Support the Recruitment, Selection and Induction of Staff

This practical assignment provides a comprehensive guide to supporting the recruitment, selection, and induction of staff in higher education institutions. It covers key aspects such as developing job descriptions, complying with legislation, conducting interviews, assessing candidates, and creating induction plans. The assignment also includes practical examples and templates to help students apply the concepts in real-world scenarios.

Support the Recruitment,
Selection and Induction of
Staff

Table of Contents
INTRODUCTION...........................................................................................................................1
Activity 1A.......................................................................................................................................1
Activity 1B.......................................................................................................................................1
Activity 1C ......................................................................................................................................2
Activity 1D.......................................................................................................................................3
Activity 1E.......................................................................................................................................3
Activity 2A.......................................................................................................................................4
Activity 2B.......................................................................................................................................4
Activity 2C.......................................................................................................................................5
Activity 2D ......................................................................................................................................5
Activity 2E.......................................................................................................................................6
Activity 2F.......................................................................................................................................7
Activity 3A ......................................................................................................................................7
Activity 3B ......................................................................................................................................8
Activity 3C.......................................................................................................................................8
Activity 3D.......................................................................................................................................9
Activity 3E.......................................................................................................................................9
Activity 3F ......................................................................................................................................9
Activity 3G ....................................................................................................................................10
Activity 3H.....................................................................................................................................10
Activity 4A ....................................................................................................................................11
Activity 4B ....................................................................................................................................11
Activity 4C ....................................................................................................................................12
Skills and knowledge activity .......................................................................................................12
Major activities..............................................................................................................................14
CONCLUSION..............................................................................................................................17
REFERENCES..............................................................................................................................18

INTRODUCTION
Recruitment, selection and induction of staff is highly essential for business organisation as
by this skilled candidates are enter within firm and perform their functions in order to attain
business objectives. Recruitment and selection of right candidate and providing them proper
induction is necessary for every business firm (Abou Hashish, 2017). This report covers job
description, law and reasons for unlawful discrimination, advertisement, selection panel,
minimization of recruitment process delay etc. All this helps in providing proper understanding
regarding recruitment and selection of manpower.
Activity 1A
Considerations for developing timeline
 Establish larger objective
 Work backwards
 Discuss about who is accountable for particular work
 Assign check in and meeting times.
 Designate task master
Activity 1B
Job description and its role
It is a document that defines about general tasks, responsibilities and related duties of a
position. It is utilized as a basis for performance management.
Meanings Consult: To seek advice or information from professional or expert. Reflect: It shows a situation or attitude (Alard, and et. al., 2016). Confirmation: It is a state of being confirmed or an act of confirming something. Prioritise: It is an act of arranging things or activities as per their relative significance
with each other.
 Keep it current: It means to continue update.
Job description
Job description
1

Position profile: Human Resource Manager
Position summary: Responsible for working along with operation administrator to ensure all
human resource activities are performed to the highest standard.
Job Responsibilities:
 Provides information to employees and supervisors regarding employee benefits,
human resource policies and practices.
 Oversee employee compensation and benefit programme.
 Manage recruitment programme.
 Design training and development programme for workforce.
Selection criteria:
 Require Post Graduation degree of MBA with specialization in Human Resource
Management
 Must possess good communication and interpersonal skills
 Have minimum working experience of 3 years as Human Resource Manage in
renowned organisation.
 Must have sound knowledge regarding HR practices and policies.
Legislations:
 Minimum Wage Act
 Anti Discrimination Act
Standards:
 Getting right people
 Training, learning and development
 Human resources management policies and employment legislations
 Human resource planning
Activity 1C
Who give best response
At the time of developing job description, it is important to consult with managers and
professionals who are expert in making job descriptions as they can give better response.
Significance of complying with legislations
2

