Detailed Analysis of Recruitment and Selection in Business Admin

This report provides a comprehensive overview of recruitment and selection processes within business administration. It details the administrative requirements for both internal and external recruitment, emphasizing the importance of job descriptions and person specifications. The report explores various selection methods, pre-employment checks, and the crucial aspects of communicating with applicants throughout the process. It also addresses confidentiality, data protection, and system security. Furthermore, the report analyzes the process of placing job advertisements, recording applicant responses, and providing information to candidates. It concludes by highlighting the significance of coordinating selection arrangements and maintaining up-to-date selection records, which are essential for effective human resource management. This report is contributed by a student and is available on Desklib, a platform offering AI-based study tools.

BUSINESS
ADMINISTRATION

Table of Contents
INTRODUCTION...........................................................................................................................3
TASK 1............................................................................................................................................3
1.1 The different administrative requirements of internal and external recruitment..............3
1.2 Uses of job description and a person specification..........................................................4
1.3 Administrative requirements of different methods of selection.......................................5
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 recruitment and selection process.............................................................................5
1.6 Requirements of confidentiality, data protection and system security.............................7
TASK 2............................................................................................................................................7
2.1 Checking whether job details are correct or according with brief....................................7
2.2 Place job advertisements in the agreed media in accordance with time scales................8
2.3 Record applicant responses within timescale...................................................................9
2.4 Provide requested information to applicants ...................................................................9
2.5 Organisational policies and procedures, legal and ethical requirements........................10
TASK 3..........................................................................................................................................10
3.1 Invite shortlisted applicants to participate in selection process......................................10
3.2 Coordinate selection arrangements.................................................................................11
3.3 Carry out agreed pre-employment checks within agreed timescales.............................11
3.4 Inform applicants of outcome of their application.........................................................12
3.5 Keep selection records up to date...................................................................................12
CONCLUSION..............................................................................................................................12
.......................................................................................................................................................13
REFERENCES..............................................................................................................................13

INTRODUCTION
The Business administration involve the performance and management of business
operations and decision making as well as the efficient organization of group and other
resources, to direct activities towards business goals and objectives. The present report
emphasizes on the different administrative requirements of internal and external recruitment and
methods of selection. Along with this, the uses of Job description and person specification is also
discussed (Ahmed, 2015) . In addition with this, the information needs to be communicated to
successful and unsuccessful applicants at each stage of the recruitment and selection process.
This report is going to be discussed about all the activities related to recruitment and selection, as
this is important for every organisation.
TASK 1
1.1 The different administrative requirements of internal and external recruitment
Recruitment is the process of finding and hiring the best-qualified candidate for a job
opening, in a timely and cost effective manner. Business Administration are required to do
recruitment of employees to manage human resource in a workplace. There are two types of
recruitment which are internal and external.
1. Internal recruitment method – In this method, the organisation looks to fill the vacancy
from within their existing workforce. The administration requirements of internal
recruitment is that, through this method, organisation can quickly shortlist the candidates
as this method saves a lot of time. Organisation opt this method most, because they have
the requirement of those method from which people are familiar that how to operate their
business and also this reduces the training time and improves productivity of the
organisation (Armstrong and Taylor, 2014) . This also provide the opportunities of
promotion , so from this employees get motivated to achieve their business goals.
 External recruitment method - In this method, the organisation looks to fill the vacancy
from any suitable applicant outside the business. The administration requirements of

