People and Performance - BMP4006: INUB Office Manager Portfolio

This portfolio, created for the BMP4006 People and Performance module, presents a comprehensive set of HR documents designed for the recruitment and onboarding of an Office Manager at INUB. The portfolio includes a detailed job description outlining responsibilities, working hours, and salary; a person specification defining required qualifications, skills, and personal qualities; a job advertisement designed to attract suitable candidates; and a three-month induction plan to facilitate the new employee's integration into the company. The documents are supported by a rationale that explains the rationale behind the design choices made in each document, referencing relevant HR management principles and practices. The assignment demonstrates an understanding of the recruitment and selection process, focusing on the effective identification, attraction, and selection of the right candidate for the office manager role. References to academic sources are provided to support the arguments made in the rationale.

People and
Performance
(Portfolio of HR Documentation)

Table of Contents
JOB DESCRIPTION.......................................................................................................................2
PERSON SPECIFICATION ...........................................................................................................2
JOB ADVERTISEMENT ...............................................................................................................3
INDUCTION PLAN .......................................................................................................................4
REFERENCES................................................................................................................................6
APPENDIX......................................................................................................................................7
RATIONALES................................................................................................................................7
Aims............................................................................................................................................7
Job Description............................................................................................................................7
Person Specification....................................................................................................................8
Job Advertisement.......................................................................................................................9
Induction Plan...........................................................................................................................10
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JOB DESCRIPTION
Post: Office Manager
Service: Administrative Department
Working Hours: 35 Hours in a week
Grade: 7
Salary: £25,000 to £30,000
Responsible to: Human Resource Manager
Responsible for: Administrative activities
Duties and responsibilities:
 Use various tools and techniques to run office effectively like spreadsheet, emails and
database. Prepare and track budgets by collecting significant information like scheduling
expenditures, evaluating variances and introducing corrective measures.
Other functional responsibilities:
 Officer managers prominently make sure for their day by day execution of office and
tends to manage team and support staff members.
 Organise enterprise events and concerning conferences and effective management of
paperwork and furniture.
PERSON SPECIFICATION
Post: Office Manager
Reference: IFC-417/8
Service: Human Recruitment
Qualifications:
 Bachelor's degree in business administration. GCSEs with minimum C grade in English and Maths.
Skills and Knowledge:
 Excellent time management and organisational skills.
 Effective knowledge of Microsoft office and good skills in teamwork. Excellent ability in order to communicate appropriately regarding effective flexibility
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and adaptability.
Experience:
 Important to have effective office experience and also able to work on deadlines. Minimum 2-3 years of experience as a manager in office and also adapted to office
software.
Personal Qualities:
 Effective ability and competence to motivate others.
 Strong interpersonal abilities and a very good team player.
JOB ADVERTISEMENT
We're Hiring !!
Post: Office Manager (Full Time)
An effective opportunity to join real estate sector as the office manager. As we have vacancy on
full time basis with attractive package. The total working Hours are 35 in a week as proper
training and concerning equipments are provided. Deadline for the application is September 01,
2020.
Benefits
 26 days annual leave Generous pension scheme
Basis: Full Time - Permanent
Salary: £18,000 - £30,000 per annum (dependent on experience), plus employee benefits
You can apply by sending your CV or applying on Indeed or Total Jobs .You can request for an
application form from our company website.
Contact Details:
Email: [e-mail]
contact no: 0774563459
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website: Inubliverpool.ac.uk
INDUCTION PLAN
Induction Plan
Employee’s Name: Mr. ABC
Date Employment Started: 28.10.2020
Employee Responsible for Induction: Mr. XYZ
Activity Signed by staff
By the end of the First Month
 Have an starting
formal meeting concerning
the Quality and Development
analysis.
 Make effective decision
regarding whether to end his
probation or not.
 Accessing that employee need
further training
This must contribute to clear targets
for the work and continuous learning.
By the end of Two Months
Performed your training plan
and demonstrated your ability
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to meet the standard set positi
on criteria.
At the critical point, the
employee can give feedback
and concerns about their job.
Adjust work objectives if the
employee is up to speed.
By the end of Three Months
Making a decision to either
holding or releasing him
based on his 3 month
performance report.
The business plan, annual
goals and key performance
objectives of the company
and key challenges
Final gathering with company
seniors.
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REFERENCES
Books and Journals
Al-Khlaifat, L. and et. al., 2020. Perceptions and performance of exercise in people with knee
osteoarthritis in the Middle East: are they different to countries in the developed world?
A qualitative study in Jordan. Physiotherapy Theory and Practice, pp.1-12.
