Recruitment. I am writing this report to describe how each organisation plans and conducts its recruitment furthermore I will be explaining why there might be a reason for a vacancy (employee leaving, growth, different, work, maternity cover, sickness) mo

Task 1

To: Gill Slater

From:

Subject:

Date: 8th May 2008

Introduction:

I am writing this report to describe how each organisation plans and conducts its recruitment furthermore I will be explaining why there might be a reason for a vacancy (employee leaving, growth, different, work, maternity cover, sickness) moreover I will be looking at the organisation if they have any current vacancies and why might they have arisen. Last but not least I will be explaining the different sources of recruitment that the two organisations use.

The need to recruit

All business organisations have a need to recruit staff in order to run the business effectively and efficiently as there may be certain work or task need to be done by someone who has the right skills to tackle them. The need to recruit is mainly to manage the organisation effectively, run the business smoothly, and manage the resources effectively and to have a good work level. Furthermore to do a particular job, to get the skills and experience for the business, not got enough employees, previous vacancies, growth in the business, employee leaving, extra work, different work, maternity cover, paternity cover, sickness, high staff turnover/ labour turnover. As without the right people the business cannot make the correct decisions and for this reason it is important to recruit.

Features of key recruitment documents, describing the factors to be considered when planning to fill vacancies and conducting interviews

Before a business starts recruiting new employees the human resources department compiles a job description and person specification for the specific job they have a vacancy for. The job description gives potential candidates a taste of what is expected of them in the job. The job description is also used after the vacancy has been filled to ensure that the job is being carried out properly.

The person specification is focused on the applicant and gives a description of the type of person that would be ideal for the job. The person specification has to fit with the company’s culture so they ensure that the person that they recruit is likely to get on in the firm.

Advertising also has a vital role when it comes to recruiting. To ensure that they get adequate responses companies must ensure that they are advertising in the right places. The human resources department has the choice to advertise internally within the firm or externally in the surrounding areas. Where companies advertised depends on whether they are looking for employees internally or externally. For example, if a firm wanted a person from within the organisation then posters in and around the workplace would suffice. However, if the company wanted people from surrounding areas then advertising in local newspapers would be the way forward. Below is a list of the most common place that businesses advertise job vacancies:

Local job centres are an ideal place to post job vacancies as they attract a varied types of people
Newspapers can cover large areas and are read by many people daily. A firm can expect to get many responses from this type of advertising
Using agencies is also a popular choice by business as the administrative paperwork is considerably reduced

The recruitment and selection process can be very time consuming and costly. It is the responsibility of the human resources department to manage the recruitment and selection process. It is their job to look at whether more labour is needed and if so then they need to start the recruitment and selection process and make sure that they get the right people for the right jobs. Getting the wrong person could mean the business incurs large costs as costly mistakes could be made by this person or they may want to leave almost straight away.

However, choosing the right person for the right job is not an easy process. Companies have to make sure they abide by all laws that are in place to aid people of different ages, sex and races. The company has to make sure they do not discriminate in any way and do not pick a person simply because they are a certain age, race or sex.

Companies usually get responses in the form of application letters, telephone applications and or a Curriculum Vitae (CV). Many companies ask for a letter of application accompanied by a CV. A CV lists the candidates various skills, qualifications, work experience and their hobbies and interests. It is a great way for companies to get an insight in to the candidate.

Once the business feels that they have received a sufficient amount of applications then they will start ‘short listing’. This involves taking the letters of application, CV’s etc. and picking the candidates they feel fit the job role best. These candidates will then be called in for interview. Those that do not get called in for interview will have had poorly presented letters of application and or do not fit the job/person specification.

Companies can use many different methods to interview candidates. This depends entirely on the company’s culture and type of organisation. Interviews are usually carried out formally although some interviews are more relaxed and less formal. Below is a list of the types of interviews companies can use:

Formal Interviews

These interviews are usually carried out by a panel of people rather than on a one-to-one basis. Guidelines are usually strict in these interviews to ensure that applicants are chosen in the fairest way possible.

Informal Interviews

These interviews are carried out on a one-to-one basis and the interviewer asks general questions. Minimal preparation is needed for this type of interview.

Demonstrations/Presentations

A business may need the applicant to demonstrate particular skills that will be needed in the job. This could be demonstrating the fact that they can present information to a group of people or are creative and imaginative.

Aptitude Tests

These are short tests that are taken by the candidate to prove such things as literacy and numeric skills.

Personality Tests

These are tests designed to get an idea of the type of character the candidate is. There are no right or wrong answers the interviewer would want to see how the candidate responded to various situations or tasks.

Teamwork Exercises

Sometime companies interview more than one candidate at a time and set them tasks to work together. The idea being that the interviewers can pick out leadership skills and see how they respond to team working.

