Importance of Job Description and Person Specification

The assignment discusses the importance of job description and person specification in selecting candidates for a hotel Marriott job. It emphasizes the need to focus on what candidates can offer to a company during the interview process. The document provides a summary of various studies and research papers related to employee recruitment and selection procedures, including social networking websites, online and social media recruitment, and LinkedIn profiles.

Business
Administration 34

Table of Contents
INTRODUCTION...........................................................................................................................3
MAIN BODY...................................................................................................................................3
1.1 Explain the different administrative requirements of internal and external recruitment..3
1.2 Describe the uses of a job description and a person specification...................................3
1.3 Administrative requirements of different methods of selection.......................................4
1.4 Requirements of different pre-employment checks to be carried out..............................5
1.5 Information needs to be communicated to successful and unsuccessful applicants at each
stage of the recruitment and selection process.......................................................................5
1.6 Explain the requirements of confidentiality, data protection and system security...........6
2.1 Check that the job or role details are correct and are in accordance with the brief..........6
2.2 Place job advertisements in the agreed media in accordance with the timescales...........7
2.3 Record applicant responses within the timescale.............................................................7
2.4 Provide requested information to applicants in accordance with organisational policies and
procedures...............................................................................................................................8
2.5 Adhere to organisational policies and procedures, legal and ethical requirements..........9
3.1 Invite shortlisted applicants to participate in the selection process in accordance with
organisational procedures.....................................................................................................10
3.2 Co-ordinate selection arrangements in accordance with the brief..................................10
3.3 Carry out agreed pre-employment checks within the agreed timescale.........................11
3.4 Inform applicants of the outcome of their application in accordance with organisational
policies and procedures........................................................................................................11
3.5 Keep selection records up-to-date .................................................................................11
CONCLUSION..............................................................................................................................12
REFERENCES..............................................................................................................................13

INTRODUCTION
The administration of business includes the performance or the management of the
business operations and its decision making to direct the activities towards common goals and
objectives. It is the management of business which includes supervising business operations in
fields of accounting, finance and marketing (Nikolaou, 2014). The chosen organisation in the
report is Marriott hotel which is an American multinational diversified company that manages
and franchises broad category of hotels and related lodging facilities. This project discuses about
the administrative requirements of recruitment and selection process in accordance with the
organisational policies and procedures.
MAIN BODY
1.1 Explain the different administrative requirements of internal and external recruitment
Hotel Marriott can recruit the employees in two different ways-
 Internal recruitment- It is when the business looks to fill vacancy from within its existing
workforce. Requirements of internal recruitment in Marriott is that they can get trained
staff within the hotel and to promote the employee within the respective company gives
them sense of accomplishment which enables to work more productively. In order to
reduce employee turnover and increase their morale Marriott does internal recruitment to
strengthen the workforce within the hotel which provide satisfactory services to all its
customers (Ahmed, 2015).
 External recruitment- It is when the business fills vacancy from any suitable employee
outside the business. Requirements of external recruitment is to fill the vacancy by the
expertise person who is full of talent and knowledge and is capable of handling all the
activities in hotel in satisfying the customers and enhancing brand image in the market.
Employee recruited from outside the organisation helps to maintain diversity of culture in
hotel and able to handle all the problems which the organisation is facing off. It also
brings new suggestions and ideas to hotel to improve their services and make high
goodwill in market.
1.2 Describe the uses of a job description and a person specification
Job description is the internal document that states the essential job requirements, its
related duties and responsibilities of a position.