external recruitment is more as many organisation uses this method because outside
peoples bring new ideas and have a wider range of experience. This method is used by
many firms as to see if there are any sufficiently skilled or qualified to fill. And also this
provides an opportunity for a fresh outlook on the industry that a company may need to
stay competitive.
1.2 Uses of job description and a person specification
Job description is a written account of all the duties and responsibilities involved in a
particular position which a candidate must have to get qualified for that job (Brewster and
Hegewisch, 2017) . There are various uses of job description which are mentioned below :
1. Recruiting: It helps a manager to concentrate on skills and qualification which are
required for a vacancy.
2. Training new hires: When employee is selected in an organisation, a plan for training
them is developed. Through usage of job description managers can analyse in which field
a person needs training.
3. Setting Expectations: Job descriptions describes accomplishing a job role. When new
candidates goes through it they are aware of what are expectations from them to get
qualified for a specific job (Heilman, Manzi and Braun, 2015) .
Uses of Person specification – The person specification is a description of the ideal new
employee including experience, knowledge, qualifications, skills, and other attributes which a
candidate must have to perform the job duties. The specification should be derived from the job
description and forms the foundation for the recruitment process. This is useful as this allow to
define the kind of person company wanted and so helps them to write an accurate job advert. It
enables organisation to assess each candidate fairly and objectively (Ladkin and Buhalis, 2016) .
And it enables to compare candidates against each other and therefore make selections based on
evidence.
1.3 Administrative requirements of different methods of selection
Selection is the process of choosing the most suitable candidate for the vacant position in
the organization. The methods of selection are required by the organisation as they are important
because of the production and performance value companies get by making good hires and the
high costs of replacing employees following bad hires. There are various methods an
organisation used for their requirement -

 Interview : Interview refers to a meeting of peoples face to face, especially for
consultation. The administration required this method because this connects both the
employees as well as job seekers, this aid employers to select the right person for the
right job.
 Online Screening and shortlisting : This is a part of hiring, recruiting process, which is
typically accompanies a job application while preceding a phone interview or formal job
interview. The administration required this method because this saves a lot of time and
money.
1.4 Requirements of different pre-employment checks to be carried out
Pre-employment check is a process of investigating potential employees background and
is mostly utilised to evaluate quality of claims of applicants. It also help in determining if
candidate is having any criminal record or not (Martins and Diaconescu, 2014) . There are
different types of pre-employment checks, which are mentioned below : Employment history checks : Employers verify past employment in several ways. The
most common is to use databases of company payroll records and Social Security
numbers to find your past jobs. Credit checks : Some employers will check their financial history through a credit check.
It’s always a good to pre-check the credit history by ordering a free copy of the credit
report
 Criminal background checks : Many employers conduct criminal background checks
and they also have the rights regarding these checks.
1.5 Information needs to be communicated to successful and unsuccessful applicants at each
stage of recruitment and selection process.
The information must be communicated after the process of interview as it can feel
frustrating to not get a response (Miles and Sadler-Smith, 2014) . It is important to be informed
because communication with applicants is essential for a positive candidate experience. Yet it's
very common for companies to not notify applicants when they are selected or rejected for a job.
When it comes to successful applicants, timely communication is important and needed because
the experience of applicants with the organisation hiring process might influence their decision
to accept company's job offer, if company decide to hire them. Organisation must send the post-

interview email template to successful candidates to let them know they have moved on the next
hiring stage. For e.g.
Dear (Candidate’s name)
Thank you for taking the time to talk to us about the (job_title) position. It was a pleasure
getting to meet you and we think that you’d be a good fit for this role.
(As a next step, we had like to invite for an interview with our CEO / VP of Engineering where
you will have the chance to further discuss the position and ask any questions you have.)
On the other hand, When it comes to unsuccessful applicants then it can be a difficult
task as no one wants to hear that they are not selected for the specific job. But no matter what,
organisation must provide feedback or rejection letter to the applicants who are not selected for
the specific job. As Candidates appreciate feedback because they are anxious to improve their
chances of getting the next job for which they apply.
Feedback
Dear Applicant,
You’ve got an awesome background but after reviewing all the projects that came in for this
role, we decided to go with someone more experience working in (company name). Since that’s
our main platform, this is what makes the most sense for now, but we were all super impressed
with your resume and we’ll definitely reach out for any future openings.
Rejection Letter
Applicant
Address
Dear (Name)
Thank you for your interest in the (position title) position in the (department) at (company
name). On behalf of the search committee, I would like to thank you for taking the time to
interview for this position.
At this time, I regret to inform you that you were not selected for this position. I encourage you
to continue seeking employment at (company name), and hope that you are successful in your
future endeavours.
Sincerely,

Search Committee Chair Name
1.6 Requirements of confidentiality, data protection and system security
Confidentiality refers to keeping secure personal information. It means protecting an
information or details about a person as a secret. It is required to keep confidentiality because if
business details are being leaked it can be a loss to the company as well as their employees. If
information is misused by fraud or for any illegal activity it can lead to costly lawsuits (Mondal
and Pramanik, 2014) .
There is a law imposed for protection of data which is Data Protection Act. It requires
all companies who can handle information related to personal or professional, to follow along
with various important principles with respect to disclosure and privacy. An individual who
processes personal information must abide by eight principles in order to make sure information
is processed lawfully and fairly, processed for a limit purpose, correct and right, etc. This act
also helps a personal information is held creating a subject access request.
System security is protecting systems within an organisation. It is required by an
organisation to keep system security so that their data is protected and no one can hack it.
Whereas this also helps in keeping personal information of employees and organisation
confidential. Moreover it prevents other people from using a person details and information.
TASK 2
2.1 Checking whether job details are correct or according with brief
Mentioned Job details are for recruitment in sales and marketing department for profile of
Sales manager. Our company is looking for a high-performing Sales Manager to help us meet
our customer acquisition and revenue growth targets by keeping our company competitive and
innovative. The applicant must have good interpersonal skills which can help them to build
relationship with clients and understand requirements of customers (Nikolaou, 2014) . The one
who got selected will be responsible for maximizing our sales team potential, crafting sales plans
and justifying those to plans to the upper management. They should be able to do marketing
campaigns and should be innovative in a way that they can lead overall growth of organisation
by presenting new ideas and make them work. Recruited person should be able to handle and
manage promotional activities, organisation of events and organising exhibitions. The Job details

render by HR executive must be correct, so that the applicants can be able to apply for the
relevant job profile.
2.2 Place job advertisements in the agreed media in accordance with time scales
Advertisement for recruitment of sales manager is given in newspaper, job portals and
website of organisation. It is shown below:
Job Advertisement
Sales Manager required
Sales and marketing department
Applications are invited from dynamic and energetic candidates those who are effectively
responsible trained in all department of handling and taking care of all the products of M&S. In
addition to this, candidates are also required to be skilled in selling home products and branded
clothes of organisation.
Sales Manager
Candidates with following applications and skills are eligible to apply-
 Minimum 5 years of working experience in marketing and management sector with
excellent communication, influencing capabilities and interpersonal skills.
 Must have post graduation degree in marketing and management.
 Eligible to guide employees to take care of food products and regular taking care of all
products.
 Ability to sell home products and branded clothes in the retail industry.
 Advising consumers on their choices in effective way
 Accurately finish sales target and make proper accountability of selling records
Attractive salary package and other incentives and benefits will be offered.
Applications can be sent by potential candidates through e-mail to the following
[e-mail] or contact at 0140-9766643.
Time-scales
Inviting applications from candidates 25- 5 February, 2019
Short listing of applications 7- 9 February, 2019
Call for HR round 12 February, 2019

