Report on Recruitment and Selection in Business Administration

This report provides a detailed overview of the recruitment and selection processes within the context of business administration, using Mark and Spencer as a case study. It explores the administrative requirements of internal and external recruitment, emphasizing the importance of attracting, shortlisting, and selecting suitable candidates. The report delves into the uses of job descriptions and person specifications, outlining their roles in outlining responsibilities and defining candidate qualifications. It explains various selection methods, including behavioral questions, skills tests, panel interviews, and personality tests, along with pre-employment checks such as medical and job knowledge tests. The report also addresses the communication requirements for successful and unsuccessful applicants and emphasizes the significance of confidentiality, data protection, and system security throughout the recruitment process, ensuring compliance with organizational policies and legal requirements.

Business
Administration
(34)

Table of Contents
INTRODUCTION...........................................................................................................................3
TASK 1............................................................................................................................................3
1.1Explain the different administrative requirements of internal and external recruitment...3
1.2Describe the uses of a job description and a person specification....................................4
1.3Explain the administrative requirements of different methods of selection......................5
1.4Explain the requirements of different pre-employment checks to be carried out.............5
1.5 Explain what information needs to be communicated to successful and unsuccessful
applicants at each stage of the recruitment and selection process..........................................6
1.6Explain the requirements of confidentiality, data protection and system security............6
TASK 2............................................................................................................................................7
2.1Check that the job or role details are correct and are in accordance with the brief...........7
2.2Place job advertisements in the agreed media in accordance with the timescales............7
2.3Record applicant responses within the timescale..............................................................8
2.4Provide requested information to applicants in accordance with organisational policies and
procedures...............................................................................................................................9
2.5Adhere to organisational policies and procedures, legal and ethical requirements...........9
TASK 3..........................................................................................................................................10
3.1Invite shortlisted applicants to participate in the selection process in accordance with
organisational procedures.....................................................................................................10
3.2Co-ordinate selection arrangements in accordance with the brief...................................11
3.3Carry out agreed pre-employment checks within the agreed timescale..........................11
3.4Inform applicants of the outcome of their application in accordance with organisational
policies and procedures........................................................................................................11
3.5Keep selection records up-to-date ..................................................................................12
CONCLUSION..............................................................................................................................12
REFERENCES..............................................................................................................................13
.......................................................................................................................................................13

INTRODUCTION
Business administration refers to the filed of study which consist of all the essentials
elements associated with handling of every day operational activities. In addition to this it is
referred to as the choice of producing a business or a non profit organization so it either
continuous to grow or it remains steady. The company which is being taken into consideration is
Mark and Spencer company which is British multinational retailer organization with its
headquarter in United Kingdom. It was founded in 1884 by Michael Marks and is specialized in
selling clothes, home products and luxury food products. In this assignment a brief focus is on
different administration requirement of internal and external recruitment along with the uses of a
job description and a person specification. Additionally, job advertisement is being place in the
agreed media in accordance with the time scale along with organizational policies, procedure,
legal and ethical requirement. Lastly focus is given on the coordination of selection arrangements
as well as pre-employment check is being carried out within the time scale.
TASK 1
1.1Explain the different administrative requirements of internal and external recruitment
Recruitment: It is referred to as the overall process of attracting, short-listing, selecting,
and appointing the most suitable candidate for the job available within the organization. In a
Mark and Spencer organization recruitment process is being carried out via following two
process One is internal recruitment and other is external recruitment process. Therefore company
has different requirement of internal and external recruitment which is explained
below(Hakansson 2015.):
Requirement of internal recruitment for Mark and Spencer organization: Internal
source of recruitment refers to the process of hiring individuals within the organization. In
addition to this it can be explained as the process of seeking applicants for the job vacancy from
among those applicants who are already working within the organization. Mark and Spencer
organization takes into consideration internal process of recruitment in order to retain talented
workforce so the company uses different internal source of recruitment techniques. Like through
promotions and transfer via transfer which means shifting person from one present job to
another. Thus this source of recruitment are required by Mark and Spencer company as it saves

