Below is an example of the content of job description
- Title of job.
- Department & Location.
- Broad terms.
- Responsible to whom.
- Responsibilities.
- Scope of post (position within the job).
- Name of Compiler & approver.
- Date of issue.
(3) Advertising the Position
Normally all vacancies are advertised both internally and externally and that appointments should be made following open competition. In some circumstances, the person responsible for authorising the advertisement may determine to restrict advertising in the first instance to internal applicants.
Placing the Advertisement A Recruitment Advertising form, available from the Personnel Department, will be completed and returned to the appropriate member of Personnel staff with the wording of the advertisement, the titles of the publications to be used and the information package to be made available to potential applicants.
The advertising staff in Person will offer advice and assistance in preparing the advertisement. Care would be taken to avoid word of mouth recruitment, which restricts the choice of skills, experience and expertise available for the scrutiny of the Selection Committee. Another way they carry out their advertising in this organisation (Next Retails plc)) are posters stipped on a board near the entrance of the shop of the different position in different departments available for passers-by. Where an application form is placed near it for interested candidates to pick instead of coming into the shop and a box is made available where the form can be dropped.
Task 2: Selection Interview
Definition
Selection
This process involves selecting the right candidate for the job from the many applicants after the interviews must have been conducted which comes in two forms (practices and theory)
Selection Interview
There are different ways in which this process can be conducted either through Telephone or personal interview. But in Next, the organisation use the personal interview because it is a one-on-one meeting between the interviewer and the candidate, to provide the interviewer with job-related information upon which a selection will be made. Furthermore, the interview process assists the interviewer in looking at the type of experience, training, etc., the candidate possesses.
Advantages of Personal interview
- This is considered the most accurate form of gathering data for a survey.
- Enables the interviewer discover more things about the candidate like the way he answers question.
- Behaviour under-pressure.
Selection Planning
Screening
After the closing date for the submission of application forms, the HR department will now emback on sorting of the forms. Then the applicants’ forms are thoroughly checked to see if they have the skills required for the job. After that process is done, the HR manager sets up a meeting with the team to delibrate on the suitable candidates among the lots who applied. In that meeting, some applicants will be shortlisted for interviews.
And the next thing is getting across to the successful shortlisted candidates through their contact addresses or telephone numbers. In Next Retails plc the candidate is given two days and times (may Monday or Wenesday in the morning or afternoon) to choose from which is convinent. Then the applicants are invited in for an interview, conducted by the HRmanager.
NB: I was told in the course of my research that the candidates are to come with a form of identification But Next ask them for two forms of identification when coming for the interview for security and it is the companies policy.
Interviewing
On entering the interview room, the interviewer makes sure the candidate is comfortable like offering a cup of coffeee, introduce yourself to the interviewee (tell a little about him or her). Thereafter the prepared question by the HR department will be asked by the interviewer and the question are open and closed that is very relevant to the job the candidates wants. The interviewer also takes note of the behaviour of the interviewee during the session is writing it down plus the answers given for the qiestion asked.
Before the interview is finally rounded up, the interviewee is asked if he or she wants to ask any question. The interviewer will tell the candidate will be contacted to know the results of the interview.
Induction
The successful candidates are called in for an induction (process of introducing new employees to an organisation and to their work responsibilities); in the course of the induction you will be made to watch a film showing various Health and safety percaution measure. Then you will sign a Health and Safety document that the really watched the tape and understand everything explained in there.
You will be conducted round the shop floor by the HR manager showing you all the locker rooms (where your personal belonging will be kept because you must not bring anything unto the shop floor like money, mobile phones etc) fire exist door, the departmental Heads and the back door where all staff come in through and where to sign on your arrived. Finally a package is handed to you, which contents the Health and Safety policies of the organisation and staff handbook.
Task 3: Impact Of Legislation On Recruitment &
Selection
Because of the type of business Next Retails Ltd are into, the laws below affect their them:
Human Right Acts 1993
The purpose of this Act is to provide a framework for the protection of human rights. The Act prohibits discrimination in employment, access to places, vehicles and facilities, provision of goods and services.
As an employer, the organisation (Next Retail Ltd) is liable under the Human Rights Act to account for its actions. Our employment practices have been developed to ensure compliance with the requirements of the Act, and employees need to be familiar with the principles of the Act.
There is a particular requirement to take care in the framing of advertisements relating to vacancies. It is unlawful to advertise any position in a manner, which indicates discrimination, or an intention to discriminate, on any of 13 specific grounds listed below. It is also unlawful to select for appointment, or to offer less favourable terms of employment to any particular applicant, on any of these grounds.
(a) Sex, which includes pregnancy and childbirth
(b) Marital status
(c) Religious belief
(d) Ethical belief
(e) Colour
(f) Race
(g) Ethnic or national origins
(h) Disability
(i) Age
(j) Political opinion
(k) Employment status
(l) Family status, including responsibility for care of dependants
(m) Sexual orientation.