Uses of Job description
 It clarifies the expectation of employer on a clear stated information and makes them
aware of the position they have been hired for in Marriott.
 It helps to identify whether the applicant is qualified for hired position as well as provide
quantitative standards against which performance can be measured of employees.
 It builds better recruitment process for the employer at Marriott and maintains good
relationship with the hotel (Miles and Sadler-Smith,2014).
Person specification-It is the description of the qualifications, skills, experience and the
knowledge which a candidate must pose to perform job duties at the respective hotel.
Uses of person specification
 It makes the process of interview more refined from the start.
 It allows job seekers to assess themselves before applying for the job by matching the
skills required which fits with role at Marriott.
 It also makes the employer of Marriott to remove bias, prejudice and personal interest
and helps to conduct recruitment process without any problems.
1.3 Administrative requirements of different methods of selection
There are different methods of selection of employees at hotel Marriott-
 Online screening and short-listing- Screening of the applications based on the candidate’s
experience and qualifications against job requirements. Hotel Marriott can filter
applications and helps in proper selection of employee. This method is required in
Marriott for the proper selection of employees from large number of applicants.
 Structured interviews- This is the most suitable method of selecting employees by having
face to face conversations. Panel of interviewers ask the applicant regarding the
information of hotel industry (Armstron and Taylor,2014) . This is basically required for
Marriott in proper selection of employee and are given specific information about the
task they need to perform in hotel and if the candidates accepts the rules, they are
selected.
 Personality profiling- This method of selection is best for Hotel Marriott as their main
objective is to hire good looking candidates which have particular behaviours that are
better required in job. This method of selection is required when respective hotel wants to

hire for manager or receptionist position who can handle tourist in a proper manner
(Townley,2014).
1.4 Requirements of different pre-employment checks to be carried out
Pre-employment check is crucial part of recruitment process which reduces the risk of
hiring candidates who could cause business difficulties in future. There are different pre-
employment checks such as qualifications check, health checks of the employees before their
selection.
Requirements of different pre- employment checks
 It helps in proper quality to hire talented staff at Marriott which have accurate
information about the job duties and can bring efficiency in its work and enhance brand
image.
 Employment background checks can help to reduce the chance of work place violence
which could be a threat to work place environment. This method can improve safety and
security at the workplace.
 This also makes the employer at Marriott comply with the law by ensuring that the
employee has the permission to work in UK and has not been bared for carrying out the
job.
1.5 Information needs to be communicated to successful and unsuccessful applicants at each
stage of the recruitment and selection process.
The process of recruitment and selection begins with recruiting the candidates and ends with
selecting them which the hotel needs to communicate information to the successful and
unsuccessful candidates. Recruitment and selection for chef in hotel.
 First level- When the hotel Marriott identifies vacancy for its job position it recruits and
selects the best candidates which properly execute the work. When the employer receives
number of applications they screen the best one out from it (Brewster and
Hegewisch,2017). To the successful candidates they formally sent email for being
selected for further rounds and to the unsuccessful candidates they share the information
of not matching skills and qualifications with job description.
 Second level- When the applicants come for the HR round they are being discussed about
the qualifications and knowledge about cooking different dishes at hotel Marriott ask the
employees regarding the managerial qualifications or about the qualities of different

types of cooking. If they are selected, they are sent for final round and unsuccessful
candidates are provided information where they have lagged in interview process and
improve the concern areas.
 Third level- When the successful applicants are selected for the final round and have
passed the final round they are provided information about the rules and regulations of
the company, salary structure, work they need to perform. On the other hand,
unsuccessful applicants are told that they will receive phone by the HR if they are
selected in the interview process.
1.6 Explain the requirements of confidentiality, data protection and system security.
There are specific requirements of keeping the information confidential in hotel Marriott
because when employees are given access to the private information they misuse the data and
shares information with the outside employees also leads to misinterpretation of data by the
employee and leads to turnover (Reiser,2014). There are certain security codes of some machines
at hotel which should not be shared with all the staff to gain the advantage of using the
information for their personal benefit. When the receptionist at hotel gets the information about
the management promotions they behave accordingly. On the other hand when employees know
that hotel Marriott has earning huge profit, they make union of employees which demand for
increase in their salary. This is the reason employees are not shared information about the profit
as well as all the confidential information to prevent misuse of data. Maintaining confidentiality
of information in the work place helps to build and maintain trust and ensures open and honest
communication between customer, clients and employees. It also leads to friendly atmosphere in
hotel Marriott and boost profitability.
2.1 Check that the job or role details are correct and are in accordance with the brief
The assigned job details were recruiting a professional chef who is capable of making all
the continental dishes in the respective hotel. HR manager recruited the applicants for making
the best delicious food in the hotel which can attract large number of customers and enhance its
brand image. Interview process conducted by the firm also helps in proper selection of the
candidate as well as reducing employee turnover in the Marriott (Heilman,Manzi and Braun,
2015) . When the job description is clear to the outside candidates they take active part in sharing
the knowledge with the panel of interviewers and capable of being selected.