times and saves cost too as the company doesn't have to conduct training and programme session
for the applicant as the applicant is already familiar with organization environment.
Requirement of external recruitment for Mark and Spencer organization:External
Source of recruitment refers to an assessment of an available pool of job candidate except
existing staff. In addition to this it is defined as the process of searching applicant for job
vacancy from outside of the current workforce. Mark and Spencer organization some time
consider external recruitment process so that they can get talented, skilled and experienced
applicants so as to increase the chances of getting right person for the right job who can easily
help in meeting the organization diversity requirements. External source of recruitment like
through advertisement, colleges and universities, employment exchange and many more. The
main requirement of Mark and Spencer company is to hire talented and skilled candidate so in
this case they advertise about the job vacancy through different medial like newspaper,
magazines etc.
1.2Describe the uses of a job description and a person specification
Job description: It is referred to as the document which gives the brief explanation about
the general tasks or other related responsibilities and duties of a particular position.
Uses of job description: A business owner of Mark and Spencer company uses job
description not only as an valuable aid in recruiting process but also it is used for outlining in
order to report working conditions and relationship. In addition to this well crafted job
description can also be used by Mark and Spencer company for performance management,
training and employee development so as to set measurable performance goals based on duties as
per the job description(Bean,2015 ). Moreover it can also be used for identifying that an
workforce isn't adequately performing job functions or not as well as to support recruitment team
during selection process.
Person Specification: It is referred to as the description about the candidate
qualifications, skills, experience, knowledge and other function which the applicant must possess
to perform a particular job duties. In addition to this it enables the employer to be explicit about
what they want and how the candidate matches their criteria.
Uses of person specification: A candidate when applying for a particular job then he/she
must possess person specification description as it is proves to be very much useful. It makes
interviewing process refined and streamlined from the start. As well as job seekers can easily

able to access themselves before applying and understanding about how they can be fit for the
role they are applying for the job vacancy.
1.3Explain the administrative requirements of different methods of selection
Selection: It refer to the process of choosing the appropriate and talented applicant for
the vacant position in a firm. In addition to this it can be defined as the process of weeding out
unsuitable candidate and selecting the best among the one who have applied for the job vacancy
available in an organization.
Requirement of different method of selection: There are different method of selection
which are used by the Mark and Spencer organization as each posses different requirement for
the organization and some of them are specified below(Cooke and Alcadipani 2015): Behavioural question: In this type of selection method Mark and Spencer organization
get to know how the particular candidate can deal with any kind of situation if arises in
an organization. Skills test: Through this type of method Mark and Spencer organization get quick weed
about the prospect of candidate specific skill mentioned in a resume whether it is truly
matching or it is fake. Skill test like typing test, written test and many more as per the job
vacancy requirement Panel interview: It is the type of interview where there are more than one interviewer are
seeking interview of one by one candidate. Through this method Mark and Spencer
company try to make a prospect about the candidate confidence by viewing body
language, tone of answering question etc.
 Personality test: This method is used by Mark and Spencer company so that they can get
to known whether the applicant possess the personality which is require to fill up a
specific job. Like if the company want sales manger then the company will look for an
applicant who possess the personality of speaking with strangers.
1.4Explain the requirements of different pre-employment checks to be carried out
Pre-employment check: It is refer to the process of investigating the backgrounds of
potential workforce. It is commonly used by Mark and Spencer company so as to verify the
accuracy of an candidate claims(Morschett, Schramm-Klein and Zentes 2015).

Requirement of different pre-employment checks for Mark and Spencer organization:
The company takes into consideration some of the types of pre-employment checks and they are
specified below: Medical checks: In order to conform the physical capability to perform a particular job
Mark and Spencer company uses medical check. It helps in understanding about overall
health status and an individual suitability for a specific role. Job knowledge test: Mark and Spencer organization conduct this check so as to evaluate
about applicant knowledge in respect of the industry or the position for which the
applicant is applying.
 Personality test: This check is being carried out by Mark and Spencer company so as to
evaluate whether the candidate lean to be introverted or extroverted, their thoughts and
feelings about how they perceive or judge certain situation.
1.5 Explain what information needs to be communicated to successful and unsuccessful
applicants at each stage of the recruitment and selection process
Its the major responsibility of the HR manger of Mark and Spencer organization to render
the information to both the successful and unsuccessful applicant who have applied for the job
vacancy(Kitchin 2015).
For successful applicant HR manger of Mark and Spencer company should communicate
them through written invitation which will include the date of joining, rules and procedure of an
organization, pay-scale, incentives and compensation that they will receive. In addition to this
the company also ask the qualified candidate to bring up their original documents with passport
size photographs for a verification purpose. Whereas to unsuccessful candidate HR manger will
communicate them about their weakness so that in future they don't repeat the same. In addition
to this they will also communicate that in future if there is any vacancy then for sure they will
contact them and will sincerely appreciate the time and effort that they have dedicated to apply
for the vacant position and will wish for them a success in their job search.
1.6Explain the requirements of confidentiality, data protection and system security
Confidentiality: It I defined as the protection of personal information. In addition to this
IT is used by Mark and Spencer organization so as to keep client's information between the firm
and the client. Like client medical detail are not discussed with other without their consent as

