
 Must have strong communication skills.
 Must have knowledge about current market trends and various multimedia platforms.
Potential candidates can apply via E-mail at [e-mail] or could call at [phone] for
further recruitment processes till 9th February, 2019.
2.3 .Record applicant responses within the timescale
After companies provide job advertisements with help of the most suitable type of media,
it requires to record the responses they receive along with the timescale (Marsden, 2017). It is an
effective practice which enables company to keep a record of the individuals along with the
information provided by them. In addition, within the given time frame, effective record-keeping
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would allow the firm to provide any sort of requested information in relation with the company.
This would facilitate a series of conversation before actual recruitment processes actually
commence. In addition, record-keeping would effectively assist the firm in separating valuable
information about the applicants which would allow firms like Morrisons to develop strategies as
per the information received. Timescale associated with the responses would enable company to
segregate the applicants in a chronological order (McGregor, 2018).
2.4. Provide requested information to applicants in accordance with organisational policies and
procedures
Communication is an essential aspect of recruitment and selection process. It is essential
that information must be provided to the applicants as per the set organisational policies and
procedures. According to policies and procedures at Morrisons, any person who requires
information regarding the company must be given authentic and reliable information (Perry and
Christensen, 2015).
There are various information which is required by the applicants which are mentioned
below:
 Current progress of the organisation.
 Employee reviews about the company.
 Further insight on the expectations of the firm regarding the vacant job role.
 The date and procedure for selection.
It is crucial for a firm to communicate the applicants regarding their requested
information to enhance company's familiarity with the applicants. It would be fruitful as well as
quite effective in company's context as it would increase the confidence of applicants so that they
could perform more effectively during selection process.
2.5. Adhere to organisational policies and procedures, legal and ethical requirements
It is essential for an organisation to adhere to various policies, procedures and legal
requirements to conduct ethical recruitment and selection procedure. In addition to this,
complying with these requirements effectively would help the firm in carrying effective
procedure as per the pre-set standards of the company (Sanghi, 2016).
The policies and procedures of Morrisons regarding the same consists that the processes
for recruitment and selection must be fair and complete in all aspects which allow effective and
unbiased judgements of applicants. In addition, effective record-keeping of the applicants
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regarding the same must be thorough to provide them effective feedbacks in future (Setälä,
2014).
The various ethical and requirements of the company regarding recruitment and selection
processes are as follows: Anti-Discrimination Act: This act governs the right of individuals which protects them
from any sort of discrimination. This requires Morrisons to consider each applicant
regardless their race, sex, religion, beliefs, etc. In addition to this, it governs the right of
applicants to be judged fairly on the basis of their performance.
 Data Protection Act: This act ensures the confidentiality and protection of information of
applicants from any sort of misuse. This act requires the firm to protect applicant data in
the best manner possible and utilise it as per the consent and awareness of applicant.
Thus, it is crucial that the company considers this requirement and comply with the legal
standards of recruitment and selection process.
TASK 3
3.1 Invite shortlisted applicants to participate in selection process
It is needful to render the invitation to shortlisted applicants for proceed selection
process. The applicants are selected and are being called for further selection rounds. On the
basis of presented advertisement regarding the jobs for the position of sales manager, a Human
resource manager calls several candidates for participating in procedure of selection. Informal
and formal ways basically adapted by HR of the organisation like Morrison for inviting potential
candidates. Some of ways are described underneath: Sending messages: In some situation, when the applicants are unable to give replies to
emails, Then HR manager of the organisation like Morrisons, use to send text messages
to selected applicants. With this message the HR inform the selected candidates for
further interview rounds and about venue and timings (Smith, 2015).
 Phone calls: It is also manner used by the HR to inform the selected applicants regarding
further rounds of selection process. With the help of this, HR manager directly talks with
candidates and inform them about details and venue of interview.
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 Emails- All job applicants offer letters via email are acceptable. The HR manager of the
organisation like Morrisons, can inform to the applicants regarding their interviews
results with the help of E-mail. They can mention date, time and venue in e-mail.
