Human Resource Management Practices

This assignment delves into human resource management practices, focusing specifically on recruitment and selection. It outlines the process from identifying a need for a position to onboarding the successful candidate. A workflow diagram visualizes the various stages involved, highlighting key actors and timelines. The assignment also discusses supplementary selection methods like social media, teleconferencing, and online job boards.

Manage recruitment selection and induction processes
Institutional Affiliation
Name
Date

TASK ONE: NEW STAFF INDUCTION POLICY AND PROCEDURE
NEW STAFF INDUCTION PROGRAMME
The new staff induction process lists activities to be covered from the first day to the end of the
probation period.
Policy and Procedure Headlines Details
Purpose This policy outlines the induction process that all new
employees joining The great University must participate in
before commencement of their employment.
Application of Policy This policy will be applied to new employees across all
departments
Role and responsibilities The director Human resource management will appoint a
line manager to carry out the recruitment process a week
before employee’s first day of work
Introduction to the university and
area of work
 The Objectives ,Mission and Vision, of the area of work
and the university
 Familiarization with University offices , Library,
Catering facilities and Institutional Bank
 Familiarization of how the area of work is aligned with
the organization mission and objectives
Introduction to other University  Introduction to the University Chart

employees  Visiting main Contacts within the work area
 Familiarization with the general staff roles and
responsibilities
Introduction to other departmental
teams within the university
 Familiarization with the roles and responsibilities played
by other departmental teams
 Familiarization with how other teams fit within the
University’s overall mission
 Familiarization with how other departments fit into the
university
Employment terms and conditions  Familiarization with all the necessary information on
terms and conditions of employment for new employees
Introduction to required standards
of performance
 Familiarization with the description of the role
 Familiarization with role expectations, objectives and
goals
 Familiarization with the applicable performance review
and employee development processes
Introduction to organization
Culture
 Familiarization with working hours, leave procedure,
appropriate dressing code, meals arrangement and
overtime working hrs.
 Familiarization with the usage of the University’s email,
internet, packing spaces etc
Introduction to Office Systems  Familiarization with the process of using office

equipment
 Familiarization with the usage of various job related
software and computer security
Introduction to employee job
training and development
 Reviewing of specific needs related to the employee’s
role to facilitate planning of the appropriate training as
per the employee’s duties
 Familiarization with the use of performance appraisals in
determining development needs related to the task
 Familiarization with the for training and development
opportunities available for employees of the University
 Familiarization with the use of personal development
training tools
Introduction to Employee Health
and Safety
 Familiarization with the university first aid and fire
training arrangements ,Usage of VDU, Fire alarms and
exits etc
Induction Program Monitoring
and Evaluation
 The Induction program will be monitored and reviewed
 Regular meetings will be held to facilitate necessary
adjustments
Probation  The University’s probation policy will be used

Non attendance Failure to attend the induction process will result to
automatic disqualification
Relevant legislation WHS ACT
Related policies, Procedures and
Documents
Induction Checklists
TASK TWO: WHS INDUCTION CHECKLIST TO BE USED ON THE FIRST DAY OF
WORK FOR THE NEW EMPLOYEE
WHS Checklist for Induction for New Staff at the University of Great Australia
Name of Employee
Title Position
FAN Payroll No
Work phone No Room No
Start Date Completion
date
Name of Supervisor
This check list is aimed at providing new employees and their supervisors on the WHS activities
to be undertaken in the first day of the induction process.
The checklist notes the mandatory activities and provides room for inclusion of additional
activities for the new employee if need be

WHS Induction Activities–First Day Indicate when
Completed
Introduction to the work environment and risks associated with the position
Explain about specific WHS Procedures relating to Emergency and evacuation
Explain requirements for compliance with the University WHS procedures
Explain about specific WHS Procedures relating to Injury and fist aid
Show all fire exits and fire assembly points to the new employee
Explain about specific WHS Procedures relating to ergonomics and work
station
Explain about specific WHS Procedures relating to work environment
Provide Contact information for University’s first aid officers
Explain the appropriate methods for responding to job related hazards and
accidents
Explain the University employee’s WHS responsibilities
Explain the University’s procedure for dealing with risks
Explain about specific WHS Procedures relating to hazard and accident
reporting

Identify WHS training needs of New employee
Introduction to risks associated with workplace machinery and equipment
Listing of specific WHS training relevant to the position
All First day WHS Induction activities have been successfully completed as per the checklist
Signed: (New employee)
Signed: (Supervisor)
TASK THREE: TECHNOLOGY REVIEW
There are several technological options that the university can use to satisfy in recruitment and
selection needs
Social media Sites
The University can make use of social media to satisfy its recruitment and selection needs. The
most common social media sites that the University can use are Twitter, Facebook, and
LinkedIn. Social media can facilitate recruitment of candidates with the requisite skills by
enabling the University to announce job openings and attract potential candidates (Aswathappa
& Dash, 2008).

Advantages
Increases job visibility to the huge number of social media users. For example, Facebook has
over 2 Billion users
Improved quality of hire by allowing targeting based on Employment history, interests and skill s
as well as by peer group and employee demographics
Minimized cost. Compared to other recruitment strategies, social media is relatively cheaper
Allows employers to engage with potential candidates and establish their suitability for the
vacant positions (Bratton, 2012).
Disadvantages
The number of responses from a job posted on social can be overwhelming at times with many
of those responses coming from unqualified and uninterested parties
Since sites such as Facebook and Twitter are mostly used for chatting with friends and families,
recruiters are required to work on improving the visibility of their job postings
Challenges in contacting candidates. With social media, it can be difficult to contact candidates
at times. For example, it is not possible for a recruiter to send a private message to a potential
recruit who is not a connection on LinkedIn and who has not followed them on Twitter
(Nieto,2014).
Minimizing information. Some sites like Twitter only allow users to post 140 characters which
would not be adequate to cover an entire job description including the requisite skills, education
and roles, and responsibilities.
Internet Job Boards

Internet Job boards are recruitment tools which provide an opportunity for potential employees
to meet potential employers and vice versa. They make it possible for job seekers to post their
resumes online so that they can be reviewed by potential employers to ascertain their suitability
for various positions. Some of the widely used internet job boards are monster, indeed.com,
Career Builder and Dice (Khanka, 2015).
Advantages
The main advantage of Internet Job Boards is that they avail a variety of options to choose from
for both employers and job seekers
There are no chances of an employee’s CV being lost
Enables employers to get in touch with potential employees at any time that they have a vacancy
Disadvantages
Receiving of unwanted postings. The moment a job seeker posts their CV on a job board, the
possibility of their inboxes being filled with junk mails become a reality
It does not allow recruiters to put filters on where their job postings can be viewed so candidates
even from unwanted regions can view job postings (Nieto,2014).
Teleconferencing and video conferencing
This occurs where the selection committee engages the potential candidate via conference
telephone call or video call
Advantages

The method is cost effective as it does not involve any travel expenses for either the recruiter or
the candidate
It also offers the benefit of face to face communication between the applicant and selection team
Disadvantages
It might be challenging to identify non verbal cues which are important in job interviews
Differences in time between different zones may cause communication challenges between the
recruitment team and the candidate.
Interactive voice response technology
IVR technology is a technology that facilitates interaction of the recruiter and candidates via a
telephone, voice recognition devices or a computer
Advantages
It is cost effective when screening a large pool of job applicants
It is affordable for most applicants because large percentage of the population have phones
Disadvantages
It might be challenging to follow lengthy instructions via telephone calls
It does not present the objectiveness available in face to face communication.
ASSESSMENT ACTIVITY 2 – RECRUIT AND SELECT STAFF
TASK 1: POSITION DESCRIPTION

JOB TITLE: EXECUTIVE ADMINISTRATOR
Position Summary
The University of Great Australia is seeking to recruit a highly motivated Office Administrator
to join our fast growing institution. The Administrator will be responsible for providing
administrative support and managing various administrative tasks such as greeting and directing
visitors, Mentoring office assistants responding to emails and answering calls, bookkeeping and
coordinating office activities .He or she will also be responsible for facilitating smooth operation
of the University’s offices and ensuring sustainable growth. Successful candidates will be those
who possess outstanding written and verbal communication skills, a positive attitude, able to
multitask, work under minimal supervision, able to pay attention to details and of a friendly
character.
Duties and responsibilities
 Coordinating University’s activities and operations, ensure institutional efficiency and
compliance with University’s policies
 Offer assistance to other employees when necessary
 Respond to phone calls, emails and letters
 Regularly Submit reports to the University’s management and make proposals as
instructed
 Create and update University’s databases and records with the relevant data
 Coordinate travel arrangements, manage agendas and appointments for the University’s
management

 Act as the supervisor for the Administrative members of staff and assign responsibilities
and maintain high performance levels.
 Place orders for various offices when necessary and support bookkeeping and budgeting
procedures
 Assist in preparation of departmental budgets
 Maintain and monitor equipment for various offices within the University and monitor
office operations.
 Attend to office conflicts and enquiries
Office Administrator Requirements and Qualifications
 A PHD in Business Administration, Business management or any other related field
 10 years working experience in a similar position or a related field
 Desirable Verbal and written communication skills
 Ability to multitask and work effectively in a demanding environment
 Proficiency in Computer Applications(Excel, MS Office and PowerPoint)
 Professional Certification in Office management will be an added advantage.
 Detail oriented and ability to work with high levels of accuracy
 Ability to multitask and meet irregular deadlines
Salary
Expected Starting salary for the position will be $80,000 to $85000
The salary can rise to $87000 to $90000 with experience and increase in responsibilities
Other terms and Conditions

Successful candidate for the position will be expected to work from 8 am to 6 pm for 35 to 40
Hrs every week. Overtime arrangements will also be made depending on prevailing
circumstances. The work will be mostly office based and majorly supportive
TASK 2: INTERVIEW AND PANEL DECISION
Interview Invitation
To: [e-mail]
Subject: Invitation for a Job interview
Dear John,
Following your successful application for the position of Executive Administrator, I would like
to invite you for an interview on November 28 at our office in the great Hall, Room 203 at 10
am.
The Interview will last for about 30 minutes and will be carried out by Peter Williamson, the
Director human resources. You are required to come with three referees and academic
credentials and any other materials relevant for the position.
In case the time and date stated for the interview is not convenient for you please contact me in
advance via my phone [phone] or email, [e-mail] for arrangement of
another appointment.
Looking forward to seeing you,

Best regards,
Peter Williamson
Director of Human Resources
Shortlisted Interview Questions and Responses
Q1. In this University, all employees are encouraged to embrace team work and view
themselves as a team focused on achieving similar goals. How would you feel supervising
multiple employees, across departments?
Answer: I am an individual who greatly enjoys working with diverse teams. In the years that I
have worked as an administrator, one of my successes has been ability to facilitate team based
communication and improve the productivity of the various teams that I have worked with. My
ability to effectively work with teams has enabled me to assign tasks to various team members
with ease which has led to completion of tasks in time.
Q2: Which strength do you consider to be your greatest and how will it be of relevance to
this position?
Answer. One of my greatest strengths is my ability to work effectively with diverse teams. My
profound communication and team work skills have made me an efficient Administrator over the
years in various organizations that I have worked for. Because this position is majorly centered

on team work in believe that my interpersonal, written and verbal communication skills will
make me the most suitable candidate for the position.
Q3. How would you manage work related stress and pressure?
Answer .Over the years in my career I have not had any problems with handling stress and
pressure. I have been able to maintain this by ensuring that I focus on the task at hand and
complete it before embarking on another. I would therefore manage work related stress and
pressure by listing my responsibilities in the order of the most important to the least important
and completing one at a time until all tasks are4 completed.
Q4. What is your greatest weakness?
Answer: My greatest weakness is that sometimes I become very impatient with employees who
are not able to complete tasks assigned to them in time. I have however been able to overcome
this in my career by establishing strict and clear deadlines for all tasks followed by reminders
before the deadline
Q5: Would you be available to work extra hours if needed?
Answer: I derive my greatest joy in ensuring that all tasks whether planned for or coming
abruptly are completed without any postponement, I would therefore do anything to ensure any
particular day’s work is completed including working for extra hours.

