Human Resources Flashcards
1
Q
What is a job description?
A
The main purpose of a job description is to define the main duties and responsibilities of the post.
* The title of the job
* The place where the job will be done
* Conditions and hours of work
2
Q
What is a person specification?
A
Its purpose is to identify what an ideal applicant for the post should have in terms of personal qualities, knowledge, qualifications, skills and previous work experience.
3
Q
What is a contract of employment?
A
It sets out the rights and duties of both the employee and employer. It is an agreement between the two parties and is required by law. It gives protection and security to the employee and the employer.
Names of the employer and the employee
Date of commencement of the job
Title and description of the job
Hours of work
4
Q
By law when does the employer have to give out a contract of employment?
A
The law states that every full-time employee must be given a contract of employment within 8 weeks of appointment.
4
Q
Advantages of Internal Recruitment
A
- Applicants are familiar with the business.
- More motivated – existing employees are given the opportunity to get promotion - improving staff morale
- Cheaper than advertising externally.
- Process should be quicker and simpler
5
Q
Methods of internal recruitment?
A
Company intranet
Noticeboards
Company newsletters
Emails
6
Q
Disadvantages of Internal Recruitment
A
- The range of applicants is limited
- Doesn’t bring in new skills and ideas.
- It could lead to staff discontent if one member gets promoted over another.
7
Q
Methods of external recruitment?
A
Company website
Job Centres
Local Newspapers
Social Media
8
Q
Advantages of External Recruitment
A
- Wide range of applicants.
- Brings in new skills and ideas.
- Avoids jealousies among existing employees.
9
Q
Disadvantages of External Recruitment
A
- Applicants are not familiar with the business.
- No job opportunities are created within the business.
- Existing staff may feel undervalued and demotivated.
- Expensive and slower than internal
10
Q
Role of Social Media in Recruitment
A
It is a cheaper method of advertising posts than more traditional methods, such as local and national newspapers.
The business has access to a wider pool of candidates since the Internet is a global application.
Facebook comments/shares and twitter re-tweets increases the pool of candidates much more cheaply than other methods.
11
Q
What legal Controls on Recruitment are there about race?
A
People of all races, colours, nationalities or ethnic origin must be treated equally during the recruitment and selection process.
People of all races, colours, nationalities or ethnic origin must be treated equally in relation to training.
The employer would be liable if he/she allowed any of his/her employees to discriminate against other employees on racial grounds.
12
Q
What legal Controls on Recruitment are there about religion?
A
- People from all religions should have equal opportunities.
- Employers must create a ‘neutral area’ in the workplace. No flags, emblems, posters, graffiti or the circulation of songs/lyrics are not allowed.
- Employers must register with the Equality Commission if there are 10 or more employees.
13
Q
What legal Controls on Recruitment are there about disability?
A
- Disabled people must have the same opportunities as other people in recruitment, training and selection for employment.
- Disabled people must not be treated less favourably than other people in their conditions of employment e.g. pay
- Reasonable adjustments should be made to buildings to enable disabled people to work there, e.g. disabled toilets, ramps and lifts, as well as car parking.
14
Q
What legal Controls on Recruitment are there about gender?
A
- Men and women should have equal treatment and opportunity in recruitment, selection and training.
- Men and women should have equal chances of being promoted.
- Retirement and pension provision should be the same.
- Women should not be discriminated against because of pregnancy or maternity leave – posts should be sent out to women on maternity leave.
14
Q
What legal Controls on Recruitment are there about marital status?
A
- Cannot discriminate someone if they are single, married, divorced, widowed, same sex relationship or separated.
- People in the above groups must be treated fairly – same opportunity for recruitment, selection and promotion in the workplace.
- Everyone must be given equal pay and conditions.
15
Q
What legal Controls on Recruitment are there about sexuality?
A
- Cannot discriminate someone if they are single, married, divorced, widowed, same sex relationship or separated.
- People in the above groups must be treated fairly – same opportunity for recruitment, selection and promotion in the workplace.
- Everyone must be given equal pay and conditions.
16
Q
Roles of the Equality Commission for Northern Ireland?
A
- Promotion of equality of opportunity.
- Elimination of unlawful discrimination and harassment.
- Reviewing the laws regularly.
- Advice and support to employees who complain of discrimination.
17
Q
Advantages of an Application Form as a method of selection?
A
- The form contains the exact information which the employer needs.
- It is the same document for all applicants making it easier for the employer to compare them.
- It helps with short-listing.
