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Business june exams > Human Resource Function > Flashcards

Human Resource Function Flashcards

1
Q

Human Resource Department?

A

Employment Process
Training and development
industrial Relations

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2
Q

The employment Process

A

Recruitment
Selection
placement
induction

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3
Q

What does the human resource do?

A
  • employ the right person for the right job at the right time
  • responsible for training and development of staff
  • responsible for administrating salaries, wages, developing jobs and remuneration packages
  • responsible for ensuring good industrial relations
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4
Q

Recruitment?

A

finding employees

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5
Q

Purpose of recruitment?

A

to attract applicants that have the required skill qualification and personality to fill vacancies in the business

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6
Q

factors which effect recruitment

A

labour market conditions, employment equity and trade unions activity

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7
Q

Why is recruitment seen as an ongoing process

A

because. .. -employees leave their jobs for other ones
- employees are dismissed
- employees are promoted
- employees retire
- expanding business… more employees
- technology and globalisation creates need for employees with new skills

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8
Q

Job analysis

A

2 parts…. 1) job description

2) job specification

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9
Q

Job description

A

refers to the content of the job itself and outlines the duties and responsibilities of the employee

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10
Q

Job specification

A

describes the amount of skills, qualifications and experience that is neccasory for the job

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11
Q

Steps in the recruitment process

A

1) Job analysis-write a job description and specification
2) decided on sources- which recruitment sources will be used for the advert. ex newspaper, trade journal, internet.. eat
3) create advertisement- include all relevant info… such as contact numbers, name of HR manager, dates… eat
4) placement of advertisement- place the advert in magazines, or newspaper.. ect

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12
Q

Internal recruitment

A
  • businesses look for suitable people within the business
  • notices and bulletins can be distributed or supervisors can be approached
  • some internal staff may only be need additional training to fill vacancies
  • according to the Employment equity act… all businesses must advertise all jobs and CANT place people in positions without proper recruitment process
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13
Q

advantages of internal recruitment

A
  • current employees already know rules, culture and regulations… Therefore less risk of job dissatisfaction
  • no induction programs needed…. saves tome and money
  • employee is known to the company… honest and detailed info is already on data base
  • boosts employee morale and is an incense for handwork… motivates others
  • reduces labour turnover… as horizontal placements create new working environments
  • creates good image for business in terms of opportunity and growth… better pool of potential employees
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14
Q

disadvantages of internal recruitment

A
  • no fresh new ideas or approaches from new staff
  • job may require skills currently not available in the company
  • promotion of an internal employee can lead to feuds and resentment between employees
  • number of applicants are limited
  • it is possible to promote someone who is much less qualified then an outsider employee
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15
Q

external recruitment

A 
the business looks outside the company for new staff to fill positions
advertising is doen in various medias
also could be done using an employee agency
or headhunters (try get specific employees to work for business)
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16
Q

Advantages of external recruitment

A

wider choice of candidates to chase from
business who offer good deals and opportunities will attract a very wide pool of applicants
fees paid to agencies (labour brokers) might be less than the actual cost of recruiting
employment agencies save companies lots of time and effort and have a database of potential employees who can be recmened very quickly
top level candidates are known to read trade journals.. better chance of find g suitable candidates

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17
Q

disadvantages of external recruitment

A
  • recruitment agencies may not understand the culture of the business and specific requirements of companies… this leads to job dissatisfaction
  • new employees need training and indiction this costs time and money
  • recruitment agencies could be costly
  • adverts in the newspaper might attract large amounts of applicants leaving HR to sift through tons of CVs… lots of time and effort
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18
Q

what most an advertisement contain in it?

A

-job title
-business name
-job specifications
-job description
-contact details….
also know how to interpret.. ex is an internal or externall recruitment advertisement? is an agency being used….

