Management of People Flashcards
What is recruitment
Recruitment is the process of identifying vacancies and attracting the right candidates to apply for a job vacancy in a business.
What are the stages of recruitment?
Identify a Job Vacancy
Conduct a Job Analysis
Prepare a Job Description
Prepare a Person Specification
Advertise the Job Vacancy
Issue Application Forms/Request CV’s
Describe identifying a job vacancy
The HR department will perform a review and consider where and if vacancies exist.
A job vacancy may arise as a result of;
- An employee leaving the business, e.g. retires or resigns
- An employee is on long term absence, e.g. maternity leave or sick leave
- New position is available as a result of growth in the business
- Temporary vacancy to cover busy period e.g. Christmas
Describe conducting a job analysis
Performing a job analysis is a good opportunity to identify whether the job available will continue to be the same or if tasks and duties should be changed.
Information can be gathered from previous job holder, supervisors and colleagues.
The job analysis will outline;
- Tasks, duties and skills required for the job
- Areas of responsibility
- Areas of accountability
Describe creating a job description
This document gives applicants information about the vacancy. The document will include;
- Job title
- Where the job is based
- Tasks and duties
- Responsibilities
- Pay
- Contract – permanent or temporary
- Working Hours
- Holiday Entitlement
Describe creating a person specification
This document identifies the type of person what would be suitable for the job vacancy. It will include;
- Skills e.g. communication and organisational skills
- Qualities e.g. friendly
- Qualifications e.g. Highers, Degree
- Experience e.g. 6 months experience in a similar role
Some may be essential, whereas, others may only be desirable.
Describe advertising the vacancy
The advertisement will include information from both the job description and person specification e.g. job title, salary, qualifications and experience needed
When choosing how to advertise the job the business will consider the budget available, position being advertised and the availability of staff within the business.
Describe Issuing Application Forms/Request CV’s
The business will compare the information provided in the application forms/CVs to the job description and person specification. Those who meet the criteria will be selected for interview.
Describe CV’s
A CV is prepared by a candidate to ‘sell’ themselves to a potential employer.
It should include personal details, work experience, qualifications and referees.
A CV is unique to each candidate, making it more difficult to compare candidates.
Describe internal recruitment
This is when the job vacancy is filled by a person who already works for the business. Methods used include e-mail, notice boards, staff meetings, intranet
What are the advantages of internal recruitment?
Little induction is needed as the employee is already familiar with the business
Strengths and weaknesses of the employee are already known by the employer
It is a cost-effective form of recruitment e.g. low advertising costs
It can improve staff morale and motivation
What are the disadvantages of internal recruitment?
Limited pool of candidates to choose from
No fresh ideas or new skills brought into the business
Will create another vacancy within the business
Can demotivate unsuccessful candidates
Describe external recruitment
This is when the job vacancy is filled by a person from outside the business. Methods used include internet adverts on the business’s website, job centre, recruitment agency, online job sites e.g. S1jobs and myjobscotland
What are the advantages of external recruitment?
A larger range of people can apply for the job
The business has more candidates to choose from
External candidates may bring fresh ideas to the business
And new skills
What are the disadvantages of external recruitment?
Expensive and more time consuming – process of recruitment, selection and induction training can take several months
Higher risk as new employee is unknown to the organisation
Takes more time for new employees to settle in
A longer training period is required as new employees
What is selection
Selection is the process of choosing the best candidate for the vacancy.
What are the stages of selection?
Select Candidates for Interview
Interview Candidates
Testing/Assessment Centres
Select Best Candidate
Reference Check
Describe selecting candidates for interview
Candidates will submit their application form and/or curriculum vitae (CV).
The business will compare the information provided in the application forms/CVs to the job description and person specification. Those who meet the criteria will be selected for interview.
Describe interviewing candidates
At the interview all candidates will be asked the same questions to ensure a fair and equal process and to make is easier to compare candidates.
Interviews can be over the phone, Zoom/Teams, one-to-one, group or panel interviews..
What are the advantages of interviewing candidates?
Interviewer can directly compare candidates
They can see how candidates act under pressure
The interviewers will also get an insight into the personality of the candidates
Judgments can be made about the candidate based on their appearance and body language.
What are the disadvantages of interviewing candidates?
Candidates may be nervous so may not act confidently
Interviewer may not see the best in the candidate
Personal prejudices can influence the interviewers’ choice of candidate
Just because someone performs well in the interview it doesn’t mean they would be good at the job
Describe testing/assessment centres
In a large business, candidates may be taken to an assessment centre for several days where they will take part in a number of tests including team building and role play.
These tests are designed to show the candidate’s social skills, leadership qualities, problem solving skills and personality traits and help the business to identify the best candidate for a vacancy.
Used for recruitment in the Army, Police and graduate training schemes.
