The recruitment process has eight different stages. - Human resources

• Job title.
• Job grade.
• Location.
• Reports to.
• Number of staff.
• Overall purposes of the job.
• Specific tasks and responsibilities.
• Contacts.
• Salary and benefits.
• Working conditions.
• Career prospects.
• Training offered.
• Departmental responsibilities.

A typical job description at DBF associates would be : -

DBF Associate Accountants

Job Description

Job title:

Accounts clerk.

Reports to:

General manager (Devshi Chotani)

Hours:

40 hours per week.

Training offered:

Yes.

Salary:

28 000 per annum.

Contacts:  

Devshi Chotani (0161 833 9692)

Departmental responsibilities:

        To work as an assistant for the qualified accountant. To improve skills during work. To double-check everything the accountant does.

This job description needs to be eye-catching and needs a more formal look. This job description is well prepared but does not contain the necessary qualification for the job. As far as contacts are concerned there should also be the business address.

Stage 3. Person specification

This is the third stage in the recruitment process. Once the details of the job are finalised the next step is to find the individual who best matches the job criteria. To do this a person specification will have to be prepared by each individual that identifies the skills, experience and personality.

This document is crucial to the recruitment process. This document can be seen as a ‘blueprint’ for the ideal employee. The personnel specification will vary depending on the type of job on offer. However all personnel specifications usually have the same format. One method of presenting the personnel specification is based on the ‘seven point plan’.

A person specification should contain the following information: - 

• Knowledge and skills.

• Education and qualifications.

• Training.

• Experience.

• Personal attributes.

• Physical attributes.

• Other requirements.

• Interests.

• Special aptitudes.

• Circumstances.

• Attainments.

A typical person specification at DBF associates would be: -

Interests: -

 Foreign languages.

 Disposition: -

 Self-motivated.

Circumstances: -

  Willing to work late during busy periods.

        This job specification does not contain special aptitudes, experience, training, personal attributes or attainment. This needs to be eye-catching and look formal.

Stage 4. Job adverts

This is stage four in the recruitment process. The recruiter may advertise internally, externally or both. Job advertisements should contain elements of both the job description and the personnel specification. The job advertisement should contain all the vital information so that the right candidates apply for the job. The amount of information the advertisement contains largely depends upon the budgetary limitations.

        

Internal recruitment is when an organisation recruits from within itself. The organisation offers the position to an existing employee who they think is capable and qualified for the job. The employee may not necessarily need to have the right qualifications as training is usually given.

        

Internal methods for recruiting staff are: -

• Memos.
• E-mail.
• Recommendation.
• Notice board.

External methods for recruiting staff are: -

• Teletext.
• National paper.
• Trade/specialist journal.
• National/local television.
• Local papers/free papers.

Jobs can be advertised in many different places: -

• Job centres.
• Employment agencies.

Employment agencies tend to specialise in providing secretarial staff and office staff. They can be expensive but are usually quick in responding to the employers needs. Employment agencies make their money by charging employers a fee for getting them an employee.

• Management and executive recruitment consultants.
• Professional associations.
• Outplacement consultants.
• Schools, colleges or universities.
• Government training schemes.
• Unsolicited applications.
• Direct advertising in the newspapers or on the World Wide Web (Internet).

A typical internal job advert for DBF associates would be: -

This internal advert has all the necessary requirements on it. However it could be a little more eye catching, because at the moment it is just black and white besides the company logo. The only thing missing on this internal advert is that it does not say what is the best time to see the manager. This internal job advert does not state what the employee will be promoted to. This should also have the managers e-mail address.

A typical external job advert for DBF associates would be: -

The external job advert contains all the necessary requirements of an external advert. The only thing missing is who and when to contact the person. This needs to be colourful, eye-catching and have a more formal look.

The Application Form

The job application form should contain: -

• Name.
• Address.
• Telephone number.
• Qualifications.
• Previous experience.

         The space for address is too small and the application form is too simple.

Stage 5. Short-listing applicants

Stage 5 in the recruitment process is short listing applicants. Since the position has been advertised in a lot of places the recruiter will be expecting a lot of applications for the job. The recruiter must then pick out an individual who would be the best for the job.