Callesen, J. and et. al., 2019. How do resistance training and balance and motor control training
affect gait performance and fatigue impact in people with multiple sclerosis? A
randomized controlled multi-center study. Multiple Sclerosis Journal,
p.1352458519865740.
Costa, J. and et. al., 2019. Boostmeup: Improving cognitive performance in the moment by
unobtrusively regulating emotions with a smartwatch. Proceedings of the ACM on
Interactive, Mobile, Wearable and Ubiquitous Technologies. 3(2). pp.1-23.
García-Pinillos, F. and et. al., 2019. Effects of 12-Week Concurrent High-Intensity Interval
Strength and Endurance Training Program on Physical Performance in Healthy Older
People. The Journal of Strength & Conditioning Research. 33(5). pp.1445-1452.
Gianella, S. and et. al., 2019. Plasma (1→ 3)-β-D-glucan and suPAR levels correlate with
neurocognitive performance in people living with HIV on antiretroviral therapy: a
CHARTER analysis. Journal of NeuroVirology. 25(6). pp.837-843.
Hartnell, C. A. and et. al., 2020. Does servant leadership’s people focus facilitate or constrain its
positive impact on performance? An examination of servant leadership’s direct, indirect,
and total effects on branch financial performance. Group & Organization Management,
p.1059601120901619.
Kelly, F. J. and Fussell, J. C., 2019. Improving indoor air quality, health and performance within
environments where people live, travel, learn and work. Atmospheric Environment. 200.
pp.90-109.
Tomar, J. S., 2020. Employee Engagement in India: Organizational Effectiveness, People, and
Performance in IT Companies. In Handbook of Research on the Role of Human Factors
in IT Project Management (pp. 420-451). IGI Global.
Van Zoest, R. A. and et. al., 2019. Predictive performance of cardiovascular disease risk
prediction algorithms in people living with HIV. JAIDS Journal of Acquired Immune
Deficiency Syndromes. 81(5). pp.562-571.
Walters, R., 2019. Relinquishing control in focus groups: the use of activities in feminist
research with young people to improve moderator performance. Qualitative Research,
p.1468794119847633.
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APPENDIX
RATIONALES
Aims
This section has the aim to explain regarding effective procedure regarding the hiring for
new office manager of company named INUB located in Liverpool, Moscow Drive L4 7JA. In
terms of this, recruitment and selection procedure tends to put emphasis on the effective
identification, attraction and selection of right candidate at the right job in order to meet the HR
requirements within an organisation (García-Pinillos and et. al., 2019). In regard of this, both the
activities are incorporated and tends to start recruitment and selection for hiring an effective and
right individual. In terms of this, Human resource management is a comprehensive and coherent
approach for the employment and effective development of individuals. Along with this,
recruiting effective and right candidates on the right job within the company is more difficult
task even for the HR manager who is experienced. Hence, maximum HR practitioner tends to
use selection and recruitment process to hire best candidate at the time of interview. Along with
this, the particular job position was for an office manager for the INUB within the administration
department and that specific vacancy is for the office manager who is an individual and job is to
be accountable for the organisation for effective work within an office. Along with this, the
office manager is also responsible for effective collaboration, organising and coordination of the
office operations and also offer administrative support. The significant duties and responsibilities
consider:
 Record office profiles in terms of spreadsheet and database with the help of complex
software.
 Manage office finances and cross check office equipments (Costa and et. al., 2019).
 Schedule significant meetings and make employees monthly reported and presented to
the HR manager.
Job Description
Firstly, considering the job description, I gave an effective overview for the job task, salary,
status and grade and then select the prominent definition and for this I also think that it is the
most reliable and effective position for an office manager and also seen like the head of office.
Along with this, the manager also need to supervise administrative actions and also tends to
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facilitate whole procedure in order to effectively run an office (Walters, 2019). Along with this,
they also need to make sure that each and everything should be work more effectively and
efficiently considering the relevant documentation that are up to date. For this, the salary of
office manager is decided to be around £25,000-£30,000 in a year due to the range of an
organisation which is medium based company in order to eliminate office expenditure.
Moreover, employee salary was decided on the grounds of age, qualifications, experience and
knowledge. Candidate should be quite effective in order to manage people and paperwork and
also responsible for developing prominent communication, office staff supervision and task
delegation. Furthermore, the significant responsibilities and job duties for the post of manager is
undertaking the significant example in terms of organising meetings and also manage
information and data that provide information to employees and trainers regarding significant
requirements that could be develop in three month induction plan (Al-Khlaifat and et. al., 2020).