Data Protection Act 2002
This Act has to do with personal data or details about the employees, which must follow the lay down rules below:
- Fairly and lawfully processed.
- Collected and used for limited purposes.
- Accurate and up-to-date.
- Not kept for longer than necessary.
- Processed in accordance with individuals’ rights.
- Kept secure.
- Not transferred to countries without adequate protection.
Under this Act, employees are entitled to know what personal data Next Retails Ltd is keeping relating to them and all employees must comply with this Act.If in any case, the organisation breach this Act the company could face prosecution.
Race Relation Act 1976
This Act or law is vital to Next Retails Ltd, because putting into consideration the type of business they are into. They are …to attract various people who are willing to work for them so in that case, employees must not be discriminated on account of ethnic background, specifying criteria different for men, women, ethnic minority candidates and who have a disability and which cannot be justified. Also deliberately setting out to exclude persons from specific groups.
Any organisation found committing this offence, could either be sued by the employee or reported to the appropiate authority for necessary action.
Disability Discrimination Act 1995
Places specific responsibilities on employers relating to the recruitment and appointment process. The Act aims to ensure that a disabled person, who could be the best person for the job, is considered fairly. The Act seeks to ensure that a disability should not bar a person from employment unless it would genuinely prevent them from doing the job and there is nothing the employer can reasonably do to overcome difficulties resulting from the candidate’s disability.
The Act also imposes a duty on employers to make reasonable adjustments to their working arrangements and premises to prevent or reduce any substantial disadvantage that a disabled applicant would otherwise have. Reasonable adjustments to the job, to equipment or to the working environment, where practicable are simply a way of ‘levelling the playing field’ for disabled people. Many difficulties experienced by a disabled person can be overcome with simple adjustments.
If there are any legitimate areas for concern over an otherwise suitable disabled applicant's abilities, these can be explored at interview. Such a discussion will centre around what adjustments to working arrangements might be helpful to assist the person to overcome any disadvantage that his/her disability would otherwise cause, thus enabling him/her to perform the job effectively. It will be only after such a discussion that the disabled applicant's ability to perform the job may be properly assessed, and the need for any adjustments to working practices properly considered. If it is decided that reasonable adjustments cannot be made the individual should be notified in writing of the reasons for the decision and given reasonable time to respond and request reconsideration.
Employment Act 2002
Equal Pay 1970
This law states that inrespective of being man and woman in the same employment, have the right to equality in the terms of their employment contract. This applies where the person is engaged on like work, the work is rated as equivalent work and that the work is considered to be of equal value.
The act allows parity on a term-by-term basis of the contract, which includes basic pay; allowances bonuses/honoraria and annual leave entitlement.
Penalties
If someone feels they have been discriminated against on grounds of sex, race or disability they can take a case to an Employment Tribunal. If discrimination is proved, the company, and sometimes the individuals complained of, will have to pay compensation to the complainant. There is no upper limit on the amount of compensation awarded.
If the company were challenged at tribunal, it would be expected to provide detailed information about our recruitment practices and particular details of the case. This could include:
- Selection criteria.
- Reasons for rejection of the applicant making the complaint.
- Job description and person specification for the position
- Details of members of interview panel.
- Copies of application forms of all applicants. Details of which applicants were interviewed and whether they were accepted or rejected.
- Whether selection committee members had been offered and received appropriate staff development in recruitment and selection.
Task 4: Effective and Efficient Ways Of Carrying
Out Recruitment and Selection
There are different ways in which the above process can be carried out using these services: Agency, Consultants, in-house sourcing, Advertising etc
Agency
With the help of good agency you can be rest assured that quality staff will be employed for the organisation. For instance Next Retail Ltd are opening a new store in Manchester Arndale Centre with a store in excess of 80,000 square feet. In that case, the organisation will not be able to go about all the recruitment and selection process. So an agency will be con saddled with the responsibilty inorder for the organisation to attend to other issues.
What the organisation does is to give the agency the quotation of people needed for the different positions avaliable so they won’t over recruit.
Advantages of using an Agency
- The organisation (Next Retail Ltd) will not have to employa recruitment team for the exercise.
- Their competitors will not be aware that they are recruitment.
- The Organisation can concerntrate on other important issuese to take care of, rather than looking for employees because it’s a long process.
- The agency can offer advice about what is happening in employment generally.
Disadvantages of using an Agency
- From my point of view, the only down side in using an agency is the cost incured. Because some agencies charge very high fees.
