Data Entry and Help Desk Job Analysis

This document provides detailed job analyses for three key roles: Data Entry Operator, Help Desk Operator, and Specialist Librarian. Each analysis outlines tasks, time allocation, and priority levels based on interviews with subject matter experts (SMEs) and incumbent employees. The analyses cover specific technologies used, document types handled, and essential skills required for each position.

Running head: RECRUITMENT
RECRUITMENT
Name of the Student
Name of the University
Author Note

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Executive Summary
The given report has elaborated upon the recruitment procedure of a company known as Data
Tech which had hired an HR Consultancy to solve and manage its human resource related
problem. In the given report, the meaning of recruitment method has been discussed along with
the recruitment sources under each method. The next section discussed about the company
profiles which need to be filled along with the recruitment methods for each post and the reason
for each. The second part of the report has thrown light on the Job description and person
specification management. The job descriptions for the various posts have been provided along
with the person specification of each. Certain interview questions for the post of Data Entry
Operator and a Specialist Librarian have been given.

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Table of Contents
Introduction......................................................................................................................................3
Recruitment Methods.......................................................................................................................3
Direct Method..............................................................................................................................4
Indirect Method...........................................................................................................................5
Third Party method......................................................................................................................6
Recruitment Method for the given posts.........................................................................................6
Job and Person Description...........................................................................................................10
Job 1 : Database administrator..................................................................................................10
Job 2: Data Entry Operator Team Leader..................................................................................11
Job 3: Data Entry Operator........................................................................................................12
Job 4: Help Desk operators........................................................................................................13
Job 5: Specialist Librarian.........................................................................................................14
Conclusion.....................................................................................................................................15
References......................................................................................................................................17
Appendices....................................................................................................................................20
Appendix 1.................................................................................................................................20
Appendix 2.................................................................................................................................21
Appendix 3.................................................................................................................................23

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Introduction
Human resource management can be defined as the management of the human resource
component of the company. Employees are considered to be the backbone of the organization
and hence, their management is extremely relevant for the growth of the organization. The
primary aim of the management is to see to it that the right people are employed at the right time
and at the right place. The primary purpose is to improve employee performance and maximise
the success of the firm (Cascio 2018). The given report aims to throw light on the human
resource aspect of one such company known as Data Tech. Data Tech is involved in transcribing
business and requires a new workforce for its operations in a new city. It has hired
WestAusProHR in order to carry out the various human resource tasks. The given report shall
outline the human resource plan for each role and the preferred recruitment method (Brewster
and Hegewisch 2017). It shall also throw light on the job description details relevant to each post
and the persona skills, specifications as well as knowledge required for each job.
Recruitment Methods
Recruitment methods can be described as those methods which are adopted by the
organization in order to hire new employees. Through the recruitment methods a company is
able to maintain and establish contacts with the given potential candidates. These methods are:
1. Direct Method
2. Indirect Methods
3. Third Party Methods.
The recruitment method is used to establish links with potential candidates (Alfes et al.
2013). A brief description of the methods has been provided:

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Direct Method
In the direct method, the personnel representation the organization are sent to various
educational as well as training institutes and they are asked to establish contacts with the
candidates who are interested in working with the organization. Through this method, the
organizations stay constantly in touch with the placement cells in the various institutions for
people pursuing management, medical and engineering. Very often, the organization also stays
in touch with the professors and takes information about excellent students. In the given method,
the recruiters are sent to fairs and conventions so that direct contact can be built up with the
recruiters.
In simple terms, the direct method can be referred to as a method whereby the firm takes
the whole recruitment and selection in their own hands and hires people who report to the office
itself. These methods include the process by which the companies advertise on their own and the
candidates directly to the company and the managers take the interview of the different
candidates and hire them accordingly (Alfes et al. 2013). This method is preferred when the
company does not want to invest much into its human resource aspects and is jest able to invest
in its advertising costs.
Some sources of this method:
 Advertisement:
In the advertising method, the company sends the advertising in a radio, website
or in a newspaper. The drafting of the advertisement plays a crucial role as it reflects the
way in which a candidate portrays the firm.
 Campus recruitment:

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When the firm wants to hire candidates from a good background and certain
relevant skills then it hires staff from campus recruitment. This kind of recruitment helps
the firm as the company can find relevant candidates at one place. The primary
disadvantage is that only entry level posts can be filled with this method (Renwick,
Redman and Maguire 2013).
 Websites
These days a specific web portal is available for the firm such as monster.com,
indeed and others which provides a new dimension for the firm to explore a wide
database of candidates.
 Referrals
This is another form of direct recruitment whereby the firm promotes some of its
employees to a higher level or asks the existing employees to get in some other
employees from their known circle. This often gives rise to nepotism (Marchington et al.
2016).
Indirect Method
In the indirect method, the company advertises in various newspapers, television, radio
magazines and journals to attract the potential job candidates.
The reasons why these methods are used are given below:
 When the firm is unable to find a candidate which is suitable for the organization and
hence, the company wants to take expert advice.
 When they want to expand their research to a wider territory (Purce 2014).
 When it is looking out for a candidate who has a specific professional knowledge.