2.2 Place job advertisements in the agreed media in accordance with the timescales
Hotel Marriott places job advertisement in newspaper, and social media platforms for the
post of executive chef.
Advertisement
Chef required
Applications are invited from dynamic, energetic and responsible professionals who have hands
on experience in all aspects of food and beverage, kitchen management and control for the post
of,
EXECUTIVE CHEF
Candidates with following applications and experience are eligible to apply-
 Minimum graduation with at least 15 years of experience.
 Should be capable of managing and organizing food and beverage department especially
continental and Italian foods.
 Should be capable to plan and promote the menus from different restaurants.
 Should be capable of becoming the team leader and managing and training the junior
staff.
Attractive salary package and other benefits will be offered.
Applications can be sent through e-mail to the following [e-mail] or contact at
0321-87368843.
Time-scales
Inviting applications from candidates 21-27 November, 2018
Short listing of applications 28-29 November, 2018
Call for HR round 30, November, 2018
Interview date 1-2 December, 2018.
2.3 Record applicant responses within the timescale
Many of the applicants responded towards the job advertisements on different media.
Time-scales Responses
21- 27 November, 2018 There were about 80 applicants who

responded towards the advertisement and place
interest.
28-29 November Hotel Marriott screens the application
according to requirements under the job
description and email or call are sent to the
candidates for further selection process. 50
applications are being selected by the
management who meet requirements of job and
can attend the interview process.
30, November 50 applicants come for the HR round and share
their experience and knowledge with the panel
of interviewers for being selected at hotel. But
the HR at hotel Marriott selects the 18
applicants out of 50 for further final selection
process.
1- 2 December After carrying all the above rounds it is the
time for final selection process where on 1 Dec
6 candidates were called for the interview and
are asked their experience regarding the
continental foods and out of which only 2
candidates were selected and were given job
offer(Mondal and Pramanik,2014) . ON 2 DEC
the remaining 12 candidates were called for the
interview and out of which 5 were given job
letter specifying the duties they need to
perform and work for an executive chef.
2.4 Provide requested information to applicants in accordance with organisational policies and
procedures
Applicants are provided with certain policies and procedure to work at hotel Marriott-

 All the employees at the hotel should always report on time and should not absent
themselves without a specific reason. They should be properly dressed in a clean and a
well pressed uniform and should not leave hotel premises without permission.
 Employees personal phone calls should be avoided during working hours and urgent
phone should be made on public phones when on duty (Martins and Diaconescu,2014) .
 Employees should not criticize the hotel and should make a good public image of the
hotel by keeping it clean. Hotel employees should never smoke or chew gums in the hotel
premises.
 Staff of the kitchen room should wear protective shoes or boots with a clean apron and
cap should be wore, along with this clean and finger nails to do job properly. They are
not allowed to wear rings in their finger.
2.5 Adhere to organisational policies and procedures, legal and ethical requirements
There are different organisational policies and the legal and ethical requirements which
the employee at hotel Marriott has adhere. Marriott hotel believes that honesty, integrity and fair
play are important assets to business. All the employees at respective hotel must ensure that
reputation of Marriott is achieved by complete honesty, loyalty and ethical action.
The following core principles of ethical conduct at Hotel Marriott are as follows-
 Honesty, trustworthiness and integrity among all the staffs at hotel.
 Respect for the cultural and religious spiritual beliefs.
 Respect for the physical and emotional environment in which they work.
 Commitment to continuous improvement in hotel to increase the number of potential
customers and enhance the brand image (Martins and Diaconescu,2014) .
 Employees should protect confidential and proprietary information.
Legal requirements-
 Employees should work in comply with health and safety laws to protect the and
safeguard the customer visiting hotel
 Staff at the hotel in food and beverage department should ensure with proper quality of
food products in making dishes and customer health should not suffer.
Organisational policies and procedures
 All the employees at the hotel should always report on time and should not absent
themselves without a specific reason.