Consultants
This is a process whereby professional are used in the recruitment and selection process because they operate within a niche market. These sets of people are specialist in certain areas of business. Using Elliot Marsh Ltd a consultance company for an example, there is a ninety percent chance of getting the very best employees from these sectors: Consulting Engineering and Construction, Facilities Management, Building services and Maintanence, Residential Development.Because that is Instrumentation & Automation
Building Services & Maintenance
Construction & Consulting Engineering
Drives & Controls
Facilities Management
Residential Development Instrumentation & Automation
Building Services & Maintenance
Construction & Consulting Engineering
Drives & Controls
Facilities Management
Residential Development
Instrumentation & Automation
Building Services & Maintenance
Construction & Consulting Engineering
Drives & Controls
Facilities Management
Residential Development
Instrumentation & Automation
Building Services & Maintenance
Construction & Consulting Engineering
Drives & Controls
Facilities Management
Residential Development
Recommendation
In the interview room, there is a secret camera recording the session so afterwards the HR manager and is team take another look to see the behaviour of the applicant during the interview and the way questions are answered. By doing that, they will be able to find out more about him or her e.g the body language to see if the applicant is confident.
Manpower Planning
A process by which an organisation determines its human resource management needs and issues, develops and implements plans to address them.
Maternity & Paternity issues
This is in regards to the employees and the facilities the company (Next) has put in place for whatever circumstances may arise. Looking at a case of a pregnant employee, the organisation has put in place some good measures where the employee has to inform them as soon as she’s pregnant and not later than fifteen weeks before the expected childbirth. This is done so that the organisation can make adequate arrangement before then, so if the person to take over needs training that will be done in respect to the effect. (For example in Next store in Lakeside shopping mall when Louise the HR manager was going on Maternity leave, Amanda who was her Deputy took over from her).
During maternity leave Next Retail plc still pays you ninety percent (90%) of your weekly salary and you are entitled to twenty-six weeks (26 weeks) leave regardless of how many months or years spent in the organisation. This is also done when going on paternity leave.
Replacement of retired employees
For replacement of retired employees, the organisation knows that on reaching there 60th birthday when their employment automatically terminate without the requirement of either the organisation or employee to give formal contractual notice. Before that time the replacement will be on the way if the employee is not fit enough to continue because they give you the opportunity to make a formal written application to your
manager prior to retirement. If agreed your employment will be extended but nevertheless someone will be on standby and if the
replacement cannot be found within the store someone else will be bought in from another branch. The organisation (Next)
Usually monitors the progress of such employees before retirement in every department for health, efficiency at work and amount of sick leave taken over a period of time.
Age
When employed to work in the organisation (Next) the issue of age comes in because they want someone who will be capable of working longer hours, who will not fall ill often, someone who will be very productive on the long run. So they take that very seriously, but not a judging point, as to whether you are able to get the job or not. Because, when planning for the future that comes into consideration.
Take for instance someone is to be sent on a course may be managerial or otherwise. The type of person needed for that course must be experienced and has age on their side so it can be beneficial for the organisation in the long run. You can take take a very old person to fill that space not because of lack of experience but can the organisation profit in the future. (Has explained by the HR manager).
Health issues
Health issues are not taken for granted. When employed, a probationary period is given to check that you are mentally and physically fit for the job. Also the organisation asks in their application form whether the applicant has any health related issue so they can know before hand. That is not being judged on getting the job or not because the organisation can be sued for such purposes. Most of the time applicants are given a health check by the organisation’s general practioner to confirm if all is well with the employee.
A first aid kit is available within all stores.
Human Resources Plans For the Future
As at now, the future projects for Next Retail plc is the opening of a new store in the summer of 2005, at the new Manchester Arndale Centre and one of their stores in Lakeside shopping mall is adding another floor to their existing two floors. The organisation and majorly the HR department are now faced with the responsibility of outlining the number of employees needed. When vacancies for various positions will be announced. When recruiting will take place etc. This has already started in earnest in order to get everything ready before the proposed date of opening. Presently, the Area manager for the district and the store’s HR manager now work hand in hand to see the goal achieved. In order to make the process stress free, they have also come to the conclusion that some of the people that worked for them during their sales period will be recalled back if still interested in working for the organisation because they still have their contact addresses and telephone numbers.
From a reliable source in the organisation I gathered that planning already started a long time ago and an agency is saddled with the responsibility of employing and screening the applicants for various positions required. In that panel the Area manager for the district has directed someone from his office to help in the screening process. The agency has being given the list of employees needed and the positions in order for them to know the amount the number to recruit.
For the new Manchester Arndale Centre, the shopping mall is almost completed all what is required is the finishing touches and a very reputable agency in Manchester has taken responsibility in doing the recruitment. Where you go to the agency and pick up an application form if interested and the set date for screening is scheduled for January 2005
- The on-line questionnaire is very important to the agency because they will be able to know if you are up-to-date with the happenings around you and most importantly if you have a reason sense of reasoning, (IQ).
- Advantages
- Because it saves time.
- If the applicants is eligible for recruitment.
- It affords them to select immediately by seeing the application form.
- Disadvantages
- Applicants can be helped in filling the form.
- Applicants can provide wrong information about him or her.
- Applicants can be judge by the application filled rather than personal interview.