Managing People: Job Documentation, Recruitment Plan, and Induction Plan

This article provides a comprehensive guide on managing people, including job documentation, recruitment plan, and induction plan. It covers topics such as job description, person specification, job advert, recruitment plan, and a three-month induction plan. Suitable for HRM candidates and professionals.

MANAGING PEOPLE

Table of Contents
PART 1: JOB DOCUMENTATION...............................................................................................3
1. Job description and person specification............................................................................3
2. Job advert............................................................................................................................3
3. Recruitment plan................................................................................................................4
4. Three months induction plan..............................................................................................4
PART 2: RATIONALE:..................................................................................................................5
REFERENCES..............................................................................................................................10

PART 1: JOB DOCUMENTATION
1. Job description and person specification
Job description:
Key roles and responsibilities:
 Assisting HR and people development manager with general HR matters.
 Managing and maintaining personnel files and other employee relations.
 Conducting induction programmes for new employees.
 Administration and co-ordination to recruitment process of IOM travel.
 Developing and managing all employee-related programmes of IOM. Administration of internal training programmes for personal and professional
development of employees.
Person Specification:
Experience:
 Minimum three years of experience in the HR environment.
 Experience of supporting employees from different departments.
 Experience of recruitment of employees and retention.
 Experience of safeguarding protocols will be recommendable.
Educational qualifications:
 Qualified to degree level in HRM.
 Understanding of practical knowledge of best employer practices.
 Reliable IT skills
 Effective communication and presentation skills
Competencies:
 Effective planning and controlling
 Managing relationships
 Team working calibre with personal impact
 Effective interpersonal skills
2. Job advert
Career Opportunity for HRM candidates:

A leading travel organisation in United Kingdom, IOM is looking for deserving
candidates who can manage people of the organisation. The entity is fast growing company in
the sector and to attain its goals, IOM travel is seeking for an extremely organised, enthusiastic
and diplomatic individual. Interested candidates having the mentioned requirements for the post
of HR officer can send their resume on the official mail ID of company headquarter.
Applications are allowed for consideration if sent before 1st January, 2018.
3. Recruitment plan
In order to recruit the most suitable and deserving candidate for the post, the following
plan will be followed:
 Working with hiring managers
 Creating job descriptions
 Development of search plan
 Approval to candidates
 Confirmation of advert
 Appoint chair of selection panel
 Applications review
 Revert back to suitable candidates
 Short-listing candidates by technical interviews
 Pre-employment checks
 Job offers
 Appointment paperwork
 Contract of employment
 Induction
4. Three months induction plan
In order to make employees working effectively for the firm, it is essential to conduct
induction activities to make them aware of the organisational condition. For the HR office job
presented by IOM, a three months induction plan is as follows:
1st month  Welcoming and showing history of
IOM travels

 Delegates introduction
 Showing all departments of company
 Developing communication with other
employees
 Interaction with higher level authority
through meetings and discussions
 Managing simpler employees’ data like
attendance record, etc.
2nd month  Conducting presentation sessions to be
hosted by the new joining for the
colleagues.
 Hosting different activities to improve
their communication with the
employees.
 Managing data of employees such as
salary, other queries, etc.
3rd month  Managing complete record and other
things such as compliance with
employment laws, etc.
 Make them hosting the similar
activities.
 Administration of employee relation.
 Planning and controlling of different
activities of IOM travel.
PART 2: RATIONALE:
A job documentation covers different sections such as job description, person
specifications, job advertisements, a complete recruitment plan and an induction plan. All these
activities play a crucial role in the hiring new employees for the organisation. These tasks show