17
Q
Disadvantages of an Application Form as a method of selection?
A
- The applicant can get someone else to fill it in.
- Doesn’t prove how good the applicant is at the job.
- It takes time to sift through all the information.
- May contain false information, such as qualifications.
18
Q
Advantages of an Application Letter as a method of selection?
A
- It shows the applicants communication skills.
- Shows the applicants presentation skills and level of preparation.
- It helps with short-listing.
19
Q
What is a CV?
A
A curriculum vitae (CV) is a document that summarises an applicant’s qualifications, skills, attributes and experience in both their personal and work environments.
19
Q
Disadvantages of an Application Letter as a method of selection?
A
- The applicant can get someone else to type it up.
- Doesn’t prove how good the applicant is at the job.
- It takes time to sift through all the information.
- May contain false information, such as qualifications/ hobbies.
19
Q
Advantages of a CV as a method of selection?
A
- It contains relevant information of the applicant’s education, work experience, hobbies and referees.
- It shows the applicants presentation skills – how well they present the information on paper.
- It helps with short-listing.
20
Disadvantages of a CV as a method of selection?
* Does not prove how good the applicant is at the job.
* Takes time to sift through all the information – time-consuming process to read them, as they can often be longer compared to a standard application form.
* It may contain false information, such as qualifications etc.
21
Advantages of Testing as a method of selection?
* It shows the level of the applicant’s practical skill levels and suitability for various roles.
* Tests can prove or disprove the information provided on the application form/CV.
* Provides a uniform basis for comparing the performance of all applicants since all applicants complete the same test.
22
Disadvantages of Testing as a method of selection?
* The applicant may become too nervous under testing conditions, so the test may not give an accurate portrayal of the applicant’s abilities.
* The skills and abilities of a candidate may not be properly assessed during testing.
23
Advantages of an interview as a method of selection?
It shows the level of the applicant’s oral communication skills.
It shows the applicant’s personality and appearance.
It allows the employer to check information on the application form.
24
Disadvantages of an interview as a method of selection?
* Interviews can be intimidating for applicants, which means they do not perform to their best.
* Interviews are time-consuming, with no guarantee that the selected applicant is the right person for the job.
* Assessment of humans by fellow humans can introduce bias, based on perception.
25
Advantages of a presentation as a method of selection?
* It shows the level of the applicant’s preparation and the ability to perform under pressure.
* It shows the applicant’s personality and confidence levels.
* It highlights the applicant’s communication skills.
26
Disadvantages of a presentation as a method of selection?
* Presentations can be intimidating for applicants, which means they do not perform to their best, as they are nervous.
* They are time-consuming.
* Presentations demonstrate only some of the skills and abilities’ required for a job.
27
Explain Honesty in regards to the Responsibilities the Selection Process
It is expected that both the employer and the employee would be totally honest with each other.
E.g. Documents provided by the employer, such as the job description must be accurate and clear.
Applicants must all provide honest information in the application form and in their answers in the interview.
27
Explain objectivity in regards to the Responsibilities in the Selection Process
Employers and employers are expected to be totally without prejudice to one another.
E.g. Employers could not reject applicants based on their religious, political or social background etc. When rejecting applicants, they do so based on facts, not prejudice.
28
Explain fairness in regards to the Responsibilities in the Selection Process
It is expected that all applicants are treated the same in the shortlisting and assessment stages of the process.
E.g. The same questions should be asked to all applicants, the same time should be given to all applicants
The applicant must be fair in disclosing full and accurate information.
29
Explain confidentiality in regards to the Responsibilities in the Selection Process
Both the applicant and the employer must treat all information learned about each other as strictly confidential.
E.g. Employees must not share any details of the firm to others and employers must not share private details about applicants.
30
What are advantages of Appraisal for Employees?
* Gives them opportunities for promotion and sets pay levels.
* Makes sure they receive training if necessary.
* Gives them an opportunity to discuss problems.
* Acts as a motivator
31
What is appraisal?
Appraisal is the process of assessing how well an employee is doing their job and providing the employee with feedback.
31
Reasons for staff appraisal?
* To identify staff strengths and weaknesses.
* To identify training requirements for staff.
* To identify appropriate level of pay.
32
What are advantages of Appraisal for Employers?
Helps in planning and development of the business’s human resource provision.
Shows up staff strengths and allows the business to use the best employees efficiently.
Identifies staff weaknesses and helps plan training, increasing motivation.
Increases staff competences and overall productivity, which increases profits.
33
What is observation?
