Recruit, select and induct staff

Recruit, select and induct staff With Sue Cameron MBA AFAIM TAE Session 14 Summaries and Revision

Agenda Session 14 • Summary on the Recruitment process • Revision on job analysis & descriptions • Personnel specifications • Advertising & recruitment agencies • Resumes, application form and letters of application • Legal and ethical requirements

Summary • The recruitment process starts with the job analysis right through to the induction of a new employee • Learning how to recruit and interview effectively reduces stress and saves future problems by increasing your chances of hiring the right person for both the position and the organisation

Recruitment process • Do a Job Analysis • Write a Job Description & Person spec. • Selection Criteria • Promote and attract applicants • Screen or filter applicants • Interview selected candidates • Short list candidates • Check their qualifications and referees • Offer position or hire • Induction or orientation

3 Basic tools for recruitment These are the : • Job Analysis • Job Description • Personnel specification • Question – what are these and how are they different?

The purpose of a job analysis • The main purpose is to understand the job so you can write an effective job description • It is establish how the job is carried out and what it is intended to achieve • Video on ‘How to analyse a job positions’ http://video.about.com/humanresources/How-to-Analyze-a-Job-Position.htm

The purpose of a job description? • Parts can be used for the advertisement • Used to write the selection criteria • Also as a guide line at the interview • Useful for all staff, as it specifies the duties, tasks, responsibilities and activities to be preformed • Can be sent to applicants enquiring about a vacancy

Basic format of a job description • Job Title: • Reports to: • Department: • Overall responsibility: • Duties and tasks (or key areas of responsibility) or Key results • Term of employment: • Qualifications etc (personnel specification)

Videos on Job Descriptions • Go to e-learning You tube ‘Dos and don’ts’ • Also discuss ‘Guide to recruiting staff’ under links • Job Descriptions: Keys to Writing a Good One http://www.youtube.com/watch?v=si9E4Y2_qxQ

The purpose of the personnel specification • Is to identify the competencies required for the position • This is what the job-holder must be able to do • Competencies consist of skills, attributes, and knowledge • It describes the ideal job-holder • Video Person Specifications-The Recruitment Guy-Part 3 http://www.youtube.com/watch?v=E6qVmwdxIys

Attracting applicants • Decide on whether it is internal (in-house) or external • Advertising methods (in-house) • Emails • Intranet • Recommendations from existing staff • Casual or part – time staff • At staff meetings

Attracting Applicants • Advertising methods (external) • Newspaper and printed media • Internet • Employment agencies • Radio advertising • Educational institutions • Direct approaches (executive search)

Videos on Recruitment Advertising • How To Write A Job Advertisement (7.7 mins) http://www.youtube.com/watch?v=AZXWL4OBwiE • Colin Dodds - That AIDA Model (Marketing Song) This is about selling soap • http://www.youtube.com/watch?v=dQADInp7-7Q

Resume Headings • Contact Details • Birth date and Marital Status (optional) • Key Strengths • Career overview, summary and/or Objective • Professional or Employment History Include responsibilities and achievements

Resumes 6. Education and Training (here unless it is a position in Education and Training 7. Professional memberships (if appropriate) 8. Referees

Cover Letters • The role of your cover letter is to ensure your resume gets read • Job applications are scanned in seconds by a human eye or a piece of software • In both cases the reader is looking to see if your skills and experience match the criteria detailed in a job ad

Cover Letters • Should be no longer than 4 paragraphs • You need to tell the reader why he or she should be interested in you • It might read something like, “Please find a copy of my resume attached but of particular relevance is my x years experience in x and my qualifications in A,B,C.”

Cover Letters • There should be a paragraph highlight a career achievement or two of particular relevance to the job • The last paragraph should bring the letter to a polite close and request some action

Application forms • Should be designed to present a precise and logical summary of the applicants' education, work history and any other relevant information for the position • It ensures standardisation and consistency • Refer to page 345 for an example • Use it at the interview with the candidate to check dates, education etc

Legal and ethical requirements • Laws, regulations, codes of practise and national standards related to HRM • Awards and enterprise agreements, and relevant industrial tools • These laws affect business operations, especially in regard to OHS and environmental issues, equal opportunities, industrial relations and anti-discrimination

Legal and ethical requirements • You need to be particularly careful when advertising and interviewing candidates that you do not break the laws • These laws include: • WHS Act 2011 • Fair Work Act 2009 • Anti discrimination acts • Privacy Amendment Act 2000

Legal and ethical requirements • Australia and NZ like many other countries, have legislation prohibiting discrimination, based on race, colour, age, marital status, religion, sex and sexuality and national or ethnic origin in all areas of employment • There are some of the clear guidelines: • Only ask questions that relate directly job requirements • Do not treat females or minorities differently than any other groups

Legal and ethical requirements • Ask the same related questions of all applicants – men and women, and non- minorities • Avoid implying that you are for or against a particular group with your questions or statements • Standardise the forms you use during an interview to record questions and answers. This will help you keep an unbiased record

Questions you do not ask • Are you married? • How old are you? • When do you plan to start a family? • What country were you born in? • What clubs and organisations do you belong to?

National Standards • The National Employment Standards (also known as the NES) cover everyone in the national workplace relations system • They started on 1 January 2010 • The National Employment Standards are 10 minimum conditions for employees • Together with the national minimum wage, they are a minimum safety net for employees

Minimum Workplace Standards • maximum weekly hours – 38 hours per week • requests for flexible working arrangements • parental leave and related entitlements • annual leave – 4 weeks leave • personal/carer’s leave and compassionate leave

Workplace Standards 6. community service leave 7. long service leave – normally after 10 years 8. public holidays 9. notice of termination and redundancy pay 10. Fair Work Information Statement – given to new employees Reference: Fair Work Act 2009 (Feb 2011) http://www.fairwork.gov.au/Documents/The-National-Employment-Standards-Part2-2-Fair-Work-Act-2009.pdf

Codes of Practice • These are guidelines based on the law, specifically for an organisation or an industry • If they are related to a legal requirement, such as OHS or any laws

Industrial Awards • An award is a ruling handed down by either Fair Work Australia or by a state industrial relations commission which grants all wage earners in one industry the same conditions of employment and wages • Reference: Wikipedia website (November 2012) http://en.wikipedia.org/wiki/Industrial_award

Videos on Recruitment • How To Hire Employees Effectively (2.31 mins) http://www.youtube.com/watch?v=d0FO5xUdW5A • Hiring the RIGHT Person (2.40 mins) http://www.youtube.com/watch?v=Rg-wdstsrmM • Microsoft - Hiring the Right People (2.14 mins) http://www.youtube.com/watch?v=wWLYB1LF8hE

Next Session 15 • Revision on Assess and select applicants • Also on Appoint and induct staff • Any questions

Recruit, select and induct staff