2. Establishment Phase

Question 1

Recruitment?

Answer 1

(sourcing new employees) can be internal (from within the organisation) or external (from outside the organisation).

Question 2

Selection?

Answer 2

Selection simply means choosing the best person for the available position. Selection is choosing the most suitable applicant from the pool of applicants attracted in the recruitment process. The selection process requires:
■ A panel to undertake the task
■ Selection criteria developed from job specifications.

Question 3

Human Resource Planning?

Answer 3

Human Resource Planning is the most important stage of the cycle. It is the process of anticipating the future staffing needs of an organisation.

Question 4

Job Analysis?

Answer 4

This stage involves finding out all the information about a job. If the position existed previously, then a study may be conducted to analyse exactly what is done I that position on a daily basis.

Question 5

Job Design?

Answer 5

In some cases, new positions must be created or existing positions may need to be altered. This process is called job design.

Question 6

Job Description?

Answer 6

The information gathered in the job analysis is collated into a job description (an outline of all aspects of a particular position, including the duties required, the conditions of work, etc)

Question 7

Selection Criteria?

Answer 7

The Selection Criteria are usually a list of what the organisation is looking for in the applicants for new positions.

Question 8

1. Establishment Phase INTRO?

Answer 8

For each employee, the cycle represents stages of a career. For the organisation, the cycle is repeated as individuals join, move through, and leave the organisation.

The main stages of the employment cycle (from the point of view of the organisation) correspond to the major concerns of the human resource manager—establishing, maintaining and terminating employment

Question 9

2. Human Resource Planning?

Answer 9

Human Resource Planning is the most important stage of the cycle. It is the process of anticipating the future staffing needs of an organisation.

• Human Resource managers need to be aware of strategic plans of the organisation.
• If HR planning is conducted correctly, then the other stages of the employment cycle should be relatively straightforward in terms of organisation.
• Without careful Human Resource Planning, an organisation may end up with too many or too few employees in key areas.
• This will create problems in terms of productivity and cost.

Question 10

3. Job Analysis?

Job Descriptions…?

Job Specifications…?

Answer 10

This stage involves finding out all the information about a job. If the position existed previously, then a study may be conducted to analyse exactly what is done I that position on a daily basis.

Analysing human resource needs
Determining human resource needs is an ongoing process for human resource managers in large organisations. Human resource managers must forecast—and plan to meet—the organisation’s future needs (demand) for employees.

• HR planning includes job analysis, which results in the production of job descriptions (that is, what each job entails).
• The qualities necessary for doing each job (for example, skills, experience and knowledge) have to be identified.

These make up the job specifications.

Question 11

3. Job Analysis

Job Design?

Answer 11

In some cases, new positions must be created or existing positions may need to be altered. This process is called job design.

• When designing a new job, human resource and other managers would need to ensure it includes sufficient factors that it will attract quality applicants
• And fulfil the needs of the organisation as identified through human resource planning.

Question 12

3. Job Analysis

Job Description?

Answer 12

The information gathered in the job analysis is collated into a job description (an outline of all aspects of a particular position, including the duties required, the conditions of work, etc)

• Which can be used for the purposes of advertising a vacant position or as criteria for evaluation in a performance appraisal.

Question 13

3. Job Analysis

Selection Criteria

Answer 13

The Selection Criteria are usually a list of what the organisation is looking for in the applicants for new positions.

They often include requirements such as:

1. Qualifications and/or experience
2. Skills
3. Personal Qualities

It is expected that applicants would address all of the selection criteria in their application letters.

Question 14

4. Recruitment?

Answer 14

Recruitment (sourcing new employees) can be internal (from within the organisation) or external (from outside the organisation).

• Recruitment and selection of staff only take place after an organisation’s human resource needs have been analysed and planned.
• The recruitment process has two steps: communicating the existence of vacant positions to potential applicants, and making initial contact with applicants. (After the initial contact is made, selection processes take over.)