Person Specification
Once I completed the job description than I developed a person specification document
which is an essential part of the recruitment and selection procedure. A person specification is a
document providing the description of the qualifications, experience, skill set, knowledge and
other related attributes to the job. Basically person specification document highlights upon the
selection criteria for the specific job role which is expected from the candidate to be possess in
order to perform the duties and responsibilities of the work assigned (Kelly and Fussell, 2019) .
The qualifications my organisation is searching for in the employee for the position of office
manager should be business and management degree holder studied in a prestigious college and
which make him or her fit for the job. The candidates have to hold specific skills and knowledge
which make them suitable for the job and few interpersonal skills which makes them employable
and normally looked by every employers in their representatives. The candidate have to hold
ample business related knowledge and experience. The employee have to be effective time
manager so that all tasks and duties are performed in prescribed time frame and manage the
responsibilities of the workload given. Moreover, the office manager have to hold effective
knowledge of technology and digital software for performing the job as he has the job on the
systems and software. On top of it few other skills for which we are searching in our employee is
of effective communication, team working, innovation and creativeness, efficient customer
handling capabilities, focused approaches for work and making the workplaces a healthy and
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safe environment for other team members to work. The candidates have to be experienced and
should have worked before in market for at least two to three years. Also, he has to be effectively
experienced in office jobs and office sitting environment in order to maintain the decorum and
balance in the office building. Few personal qualities like self-control, motivation, enthusiasm
for working creatively and efficient leadership styles for leading and managing the office as a
part of administration department representing the organisation (Tomar, 2020).
Job Advertisement
My company planned to conduct recruitment through external sources for boosting up the
mindset and motivation of exiting staff along with giving a new direction to the processes used in
company in past (Callesen and et. al., 2019). Therefore, after developing job description and
persona specification document these were advertised in the newspapers and on social media
platforms and websites. The job vacancy was advertised on bill boards around the city and most
famous and commonly used newspapers were also publishing the advertisement. Along with it
social media is strong and most effective tool in today's world for marketing and promotions.
Thus, vacant position was published online as well on social media by using internet and digital
instructions. The recruitment websites like Indeed, Total Jobs and LinkedIn were used for
posting the advertisements. The candidates hold the freedom of applying through the websites of
Indeed and Total Jobs or they can even send their CV's that is Curriculum Vitae to the email
address provided in the end of the advertisements. In the job advertisement published all the
important information for the potential candidates were issued related to the job, organisation,
required qualifications, experience, the details for the applying process and many other for the
candidates to follow and know what they have to do and how (Van Zoest and et. al., 2019). Also,
salary details were given in the advertisements too with proper bifurcation and division. The
Curriculum Vitae sent by the respondents on the email address were moved to Human Resource
department for conducting through evaluation by the team and selected or short list those
Curriculum Vitae which are of the most potential candidates for the job according to the
requirements of company and of the vacant position. Once the Curriculum Vitae were short
listed than the Human Resource executives contact the applicant on the contact details provided
in the Curriculum Vitae for calling them for the next stage of recruitment and selection process
and that is interview in the company premises.
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Induction Plan
The induction plan or a staff development plan is a document which is a blueprint for the
orientation process that is going to be performed in order to introduce the new employee to the
company and make them understand the requirements and expectation of the firm form them.
The induction plan for the company is divided into three parts that are first month, second month
and third month. At first day of office the new comer will be rendered a introduction in a
meeting with the seniors management and directors of the organisation for the job role,
responsibilities and actions of a office manager (Hartnell and et. al., 2020). In this meeting the
expectations the management have from him are properly explained to him and afterwards a tour
of the building and office is give to him showing all the facilities present in the infrastructure.
Also, necessary policies of company and procedures are made understood. At the same time in
the first month the employee was asked to complete his office records and his profile in
company's database as this is the routine procedure of the job. All the required documents and
their duplicates are collected along with all the essential paperwork. At the end of the first month
employee performances and behaviours are reviewed by the HR manager (Gianella and et. al.,
2019). In second month the individual new employee attends a meeting with line managers for
having a thorough discussion over his performance in the past months in the company that is
being initiated on the monthly records developed and maintained by the HR of the employee
performance. In the meeting line manager highlights those areas in which the new comer needs
to work upon and develop better skills but the meeting is initiated with a positive and appraising
comments. In the third month the decision id made about the satisfactory performance of
employee and his potentials are determined to be fit for the company, the given job role and for
the assigned tasks. A final meeting is conducted with the officials and decision is made for
retaining the candidate in organisation for longer period.
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