3.2 Coordinate selection arrangements
The coordination selection arrangements must be in perfect form, the organisation like
Morrisons must call all selected candidates and execute their interviews in a formal manner and
must inform them outcome after each round. In association with the vacant position of sales
manager, several process may be executed that comprises with the executing face to face
interviews. This would be beneficiary for each and every organization for selecting a right
person for right job at right time. Organizations may also recruit applicants for short term era of
time for the purpose of evaluating them, as for identifying that either they are capable of meeting
requirements of any specific organization or not, after evaluating they can give confirmation
letter to appropriate candidates and bring innovative in the organisation (Taylor, Doherty and
McGraw, 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 every company. Some of these checks are briefly evaluated below:
Personalities Tests Medical Tests Police 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
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
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
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selected. capabilities. 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 the interview selection procedure, HR manager recruits appropriate applicants as
accordance with the job requirements. After recruiting individual applicants, the prior
responsibility of HR manager is to communicate with candidates regarding their selection who
have been selected. Such information may be communicated with the help of several modes like
phone calling, text messages or e-mails. Selected applicants are rendered the whole info
regarding their designation and regarding their rights, responsibilities and duties. This procedure
may be done with the help of delivering e-mails about their selections. such e-mails also pertain
offer letter of each selected applicants along with the information associated with the salary and
workplace. Informational data regarding leave policies and other organisational policies and
structures of reporting are also described in the offer letter. It renders information to the applicant
regarding the organization and also regarding their workplace culture of the organisations like
Morrisons. The applicants are needed to accept and punctually sign the offer letter only if they
are interested and willing to work in that organisation and send a copy of it back to HR manager
for relevant business concern.
3.5 Keep selection records up to date
Selection records pertain all informational data regarding the applicants from their date of
joining. Although, such records are prepared in order to maintain systematic record of each and
every employees in a right place. In some organisations like Morrisons, it is termed as the legal
obligatory task of maintaining records of all employees and in case, if managers fails to maintain
it, then they may be punished under new GDPR regulations. Furthermore, it would be helpful for
employees in order to gain valuable opportunities as it mentions records right from training and
development to judgement of employee. Without the systematic and accrual records it is very
critical to manage and control the performances and productivities of employees and
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organisation as it is essential for making the employees performance appraisal. Although,
maintenance of such records on accrual basis properly would also beneficial in solving and
reducing performance influential conflicts or disputes between employer as well as employees
(Wilton, 2016). It is also helpful in making increment in morale of employees and help in
encouraging them to accomplish targets and objectives of organisation effectively and
efficiently.
CONCLUSION
Thus, it is concluded that it is crucial for a company to administer their recruitment and
selection process effectively to hire applicants that are fit and appropriate as per the company
standards. Job descriptions and person specifications are required to be effectively utilised and
defined within a firm along with pre-employment checks and fulfilment of requirements of
confidentiality. It is also required by companies to communicate with the applicants through
effective job advertisements describing the roles and requirements for the same. In addition, it is
also required for the firm to effectively adhere to ethical requirements of the procedure. Lastly,
the selection procedure must be accomplished effectively and information must be provided to
applicants regarding their outcomes.
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REFERENCES
Books and Journals
Baum, M. and Kabst, R., 2014. The effectiveness of recruitment advertisements and recruitment
websites: Indirect and interactive effects on applicant attraction. Human Resource
Management.53(3). pp.353-378.
Bell, E., Bryman, A. and Harley, B., 2018. Business research methods. Oxford university press.
Brewster, C. and Hegewisch, A. eds., 2017. Policy and practice in European human resource
management: The Price Waterhouse Cranfield survey. Taylor & Francis.
Burton, L.J., 2015. Underrepresentation of women in sport leadership: A review of research.
Sport Management Review.18(2). pp.155-165.
Caplow, T., 2017. The academic marketplace. Routledge.
Kavanagh, M.J. and Johnson, R.D. Eds., 2017. Human resource information systems: Basics,
applications, and future directions. Sage Publications.
Klingner and et. al., 2015. Public personnel management. Routledge.
Marsden, P.V., 2017. Interpersonal ties, social capital, and employer staffing practices. In Social
capital (pp. 105-125). Routledge.
McGregor, E.B., 2018. Social equity and the public service. In Diversity And Affirmative Action
In Public Service (pp. 23-37). Routledge.
Perry, J.L. and Christensen, R.K., 2015. Handbook of public administration. John Wiley & Sons.
Sanghi, S., 2016. The handbook of competency mapping: understanding, designing and
implementing competency models in organizations. SAGE Publications India.
Setälä, M., 2014. Deliberative mini-publics: Involving citizens in the democratic process. ECPR
Press.
Smith, P.H., 2015. Labyrinths of power: political recruitment in twentieth-century Mexico.
Princeton University Press.
Taylor, T., Doherty, A. and McGraw, P., 2015. Managing people in sport organizations: A
strategic human resource management perspective. Routledge.
Wilton, N., 2016. An introduction to human resource management. Sage.
Online
RIGHT TO WORK IN THE UK. 2019. [Online] Available Through:
<https://www.morrisons.jobs/right-to-work>
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