In this section I will be explaining and discussing the organisations (Southgate college) procedures for recruiting and selecting staff and also identifying the
Key factors that have to be considered at every stage of this process.
1. Job analysis: is there a need for a vacancy? Either because:
(i) The nature of the job has changed, which could result in restructuring hence the availability of more jobs.
(ii) A person has left or been promoted, leaving an available space in their former position
2. If there is a vacancy a job description is complied:
(i) The task of the job
(ii) The behaviour to achieve these tasks
So Southgate College will have to write a job description to show what the job is (i.e. Admissions Assistant) and what it involves. In the job description there must be a list of tasks required and what will be essential to do the job.
3. Person specification
Characteristics and the qualities needed of the person needed for the job:
(i) Physical make up: what should the jobholder look and sound like,
Gender or ethnicity, generally the law does not allow the employees to specify.
(ii) Qualifications: education, formal qualifications and experience
(iii) Specific skills
(iv) Hobbies and interests
(v) Personality: temperament
(vi) Personal circumstances
The reason for the person specification is to find out more about the candidate and what the person is generally like. A person specification sets out the qualities of an ideal candidate.
4. Job advertisement: based on the applicant’s personal profile
Plus: 1. Wages and salaries 5. Holidays
2. Hours of work 6. Address telephone number
3. Perquisites 7. Closing date
4. Duties 8. Method of application: Application form
Application form and c.v.
Letter of application and c.v.
5. Drawing up a short list for interview:
The short list consists of 4-5 people who best fit the person specification and the job description. There may be differences in age, experience, and qualifications.
6. Selection interviews:
(i) Structuring the interview; depends on the nature of the job, size of the organisation.
As Southgate College is a big organisation, interviews are conducted by a panel:
Head of department
Head of division
A college governor
In this section I have showed all the procedures involved in each stage that Southgate College goes through in recruiting and selecting their staff.
The importance of recruitment & selection in Southgate College is taken very seriously they go through all of these procedures to ensure that they can recruit the best applicant for the job. So a lot of effort and detail is put into the three documents Person spec, Job spec and Advertisement.
Analysis of the recruitment documents
In this section I will be analysing the three documents used by the organisation (Southgate College) and evaluate the quality of information of these in relation to their purpose.
The main purpose of the job description shows the details of the vacancy and what duties tasks should be filled. The aim of the job description for Southgate College is to itemise all the tasks involved in the job (Admissions assistant) and try to allocate a proportion of the working week of each task. Also to turn enquiries from capable people into real jobs with the right person in the particular job (Admissions assistant).
The reasons for this document are:
1. In carrying out appraisals of employees- a manager cannot appraise his/hers employees if he/she does not know what the job involves.
2. When analysing the job for training needs the manager must be able to see what tasks a job involves so that he/she will be able to determine what training may be required
3. For pay determination
None of this will be possible to do without good quality and detailed job descriptions. So the quality of the information on Southgate College’s job descriptions was written in detail so they will not get the wrong person for the job and also the main points shown above.
A person specification sets out the qualities of an ideal candidate. The method used in the Southgate College person specification is the seven-point plan. This bases the person specification upon separate groups of characteristics. The seven-point plan usually requires managers to distinguish between essential and desirable qualities under each of the seven headings. So Southgate College wrote the person specification in detail so the managers will be able to read and see whether the candidate has got mainly the essential criteria’s and also so they can indicate clearly to the applicant what Southgate College requires from the to get the job. The main purpose of the person specification is to match the qualities and qualifications of the person considered most acceptable for this particular job (admissions assistants).
The main purpose for the advertisement is to invite people to apply for the job. The advertisement must be brief but clearly outlined the job and the qualities and qualifications of the most desirable candidates. At the end of the advertisement it must say the means of application e.g. application forms, C.V. letters. Before writing an Advertisement the employer (manager of Admissions) must have looked carefully at the person specification – what type of person is required and the job description what the person will be required to do in the job. By looking at these documents the employer will be able to combine them and will be able to write a brief advert. In the advert Southgate College wrote the main parts about the job and not in too much detail. This is because of costs plus if the reader likes the sound of the job they will be able to call up and find out more about the College and the job post.
In this section I will be doing an exploration of one Human Resources function.
The function that I have chosen is recruitment. The first thing that we have to understand is how the key documents (advertisement, job description, person specification) flow smoothly.
The key documents must all fit together otherwise if they don’t there is no proper recruitment process. The only problem is if the key documents are written poorly the flow of the documents could still run smoothly but will be attracting the wrong people for the job. When recruiting the two documents that need to be carefully reviewed and checked accurately are the job description and the person specification. The job description is used to show the applicant or the existing staff what duties are involved in the job (admissions assistant).
The person specification is used to show the employer if the applicant has covered all of the criteria’s shown on the form and it also gives the employer a short and brief insight into the applicant’s qualifications and an insight on what the person is like. Advertisement is used for to show any person who would like to apply for the ob that there is a job available and it will give the person a short insight before actually applying for the job. The information written in these three documents are very important because in all the documents the information must be written accurately and also not misleading for the applicant e.g. the duties involved in the job. The information must be high quality for the applicant to be able to understand what is written and also to make sure the person knows what each document is telling them for example the applicant can not read a document which tells him a set of duties to do but the other document says something completely different.
There is two ways of testing the applicant:
1. Informal method- this way of testing is based on an interview were questions are asked Through this method the employer will be able to find out what the person has to offer and what kind person he is on terms of e.g. appearance, attitude, body language.
2. Psychometric tests- this tests the person’s personality it will show the interviewers what the person is like generally. The questions must be checked before they can be asked the reason for this is to remove bad questions and also to remove social, racial or sex bias.