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19
Q

section is…

A

the process of choosing the best applicant for the job

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20
Q

purpose of selction

A

this is to appoint the correct person to the right job

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21
Q

selection process

A

1) recieve CVs
2) initial screening of applicants
3) create shortlist (E.E.A must be considered)
4) carry out assessments(phusichometric test, medical ones..ect)
5) interview shortlisted candidates
6) check info on CVs… screening
7) letter of appointment

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22
Q

what will an applicant need to apply for a job?

A 
Applicant letter or covering letter
Curriculum vitae (CV)
certified copies of qualifications
letters of recommendation
certified copies of ID documents
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23
Q

interviewers responsibilities…

A

plan the day and the date of the interview
make a list of questions and make sure they are all work relevant
put the applicant at ease and ensure privacy
use structured interviews.. i.e… ask each applicant the same questions and in the same way.. this avoids any form of unfairness

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24
Q

diagnostic interview

A

when the interview is fair and structured

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25
Q

interviewees responsibilities

A

research the business to which you are applying courteous
be punctual arrive at least 15 mins early
dress neatly… no excessive jewlry make up or distracting outfits… keep it plain and professional
think of possible questions that may be asked and prepare some answers.. ex.. tell me about yourself
ask questions to show that you are interested and proactive

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26
Q

Role of the interviewee in the interview

A

greet with a solid handshake
listen carefully ti questions and think before responding
make eye contact and have good body language
show confidence and positive attitude
be inquisitive and show interest in the business
show respect and treat the interviewer with importance

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27
Q

purpose of interviews

A

determine the candidates suitability for the job
match info given by candidate with job requirements
get more info on candidate
evaluate skills and personality
gives candidate a chance to also find out more anon the job and the company

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28
Q

guidlines to a fair interview

A

no discrimination during interview
interviews can be carried out by a group of people(panel) or single person
the same panel or person needs to do each interview
interviewers must not ask irrelevant questions or discriminatory ones
standerized criteria must be used to evaluate candidates

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29
Q

placement

A

this is the process where new employees are placed in the jobs in the business
these first few days are very important for setting in
this is why most businesses embark on induction programs

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30
Q

placement procedure

A
  1. Outline specific responsibilities of the new position including skills required for the position
  2. employers must determine the candidates strengths and weaknesses and interests and skills by conducting ranges of psychometric tests
  3. employer must determine the relationship between the position an the candidates abilities
  4. follow up and check that the placement was successful.. i.e. does she fit into her new position?
31
Q

purpose of induction programes

A

introduce new employees to management and to establish relationships with employees at different levels
familiarise new employees with organisational structure,, e.g. supervisors and managers
new employees will know where everything is and this saves production time
learn more about the business so new employees understand their role and can be more efficient
make new employees feel at ease and reduce their anxiety and fear
communicate company policies about conducts and procedures
give new employees a tour of the building
create realistic expectations for new employees as well as the business
new employees may feel more part of the team resulting in motivated employees
proper training can be provided based on the results obtained during the induction programme… e.g. employee may need a refresher course on a specific

32
Q

how to ensure good induction processes…

A

arrange for early success
assign small tasks to the worker to build their confidence
have a clear performance standards
be specific when instructing workers
allow for settling in time
give employees a few months( ow weeks) to settle in before expecting optimal performance
provide support
assign a mentor to the worker to help settle them in and ensure job satisfication

33
Q

Employment contracts

A

a contract between an employer and employee which outlines what an employee must do in exchange for their money

34
Q

contents of the employment contract

A

details of the employer.. dress and contact of the business
personal details of the employee.. dress, contact no. ID no. age and any other specific details of the employee
job title and description… clearly state the title and outline the ties and responsibilities of the employee
working hours.. must be in line with BCEA must be clearly stated and correct
overtime… overtime er day and week must be clearly stated, time deemed as overtime must be explained in detail.. e.g.. sundasy or public holidays
remuneration package…stipulate amount payable to employee, also whether its weekly, monthly salary and how it will be received and calculated
leave… must stipulate different types of leave and no. of days allowed of reach type and whether it will be paid or not… in line with BCEA
termination of the contract… must give a clear guidelines regarding the procedure involved in terminating the contract

35
Q

legalities of employment contracts

A

between employee and employer and is legally binding
it may not have any requirement that conflict with the bcea
aspects of the contract can be re-negotiated during course of employment
both parties must agree to any change
no pray can unilaterally change aspects to the contract
must include code of conduct and ethics
HR manager must explain terms and conditions of the employment contract to both parties
conditions of employment suites and responsibilities of the employees must be stipulated clearly
benefits must be stipulated clearly
all company policies, procedures and disciplinary codes/rules can form part of the employment contract
employers must allow the employees to thoroughly read through the contract before its signed

36
Q

when can a contract be terminated?

A

an employee is dismissed due o poor performance
employee is retrenched due to redundancy or lack of work
employee retires
employee resigns

37
Q

Terms for saleries

A

paid monthly

received for working a particular role

38
Q

wages terms

A

paid weekly or fortnightly
linked to how many hours worked/products produced
received for working in a particular role..eg factory worker

39
Q

salary determination

A

is the process of establishing what the most suitable salary or wage for a certain position is

40
Q

salary administration

A

process of determining and then supervising the levels of the salaries in a business

41
Q

factors to consider in salary determination

A

the applicants expectations
number of people who are abel to do this job and who are available in that location
the BCEA
the costs involved in relocating a distant applicant

42
Q

Piecemeal system

A

a type of salary determination system where employees are paid based on the amount of products they make or sell… based on employees productivity

43
Q

Time related system

A

type of salary determination system which pays employees based on hours that they work…

44
Q

salary advice contains….

A

gross salary
deductions… compulsory (UIF: SITE: PAYE)
… non complosury (trade unions: staff associations)
tax number
benefits… compulsory ( UIF, employer contribution, Skill development)
non complousry (pension, medical aid, meals, company cars, discounts..ect)
net salary

45
Q

Personal tax…?

A

compulsory… Their are regular tax payers and provisional tax payers

46
Q

regular tax payers

A

standard income tax(SITE) for all employees
PAYE for employees who earn over R80 000 p.a
pays tax monthly (12 payments per year)
files tax return once a year

47
Q

Provisional tax payers

A

money earned from rent income, interest income or trading
pays tax 2 times a year ( 2 payments)
files a tax return once a year

48
Q

employers are required to by the law regarding tax…

A

deduct the correct amount of tax from workers salaries
pay the monthly amount to SARs
issue tax certificates to employees called IRP5

49
Q

IRP5???

A

forms used to complete the tax return to SARS once a year

50
Q

Deductions… UIF?

A

unemployment insurance fund… 1% of employees salary value is educated from their money and paid into the UIF fund

51
Q

What is UIF?

A

it is a type of insurance provided by the government and is governed by the unemployment insurance act… it pays a limited amount of money for a limited amount of time to an employee who becomes unemployed die to any circumstances beyond their control… also makes proviso for any other benefits e.g… death, illness, pregnancy

52
Q

All employees and employers HAVE TO contribute to UIF?

A

this means its compulsory and they have to match the contribution meaning they must pay 1% of their payroll

53
Q

UIF applies to all workers except….

A 
learners
foreigners
public servants
workers working less than 24 hours per month
work that is commission based only
54
Q

does resignation of an employee get paid out by UIF

A

NO only if they are retrenched or dismissed or end or contract

55
Q

UIF benefits

A

A worker who becomes retrenched can claim within 6 months after losing a job
workers can only claim if they have contributed
workers can enjoy benefits until allocated funds are finished
if a worker voluntarily ends contract.. CANT claim
no tax is payable on UIF money
employee will receive 33.3% of their last wage
benefit is paid for a maximum of 26 weeks

56
Q

UIF illness benefits

A

workers can receive benefits if they are unable to work for more than 14 days without receiving partial salary (unpaid sick leave)
employees may not claim if they are refusing media treatment
benefits are paid at 45% of the employees wage
alcoholism and drug dependance are NOT covered

57
Q

dependants benefits/death benefits UIF

A

dependents may apply for UIF benefits if the breadwinner dies or can’t work anymore and has been contributing toward the fund
the spouse can claim whether they have contributed or not
benefits are paid at 45% of employees wage and depends on the period of service

58
Q

Maternity benefuts UIF

A

Pregnant workers receive these benefits for up to 17 weeks(4 months/121 days)
if a worker has a miscarriage she can claim for up to 6 weeks/42 days
benefits are paid up to 45% of employees wage

59
Q

adoption benefits UIF

A

employees if they adopt a child younger than 2 can claim
employees who take unpaid leave may receive part of their salary while caring for the child at home
only 1 parent ca claim

60
Q

Fringe benefits

A

these are benefits offered in addition to compulsory ones

61
Q

example of fringe benefits

A 
medical aid
provident fund housing allowances
car allowances
funeral benefits 
cell phone allowances
bonus shares
staff discounts 
loans at low interest rates or mortgage bonds
62
Q

why offer fringe benefits???

A

attract highly skilled workers
attractive packages can result in low labour turnover and attract good employees
increase in employee satisfaction
leads to higher productivity as employees receive recognition for their effort

63
Q

pension or Provident fund

A

pension is a plan that provides members of this fund with money when they retire
usually offered to permeant employees
deductions must be agreed upon by the employee BCEA
an employer is not obligated to provide these benefits
employee may provide to pension fund with any service provider… ex old mutual

64
Q

how to calculate pension fund

A

PAYE is calculated on the monthly salary minus pension contribution… therefore pension money is taxed once you start to draw from the fund

65
Q

provideent fund

A

PAYE is calculated on the including contribution amount.. therefore your only have to pay a small amount(shortfall) in tax when you start drawing from the fund

66
Q

Medical aid

A

a fund or scheme (pool of funds) members can use to pay for their medical costs
there is a limit to the amount of benefits and the fund only covers stipulated expenses according to the specific plan that they are on
the more dependants the employee has the higher the premium will be
employees contribute to this plan months
employers are not obliged to contribute and all medical aids are covered by the medical schemes act

67
Q

legislation affecting HR

A 
BCEA
labour relations act
employment equity act
COIDA
skills development act
NQF and SAQA and qualifications
68
Q

basic conditions of employment act

A

this law must be considered when drafting employment contracts
working times, overtime pay notice pf termination.. act.. mentioned must all be in accordance with this act
mim wage rule must be obeyed

69
Q

labour relations act

A

must be taken into account when settling salary scales and determining benefits
if members are not happy with their salaries and or benefits they can take matter to trade unions
employment contracts MUST allow workers to join a trade union
the act makes provision for collective bargaining
employees are allowed to partake in industrial action
displianary codes regarding dismals must be in line with LRA rules

70
Q

employment equity act

A

affirmative action policies must be adhered to when recruiting
business must have an equity plan in place and the employment process must be in accordance with this plan
there should be equity in the employment process
there should be redress fir historically disadvantaged individuals in the employment process

71
Q

COIDA

A

all employers must contribute to this fund
employees who are injured as a result of work can claim
dependants who have lost a breadwinner can claim
compulsory insurance covered by the employer
therefore a compulsory benefit for the employee

72
Q

SKILLS DEVELOPMENT ACT

A

states that workers must be unskilled
SETAS learnerships and skills programs must be used and implemented to further develop the skills of workers
employers must contribute 1% of their payroll to skill development levy
employees benefit from this
a skill development plan must be in place
aim is to improve the level of skills in SA of all workers

73
Q

NQF SAQA qualifications

A

national qualifications framework creates 10 levels by which all learning can be measured
the levels were developed to ensure consistency in learning achievement in the allocation of qualifications
this helps us to access and compare different qualifications nationally and internationally

Business june exams (3 decks)

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