Chapter 2 : human resources function 🌶️🧡 Flashcards
The meaning of recruitment
• The process used by a business to identify certain vacancies in the business and attract suitable candidates for them.
• Businesses may choose to use an internal or external method of recruitment.
Recruitment procedure
• The HRM should indicate the job specification/key performance areas to attract suitable candidates.
• Choose the method of recruitment, e.g. internal/external recruitment, to reach/target the suitable candidates.
• If external recruitment is chosen, the relevant recruitment sources should be selected, e.g. tertiary institutions/newspapers/electronic media, etc.
• Vacancies can be internally advertised via internal email/word of mouth/ posters/office notice boards etc.
• External recruitment should be considered if internal recruitment was unsuccessful
The differences between a job description and job specification
Job description
• Describes duties/responsibilities of a specific job.
• A written description of the job and its requirements./A summary of the nature/ type of job.
Job specification
• Describes the minimum acceptable personal qualities/skills/qualifications needed for the job.
• A written description of specific qualifications/skills/experience needed for the job
Methods of recruitment
Internal recruitment
Sources of internal recruitment
• Internal emails/intranet/websites to staff
• Word of mouth
• Internal/management referrals
• Office notice boards
• Recommendation of current employees
The impact of internal recruitment
Advantages
• The recruitment process is faster/less expensive if the candidates are known to the business
• The business knows the personality, strengths and weaknesses of candidate
Disadvantages
• Promoting a current employee may cause resentment amongst existing/ other employees.
• The number of applicants is limited to current staff only./Limited pool of applicant
External recruitment
Sources of external recruitment
• Printed media, for example, newspapers/ flyers/magazines
• Electronic media, for example, radio/TV
• Headhunting
• Networking
• Educational/training institutions
The impact of external recruitment
Advantages
• New candidates bring new talents/ideas/experiences/skills/knowledge into the bussiness.
• There is a larger pool of candidates from which to choose
Disadvantage
• New candidates generally take longer to adjust to a new work environment.
• Information on CVs/referees may not be reliable/may be falsified.
• Many unsuitable applications may slow down the selection process
Selection
Outline the selection procedure? Option 1 / Option 2
Selection procedure Option 1
• Determine fair assessment criteria on which selection will be based.
• Check that applicants are not submitting false documents such as forged certificates/degrees/achievements.
• Make a preliminary list of all applicants who qualify for the post.
• Screen and check references, for example, check applicants’ criminal records/credit history/social media, etc.
• Conduct preliminary interviews to identify suitable applicaties
Selection procedure Option 2
• Receive documentation, for example, application forms and sort it according to the criteria of the job.
• Evaluate CVs and create a shortlist/screen the applicants.
• Check information in the CVs and contact references.
• Conduct preliminary interviews to identify applicants who are not suitable for the job, even though they meet the requirements
Screening as part of the selection procedure
- Check application documents of
candidates/applicants against the requirements of the job.
2 Candidates/applicants who meet the minimum requirements are separated from
- Conduct/perform background credit/ references checks all applicants who qualify for the job
- Prepare a shortlist of suitable candidates after screening
What is the purpose of an interview?
• Creates an opportunity where information about the business and applicant can be exchanged.
• Gathers information about the strengths and weaknesses of each candidate.
• Matches information provided by applicant to the job requirements.
• Evaluates the skills/personal characteristics/qualities of the applicant
The role of the interviewer BEFORE the interview
• The interviewer should develop a core set of questions based on the skills/ knowledge/abilities/competencies required.
• Book and prepare the venue for the interview.
Set the interview date./Ensure that all interviews take place on the same date. .
• Inform all shortlisted candidates about the date and place of the interview
• Allocate the same amount of time to interview each candidate on the program.
The role of the interviewer DURING the interview
• Make the interviewee feel at ease.
• Do not misinform/mislead the interviewee.
• Provide an opportunity for the interviewee to ask questions
• Pose the same set of questions to all candidates/interviewees
The role of the interviewee during the interview
• Listen carefully to the questions before responding.
• Make eye contact and have good posture/body language.
• Show confidence and have a positive attitude/be assertive.
• Be inquisitive and show interest in the business.
• Ask clarity-seeking questions.
Meaning of an employment contract
• establishes both the rights and responsibilities of the employer and
the employee
• specifies the duties that would be carried out by the employee in exchange for remuneration from the employer.
Details/aspects/contents of an employment contract
• Personal details of the employee
• Job title/position
• Period of contract/details of termination
• Probation period
• Signatures of both the employer and employee