well as individuals files are locked and secures so that other person doesn't make any misuse of
their information( name, date of birth, bank details, medical history, records and many more).
Data protection: Data can of any types like it may include the information about the
product and services offered, business plans, financial plans, information about the buyers of
products and services. So it can be said that data are termed to be an asset of the company which
generates future benefits for the organization. Thus, company requires to keep their data
protected from hackers.
System security: It is refer to the systematic approach used to protect computer from
being used by unauthorized users, virus as well as from any other incidents which can jeopardize
the underlying system security(Moulaert, 2016). In a workplace of Mark and Spencer company
a comprehensive system security is important as in a system all the data related to past and
present are being recorded so that in future if their arises any need then it can be used for in order
to save time and cost.
TASK 2
2.1Check that the job or role details are correct and are in accordance with the brief
Mark and Spencer organization offer different types of job vacancy and ensure that each
vacant job is filled up by selecting eligible applicant for an organization. So its the responsibility
of an organization to provide proper job description and job brief to the job seekers. Therefore it
will help the job seeker to to get the appropriate and brief information about the job the applicant
is searching for(Hettne, 2016). In addition to this applicant must also check whether they fit for
the offered job vacancy or not. When the applicant apply for the job then the organization must
ensure that the information rendered by them are true as per their requirements. For example:
Mark and Spencer company advertise about the job vacancy specifying the responsibilities,
qualification which a applicant must possess. Therefore an applicant must apply for the job
taking into consideration that their person specification matches the brief of an organization.
2.2Place job advertisements in the agreed media in accordance with the timescales
Mark and Spencer company uses specifically newspaper media in order to advertise
about the job vacancy and it is being explained with the help of table given below(Islam and
Saha, 2016):
Company name: Mark and Spencer multinational organization

Job Vacancy: Marketing Manager
Qualification required:
 Age below 40.
 B.Sc. Degree or an equivalent professional qualification from recognized institution in
marketing.
 Minimum of 4-6 year of experience in a similar job profile.
 Possessing basic computer skills
 Commercial awareness
 Ability to work under pressure
 Interpersonal skills
 Analytical skills
Responsibilities:
 Direct marketing strategies are used to be created by adopting one to one promotional
and sales relationship between advertisers.
 Need to contact with target group of customers via email, social media, internet,
telemarketing or direct mail.
 Formulate strategies and consult clients about campaign requirements.
 Agreeing time scale and budgets.
 Delivering presentation.
 Supervising staff members.
Job type: Full time
Working hours: 9:30a.m to 6 p.m.
Please send your CV to [e-mail]
You can apply till 31st December
Visit us on www.MarkSpencer. in
2.3Record applicant responses within the timescale
As the Mark and Spencer specifically use newspaper media channel in order to advertise
about job vacancy so that the company can get response from skilled and talented applicants.
Like the company has advertised about the job vacancy of marketing manager via newspaper.
Therefore it was turned to be effective enough, as large number of talented and skilled workforce

have approached for the job vacancy as they all were suitable for the vacancy available and the
time scale of the working hours of an organization(Smith, Brännström,and Jansson, 2015). Thus,
it resulted in getting one of the best talented marketing manger for Mark and Spencer company
as the person were having one of the best qualification which the marketing manger must possess
is to influence and communicate target customers so that the company can increase its sales
revenue.
2.4Provide requested information to applicants in accordance with organisational policies and
procedures
Organization policies and procedure: Policy of an organization refer to a course of
method selected so as to guide and determine future and present decision as well as all the
activities which take place within the boundaries set by an organization. Whereas organization
procedure refers to the specific methods which are being employed so as to express policies in to
day to day actions and operations of an organization(Ge, Huang and Png 2016). Policies like
endowment policy, term insurance policy and many more. Endowment policy specifies that on
the occurrence of any unforeseen event of death or permanent disability the sum assured will be
received by the said beneficiaries and if the survives the term of policy then the agreed benefits
become payable. Whereas in term policy no such benefits are paid. In addition to all this manger
of an organization also needs to inform the applicant about the procedure that need to be
followed in order to carry out different activities of an organization smoothly without any hurdle.
2.5Adhere to organisational policies and procedures, legal and ethical requirements
Ever organization should posses as set of rules, legal and ethical norms of an organization
so as to achieve target goal.
Organization policy: It provide the framework and the structure of an organization as
well as contribute to the development of company profile. In addition to this policies of Mark
and Spencer also serves as a way for business to communicate behavioural expectations to
workforce. Like performance appraisal policy must be communicated to the workforce so that
they work to give their best for an organization(Eriksson-Zetterquist, Kalling and Styhre, 2015).
Moreover it is adhere to be followed by workforce of Mark and Spencer company in order to
increase the productivity and profitability of an organization as well as to achieve competitive
advantage in the marketplace.