It is important to complying with legislation at the time of job description as so that no
discrimination can takes place when recruiting employees and they are provided with at least
minimum wages.
Activity 1D
Laws that should not contravene
In job discrimination , there are some laws that should not be contravene such as federal
law which differentiates non-exempt and exempt employees, i.e., individuals who owed overtime
pay and who are not. Apart from this, provisions for Fair Labour Standards Act must be
considered in job descriptions (Batterham, 2014).
Reason of unlawful discrimination
Unlawful discrimination happens when adverse action is taken by an employer at
workplace against those individuals who are prospective employee or employee due to the
following attributes such as sex, colour, age, race, marital status, sexual orientation, religion,
political opinion, physical or mental disability, career responsibility etc. In this case, Fair Work
Ombudsman might take enforcement action.
Privacy
Privacy refers to an act of being apart from others or the situation in which one is not
disturbed by another people. In other words, it is the state in which things are keep private that
no third person can get information about it (Caena, 2014).
Activity 1E
Significance of obtaining approval to advertise a position
Obtaining approval from CEO of company is necessary before advertise a position so that
a proper interview environment can be created and they get proper funding for initiating
recruitment process.
Candidates approval for internal position
For internal position of firm, those candidates whose performance is good and who meet
all the criteria of required job position should approve for intrinsic job position.
Benefits of job sharing offer
There are various advantages of job share for both employer and employee which are
defined below:
3

Advantages for employer:
 Retention of employees who are high performing and seek flexibility because of change
in personal conditions (Cardoso, Tavares and Sin, 2015). Complementary combination of approach and experience and a broader, mixed skill set.
Advantages for employee:
 Retain responsibility level of full time position.
 Exchange of knowledge and skills among job shares.
 Meet challenging roles demands while upholding an enhanced work life balance.
Activity 2A
Channels and technology use to advertise vacancies
Channels and technologies used to advertise job vacancies includes job boards, twitter,
Facebook, websites, LinkedIn, industry specific media, Google ads, traditional candidates
sourcing and so on.
Pros and cons of channels and technology used
Pros:
 These channels and technologies are cost effective as it incurs less cost. It provides reach to large audience at the same time (Chovwen, Balogun and Olowokere,
2014).
Cons:
 Depending on channels used, firm sometimes have to pay high fees of subscription or
other cost of advertise vacancy.
 High response rate as irrelevant candidates are also apply for vacant job position
Activity 2B
Best way to reach best personnel
By taking benefit of social media, marketing compensation of firm, use existing employees
to attract new candidates, get referrals and development of appropriate job descriptions are some
ways to reach best personnel.
Essentials of advertisement
When writing an advertisement, one should not forget to develop good positioning strategy
that ensures determination of right target audience. Apart from this, it is also required that ads
must be simple, competitive and looks professional (Chua, And et. al., 2014).
4

Outsourcing
Outsourcing is identified as the business practice under which firm hire another
organisation or party from outside to perform tasks and manage operations that had previously
executed by company’s own staff or employees.
Reasons of doing outsourcing
The main reasons why companies doing outsourcing includes:
 Controlling and reducing operating costs.
 Increase use of external resources.
 Improving company focus.
 Improving efficiency for time consuming activities.
Activity 2C
Relevant personal to consult
Key personnel includes:
 Manager
 Person accountable for screening and sorting of candidate
Member of selection panel (Duffy and Emmens, 2014).
Need of committee for selection panel
For selection panel, committee is required as it helps in picking the best suitable candidate
for the available position.
Role of panel member in conflict
Any member of panel who has conflict of interest must declare this to lead at the most
primitive opportunity before an interview takes place.
Activity 2D
Role
Human Resource Manager: To create, implement and monitor policies which are mandatory
for each employee and have appropriate knowledge of its functioning.
Interview plan
Type of interview: Structured interview
Objectives: Main objective of using this method is to make sure that interview is conducted with
exactly similar questions in same order.
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Approach and style: Structured interview in which a similar set of questions are asked from
candidate (Guerci and Pedrini, 2014).
Format: Standard questions are asked to candidates which includes ice breaker or direct
questions about interest in organisation and position.
Subjects: Job challenges
Legislative requirements
At the time of developing interview plan, the legislative requirements that needs to be
consider by employer is fair hiring laws. Company must ensure that no discrimination takes
place at the time of recruiting candidates (Helmreich and Merritt, 2017).
Questions for job role
 According to you, what is training and coaching?
 How would you define your style of management?
 What tools and technology according to you are essential for human resource
management?
 Which is the effective method of resolving employee conflict?
 According to you, what is the biggest employee motivator?
 How would you define ideal company culture?
 What is your entire approach to managing human resource department?
Activity 2E
Criteria matching by panel
After matching criteria, panel will make a comparison between existing and every new role
that are present at similar grade in proposed structure.
Paul
Name 1 2 3 4 5
Retail *
Keyboard Skills *
Customer Service *
Mary
Name 1 2 3 4 5
6