 They should be properly dressed in a clean and a well pressed uniform and should not
leave hotel premises without permission.
 Employees should not criticize the hotel and should make a good public image of the
hotel by keeping it clean. Hotel employees should never smoke or chew gums in the hotel
premises.
 Staff at the hotel Marriott should work not nor achieving personal goal but should work
for attaining organisational goals (Ladkin and Buhalis,2016)
3.1 Invite shortlisted applicants to participate in the selection process in accordance with
organisational procedures
With the above created job advertisements for the position of executive chef, Manager at
hotel Marriott calls the applicants for the selection process. According to the procedure manager
invites the prospective candidates via formal and informal ways-
 emails- First manager at hotel sends e-mail to the prospective applicants about their
selection of job applications and are further called up for the final round of interview
providing information about the time and venue of the interview. Candidates are
requested to reply within short duration and if they don't, the rest of hotel need to send
text messages.
 Sending text messages- When the candidates don't respond to mails, the respective hotel
send text messages to the applicants informing about their selection in first called and are
further called up for the final round.
 Phone calls- This is the last step of informing the candidates about their interview been
scheduled and are requested to be present at proper time with full documents.
3.2 Co-ordinate selection arrangements in accordance with the brief
Selection arrangements in respective hotel can be made as when there is need for the
required staff. In the respective job advertisements there is demand for the executive chef in
Marriott which helps in fulfilling the specific position of the job. In context with the position of
chef hotel can also conduct test for the chef to cook food as demanded by the hotel management.
This helps in proper selection of prospective candidates and brings new ideas and innovation at
respective hotel. Hotel can also select the candidates for some short period of time and if they are
able to fulfil the requirements they can offer confirmation letter and brings new employees to the
hotel.

3.3 Carry out agreed pre-employment checks within the agreed timescale
There are different types of pre-employment checks that need to be carried before
selection of candidates at hotel Marriott.
 Personality test- Candidates with a charming personality provides an insight to the
employer of the candidate, especially in the hotel industry employees who are good
looking and have proper ascent to the language are capable of being selected.
 Medical check-test- Employers at hotel Marriott ensures that the prospective candidates
are free from diseases and this checks also helps to look at overall person's health to
determine their capability to perform job (Zide, Elman and Shahani-Denning,2014).
 Police test- Employers at hotel Marriott also conducts police check for the candidates to
check whether the candidate was not involved in criminal record which will degrade the
value of hotel in future scenario.
3.4 Inform applicants of the outcome of their application in accordance with organisational
policies and procedures.
When the candidates are being selected by the HR manager of Marriott,it is their duty to
inform the candidates about their selection.
 Candidates are informed through phone calls of being selected at hotel Marriott and are
being congratulated. They also provide information about the job position as well as
joining date of the candidate.
 Candidates are send email regarding their selection at hotel Marriott with a job offer
letter brief describing about the salary structure as well as leave policies which the
candidates can take up. Information about the organisational policies and structures are
also defined which helps the candidate in proper understanding of respective company.
Candidates are requested to accept the offer if they are willing with the rules and
regulation at the hotel Marriott.
3.5 Keep selection records up-to-date
The main role of HR manager at respective hotel is to keep selection records up to date
which helps in maintaining records of employee joining date. It helps the management in
maintain record of employee database. As the total number of candidates which were selected for
the post of executive chef were total 7 out of which only one employee were asked to carry the
work and is offered the confirmation letter regarding their job duties (Ahmed, 2015). This also

helps in promoting the employee within the hotel to boost morale and makes the employee
highly dedicated towards their work.
CONCLUSION
From the above mentioned report it has been concluded that recruitment and selection
process plays an important role in selecting the prospective candidates which fits the job
responsibilities required at hotel Marriott. This project analyses the importance of job description
and person specification in selecting the candidates according to the duties need to performed in
job. Besides, selection function also provides a vital opportunity to focus on what candidates can
offer to respective company. Interview process elicits responses from applicants which a can be
measured against expectation of the respected position and helps in proper selection of
candidates.

REFERENCES
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