Typical methods of recruiting staff are:
■ Internal (from within the organisation), via:
– email/intranet – memos
– noticeboards – newsletters

■ External, via:
–Advertisements in the media (including the electronic media/internet)
– employment agencies—Employment National (Centrelink), private employment/recruitment agencies
– schools, universities and TAFE colleges

Question 15

4. Recruitment

Advantages/Disadvantages of Internal and External Recruitment?

Answer 15

Advantages of Internal Recruitment
-Less Cost | -Managers know the applicants well already

Disadvantages of Internal Recruitment
-May then have to fill the position who is given the job | -Limited Choice of Applicants

Advantages of External Recruitment
-Can recruit people with fresh ideas | -Can draw from a bigger pool of applicants

Disadvantages of External Recruitment
-Can be costly | -May have to spend a considerable amount of time teaching the new recruit about the organisations and the way things are done.

Question 16

4. Recruitment

Methods of External Recruitment?

Answer 16

-Newspapers
Despite the growth of technology, people look at classified section of the newspaper.

-Internet
The advantage if these sites are that those seeking jobs can enter details of the type of position they are looking for and the internet site will produce a list.

-Business websites
These are often used in conjunction with other methods.

Recruitment agencies
Some positions that appear to be very interesting and/or well-paid may attract hundreds of applicants. Time is money in business; therefore recruitment agency can screen out all of those

Word of mouth

Question 17

5. Selection

Answer 17

Selection simply means choosing the best person for the available position. Once the applications have been received, the selection process may include the following steps.

1. Applications that are not suitable are screened out.
2. A short list of potential employees is developed.
3. Applicants are contacted and interviewed—there may be many interviews. A panel will conduct the review.
4. Some form of testing may be involved to ensure the person will be satisfactory and will fit into the organisation.
5. Referees are contacted
6. The successful candidate is notified; the unsuccessful candidate is notified.

Selection is choosing the most suitable applicant from the pool of applicants attracted in the recruitment process. The selection process requires:
■ A panel to undertake the task
■ Selection criteria developed from job specifications.

Question 18

5. Selection Stages?

Answer 18

The selection process comprises five stages:
1 Screening/shortlisting applicants
This stage ensures that applicants meet the selection criteria (job specifications). It also gives the panel an opportunity to consider how it will process and rank applications.

2 Interviewing applicants
The interview concentrates on the suitability of the applicant in terms of both the job criteria and the culture of the organisation.

3 Checking the background of applicants
This usually involves contacting the applicant’s referees, but it may also involve other inquiries by the selection panel.

4 Conducting suitability tests and medical examinations
These are sometimes used to estimate future work performance.

5 Advising applicants of the outcome
The organisation will offer the position to the most suitable applicant. If the chosen applicant declines the offer, the selection panel will need a ‘second best’. Unsuccessful applicants should be notified promptly of the outcome of the selection process.

Question 19

Employment Arrangements?

Answer 19

The broad arrangements of employment for the recruit are established in one of the following employment contracts:
■ Permanent employee: full-time
■ Permanent employee: part-time
■ Flexible contract employee (ongoing employment with flexible hours)
■ Fixed-term employee (contracted for a specific period)
■ Casual employee (contracted on a short-term or irregular basis).

Modern HR theory suggests that in recruiting and selecting staff, management should have in mind the interests of both the organisation and the applicants.

The HR perspective sees both as having needs to be fulfilled. The organisation should want to become an ‘employer of choice’, attracting and keeping talented employees.

Question 20

6. Employment Arrangements and Remuneration?

Answer 20

The process of deciding the remuneration (the money and other entitlements that one receives for one’s labour) that accompanies a job may be decided prior to advertising, or may be negotiated with the successful applicant.

• Factors affecting the type of remuneration that may be offered to new employees include:

• Whether staffs are covered by an agreement
• Whether the position is one of management
• What the employee earned in their previous position
• The priorities of the employee at their stage of life
• Packages include pay rates, superannuation details and other gizmos.
• The type of employment arrangement may also impact on the remuneration that is offered with a position.
• Full time and part time jobs must include provisions for sick leave and annual leave; while contractors may not have these entitlements as part of their contracts.