Retail *
Keyboard Skills *
Customer Service *
Peter
Name 1 2 3 4 5
Retail *
Keyboard Skills *
Customer Service *
For the role of administrative retail clerk, Peter is the best suitable candidate.
Activity 2F
Email
To:
Cc:
Subject: Interview call
Hello,
This mail is to inform you that your interview is scheduled on Monday, i.e., 23-08-2018 at
Vaseline Centre, 56 Dry Hurst Street, Carlisle, NSW 2056. Your interview timings will be
10:00 AM to 3:00 PM.
Thanks & Regards
HR Executive
xyz
Activity 3A
Significance of ensuring candidate's comfortability
It is important for firm to ensure that candidate is comfortable at the time of interview as
it enables them to respond questions of interviewer in more better manner.
7

Stages of interview:
There are different stages of the interview. It is important so that company can follow the
sequential steps. Different stages are explained below:
Introduction: Employers are free to communicate the ideas with the employees. It is
important so that company manager can interact with employees.
Q & A: It is the longest portion of interview (Hoaglund, Birkenfeld and Box, 2014).
Your questions: Employer can ask the employees of any questions are there.
Closing: It is the last step in which manager can take time to end on positive note and
thank you is said by an applicant to the interviewer.
Activity 3B
Importance of thank a candidate
Yes, it is important to thanks candidates for coming to interview as it leaves a positive
mark in minds of those individuals who came for interview. It will also helps in creating good
image of company among others.
Key stakeholders in candidates’ assessment
Key stakeholders in assessment of candidate includes management, professional of
specialized area and other members (Kelly and Northrop, 2015).
Activity 3C
Aim of applicant in interview process
The main aim of applicant in interview process is to respond all the questions of in proper
manner and get job on the basis of their skills and competencies.
What occurs after interview
Straight after an interview, interviewer call the candidate and tell them about whether
they are selected or not.
Purpose of structured communication
The main purpose of structured communication during consensus is to make effective
decisions. It is concerned with procedure of deliberating and finalizing decision.
Activity 3D
Need of obtaining permission
8

Before contact a referee, it is required to obtain permission from candidate so that final
decisions can be take by validating information that is provided by candidate.
Steps to obtaining reference
 Request 2 to 5 references from candidate
 Make individual schedule reference check meetings
 Develop refere nce check question guide
 Make individual provide references in at least 24 hour notice
 Use automated reference check technology
Activity 3E
Purpose of selection report
It’s main purpose is to communicate panel’s recommendation and gives appropriate
information for delegate to frame fair recruitment decision.
Selection report
It is an official record of selection process that convey recommendation of panel and
administer enough information for delegate to develop fair and informed recruitment process.
Should company make do with second choice
Yes, firm should make do with second best choice if no suitable applicant is there as if position
is vacant, than it is necessary to fill it soon. It helps firm in performing all the activities at
proper time (Kadushin and Harkness, 2014).
What to do if feedback is provided
If feedback is provided on candidate’s application, a specific insight must be given on it.
Activity 3F
Way of advising candidate
When a candidate is unsuccessful in their application, firm must inform them immediately.
They should provide them honest feedback and inform them at every stage. Be straightforward
and explain them the reason that way they are not selected for the particular job.
Activity 3G
Impact of long recruitment process
Significant impact of long recruitment process on firm includes:
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 Company may loss its productivity and revenue because job vacancies remain vacant for
longer time (Olsho, and et. al., 2014).
 It may result in increase in hidden cost of hiring.
Results of cannot be agreed upon agreed salary
If agreed salary can not be paid to workforce, then they get demotivated. In order to a
ensure that this issue does not arise, firm should adopt federal legislature FLSA to protect
workforce from poor wage practices.
Activity 3H
Documentation charged when candidate is selected
Documentation charged with processing includes:
 Qualification mark sheets.
 Identity proof
 Permanent account number
 Bank account details
 Any additional qualification certificate or diploma
Confidential waste
When confidential waste is no longer need to keep, firm must dispose off it carefully and they
should only utilize shredder or blue confidential waste bins (Robertson, Woods and Gastin,
2015).
How to keep record of candidates
Steps to keep records of candidate secure:
 Determine & prioritize confidential information
 Study information flows & conduct risk assessment
 Determine appropriate information distribution policy
 Execute monitoring and enforcement system
 Review progress periodically
Activity 4A
Letter of offer
Letter of offer is the approach in contract law. It is an expression of willingness to
contract on the terms and conditions. It is accepted by the person to whom it has been addressed
10