Application to JCC and Jurys inns

Recruitment

Jurys inns main form of recruitment is recruitment agencies. These agencies are a popular choice as administrative paperwork is significantly reduced. These are also popular choices when a company needs to employ a person on a temporary basis as the recruitment agency deals with the recruitment and dismissal when the workload has been completed. Agencies can be costly and some agencies take up to 20% of the applicants wage. Jurys inns need to ensure that they pick a reputable agency as if they pick a bad agency their company image could be damaged. The main reason Jurys inns use recruitment agencies is because they have a shortage of human resource managers and using these agencies cuts down a lot of the administrative paperwork. The recruitment agency is as effective as employing several more staff members and is therefore beneficial to the company.

Jurys inns also advertise in newspapers when they have a job vacancy. As I have said a company can expect a fair amount of responses from advertising in newspapers. Some of the main features that can be included in newspaper adverts are listed below:

Annual Wage – this allows people to see an exact figure that they can potentially earn. This may attract a lot of people if the figure meets their salary needs
Job Description – this actually lists what the job will involve and the candidate can get an idea of what the job will be like
Benefits – this shows the candidate what benefits come with the job. This could be a company car, staff discounts etc. and is a great tool in attracting people to a certain job

Another main source of recruitment is the company’s website. Here the candidates can find information about the culture at Jurys inns and can also submit applications and CV’s online. These are sent directly to the human resources department at the local Jurys inns site and feedback is given via letter or email. Advertising on their website saves a lot of money for Jurys innss and also if candidates apply online admin costs are reduced. Also the company can put a lot of information on the website compared to newspaper adverts and candidates can get a real taste for the company’s culture.

Pre-screening

When a company receives a large amount of applications it is the job of the human resources department to sort through each one marking them off according to the job description and person specification. If candidates pass the pre-screening stage then they are usually called in for interview.

Competency Based Interviews

These are the type of interviews that test the competency and ability of applicants. JURYS INNS use these type of interviews. These interviews will be based around the job description and person specification and those applicants that do not fit the criteria will be refused. The candidate will be assessed on his or her competency through various questions. The results of these questions will be noted and turned into a score the person with the highest score will be offered the job.

Assessment Centres

Candidates who have made it through the pre-screening process are often sent away to assessment centres. At these assessment centres candidates are monitored in teamwork exercises to see how each candidate works in a team. It allows the company to see whether the individuals take the lead role, dominate or simply follow orders. As JURYS INNS is a financial company candidates may be tested for numeracy skills. The company may also look at attributes such as politeness, telephone manner and literacy.

Resource Documentation

JURYS INNS take an active interest in all of their employees and potential employees. For this reason the company issues questionnaires to be filled in by current employees or applicants. This is a good form of feedback for JURYS INNS as they get a good idea of what employees want and need and what applicants are looking for in a job. The questionnaires issued to applicants are designed to get a better view as to whether they are capable for the job. The questionnaires also aims to find out if the applicants have any disabilities that will prevent them from doing the job fully and helps to avoid discrimination. Even things such as allergies need to be highlighted as if JURYS INNS overlooked this and an employee was to fall ill due an allergic reaction caused by the workplace the company could be prosecuted.

Employment Legislation

JURYS INNS have to abide by every law that is set on how employers treat their employees. Employees are a lot more aware of their rights in the workplace today and employers have to be careful they do not abuse the rights of any employee. JURYS INNS ensure that each employee is aware of his or her statuary rights. These are issued in a handbook and cover things such as legal and general laws that affect them while at work and other information such as pay and employee holidays. Jurys inns’s current working hours are 35 hours per week. Employees are allocated 25 days standard leave. The company also adheres by the minimum wage, which for people of ages 18+ is £4.85 per hour.

JURYS INNS also use 5 main documents during the recruitment and selection process. These documents are:

Job Description

Person Specification

Pre Selection Scoring Sheet
Application for Employment
Interview
Advert

Job Description

When advertising a job JURYS INNS will create a job description. The job description gives a brief insight into the job and allows candidates to see if they would be suited in that type of employment. Occasionally the job description is used after a candidate is successful in getting a job as a guide to ensure the job is as it was described.

Person Specification

The person specification outlines what type of person would be suited for the role. It enables the candidate to see whether he/she has the right skills and attributes for the job and allows JURYS INNS to specify the exact type of person they are looking for.

Pre Selection Scoring Sheet

Here a scoring sheet is used during interviews to assess whether the person is worthy of the job the person is given a score according to how they perform. The areas that are covered in this document and the points awarded for each are as follows:

Relevant work experience (Max 4)

External interests/cultural activities)

Recent experience (Max 12)
Other skills (Max 1)
Overall impression of the application form (Max 4)
Academic Qualifications (Max 4)

If the candidate is awarded a sufficient score they stand a good chance of getting the job. An example of this scoring sheet can be seen below:

Application for Employment

This is the form filled in when a candidate applies for a job. It includes sections on:

Personal Details
Academic/professional qualifications
Employment History
Financial Service and Markets Act 2000
Equal opportunities monitoring

Personal Details

Here the candidate will fill in details on name, address, telephone number etc. They will fill in details on whether they want to work full-time or part-time. Also they will fill in the position they are applying for and their preferred location.