the right direction to move in for recruiting a deserving candidate for the firm. In this order, in
the present case of organisation IOM travel, there is a requirement for an extremely organised,
enthusiastic and diplomatic individual for the job opening of HR officer. Above prepared is a
complete job documentation that will be taken assistance in this hiring process. Every single step
of this certification is major in the recruitment process. There is a rationale behind conducting
these individual operations (Massey and Campbell, 2013). Further, a great assistance will be
rendered by these activities in the effective recruitment and induction of the new employees.
Job specification is a written statement that will assist in setting the minimum
qualifications and skills that are to be entailed in the candidates to apply for the job. This
specification can be further categorised into key roles and responsibilities that are needed for the
present job opening (Witter and et. al., 2016). This will cover the functions that will have to be
played by the HR officer. The settled abilities such as management of employees, developing
training programs, etc. will assist in the effective functioning of the IOM. From this, people who
are applying for the job can see what they will have to perform at the organisation and they can
self-judge themselves for the suitability of the HR officer's post. Further, the requirement asking
for the degree in the relevant sector will limit the employees sending request from the varied
educational background. The things that will be learned by the candidates at the time of taking
degree in HRM will assist in amplifying the practical operations taken by them as a HR officer
(Perera, Sardeshmukh and Kulik, 2015).
This section further covers the person specification involving their experience,
educational background and key competencies. This part involves the minimum requirements
related to the mentioned contexts to apply for the post of HR officer at IOM organisation. The
settling of requirement for minimum three years of experience in the HR environment will help
in adding a fruitful and experienced candidate at the firm. This will reduce the cost associated
with the practical knowledge development of the employees (Nagendra and Deshpande, 2014).
These actions will limit the number of candidates and involve only applicable person by
specifying the requirements. Moreover, it acts as a filter that reduces the work of entity in
dealing with large number of unnecessary and irrelevant applications. The addition of basic
competencies such as IT skills, communication and presentation skills will ensure the entry of a
candidate that can perform the basic operations of the entity. Also, it acts as first step of
interviewing process. In addition to this, by mentioning the required skills from the personnel,

they can be targeted in a more effective manner. Henceforth, it can be said that the rationale
behind developing job description is to limit the large number of applicants possessing irrelevant
skills and abilities. Moreover, rendering opportunities to the desired and deserving volunteers.
There exist one more important part of the recruitment process and that is job
advertisement. This step is performed to attract the deserving and appropriate candidates for the
job openings. IOM can be benefited by this action. This is due to the fact that this advertisement
will assist in reducing the time associated with the interviewing of unsuitable people by
rendering a precise and specific statement of requirements for the job role (Shamsudin,
Subramaniam and Ramalu, 2014). There are different reasons behind documenting the present
job advertisement. First of all, it will state the current job opening to the audience and thus,
interested candidates can apply. It will further show the most basic requirements from the
applicant. However, it should be recognised that the main rationale behind the job advertisement
is to declare that where applicants can send their resume or applications. Further, the deadline till
when applications will be considered is mentioned in the ad so that candidates can send their
resumes in a stipulated time frame.
Recruitment plan is the most important part that should be essentially considered by each
and every organisation for the effective hiring of employees. It is a physical document stating all
the recruitment needs and goals (Dar and et. al., 2014). It also shows the direction from which
these goals can be attained. Moreover, it is crucial to spend in gathering information about the
nature of job, developing effective techniques to hire employees, etc. There exist different steps
that will be covered under this plan. Firstly, working with the hiring managers will assist in
reducing the errors in the recruitment process. The involvement of the managers may improve
the referrals. Further, creating job descriptions will be useful in analysing the exact requirements
from the applicants. In addition to this, a panel of highly skilled managers of the organisation in
the selection procedure will make the recruitment much more effective and comprehensive. They
are much more aware of the requirements of personnel that best fits as per the strategies of the
firm and hence, they will definitely end up hiring the most suitable candidate for the post
considering each and every dimension of the business. Later, these applications will be reviewed
for the further analysis such as verification of the degree, etc (Leatherbarrow and Fletcher,
2014).

