11.1 Main role of HR 1

Question 1

The HR function is responsible for

Answer 1

• The management and development of human resources within org
• Their role includes the creation, development and maintenance of an effective workforce, matching the requirements of the org to the environment and responding to that environment

Question 2

The HR plan is a

Answer 2

• Strategy developed in the context of the org overall strategic plan
• A typical plan will look forward 3-5 years and aims to identify and close the gap between the demand for labour and the supply of labour within the org

Question 3

How can an org plan rationally in an unstable environment:

Answer 3

• By staying flexible
• By taking greater account of external factors
• By more sophisticated monitoring and control mechanisms
• By planning in shorter time frames

Question 4

Problems in achieving plans might be predictable to a degree and have in the past centred on:

Answer 4

• Retention, especially when employees are well trained or have specialist skills
• Slow promotion leading to staff turnover
• Unexpected vacancies arising in senior positions or vital skills areas

Question 5

Stages of HR planning:

Answer 5

1. Strategic analysis
   - the org strategic objectives will have implications regarding the number of employees and skills required over planning period
   - the broader strategic environment should also be considered
2. Internal analysis
   - involves an audit of current staff to establish numbers and skills
   - must also consider staff turnover, absenteeism, overtime, inactive periods and staff potential
3. Identify the gap between supply and demand
   - Shortages or surpluses in employee numbers or skills must be identified
4. Put plans into place to close gap
   - Adjustments for a shortfall - internal / external
   - Adjustments for a surplus
5. Review
   - Measure the effective use of the HR and their contribution towards the achievement of the org objectives

Question 6

The HR cycle:

Answer 6

1. Recruitment
2. Selection
3. Training and development
4. Performance management
5. Incentives and motivation
6. Reward
7. Termination

Question 7

Recruitment involves

Answer 7

• Attracting a field of suitable candidates for the job
• The best recruitment campaign will attract a small number of highly suitable applicants, be cost effective, be speedy and show courtesy to all candidates

Question 8

The recruitment plan:

Answer 8

• Agree vacancy
• Job analysis
• Job description
• Person specification
• Source candidate

Question 9

Agree vacancy:

Answer 9

• A vacancy may arise due to growth in org, a change of direction or because an employee leaves the org

Question 10

Job analysis:

Answer 10

• This is a detailed study and description of the tasks that make up the job

Question 11

Job description:

Answer 11

• Is a broad statement of the purpose, scope, duties and responsibilities of the job

Question 12

A typical job description will include:

Answer 12

• Job title
• Purpose of job
• Position of job in relation to others in org
• Key difficulties in job
• Working conditions
• Principal duties
• Wage / salary

Question 13

Person specification:

Answer 13

• Attempt to define the key attributes and qualities the the jobholder should ideally have
• Prospective candidates can be compared to this as part of the selection process

Question 14

Alec Rodgers devised a seven point plan for the contents of a person specification (BADPIGS):

Answer 14

• Background / circumstances - previous work experience
• Attainments - qualifications and relevant experience
• Disposition - individuals nature and goals
• Physical make up - personal appearance and health
• Interests - general interests and hobbies
• General intelligence - practical intelligence such as problem solving ability
• Special attributes - skills such as an additional language or IT skills

Question 15

Source candidates:

Answer 15

• Involves persuading relevant candidates to apply for the role the org wishes to fill

Question 16

Methods for sourcing candidates:

Answer 16

• Internal sourcing
• Internet and social media
• Recruitment consultants
• Newspapers and specialist journal advertising
• Radio and television advertising
• Job centres
• Job fairs

Question 17

Selection is

Answer 17

• Aimed at choosing the best person for the job from the field of candidates sourced via recruitment

Question 18

Selection methods include:

Answer 18

• Application form
• Selection interviews
• Selection testing
• Assessment centre
• References

Question 19

Application forms:

Answer 19

• Are used to obtain relevant info about the applicant and allows for comparison with the person specification of the job
• A CV may be requested as well which details unique skills, character, experience and achievements
• The least appropriate candidates may be rejected based upon application

Question 20

Selection interviews:

Answer 20

• The remaining applicants can then be interviewed
• Purpose of interview:
  
  • find best person for the job
  • ensure person understands what the job involves and what career prospects are
  • make the candidate feel like they have been treated fairly in the selection process

Question 21

Interview options:

Answer 21

• Face to face by one person - Good for establishing rapport / but can be subject to bias
• Group interview with other candidates- good to compare candidates / but one candidate may be dominant
• Succession of interviews - allows for a range of opinions about the candidate / opinions may vary and conflict
• Panel interview by group - allows comparison in real time / may be more suited to confident candidates
• Problem solving (given hypothetical problem) - good for identifying relevant problem solving skills / may be more suited to confident candidates
• Stress - deliberately placed under stress by aggressive interviewer - good for judging how they react under stress / excessive stress may be unethical

Question 22

Advantages of the interview technique:

Answer 22

• Places candidate at ease
• Highly interactive, allowing flexible question and answers
• Opportunities to use non verbal communication
• Appearance, interpersonal and communication skills can be assessed
• Evaluate rapport between candidate and potential colleagues

Question 23

Disadvantages of interview technique:

Answer 23

• Too brief to get to know candidate
• Interview is an artificial situation
• Halo effect from initial impression
• Qualitative factors such as motivation, honesty or integrity are difficult to assess
• Prejudice - stereotyping groups of people
• Lack of interviewer preparation, skill, training and practice
• Subjectivity and bias

Question 24

Selection testing:

Answer 24

• can be done either before or after the interview
• two basic types:
  
  • proficiency and attainment - used to examine the applicants competence, skills and abilities in areas that will be required in the job they have applied for
  • Psychometric - more general and test psychological factors, such as aptitude, intelligence and personality

Question 25

Assessment centres:

Answer 25

• Involves candidates being observed and evaluated by trained assessors as they are given a programme of pre-programmed exercises or trials
• Assessors will be looking for evidence that candidates have certain abilities that are important in the job they have applied for

Question 26

References:

Answer 26

• The purpose is to confirm facts about the employee and increase the degree of confidence felt about info given during other selection techniques

Question 27

Job offer:

Answer 27

• Once a suitable candidate is found a job offer can be made
• It may be necessary to negotiate over some aspects of the employment contract
• When starting work the employee should be effectively assimilated into the org through a process of induction