Interview date 15-18 February, 2019
2.3 Record applicant responses within timescale
Candidates have applied for post on different portals and now they are scanned on first
come first basis. As requirements were made clear so it would not take much time to scan but
still scanning is required. Priority is given to one who has applied first. Candidates have been
shortlisted as per our requirements means on basis of skills for which organisation was looking
for. At this moment of time, date is finalised for interview and candidates are informed through
calls and emails. Interview was conducted from 25-5 February, 2019 in which different rounds
were organised and candidates are tested on that basis. First round was from 7-9 February, which
was general round which deals with analysing candidates (Reiser, 2014) . Some were selected
and few were rejected. Next round was HR round on 12 of February, which was completely
related with sales and marketing department and candidates were tested for that and last was
Interview round from 15-18 February. The required candidates were two, best were selected as
per the requirement of organisation.
2.4 Provide requested information to applicants
Selected candidates have to follow certain rules and regulations of organisation and this
is informed to them at the time of joining so that they must follow them during their entire
working.
 They should be dressed up in formal and have to come on time.
 They have to manage the workers who are working under them and also check for
alternatives if they are not on time.
 They are responsible to complete the target on time. They must have the power on their
employees, so that they can complete their targets on daily basis.
 They cannot take any leave without intimation. A proper leave application should be
given which can be in form of email or can be in the form of communication with higher
authorities.
 Strategies should be developed by manager in order to enhance growth of organisation
and should be responsible for overall management of work within organisation.

2.5 Organisational policies and procedures, legal and ethical requirements
At time of joining, appointment letter is given to employees. That letter includes the
details of date of joining and terms and conditions of organisation. It also includes process of
leaves, duration of probation period, notice period of one month before leaving organisation,
salary details, etc. Proprietary and confidential information of clients and employees should be
protected. Policies for health and safety are included in this (Townley, 2014) . Equality and
Human Rights 1998, International organisation act 1968, data protection act 2018 have to be
followed.
TASK 3
3.1 Invite shortlisted applicants to participate in selection process
It is necessary to invite shortlisted candidates for further selection process. By this
candidates know that they are being selected and are being called for further selection rounds.
From above created advertisement of job for the post of sales manager, a Human resource
manager calls various applicants to participate in process of selection. Informal and formal ways
can be used by HR to invite potential candidates. Some of ways are being mentioned below : Sending messages: In case if applicants is not able to give replies to emails, Then HR
manager of the organisation send text message to the applicant. In this they inform that
candidate is been selected for further rounds of interview and send them the details of
venue and time in a message.
 Phone calls: It is another way of informing applicants about their result. Under this HR
manager directly contact with applicant and tell about details and venue of interview.
 Emails- A job applicant offer letter via email is acceptable. The HR manager of the
organisation can also informed to the applicants about their interview results through E-
mail. They can mention date, time and venue in e-mail.
3.2 Coordinate selection arrangements
The coordination selection arrangements should be perfect, the organisation should call
the applicants and conduct their interview in a formal way and should informed them the
outcome after each round. In relation with the post of sales manager, various process can be
conducted that includes conducting face to face interviews. This will benefit every company to
select a right person for right job (Zide, Elman and Shahani-Denning, 2014) . Organisation can

also hire candidates for short period of time in order to evaluate them if they are able to meet
requirement of any particular company, after evaluation they can give confirmation letter to
appropriate candidates and bring innovative in the organisation.
3.3 Carry out agreed pre-employment checks within agreed timescales
There are various types of steps included in selection process in addition to this, there are
some pre employment checks that is essential to carry before the process of selection of
candidates at every company. Some of these checks are briefly evaluated below:
Personalities Tests Medical Tests Police Tests
In a position of sales manager
candidates who are having
charming personalities can
attract consumers in effective
way, especially in this position
employees who are attractive
and good looking in addition
to this if they are having
proper ascent and remarkable
communication skills are
having high chances of being
selected. This test should be
completed within 2 months of
joining.
It is first and foremost
responsibility of employer of
any organisation to make sure
that their candidates are free
from all kind of transferable
diseases. These kinds of
checks will benefit companies
to evaluate overall
perspectives of health of their
candidates in order to
determine their job
capabilities. This test would
take one month to complete.
It is very important for any
organisation to conduct proper
and systematic police
verification. It is necessary for
company to check back ground
of their perspective candidates
and examine their criminal
records. It will benefit
company to ensure that their
candidates are not involved in
any kind of criminal and
illegal activities. By
implementing this process in
their selection process
organisations can save their
organisation for any kind of
bad image in future. This test
has a longer process so it
would take approx 3 months to
complete.