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 Very often the firms just leave a blind advertising hereby the identity of the firms is not
given out (Sparrow, Brewster and Chung 2016).
Third Party method
In the given method the company makes the use of employment agencies, consultancies,
professional bodies and organizations and trade unions to establish connection with the job
seeking candidates.
The use of a correct method plays a crucial role in determining the work force of a firm.
The method which has to be chosen depends on the policy of the organization, the labour supply
and the regulations set by the government (Marchington et al. 2016). The best method is too
looking within a company and takes advantage of the experience.
Recruitment Method for the given posts
Name of the Post Method Reasons
Database Administrator Direct Method
The direct method is being
used for the given company
whereby the organization
wants to manage the given
employee recruitments on
This job requires a person
who is a skilled and has in
depth knowledge about his
particular field. The reason
behind choosing the
particular method is to make

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their own.
Newspaper/ Online
Advertising
It has been suggested that in
this method, the company
will send out requirements
in form of an advertisement
in the local newspaper
(Sparrow, Brewster and
Chung 2016). It may also
give an advertisement on the
internet.
sure that the person will be
tested for relevant skills and
for this he can belong to any
background as a skill test
will already take place.
Specialist Librarian Indirect method
Management Consultancy
The company wants to hire
the given person using a
management consultancy
organization. It will look out
for posts and eligible
candidates and may also
hire suitable candidates in
the consultancy itself.
For the post of a specialist
library, the person needs to
have previous experience
for the case. No such skill
test will be actually taken if
the person has adequate
experience. For this the
chosen recruitment source is
a management consultancy.
These management

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consultancies keep
knowledge about their
candidates and can be
trusted.
IT Help Desk Operator Direct method
In house promotion
For this given post, the
company plans to hire a
person from its original
company. This job requires
certain experience and
therefore in house
recruitment shall be the
most preferable method
(Storey 2014).
The IT Help Desk Operator
is a task whereby the
company needs to have
personnel who has adequate
knowledge about the
situation and the technical
aspects of the company. For
this reason, an in house
operator will be suitable as
he is already aware of the
organization and its needs.
Data Entry Team Leader Direct method
Campus recruitment
For this given job, the
person who will be hired
needs to have adequate
leadership skills and
therefore it is important that
For the given opportunity,
the company needs a person
with adequate skills as well
as leadership skills
(Budhwar and Debrah
2013). The reason being that
for this job the company

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he or she is taken from a
reputed university where he
is provided with special
knowledge.
will need personnel who
will be able to lead a whole
team properly and even
provide them advice. For
the same. Therefore,
see=lection from a good
management college will be
beneficial for the firm.
Data entry operator Third party
Consultancy
For appointing staff for this
job, third party sources are
preferable, the company can
appoint a consultancy and
choose a proper candidate.
The reason why a third
party method will be used in
recruiting a data entry
operator is because the firm
wants to recruit a person for
the role who has proper data
entry skills. For this post it
will be better for the firm to
hire a person from some
union or a consultancy
because they will keep a
record of the relevant skills
of the personnel and this
will make things easier for
the person (Jackson,

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Schuler, and Jiang 2014).
Refer to Appendix 1 and 2 for interview questions of two posts
Job and Person Description
Job 1 : Database administrator
Number of posts :1
Description :
The database administrator is a person who will responsible for managing and using the
inbuilt as well as specially designed server management software.
The description of the job is given as follows:
 The duty of a data base administrator involves managing the different access to data. The
employee needs to see to it that all the other departments have access to the given data
and are able to make the right kind of decisions at the right time.
 They need to ensure that there is place for sufficient backup
 Very often a disaster might occur. They need to see to it that the disaster recovery plans
are adequately implemented (Brewster et al. 2016).
 The administrator should train the users of the system and answer their given questions to
make sure that the system runs smoothly.
 The administrator is also required to develop certain standards and see to it that all the
employees know how to monitor the system and protect the different kinds of value
system.