Describe selecting the best candidate
Once the interviewers/assessors have come to an agreement, the preferred candidate will be offered the position subject to satisfactory reference checks. Once the candidate has accepted the offer, they should receive a Contract of Employment
Describe the contract of employment
The Contract of Employment will include similar information to the job description e.g. job title, pay, hours of work, start and end date, holiday entitlement and pension scheme. Every employee is legally entitled to a contract of employment.
Describe reference check
References are used to confirm that the information the candidate has given is true and accurate. References will be given by previous employers (and schools/colleges for those still in education). Questions will relate to;
- Work history
- Work ethic
- Attendance/time keeping
What is training?
Training is teaching workers new skills or improving their existing skills.
Describe the importance of training
Once a member of staff has been recruited to the business it is important to offer them opportunities for training and development as this will mean;
- Skills are up to date
- New skills can be
developed
- Improved job satisfaction and motivation
- Tasks will be carried out to the best possible standard
Trained staff will perform more effectively, and the business will become more efficient which will improve customer satisfaction.
What are the main types of training?
Induction training
On the Job
Off the Job
Describe induction training
This is given to all new employees when they begin employment. The purpose is to make the new employee feel comfortable in their job and to ensure they become productive as soon as possible. Induction training;
- Develops an awareness of the organisation’s policies and procedures e.g. Health & Safety
- Gives an opportunity to become familiar with working environment and colleagues e.g. tour of the building, introduce colleagues
- Introduction to the job and duties involved e.g. demonstration on IT systems, issue login details.
What are the advantages of induction training?
Employees feel at ease in their new job and more confident in their role
Employees will become familiar with the people they are working with and the surroundings
Employees will become aware of the businesses policies and procedures
What are the disadvantages of induction training?
Employees who provide the training are not able to do their own tasks which reduced productivity
Describe on the job training
This takes place at the employee’s normal place of work while the employee is doing the job. Methods include;
- Observation – one employee watches and learns as another carries out tasks - “Sitting Next to Nellie”
- Demonstration – experienced employee demonstrates a task and then the trainee carries out the task
- Coaching – an employee is observed by a more experienced colleague and given advice and support to complete tasks
- Job Rotation – an employee moves to different departments carrying out different tasks.
What are the advantages of on the job training?
Training is flexible for employees and the business
Is more relevant to the business specific training needs
Normal work may be able to continue
More cost effective than off the job training e.g. saves money on travel costs etc.
What are the disadvantages of on the job training?
Bad habits might be passed on to other employees
Training is not done by a qualified instructor
Describe off the job training
This takes place away from the employees’ normal place of work, e.g.
- Employee may attend college or university on day release/part time to gain a qualification while still working in the business.
- Employee may attend a conference
- Employee may attend a training centre to develop specialist skills
Off the job training is more expensive than on the job training as the business will usually have to pay fees and travel costs.
What are the advantages of off the job training?
Delivered by qualified and trained instructors – high standard
A formal qualification or certificate may be achieved at the end of the course
Current staff are not hindered by the employees training around them
What are the disadvantages of off the job training?
More expensive than on-the-job training – fees, travel, hotel, food etc.
Temporary staff may be needed to cover for employees who are attending training
Can be time consuming and take a long time (e.g. degree takes at least 3 years)
Describe the factors which depend the type of training selected
The method of training selected will vary depending on the needs of the employee and the business. However, training must;
- Benefit the employee by developing skills and confidence, possibly resulting in promotion
- Benefit the employer by improving the skill base of its workforce so they can cope with changes in the work environment e.g. technology
- Ensure health and safety in the workplace
- Ensure quality control
What are the costs of training?
Financial cost of training can be high
Output is lost when staff are being trained
After training staff may request a pay rise
Once trained, staff may leave for better paid jobs
What are the benefits of training?
Employees become more flexible – can undertake a range of tasks/roles
Changes become easier to introduce in the business
Fewer customer complaints
The organisation’s image improves
What are the ways in which technology can be used in HR?
Internet
Video Conferencing
E-mail
Social Media
Describe how internet is used in HR
Advertising vacancies online – large number of applicants
Online application forms for applicants to complete
Keeping up to date with new and changing legislation
Describe how video conferencing is used in HR
Meetings can take place between employees in different geographical locations
Travel costs and time are reduced/removed
Urgent meetings can be arranged very quickly
Describe how E-mail is used in HR
Can communicate with a large audience (employees) at once
Inform candidates of interview times/offer of appointment
Send links to online training, tests etc
Describe how social media is used in HR
Advertising vacancies
Researching applicant’s social media pages
What are the costs of using technology in HR?
Financial costs, including initial set-up as well as ongoing replacement of hardware and software
Employees in the HRM department will need training and support when implementing the use of new technology
What are the benefits of using technology in HR?
Better monitoring and control is possible through the use of specific software
Training can be better supported, making it easier to provide and administer