that is the offeree. This is a statement in which the offerer is willing to be bound. It is the present
intent in which contracts are bound and certain terms, and conditions are communicated to the
offeree.
It include various terms and conditions such as letter, newspaper advertisement , email,
fax etc. as long as it can interact with the offerer is prepared to contract.
Information provided to candidate
Different types of information and data can be evaluated. The data and information is
described below:
 Date of employment: Date of employment can mentioned in contract. It is essential so
that company can have knowledge about the data of employment so that they can join on
that date (Rothmann and Cooper, 2015). Rules and regulations of employment are also
mentioned in the document. It is crucial so that person can have knowledge about the
rules and regulations and this help them to follow the rules and regulation.
 Time of employment is also mentioned which is also an important factor for the staff
members. This directly help the employees to have knowledge regarding the time and
thus they can become discipled in less time.
 It also contains details of the salary and other details regarding the termination of the
employment.
Activity 4B
List of documents
As a manager company can easily explain the administration clerk regarding the
documents. They can easily explain the clerk regarding the important documents which
important for creating contracts with another company. It is also important that workers can
easily perform all activities and tasks. Manager can also give advice to keep the documents safe.
Administration clerk can review the documents as they are part of the company, so they
can have knowledge regarding the company. Manager can told to the clerk to keep the
documents confidential so that other rival companies cannot use this document. Hence it is
crucial that staff members do not access this data and information .
Communicate new appointment
11

There can be meeting and seminar in which staff members can easily fa,ilair the new
appointment with the company. It is crucial that firm can familiar with this method as all
employees can have knowledge about new appointment. In some time staff members can easily
become familiar with the company and other colleagues.
Activity 4C
Feedback and evaluation
It is very important in the evaluation process. Through feedback company can make
changes in the methods and process. At same time firm can modify their activities and tasks. In
induction feedback is important as then only company can change their methods and can learn
about latest and recent techniques through which training is given to staff members (Schneider,
2014).
Induction plan
It is important so that employees can have knowledge regarding the activities and tasks
which are performed in the company. Hence workers can perform better and can give superior
results.
Skills and knowledge activity
Job description: It is a document that consists of different roles and responsibilities for P.A. It is
important so that company can select educated and competent staff members. Hence it is clear
that company can easily perform activities and tasks. Job description is described below:
Job description
Job title: P.A.
Report to: Top management and CEO
Qualification:
 P.A. must have a degree or diploma in business.
 Have knowledge about the word processing skills and knowledge.
 Shorthand and audio typing is important for this post.
 Post graduation qualification is also desirable.
Responsibilities
 Screening telephone calls, enquiries and requests.
 Organizing and maintaining diaries and making appointments.
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 Dealing with correspondence and writing letters, taking dictation and minutes.
 Organizing and attending meetings and ensures that manager is well prepared for
meetings.
 Dealing with emails, faxes and post
Experience:
Minimum of two years of office experience to person has worked in clerical department.
Salary details:
 Typical P.A get salary which ranges from $30K to 40K.
 At senior level who have 10-15 years of experience can get $60K to $ 75K.
 Top management assistant jobs can have salary of $90K to $90K
Timeline for appointment of PA
Proposed timeline for PA appointment:
Local newspaper advertising Friday, 2nd Aug. 2018
Closing date of applications Friday, 16th Aug. 2018 at 5.00 pm
Short Listed Candidates Notified Tuesday, 20 th Aug. 2018 or earlier
Interview week of Monday, 26th Aug. 2018
Appointment commences as soon as possible
Selection criteria
 Candidate must have post graduation degree in any stream
 Have good communication and interpersonal skills.
 Excellent English speaking skills
Key personnel to consult with
 Manager
 Professionals in concerned departments
Legislative requirements
Federal laws related to wages and discrimination policies.
Advertisement for PA position
13

Job Opportunity
A large well known organisation seeks PA
Candidate should:
 Post Graduate with good communication and English skills.
 Have minimum experience of 3 years.
 Maintain schedule of meetings, attend telephone calls, respond emails etc.
 Comfortable in travelling
Interested candidate can send their resume on [e-mail]
Contact no.: 6478632483
Questions for interview
 Tell me about yourself?
 Why you want this job?
 Are you comfortable to work with team?
Shortlist of applicants
Steps:
 Finalize upper limit of interview
 Develop elimination criteria
 Decide on selection criteria
 Eliminate candidates
 Select candidate
 Check social media
 Prepare merit list
Review interview questions
All the interview questions are made as per the legal requirements.
Documents used to process and assess candidates
 Qualification mark sheets and any other certificate.
 Identity proof
How deviations and biases be negotiated
14

Biases and deviations will be negotiated and corrected by applying various laws and
legislations such as Equality and Minimum Wages law.
Procedures for referee reports
Name of Applicant: pqr
Title of Advertised Vacancy: PA
Job Number: 51
Name of Referee: abc
Title of Referee: def
Selection report
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Selection Report
POSITION: PA
POSITION No: 51
DEPARTMENT: Healthcare Department
LOCATION: Location
ADVERTISING DETAILS: The position was advertised in media
BACKGROUND:
Position of PA at xyz company
SELECTION CRITERIA:
 Require graduation degree
 Good English
SUITABLE CANDIDATES FOR INTERVIEW:
 Names 1
 Names 2
 Names 3
 Names 4
NOT SUITABLE FOR INTERVIEW:
 Names 5
 Names 6
 Names 7
 Names 8
DECISION
NAME APP’N REF FINAL RATING
Name 1 X X HC
Name 2 X X HC
Name 3 X X HC
Name 4 X NC
Name 5 X NC
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Name 6 X NC
Name 7 X NC
Name 8 X NC
RECOMMENDATION:
Based on available information, the recommended applicant offered for appointment are:
 Name 1
 Name 2
 Name 3
Panel member name:
Panel member signature:
Date:
Procedure to advice unsuccessful candidates
Candidates are called and provide them information and details regarding their
unsuccessfulness.
Procedures to secure preferred candidate
Required documentation:
Permanent account number, Identity proof, Qualification documents.
Induction plan:
Induction plan is developed to familiarize new employee to organisation and provides
them details regarding their working.
Major activities
Q1: Process uses for obtaining approval?
Ans: Prior initiating the process of recruitment it is primarily important to take the approval of
CEO i.e. Request to recruit application must be signed and go through by CEO or Concerned
Department Manager. Once the approval is done, succeeding step is to discuss with HR Manager
as well.
Q2: What national legislation and standards followed by company?
17