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 They will also be required to modify the data bases existing presently and enable the
instructors to analyse and observe the given changes in the system
 They also test new programs and correct the errors to make necessary modifications.
Person Requirements
 The person needs to be responsible and diligent.
 He must be having the ability to manage data
 He must be having good computer skills worth adequate knowledge about various
computer software like SQL, PowerPoint, Microsoft office (Marler and Fisher 2014).
 Must be having Graduate degree in Computer Sciences
 Must be willing to work in long shifts.
 He must be having the ability to lead and manage effectively.
Job 2: Data Entry Operator Team Leader
Job description
Number of posts: 5
The data entry operator leader is the leader of the various data entry operators. The given
job description illustrates their various requirements:
 The DEO Team Leader needs to comply with the various quality standards with respect
to the team`s productivity
 They need to train the new staff that joins the team regarding the workflow processes,
administrative procedures and other norms of the organization.

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 They need to proofread the work and identify if any errors (Nankervis et al. 2013).
 He needs to digitalize the given documents after using scanning equipments
 Track the supply movement chain integrity.
Person Requirements
 He must be having good Leadership skills
 He must have Adequate typing and understanding skills
 Must be having adequate computer skills, including that of typing and others.
 Must know how to scan and understand technical errors
 Must be Diligent
 Good at Understanding organizational importance
 Having skills about Microsoft Office tools, SQL, Oracle
 Post graduate degree
 Must be willing to work in long shifts.
 He must be having good team management skills (Kramar 2014).
Job 3: Data Entry Operator
Number of posts: 65
Job description:
The data entry operator is the main person who will be digitalizing the documents and
actually transcription. The job description is:
 He needs to type both text as well as numerical data into the system
 Check out for relevant errors in the data base.

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 He must be able to able Digitalize the given documents (Sheehan 2014).
 Check supply chain capabilities
 They will need to work on ICT equipments. These databases include Oracle system.
Person Requirements
 He must have good typing skills
 He must be having skills regarding Microsoft Office tools, SQL, Oracle
 Must know how to scan and understand technical errors
 He must be having a graduate degree (Kehoe and Wright 2013)
 Team working skills
 Must be willing to work in long shifts.
Job 4: Help Desk operators
Number of posts: 1
Job description:
These personnel are present to clear the various doubts of the consumers. The job
description is given below:
 They are required to answer the various questions via phone and support various
applications.
 Support high speed scanners and maintain them
 Provide training to the staff that belongs to new departments.
 Monitoring and management of security of data and relevant issues
 They are also required to carry out hardware as well as software installations

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 They are also required to take feedbacks as well as resolutions and store them for future
purposes (Cania 2014).
Person Requirements
 He/ she must be Having good communication skills
 He /she must be having adequate knowledge with relevant Technical knowledge
 He/ she must be having adequate problem solving skills (Marsden 2014).
 Must be having Managerial skills
 Graduate/ Post graduation degree
 Must be willing to work in long shifts.
Job 5: Specialist Librarian
Number of posts: 2
Job description
The specialist librarian is required to maintain a proper record of all the relevant
documents.
Their job description consists of the following:
 They are required to classify and assemble all the documents that are collected.
 They are required to collect and organize all relevant documents in order to ensure that
all of them are available for scanning purpose.
 They are required to tack the systems and databases in order to track the movement of the
various documents.

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 It is their job to use reference as well as legal search tools in order to find the search
criteria relevant documents
 It is their duty to write and document the various case abstracts
 They also need to catalogue, bar code and pack as well as prepare the various documents
for long term purpose hen the entry of data is done
 To check the perfect conversion accuracy and to sample the records which has been
completed?
Person Requirements
 The person must be having adequate skills about database management
 He/ she must be a graduate
 The person must understand how to solve technical errors
 He/she must be having problem solving skills
 Good tracking skills with knowledge or diploma in supply chain management
 Ability to manage large teams (Topolovec-Vranic and Natarajan 2016).
 Must be willing to work in long shifts.
Please refer to Appendix three for the job analysis
Conclusion
Therefore, from the above analysis it can be concluded that the recruitment method of a
company plays a crucial role in deciding the kind of person that they are employing for a specific
post. It is suggested that for the post where the managerial as well as leadership skills are

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relevant, the candidate must be hired through campus recruitment so that the company has
confidence that the candidate is capable. On the other hand, for posts where a simple skill tests is
enough, the company can engage in a mass recruitment by advertising in various newspapers and
journals. Recruitment methods which involve Campus recruitments and management
consultancy tend to be much more expensive than other methods like advertising the job
requirement in a newspaper or a website.
The connection between the Job description and person qualification also plays a key role
in determining the success of a particular role. If a person has skills relevant to the job
description then, he will be able to manage his responsibility well and bring success for the firm.
Hence, the firms need to make sure that they hire accurately for the general well being of the
firm.

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References
Alfes, Kerstin, A. D. Shantz, Catherine Truss, and E. C. Soane. "The link between perceived
human resource management practices, engagement and employee behaviour: a moderated
mediation model." The international journal of human resource management 24, no. 2 (2013):
330-351.
Alfes, Kerstin, Catherine Truss, Emma C. Soane, Chris Rees, and Mark Gatenby. "The
relationship between line manager behavior, perceived HRM practices, and individual
performance: Examining the mediating role of engagement." Human resource management 52,
no. 6 (2013): 839-859.
Brewster, Chris, and Ariane Hegewisch, eds. Policy and practice in European human resource
management: The Price Waterhouse Cranfield survey. Taylor & Francis, 2017.
Brewster, Christopher, Elizabeth Houldsworth, Paul Sparrow, and Guy Vernon. International
human resource management. Kogan Page Publishers, 2016.
Budhwar, Pawan S., and Yaw A. Debrah, eds. Human resource management in developing
countries. Routledge, 2013.
Cania, Luftim. "The impact of strategic human resource management on organizational
performance." Economia. Seria Management 17, no. 2 (2014): 373-383.
Cascio, Wayne. Managing human resources. McGraw-Hill Education, 2018.
Jackson, Susan E., Randall S. Schuler, and Kaifeng Jiang. "An aspirational framework for
strategic human resource management." The Academy of Management Annals 8, no. 1 (2014): 1-
56.

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Kehoe, Rebecca R., and Patrick M. Wright. "The impact of high-performance human resource
practices on employees’ attitudes and behaviors." Journal of management 39, no. 2 (2013): 366-
391.
Kramar, Robin. "Beyond strategic human resource management: is sustainable human resource
management the next approach?." The International Journal of Human Resource
Management 25, no. 8 (2014): 1069-1089.
Marchington, Mick, Adrian Wilkinson, Rory Donnelly, and Anastasia Kynighou. Human
resource management at work. Kogan Page Publishers, 2016.
Marler, Janet H., and Sandra L. Fisher. "An evidence-based review of e-HRM and strategic
human resource management." Human Resource Management Review 23, no. 1 (2013): 18-36.
Marsden, Peter V. "The hiring process: recruitment methods." American Behavioral Scientist 37,
no. 7 (2014): 979-991.
Nankervis, Alan R., Marian Baird, Jane Coffey, and John Shields. "Human resource
management: strategy and practice." (2013).
Purce, John. "The impact of corporate strategy on human resource management." New
Perspectives on Human Resource Management (Routledge Revivals) 67 (2014).
Renwick, Douglas WS, Tom Redman, and Stuart Maguire. "Green human resource management:
A review and research agenda." International Journal of Management Reviews 15, no. 1 (2013):
1-14.
Sheehan, Maura. "Human resource management and performance: Evidence from small and
medium-sized firms." International Small Business Journal 32, no. 5 (2014): 545-570.
Sparrow, Paul, Chris Brewster, and Chul Chung. Globalizing human resource management.
Routledge, 2016.

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Storey, John. New Perspectives on Human Resource Management (Routledge Revivals).
Routledge, 2014.
Topolovec-Vranic, Jane, and Karthik Natarajan. "The use of social media in recruitment for
medical research studies: a scoping review." Journal of medical Internet research 18, no. 11
(2016).

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Appendices
Appendix 1
Interview Questions and scoring guide for a Specialist Librarian
Interview Questioning and Scoring
Job title: Specialist Librarian Name of the person who is questioning and scoring:
0= No/ poor answer; 1= Answer is factually incorrect; 2=Insufficient answer; 3= Adequate
Answer ;4= Good answer; 5= Excellent answer
Questions Candidate
1
Candidate
2
Candidate
3
Candidate
4
Candidate
5
1. Tell us about your experience
in the given field
2. Why did you decide to
become one librarian?
3. Are you comfortable with the
long working hours?
4. In which situation will you
refuse to clear a doubt?
5. What management style do
you prefer to work?
6. Explain your experience using
the library databases?
7. What is your experience in
similar jobs, if any?
8. Tell us about your
experiences in training the
staff?
9. How good are you with
computer software’s?

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Appendix 2
Interview Questions and scoring guide for a Data Entry Operator
Questions Candidate
1
Candidate
2
Candidate
3
Candidate
4
Candidate
5
1. What according to you are the
qualities of a good data entry
specialist?
2. How can one ensure accuracy while
typing?
3. What is your word per minute rate?
4. Are you comfortable with using all
computer software?
5. Which details are important for an
entry?
6. If the work load is high and you have
various documents to digitalize and
less time, how will you prioritize
your work?
7. How will you avoid getting distracted
at work?
8. How comfortable are you while
working in a team?
9. How will you be handling
confidential information?
Interview Questioning and Scoring
Job title: Data entry operator Name of the person who is questioning and scoring:
0= No/ poor aswer; 1= Answer is factually incorrect; 2=Insufficient answer; 3= Adequate Answer ;4= Good
answer; 5= Excellent answer

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Appendix 3
Job Analysis Record
Database Administrators
Task / Task Group
Hours
per
week Priority
Monitor system performance using inbuilt and custom-made
server management software.
5 Critical
Manage access to data – work with users and managers to
make sure that staff has the required access to data at the right
place and right time.
5 Critical
Develop standards and monitor compliance to guide the use
(and privacy) of valuable information.
2 Important
Modify existing databases or instruct programmers and
analysts on the required changes.
1 Regular
Test programs or databases, correct errors and make necessary
modifications.
5 Regular
Train users and answer questions. 5 Important
Implement disaster recovery plans. 5 Deferrable

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Ensuring successful backups, 10 Critical
This analysis was carried out by interviews with SMEs from the client, verified by interviews
with incumbent position holders at other sites operated by the client.

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Job Analysis Record
Data Entry Operator Team Leader
Task / Task Group
Hours
per week Priority
Types rapidly and accurately both numerical and text data. 2 Critical
Inspects received and transcribed data for possible errors. 10 Critical
Using scanning equipment to digitise paper documents. 6 Critical
Use barcode tracking equipment to maintain supply/movement
chain integrity.
1 Important
Ensures compliance with quality standards of team’s output. 7 Critical
Coach’s new staff on systems use, workflow processes,
administrative procedures.
12 Important
This analysis was carried out by interviews with SMEs from the client, verified by interviews
with incumbent position holders at other sites operated by the client.

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Job Analysis Record
Data Entry Operator
Task / Task Group
Hours
per
week Priority
Types rapidly and accurately both numerical and text data. 20 Critical
Inspects received and transcribed data for possible errors. 6 Critical
Using scanning equipment to digitise paper documents. 6 Critical
Use barcode tracking equipment to maintain
supply/movement chain integrity.
6 Important
This analysis was carried out by interviews with SMEs from the client, verified by interviews
with incumbent position holders at other sites operated by the client.
The DEOs are using a range of ICT equipment to do their job. The database is a custom system,
based on an Oracle system. The high speed scanners are using custom-designed software to
incorporate handwritten and bar codes into the image.
The documents being transcribed are variously typed and/or handwritten.

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Job Analysis Record
Help Desk Operators
Task / Task Group
Hours
per
week Priority
Answer staff questions in person and via phone and/or dial
in on all company supported applications.
12 Critical
Documenting resolutions for future reference. 4 Regular
Performing hardware and software installations. 5 Important
Providing on-the-job training to new department staff
members and computer orientation to new company staff.
5 Regular
Monitoring and managing all data security issues. 2 Critical
Maintain and support remote computing applications, and
the VPN.
5 Regular
Maintain and support high-speed scanners. 4 Critical
This analysis was carried out by interviews with SMEs from the client, verified by interviews
with incumbent position holders at other sites operated by the client.

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Job Analysis Record
Specialist Librarian
Task / Task Group
Hours
per
week Priority
Develop collection, ensuring all documents and records are
retrieved and made available for scanning.
8 Critical
Catalogue and classify all documents as collected above. 10 Critical
Operate and use computer systems and databases to track the
movement of documents through the data collection system.
5 Important
Use standard legal search and reference tools to attach search
criteria to documents.
5 Regular
Write and verify case abstracts for classification purposes. 2 Regular
Catalogue, barcode, pack and prepare documents for long-
term archiving once the data entry has been completed.
5 Regular
Sample converted records and compare with originals to
maintain perfect conversion accuracy.
4 Critical
This analysis was carried out by interviews with SMEs from the client, verified by interviews
with incumbent position holders at other sites operated by the client.