This is where an employee is observed by their assessor or line manager.
34
Advantages of observation?
* It allows the employee to be observed in their natural work environment.
* It gives a true picture of the employees work.
34
Disadvantages of observation?
Some employees find it off-putting and stressful to be observed
May not give an accurate idea of their usual performance.
35
What is an interview?
This is a one-to-one discussion between the employee and the assessor (usually the employee’s manager).
36
Advantages of interviews?
* It gives both parties a private opportunity to discuss the employee’s work record, strengths, weaknesses, areas for improvement, training programmes and possible career progression.
* It allows the employee to put forward his/her ideas.
* It diagnoses problems in work and tries to find solutions.
37
Disadvantages of interviews?
* Many employees know the questions they may be asked at an appraisal interview and can rehearse appropriate answers.
* The relationship between the assessor and employee can affect the outcome – for example, poor performance if there is a poor working relationship.
38
What is self-evaluation?
This is a written account in which employees critically assess their own work, which is given to management prior to interview.
39
Advantages of self-evaluation?
* It allows employees to self-reflect to critically consider their own work habits, weaknesses and possible improvements.
* It makes employees more responsible for their own work.
* It offers the assessor an insight into the employee’s view on their own strengths and weaknesses and their motivation.
40
Disadvantages of self-evaluation?
* Employees can find it hard to be self-critical to identify their own faults and identify areas in which they may need to improve.
41
Three reasons for staff training?
Induction
Change in Procedure
More Competitive
42
Explain induction?
Induction is an introduction to the organisation for the new employee and it is about making the new employee feel at ease and welcome to the business organisation.
At induction, the new employee will be:
* A guided tour of the business.
* Introduction to work colleagues and their roles in the business.
43
Explain change in procedures?
Therefore, existing employees need training to upgrade their skills and knowledge and to keep up-to-date.
They may need training due to new technology as they will need to become familiar with using it and have their skills updated.
44
Explain to become more competitive?
These increased efficiencies may give the business a unique selling point, improve competitiveness and yield an increase in overall profits.
44
Advantages of training for Businesses?
* A highly trained workforce is more efficient and effective.
* More effective employees improve the quality of the firm’s products and reduce wastage.
* Provides motivation for employees, which reduces labour turnover and absenteeism rates.
* Decreases the possibility of accidents in the workplace.
45
Disadvantages of training for Businesses?
* Training programmes are expensive for the business, which affects profit levels.
* Employees may have to be given time off work to undertake training, which means that productivity decreases.
* There is a risk that well-trained employees will leave to take work with the competitors, as they can be headhunted.
* Highly trained employees may demand higher pay levels.
46
Advantages of training for Employees?
* New employees will be properly introduced into the business.
* Trained employees have greater access to promotion opportunities within the business.
* Employees will be equipped to cope with constant changes in the workplace.
* Trained employees gain more confidence in their work, which increases their job satisfaction levels and are more motivated.
47
Disadvantages of training for Employees?
* There is more pressure on highly trained employees to increase productivity targets.
* There is more pressure on highly trained employees to improve product/service quality.
* Some training is carried out in the evenings or on weekends when the employee wouldn’t normally be required to work.
* Employees may have to travel long distances and stay away from home, which may be inconvenient for them.
48
Advantages of On-the-Job Training?
* The employee is constantly monitored by their supervisor throughout the training.
* It is cheaper than off-the-job training.
* The work of the business is not interrupted and the employee remains at work.
48
Disadvantages of On-the-Job Training?
* The trainer can pass on bad habits, which may result in an employee cutting corners on the job.
* The employee may not be trained using up-to-date equipment or machinery.
* The employee is not able to share experiences with workers from other companies.
49
Disadvantages of Off-the-Job Training?
* The machinery or equipment used may not be the same as what the employee will be using in their own workplace.
* It is very expensive.
* If training is during the day, then the business will lose productivity.
49
Advantages of Off-the-Job Training?
* Training is done by specialists, so it is usually of a higher quality.
* Employees can meet people from other organisations and exchange ideas
* Employees can attend evening or weekend classes, which means they do not miss their work.
50
What is motivation?
Motivation is the way in which a person can be encouraged to make an effort to do something.
51
What is the importance of motivation?
- Lower labour turnover
- Higher quality work
- Fewer accidents
- Less absenteeism
52
Advantages of a bonus?
* Bonus payments encourage employees to work harder.
* The employee agrees to the set targets, which increases productivity, and agrees to the cash bonus amount payable.
* Employees get the opportunity to increase their income above their normal salary.
52
Explain a bonus as a Financial Method of Motivation?
A bonus is a one-off additional payment made to employees who work well and help the business achieve agreed set targets, to encourage increased productivity.
53
Explain a commission as a Financial Method of Motivation?
Employees are paid a percentage of the sales revenue that they make for the business - Sales people
53
Disadvantages of bonus?
* In attempting to reach their targets, the employee may rush the work, which could affect the quality of the work.
* The employee may become demotivated if their set targets are unrealistic.
54
Disadvantages of a commission?
* Commission is linked to sales revenue. Therefore, a car salesperson will focus on selling the higher priced vehicles with better commissions, leaving the lower priced vehicles unsold.
55
Advantages of a commission?
* Encourages sales staff to increase the amount of their sales. The more the employee sells, the greater amount of commission they will receive.
* Sales staff increase their income, which the business sells more and makes more profit.
56
Explain a fringe benefits as a Financial Method of Motivation?
Also known as perks, these are benefits provided to employees and can include company car, pension, sports membership and private medical insurance.
56
Advantages of fringe benefits?
* It can give employees an extra incentive to work harder for the business.
* They can also help retain staff at businesses.
57
Disadvantages of fringe benefits?
* Some staff would prefer an increased salary as opposed to perks.
58
Explain profit sharing as a Financial Method of Motivation?
Employees receive a share of the business’s annual profits on top of their annual salary.
58
Advantages of fringe benefits?
* It acts as a motivator for employees because it encourages them to increase the business’s output and profits of which they can then own a share.
* Employees feel a greater sense of belonging to the business and take a greater interest in its success.
59
Disadvantages of fringe benefits?
* All employees benefit the same from the profits made in the organisation – even those who have worked less well and are less deserving.
* Profit sharing amounts to employees can differ each year. If the business makes a loss employees will receive nothing extra that year.
60
Explain job rotation as a non-Financial Method of Motivation?
Employees move around different jobs in the business in order to avoid the possibility of them getting bored by doing the same work all the time.
61
Advantages of job rotation?
* Employees get the advantage of learning new skills/tasks.
* It reduces boredom, a major demotivating factor in the workplace.
62
Disadvantages of job rotation?
* Each employee must be initially trained for each task, which means less productivity for a period.
* There are only so many jobs that can be rotated and returning to the same jobs can still cause boredom.
63
Explain team working as a non-Financial Method of Motivation?
Team working is the organisation of workers into teams to work together on a particular job.
Makes improvements through regular meetings to achieve a better quality product.
64
Advantages of team working?
* It makes employees feel more responsible to impart their skills to the other team members.
* Employees feel committed and will be anxious to make their own team successful so they will work hard to make this happen.
* It increases job satisfaction for employees and improves morale in the workplace.
65
Disadvantages of team working?
* Some team members can be uncommitted to the team and do not work hard. This can cause conflict within the team.
66
Explain quality circles as a non-Financial Method of Motivation?
Employees are organised into work teams and meet regularly to examine the quality of what they are doing and to try to find ways of doing the job better and improving the quality of the product even further.
67
Advantages of quality circles?
* The employees are directly involved in assessing quality in the production of goods.
* Sharing of best practice among the group is motivating.
68
Disadvantages of quality circles?
* It can be difficult to get all group members on board with the quality practices.
69
Disadvantages of flexible hours?
Increase in heating and lighting costs, as offices have to open earlier or later.
It can cause control problems for management when flexible workers change their working hours, as managers need to ensure availability of staff to undertake tasks.
69
Explain flexible hours as a non-Financial Method of Motivation?
Allows an employee to have some choice about when they start work and when to finish work, as long as they do the set number of hours.
Flexible working can also mean working from home.
70
Advantages of flexible hours?
It gives employees some flexibility with regards to their work. It ensures that staff who cannot work 9 to 5 have access to employment.
This benefits the staff but also the company as they can retain/attract staff.
71
Name and explain four factors regarding job satisfaction?
1. Wages/Salaries
Everyone needs money to survive and more money means people can afford more luxuries to improve the standard of living.
2. Responsibility
Giving employees increased responsibility means that they will feel trusted and of value to the organisation.
3. Enjoyment
Enjoying the work is an important factor in an employee’s job satisfaction and it is vital to find work which you are happy doing.
4. Working Conditions
Organisations must provide a pleasant environment with good working conditions for employees, otherwise unhappy employees will leave.