Ans: Racial Discrimination Act (1975), Sex Discrimination Act (1984), Minimum Wage Act
(1998), Health and Safety Act (1974), Employment Right Act and Working Time Directive Act
(1999). All these legislation are taken into account by an organization before recruiting any
candidate (Van Zwanenberg and Edwards,.2018).
Q3: Who would you discuss regarding relevant attributes required for specific job?
Ans: It is always better to discuss with concerned department which requires new candidates or
have opening. Relevant and exact information can be assessed from them regarding what
actually they are looking forward from a desired candidate.
Q4: Relevancy of Anti-Discrimination Act?
Ans: Under this law, equal opportunities must be given to every employee without
discriminating among them on the basis of sex, color, creed, age, nationality or religion. It
provides people with the legal right to be treated equally without any type of discrimination.
Q5: Approval required for advertising position?
Ans: Before advertising about job vacancies, Manager of Concerned Department needs to sign
off on Advertise position form. Basically, HR Manager sends a draft to department and seeks for
their approval before beginning the process of publishing about job vacancies (Wilton, 2016).
Q6: Channels used for advertising?
Ans: There are various channel that can be used for publishing job advertisement like print
media, digital media, social networking sites, company’s website and contract with some popular
job portals.
Q7: How you read when write about an advertisement?
Ans: The written advertisement must have a catchy job title, clearly defined and specific about
job role, brief about company, nail the short description (because people prefer to read only
when the information is short and specified) and lastly phone number should be given for any
enquiries.
Q8: Brief about company’s selection panel? If uses or not?
Ans: Yes, my company is using selection panel for recruiting and selecting most talented and
competent candidate (Wilton, 2016). It consist of 3-4 members including a member from HR
Department, Department Manager, Assistant of Department Manager and CEO or any member
working at top level management can be a part of selection panel (not mandatory).
Q9: Questions frequently asked while taking an interview?
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Ans: Some of the most frequently asked interview questions includes tell me about yourself, list
your strength & weakness, why should we have hire you, where you see yourself after 5
years and lastly why you want to work with our company.
Q10: What are the required pin-points while short-listing a candidate?
Ans: The required attribute or characteristics must match with top performing workers currently
working in the role. Education, Personality Traits, Work Experience, Competencies and Skill
& Knowledge are some of the key aspects that needs to be taken into account by Panel
Members.
Q11: What information should be given to job applicants?
Ans: Information related with date, time and schedule must be given to applicants. Along with
this, information regarded what all documents needs to be required during an interview, brief
them little about company, job description and requirement for specific job (Rothmann and
Cooper, 2015).
Q12: Why it is important to review the selection criteria?
By reviewing the selection criteria before executing final selection process, manager or HR
manager ensure themselves whether he/she is being fair in selecting candidate to interview. By
discussing manager can also conduct sort of trial and error way of eliminating any chance of
hindrance.
Q13: Stakeholders involved in review process?
Ans: Director and employees are the key stakeholder of review process apart from others like
suppliers, unions, government. This is mainly because they took active participation in selection
process and give appropriate suggestion as well.
Q14: What should structured communication must be used for?
With the help of structured communications, groups and individuals can coordinate activities to
accomplish organizational goal and it is vital in problem-solving, decision making, socialization
and change management process. Along with it also assist in building people’s attitude which
further help them both personally and professionally (Rothmann and Cooper, 2015).
Q15: Questions prepared for referee?
Developing a series of questions that will going to be ask referees depend upon on the questions
which panel members has asked during the process of interview. This assist confirm and expand
on the most critical information required for selection. Before putting or asking any question one
19

must ensure not to breach any legislative requirement. Some of the common questions
encompasses why you leaved last job, brief about your achievements, evaluate your performance
along with your key strength and weakness and many more. Basically questions are designed
according to the concern of panel member regarding the suitability of applicant that the referee
may be able to provide clarification on.
Q16: Documents use when making selection report
Documents used in selection report include:
 Referee checks
 Copy of interview questions
 Short-listing grid
 Any other evidence collected which supports recommendation
Q17: What to do when advising unsuccessful candidate
Panel must agree in advance that who is accountable for advising unsuccessful candidates
regarding outcome of selection process. It is generally done by electronic mail and sometimes
by letter or telephone. Unsuccessful candidates must be contacted in timely way and prefers to
immediately follow contact with successful one. Offer feedback to unsuccessful candidate is
also common (Chovwen, Balogun and Olowokere, 2014).
Q18: Ways to minimize recruitment process delay
 Define or re-define hiring need
 Be particular in creating job description
 Get in position
 Set schedule and deadline
 Be consistent, impartial and realistic
 Check references
 Don't leave them flaccid even for a little while
 Make decision
Q19: How organisation dispose of confidential waste
For disposing of confidential waste, spring cleaning policy is adopted by company in
order to ensure that outdated, unwanted and old papers and files are securely destroyed.
Q20: Components of an employment contract
It includes:
 Employee job title.
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 Pay details.
 Hours of work.
 Holiday entitlement and pay
 Grievance, Illness pay
 Employment termination
 Employee Benefits
 Terms of employment
Q21: Advise HR department of new appointments
HR department is advised for new appointments so that available vacancies within firm
can be filled with skilled and competent candidates.
Q22: Advise finance department of new appointments
Finance department is advised for new appointments in order to fill vacant positions and
tasks related to this department should be performed well.
Q23: Purpose of arranging inductions
The main purpose of arranging induction programme is to integrate new candidates into
firm and provide them proper understanding regarding procedures and systems followed by
company.
CONCLUSION
As per the above mentioned report, it has been concluded that recruitment and selection
are essential aspects of every business concern. Along with this induction of manpower is also
very essential as a it assists in familiarise employees with organisation. After recruiting
employees, interview is conducted and on the basis of that, candidates are selected and hire
within organisation.
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