Academic/professional qualifications

Here candidates will put down any relevant qualifications they have that may help them obtain the job. These could be GCSE’s, A-levels or degree qualifications.

Employment History

Here the candidate will put down any previous or current jobs they have had. They will be asked what their current salary is and whether or not they have ever been self-employed.

Financial Service and Markets Act 2000

Here the candidate is run through a series of questions relating to the Financial Service and Markets Act 2000. They are asked questions such as, have you ever had membership to the FSA? They are then asked to sign the form.

Equal Opportunities Monitoring

Here the candidate is asked to give detail of their age, sex and any disability they might have. This avoids JURYS INNS being discriminative in any interviews.

Interview

The interview is a key process and enables JURYS INNS to get the right person for the job. They can access the various competencies and qualities of each candidate and get a clear understanding of whether the candidate is suited to the job. The interview process also enables JURYS INNS to get an idea of the personality of the candidate which is an important part to see if the person can get along with others in the workplace.

Advert

The advert is a key part to recruiting at JURYS INNS. The advert aids the company in attracting relevant candidates and allows JURYS INNS to give information on the type of job and the roles that it will entail. The advert shows the potential salary that employees can earn and the other benefits that will come with the job. It gives all the relevant contact information and the closing dates for application.

The main features of the recruitment process

Job Analysis

The job analysis is the first stage of the recruitment process and is defined as the method of examining a job in order to discover its most important features, such as:

The tasks that the job holder agrees to.
The duties of the job.
The targets the job holder is expected to accomplish.

The best and the most effective way in obtaining the information about the job is to talk to the departing member of staff and ask them about how they view their job and how they undertake the duties of their job on a daily, weekly and monthly basis. This also gives the staff at the business to see the responsibilities and to discuss if there needs to be in changes in the job.

It can be a time-consuming process, or it can be relatively quick, depending upon the goal of the user. Job analysis is often used to gather information for use in personnel selection, classification, and compensation. An example of a teachers job analysis is to teach, assess, lesson plan, register, and be mentally strong. These are the things that are within the job specification.

Job Description

A summary of the most important features of a job, including the duties and responsibilities and the level (i.e., skill, effort, responsibility and working conditions) of the work performed. It typically includes job specifications that include employee characteristics required for capable performance of the job. A job description should describe and focus on the job itself and not on any specific individual who might fill the job.

Job descriptions have specific details required for the job. The job description includes information like:

Job title
Responsible to
Department
Name of the firm
Salary
Job content information
The person specification
Special aptitudes

These are the things which are listed on the job description; every company has its own job description which is given to applicants when they apply for the job. It is easy if the applicants read the job description before they fill in an application form because it makes it easier to target the right people for the right job.

Job Description of Joseph Chamberlain College:-

Person specification

A person specification is drawn up from the job description, before advertising a position, and should

describe the knowledge, skills and attributes that are essential to perform the job. The criteria set out in the person specification are the only criteria against which applicants should be assessed at the short listing, test and interview stages. The criteria must be specific, measurable, and justifiable in relation to the job requirements and not be unnecessarily restrictive.

Attracting applicants

Person Specification of Joseph Chamberlain College

Job Title: Accounts Clerk

Scale/ Grade: £12,000

Attracting Applicants:

There are many ways to attract candidates for the jobs which may be available. For example:

Job advertisement

As important as choosing the most appropriate media through which to advertise the vacancy which has arisen. The decision on what to include in the advertisement is important because of the high cost of space and the need of attention. Both factors will encourage the use of the fewest number of words. Examples of this are National news papers, local news paper, local radio station, recruitment agency, and internet. These are the places where a job is most likely to be advertised.

Advert for Joseph Chamberlain College:

ACCOUNTS CLERK REQUIRED

Salary circa £12,000

Joseph Chamberlain College has a vacancy for an Account Clerk in the Highgate area in Birmingham. Experience is not essential but preferable as full training will be provided.

The role of the account clerk is dealing with account entry and operates a computer book-keeping system. Dealing with necessary book keeping and working towards targets

Hours are as follow:

Monday to Friday 9:00am to 5:00pm, Sat 10:00am-5pm.

The successful applicant will ideally have GSCE’s qualifications

In return the company is offering the applicant a generous salary of £12,000 basic (OTE £27,000)

If any candidates are interested in this post then please apply in writing to

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Gill Slater,

Personnel Manager,

Joseph Chamberlain College,

Highgate,

BIRMINGHAM,

B12 9DS.

Tel0121 773 3737

Email: [email protected]

Recruitment agencies

Advertising to a wider audience is when the use of advertising agencies comes to use. They might deal with advertising agencies to gain help with drafting advertisements and placing them in the suitable media. The agency uses the following methods of job advertising: