Recruitment and Induction Process for an Executive Administrator Role

The document outlines the entire process from identifying recruitment needs to hiring and inducting new employees at the University of Great Australia. It begins with defining the job requirements through a comprehensive role analysis, followed by the creation of detailed job descriptions and person specifications. The process involves obtaining formal approval for roles, advertising positions, and managing applications. Shortlisting is performed according to university guidelines, leading up to interviews conducted by appointed panels. Successful candidates receive offers that include benefits like gym access and insurance schemes, with contracts detailing employment terms. Unsuccessful applicants are notified post-interview. Induction plans cover occupational health assessments and additional selection methods such as social media and video conferencing. The document serves as a comprehensive guide for HR departments in educational institutions to effectively recruit and integrate new employees.

Manage recruitment selection and induction processes
Institutional Affiliation
Name
Date

TASK ONE: NEW STAFF INDUCTION POLICY AND PROCEDURE
NEW STAFF INDUCTION PROGRAMME
The new staff induction process lists activities to be covered from the first day to the end of the
probation period.
Policy and Procedure Headlines Details
Purpose This policy outlines the induction process that all new
employees joining The great University must participate in
before commencement of their employment.
Application of Policy This policy will be applied to new employees across all
departments
Role and responsibilities The director Human resource management will appoint a
line manager to carry out the recruitment process a week
before employee’s first day of work
Introduction to the university and
area of work
 The Objectives ,Mission and Vision, of the area of work
and the university
 Familiarization with University offices , Library,
Catering facilities and Institutional Bank
 Familiarization of how the area of work is aligned with
the organization mission and objectives
Introduction to other University  Introduction to the University Chart

employees  Visiting main Contacts within the work area
 Familiarization with the general staff roles and
responsibilities
Introduction to other departmental
teams within the university
 Familiarization with the roles and responsibilities played
by other departmental teams
 Familiarization with how other teams fit within the
University’s overall mission
 Familiarization with how other departments fit into the
university
Employment terms and conditions  Familiarization with all the necessary information on
terms and conditions of employment for new employees
Introduction to required standards
of performance
 Familiarization with the description of the role
 Familiarization with role expectations, objectives and
goals
 Familiarization with the applicable performance review
and employee development processes
Introduction to organization
Culture
 Familiarization with working hours, leave procedure,
appropriate dressing code, meals arrangement and
overtime working hrs.
 Familiarization with the usage of the University’s email,
internet, packing spaces etc
Introduction to Office Systems  Familiarization with the process of using office

equipment
 Familiarization with the usage of various job related
software and computer security
Introduction to employee job
training and development
 Reviewing of specific needs related to the employee’s
role to facilitate planning of the appropriate training as
per the employee’s duties
 Familiarization with the use of performance appraisals in
determining development needs related to the task
 Familiarization with the for training and development
opportunities available for employees of the University
 Familiarization with the use of personal development
training tools
Introduction to Employee Health
and Safety
 Familiarization with the university first aid and fire
training arrangements ,Usage of VDU, Fire alarms and
exits etc
Induction Program Monitoring
and Evaluation
 The Induction program will be monitored and reviewed
 Regular meetings will be held to facilitate necessary
adjustments
Probation  The University’s probation policy will be used

Non attendance Failure to attend the induction process will result to
automatic disqualification
Relevant legislation WHS ACT
Related policies, Procedures and
Documents
Induction Checklists
TASK TWO: WHS INDUCTION CHECKLIST TO BE USED ON THE FIRST DAY OF
WORK FOR THE NEW EMPLOYEE
WHS Checklist for Induction for New Staff at the University of Great Australia
Name of Employee
Title Position
FAN Payroll No
Work phone No Room No
Start Date Completion
date
Name of Supervisor
This check list is aimed at providing new employees and their supervisors on the WHS activities
to be undertaken in the first day of the induction process.
The checklist notes the mandatory activities and provides room for inclusion of additional
activities for the new employee if need be

WHS Induction Activities–First Day Indicate when
Completed
Introduction to the work environment and risks associated with the position
Explain about specific WHS Procedures relating to Emergency and evacuation
Explain requirements for compliance with the University WHS procedures
Explain about specific WHS Procedures relating to Injury and fist aid
Show all fire exits and fire assembly points to the new employee
Explain about specific WHS Procedures relating to ergonomics and work
station
Explain about specific WHS Procedures relating to work environment
Provide Contact information for University’s first aid officers
Explain the appropriate methods for responding to job related hazards and
accidents
Explain the University employee’s WHS responsibilities
Explain the University’s procedure for dealing with risks
Explain about specific WHS Procedures relating to hazard and accident
reporting

Identify WHS training needs of New employee
Introduction to risks associated with workplace machinery and equipment
Listing of specific WHS training relevant to the position
All First day WHS Induction activities have been successfully completed as per the checklist
Signed: (New employee)
Signed: (Supervisor)
TASK THREE: TECHNOLOGY REVIEW
There are several technological options that the university can use to satisfy in recruitment and
selection needs
Social media Sites
The University can make use of social media to satisfy its recruitment and selection needs. The
most common social media sites that the University can use are Twitter, Facebook, and
LinkedIn. Social media can facilitate recruitment of candidates with the requisite skills by
enabling the University to announce job openings and attract potential candidates (Aswathappa
& Dash, 2008).