A major problem the recruiter may face is if he has to compare applicant number 4 with applicant number 48. He will have difficulty remembering what the 4th applicant was like and what qualifications he had.

Stage 6. Requesting for references

Stage 6 in the recruitment process is requesting for references. Once the applicants have been short-listed the recruiter will contact the nominees and ask them to provide a reference. Some references ask for detail about the applicant’s skills. Others just ask for more general comments.

Stage 7. Candidates invited for Interviews

Stage 7 in the recruitment process is candidates are invited for interviews and selection tests. Once the references have been provided the candidates are called for the interview. The interview will only reveal limited information about the interviewee. For this reason selection tests may be conducted.

The more information the recruiter can get about the applicants the easier it is to pick a suitable candidate. The first thing to note is that an interview is a two way process.

The interviewee is not always asked for one interview. For a senior position in a business, the interviewee might be recruited a number of times.

There are many different questioning techniques (do’s and don’ts of questioning): -

1. Ask open questions
2. Avoid leading or closed questions
3. Listen
4. Make the interview flow
5. Probe in a non-aggressive way
6. Use playback questions
7. Use silence in order for the interviewee to think
8. Do not interrupt
9. Avoid multiple questions
10. Avoid criticism
11. Avoid tampering mannerisms

        The purpose of an interview is to find the right person for the job. An interview has two main objectives:

• Assessing the suitability of the candidate for the person.

• Providing information about the job and the company.

It is important to understand that an interview is a two way process. The applicant is assessing the suitability of the job and the company, just as much as the company is assessing the suitability of the applicant. If the company’s staff fail to communicate effectively in the interview then the interviewee might reject the job application.

        Interviewees need to be planned in advance by the interviewer. The interviewer needs to plan the following: -

1. The interviewer needs to be perfectly clear on the type of questions to be asked and the areas to explore.

2. The location has to be considered and be conductive to an interview situation. The room should put the interviewee to ease.

3. The number of interviews and number of people on any interview panels need to be decided.

These are all required to make the interview successful.

Stage 8. Contract of employment

        

Stage 8 in the recruitment process is the contract of employment. A contract is an agreement between two people or bodies. The contract exists to provide reference to the rules that govern their relationship. The rules need to be adhered to by both sides.

Both the employer and the employee must make it their responsibility to comply with these rules. It is usual to inform the successful candidate of the job as the job could also be offered to another candidate if the successful candidate declines the offer for some reason.

        There are certain areas of an employment contract that have to be included in the employment contract. These are: -

• Name and address of the employer.
• Date when the employment began.
• Job title.
• Scale or rate of pay.
• Intervals at which remuneration is paid.
• Terms relating to hours of work and related conditions.
• Arrangements relating to holidays and holiday pay.
• Arrangements relating to sickness, injury and sick pay.
• Pensions and pension scheme.
• Termination of employment arrangements.
• Disciplinary rules which apply to the employee.
• Persons to who appeals can be made.
• Arrangements for handling grievances.
• Location of work.
• Qualifications.

A typical contract of employment for DBF would be: -

                        

                                     

         CONTRACT OF EMPLOYMENT

Name of Employer: -                                        Devshi Chotani                                 

Address of Employer: -                                                                

Name of Employee: -                                        Mr Smith                 

Address of Employee: -                                        81 Cambridge street

                                                                Werneth

OL8 4PT

Employment To Begin: -                                        31/04/2002

Job Title: -                                                        Accounts Clerk                

Rate of Pay: -                        £10.00 per hour        

Remuneration: -                        £ 50 000 per annum

Hours of Work: -                        09.00 – 19.30         

Holidays & Pay: -                        4 weeks paid holidays        

Sickness: -                                                        

Pensions: -        

Termination of Employment: -                                

        

Location of Work: -                                        10 park place

Manchester

M4 4EY

0161 833 9692                                

 SIGNED:         (Employee)

SIGNED:          (General Manager)

SIGNED:          (Managing Director)

This contract of employment contains all the necessary information.