Individual Interview Questions
Q1. Which are some of the administrative Roles that you carried out in your previous role?
Q2. Which software programs do you use frequently?
Q3: Would you be available to work extra hours if needed?
Q4. Which goals did you set in your former position and how did you achieve them?
Q5. What makes you the best candidate for this position?
Q6. What is your expected working schedule?
Q7. Which strength do you consider to be your greatest and how will it be of relevance to this
position?
Q8. What is your greatest weakness?
Q9. How would you manage work related stress and pressure?
Q10. How would you feel supervising multiple employees, across departments?
Q11. How would you manage work related stress and pressure?

TASK 3 – OFFER AND APPOINTMENT
Dear Mr Louis
Due to the successful engagement that we had on the 28th Day of November 2017, we are
delighted to offer you the position of Executive Administrator of the University of Great
Australia a position which you will serve at the pleasure of the top management.
As the Executive Administrator for the University your annual salary will be $81,900, for
fulltime Employment. This amount includes 17% superannuation. Your starting level will be
level 5 which is subject to improvement with time and experience. Your required working hours
will be 35 hrs per week or 70 hrs per fortnight excluding weekends. The appointment will
become effective on 1st January 2018 with 6 months probation.
Employee benefits associated with the position include Onsite gym, UGA Optometrist clinic,
Dental Insurance, Medical Insurance, Parking, Retirement plan and Childcare. The HR
representative will provide the employee Benefits booklet.
You will have a single annual leave during the Christmas/New Year eave a period which the
university remains nonoperational unless in the case of critical services. Further details will be
communicated by the Human Resource Representative.
The University reserves a right to transfer you to a different position which is within the scope of
the employment and consistent with the employment contract. The Employment will include a
compulsory UGA online Orientation before actual commencement. The conditions of
employment will be enclosed in the UGA Enterprise Agreement 2013-2016. You will be
required to bring your bank details, a passport and tax file number.

This offer is valid for a period of one week from the day of issue.
If you find that this offer is acceptable please sign a copy of the letter and hand it over to me and
keep the other copy for your future reference.
Looking forward to your acceptance of this offer
Yours sincerely
Peter Williamson
Director of Human Resources
I accept the offer, as outlined in this letter.
ASSESSMENT ACTIVITY 3 – TRAINING AND INDUCTION
WORK-FLOW DIAGRAM
Hiring Manager Director of HRD Timelines
Identification of need for
recruitment and assessment of
the job requirements
Discussing with the
University’s management to
obtain formal approval

Create a role analysis, job
description and person
specification for the position
Evaluate role analysis and
confirm the requisite grade
Within 7 working Days
Organizing short listing and
appointing Panel
Producing position
advertisement and entailing
recruitment timelines , short
listing and interview dates
Sending electronic copies of
job description, person
specification and advert to the
Human Resource Division
Short listing successful
candidates in line with the
University’s recruitment and
selection guidelines
Reminding recruitment and
selection panel to commence
short listing in writing upon
close of applications

Conducting Interview and
selection for the shortlisted
candidates
Minimum 14 working day
after receiving short listing
notification
Making an offer to the
successful candidate
Providing a contract of
employment and sending 2
copies to the successful
candidate and a copy to the
recruitment manager
Minimum two days after
receiving all required
documentations
Informing the Unsucessful
Candidates
Maximum two weeks after the
interview process
Planning Induction
Arrangements
Assessment for occupational
health and fitness to work
Providing feedback on process
discussion on the
supplementary selection
methods:
-Social media Sites
-Teleconferencing and video
Conferencing
-Interactive Voice response
technology
-Internet Job Boards

Reference List
Aswathappa, K., & Dash, S. (2008). International human resource management: text and cases.
New Delhi, Tata McGraw-Hill Pub.
Bratton, J. (2012). Human Resource Management. Palgrave Macmillan.
http://www.myilibrary.com?id=976657.
Khanka, S. S. (2015). Human resource management: Text and cases. New Delhi, S Chand.