Based on the outcomes from the selection panel and application's reviewing, candidates
will be contacted. This revert to them is to notify their selection in the first round of the
interview. A date will be fixed for the further processing. Following this, a technical interview
will be conducted to judge the empirical knowledge of the candidate. The results will be
analysed and based on these outcomes they will be hired or rejected. After passing through all
these filters, a pre-employment check will be conducted for verifying the assurance,
employability terms, etc. (Witter and et. al., 2016). Following with the complete verification, job
will be offered to the employees. Further, this process will be followed with the necessary
paperwork for the contract of employment and other formalities. This is the confirmation of the
job that is rendered to the applicants along with the joining date. At the time of joining, an
induction programme will be planned for the new employees so that they can become aware of
the organisational norms and working environment.
The job documentation prepared for the HR officer post opened by the IOM travel also
covers a 3-months induction plan for the new employees. It is an important process for effective
brining of human resources in an organisation. There exists a varied number of activities that are
emphasised as a part of this induction programme. This welcome method to the new employees
helps in making them aware with the organisational culture, work environment, their roles,
employees of firm, goals and objectives of entity and many more (Perera, Sardeshmukh and
Kulik, 2015). This programme emphasises on the development of theoretical and practical skills
along with interactions of new joining. There are various benefits of these tasks such as increased
productivity, reduced termination, enhancing motivation and morale of employees, improving
their communication with the other employees and senior level authorities, etc. Further, the
attention provided to their development does not only benefit them in professional life but also
helps in personal life betterment. In the induction programme developed for the HR officers of
IOM a time of three months has been assigned for conduction of all the activities (Developing
recruitment plan toolkit, 2017).
In the very first month after hiring employee at the post of HR officer, activities that will
be conducted involves showing business culture, organisational history, making aware of
different departments and their functions (Massey and Campbell, 2013). In addition to this, the
most important thing that was considered is enhancing the communication with the other
employees. This will help in making work environment healthy and easy for the newly hired

employees'. Further, for the development of empirical knowledge basic functions were made to
perform by him/her as per the requirement and resources of IOM travel. In the second month of
the programme, both personal and professional development will be focused equally. In this
order, conducting presentation will assist in improving the personal development. On the other
hand, activities for managing the employees' salary data and other queries will boost the
empirical knowledge of the candidate. In the last month of the induction programme for the new
employees, more focus will be given on organising those activities which will improve the work
as a HR officer. For this, planning and controlling human resources, compliance with
employment laws, etc. will be paid attention. All these activities are the part of knowledge
management process to make the new employee an integrated member of the organisation
(Nagendra and Deshpande, 2014). Hence, in this way all these actions mentioned in the job
documentation are supported by suitable rationale.

REFERENCES
Books and Journals
Dar, A. T. and et. al., 2014. Mediating role of employee motivation in relationship to post-
selection HRM practices and organizational performance. International Review of
Management and Marketing. 4(3). pp.224.
Leatherbarrow, C. and Fletcher, J., 2014. Introduction to human resource management: A guide
to HR in practice. Kogan Page Publishers.
Massey, K. B. and Campbell, N., 2013. Human Resources Management: Big Problem for Small
Business?. The Entrepreneurial Executive. 18. pp.77.
Nagendra, A. and Deshpande, M., 2014. Human Resource Information Systems (HRIS) in HR
planning and development in mid to large sized organizations. Procedia-Social and
Behavioral Sciences. 133. pp.61-67.
Perera, S., Sardeshmukh, S. R. and Kulik, C. T., 2015. In or out: job exits of older workers. Asia
Pacific Journal of Human Resources. 53(1). pp.4-21.
Shamsudin, F. M., Subramaniam, C. and Ramalu, S. S., 2014. The influence of HR practices and
job satisfaction on interpersonal deviance in the workplace. Journal of Management &
Organization. 20(5). pp.691-709.
Witter, S. and et. al., 2016. Evolution of policies on human resources for health: opportunities
and constraints in four post-conflict and post-crisis settings. Conflict and health. 10(1).
pp.31.
Online
Developing recruitment plan toolkit, 2017. [PDF]. Available through:
<http://www.nrcdr.org/_assets/files/NRCDR-org/developing-recruitment-plans-
toolkit.pdf>