Organization procedure refers to the way business different operational activities to be
carried out. In addition to this it also provide clarity to the employees about the way they should
perform their duties. Like employees want to communicate their messages to the top manger the
first off all they have to communicate with their leader then he/she will further communicate to
top manger. It means that there should be proper communication procedure which the
organization should follow. In addition to this it is adhere to be followed by workforce of Mark
and Spencer company so as to run business smoothly without any hurdle and to carry out
different operational activities effectively and efficiently so as to meet demand of the customers
on time.
For example mark and Spencer organization follows the policies of health and safety act which
render health insurance to the workforce . Whereas ethics and morale are connected with
personal behaviour of the member which is associated with principle adhered by an organization
so as to legalize the behaviour of the workforce. Thus, proper adherence of organization policies,
procedure, legal and ethical rule within the organization will helps in boosting up of company to
a large extent in the marketplace.
TASK 3
3.1Invite shortlisted applicants to participate in the selection process in accordance with
organisational procedures
Selection process as per organizational process refers to the techniques and the process of
selecting the best, talented, skilled and appropriate candidate among those who were recruited.
Candidates those who all are shortlisted for a selection process are offered with specific
roles and responsibilities. After duties are assigned to them then they become the part of the
company and become liable to take part in different activities of an organization. Workforce of
Mark and Spencer company are likely to be informed about the different performing activities
like staffing, planning, recruiting as well as make them involve in taking decision(Lyon,
Mšllering and Saunders, 2015). In addition to this manger should possess proper understanding
and knowledge about the legal policies and procedures and must be updated about the changes
taking place in the companies policies and procedure so as to achieve target on time.

3.2Co-ordinate selection arrangements in accordance with the brief
Organization should ensure that the interview are being conducted as planned
accordingly. Specially in multinational companies there is a need to conduct interviews with
proper arrangements and schedule(Storey,2016). For example: HR manager of Mark and
Spencer company wants to recruit marketing manger for organization so the company has
published the job advertisement via media so as to make applicant aware about the job vacancy.
In addition to this manger also make sure that the applicant who all are applying for job vacancy
are matching with the job description brief.
In addition to this, it is very much essential for large company like Mark and Spencer to make
proper selection arrangement of source. Like the company first conduct personal interview
section after the candidate are shortlisted from this round then they approach to go for next round
like group discussion in order to see their confidence level to speak in between large number of
people. Thus, after the candidate are selected from final round interview then the further
information is being rendered to the applicant like date of joining, documents that they need to
bring etc. Therefore the company should carry out all this process in an appropriate manner so as
to select the best, talented and skilled candidate for the organization so that they can prove to be
valuable asset for the company in future.
3.3Carry out agreed pre-employment checks within the agreed timescale
Pre-employment check are represented as to determine the appropriate and accurate
information about the candidate those have applied for job. It is very important for company to
know precisely about each have every successful applicant those may be suitable for desired
occupation. Once employees are selected than they are asked for some pre-employment check
that help manager of company to make valuable decision. For example, human resource
administration of Mark and Spencer, hire different candidate for different relevant jobs. Like for
clothing sector it wants candidates who are having knowledge regarding clothes.
3.4Inform applicants of the outcome of their application in accordance with organisational
policies and procedures
Applicant those are selected are offered with final information about the policies and
procedure under which they have to perform their different tasks and duties. In addition to this
they are also informed about whether they are actually fit for the company or not. In case if they
are not fit as per the policies and procedure then they are asked to leave the organization. For

example manger of Mark and Spencer company recruit and select only those candidate who have
the capability to work as per the policies and procedure of an organization. Like the policy of
Mark and Spencer company is that if the applicant of company leaves the company then in that
case the same person cannot apply for the job in the same company again.
3.5Keep selection records up-to-date
It is very much essential for Mark and Spencer company to keep the detail information
about the selected applicant in order to function the organization smoothly. If the selection
process is done accurately by selecting the best candidate for the organization then it will result
in increase in the productivity of the company as well as the overall performance of an
organization(Wang, Wang and Rahnamayan2016)). For example if the Mark and Spencer sales
manager have some issues with the manger in term if incentives or allowances then it that case
they can sort out their issues by checking out the records and will come up with valuable
decisions.
CONCLUSION
From the above project it can be concluded that if the business administration is
effectively manage then it will help in achieving better productivity and better performance of an
organization. In addition to this in order to fill up the job vacancy it is very essential to give
proper job description about the job vacancy so that applicant matches their personal
specification with the job description brief and will apply for the job vacant. Therefore company
should also follow proper recruitment and selection process so as to select suitable and talented
candidate for the organization.

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