Advantages
Increases job visibility to the huge number of social media users. For example, Facebook has
over 2 Billion users
Improved quality of hire by allowing targeting based on Employment history, interests and skill s
as well as by peer group and employee demographics
Minimized cost. Compared to other recruitment strategies, social media is relatively cheaper
Allows employers to engage with potential candidates and establish their suitability for the
vacant positions (Bratton, 2012).
Disadvantages
The number of responses from a job posted on social can be overwhelming at times with many
of those responses coming from unqualified and uninterested parties
Since sites such as Facebook and Twitter are mostly used for chatting with friends and families,
recruiters are required to work on improving the visibility of their job postings
Challenges in contacting candidates. With social media, it can be difficult to contact candidates
at times. For example, it is not possible for a recruiter to send a private message to a potential
recruit who is not a connection on LinkedIn and who has not followed them on Twitter
(Nieto,2014).
Minimizing information. Some sites like Twitter only allow users to post 140 characters which
would not be adequate to cover an entire job description including the requisite skills, education
and roles, and responsibilities.
Internet Job Boards

Internet Job boards are recruitment tools which provide an opportunity for potential employees
to meet potential employers and vice versa. They make it possible for job seekers to post their
resumes online so that they can be reviewed by potential employers to ascertain their suitability
for various positions. Some of the widely used internet job boards are monster, indeed.com,
Career Builder and Dice (Khanka, 2015).
Advantages
The main advantage of Internet Job Boards is that they avail a variety of options to choose from
for both employers and job seekers
There are no chances of an employee’s CV being lost
Enables employers to get in touch with potential employees at any time that they have a vacancy
Disadvantages
Receiving of unwanted postings. The moment a job seeker posts their CV on a job board, the
possibility of their inboxes being filled with junk mails become a reality
It does not allow recruiters to put filters on where their job postings can be viewed so candidates
even from unwanted regions can view job postings (Nieto,2014).
Teleconferencing and video conferencing
This occurs where the selection committee engages the potential candidate via conference
telephone call or video call
Advantages

The method is cost effective as it does not involve any travel expenses for either the recruiter or
the candidate
It also offers the benefit of face to face communication between the applicant and selection team
Disadvantages
It might be challenging to identify non verbal cues which are important in job interviews
Differences in time between different zones may cause communication challenges between the
recruitment team and the candidate.
Interactive voice response technology
IVR technology is a technology that facilitates interaction of the recruiter and candidates via a
telephone, voice recognition devices or a computer
Advantages
It is cost effective when screening a large pool of job applicants
It is affordable for most applicants because large percentage of the population have phones
Disadvantages
It might be challenging to follow lengthy instructions via telephone calls
It does not present the objectiveness available in face to face communication.
ASSESSMENT ACTIVITY 2 – RECRUIT AND SELECT STAFF
TASK 1: POSITION DESCRIPTION

JOB TITLE: EXECUTIVE ADMINISTRATOR
Position Summary
The University of Great Australia is seeking to recruit a highly motivated Office Administrator
to join our fast growing institution. The Administrator will be responsible for providing
administrative support and managing various administrative tasks such as greeting and directing
visitors, Mentoring office assistants responding to emails and answering calls, bookkeeping and
coordinating office activities .He or she will also be responsible for facilitating smooth operation
of the University’s offices and ensuring sustainable growth. Successful candidates will be those
who possess outstanding written and verbal communication skills, a positive attitude, able to
multitask, work under minimal supervision, able to pay attention to details and of a friendly
character.
Duties and responsibilities
 Coordinating University’s activities and operations, ensure institutional efficiency and
compliance with University’s policies
 Offer assistance to other employees when necessary
 Respond to phone calls, emails and letters
 Regularly Submit reports to the University’s management and make proposals as
instructed
 Create and update University’s databases and records with the relevant data
 Coordinate travel arrangements, manage agendas and appointments for the University’s
management

 Act as the supervisor for the Administrative members of staff and assign responsibilities
and maintain high performance levels.
 Place orders for various offices when necessary and support bookkeeping and budgeting
procedures
 Assist in preparation of departmental budgets
 Maintain and monitor equipment for various offices within the University and monitor
office operations.
 Attend to office conflicts and enquiries
Office Administrator Requirements and Qualifications
 A PHD in Business Administration, Business management or any other related field
 10 years working experience in a similar position or a related field
 Desirable Verbal and written communication skills
 Ability to multitask and work effectively in a demanding environment
 Proficiency in Computer Applications(Excel, MS Office and PowerPoint)
 Professional Certification in Office management will be an added advantage.
 Detail oriented and ability to work with high levels of accuracy
 Ability to multitask and meet irregular deadlines
Salary
Expected Starting salary for the position will be $80,000 to $85000
The salary can rise to $87000 to $90000 with experience and increase in responsibilities
Other terms and Conditions