Management of people (Unit 4)

Question 1

What is recruitment

Answer 1

Recruitment is all about attracting applicants to apply for a job vacancy.

Question 2

What are the stages of recruitment

Answer 2

identify a job vacancy;
carry out a job analysis;
prepare a job description;
prepare a person specification;
advertise the job;
distribute application forms.

Question 3

What does it mean to identify a job vacancy

Answer 3

Simply to find a role in the business that needs to be filled

Question 4

Why may there be a vacancy in a business

Answer 4

an employee is:
retiring;
going on maternity leave;
taking a career break;
going off long-term sick;
leaving for a job elsewhere.

during busier periods throughout the year more staff are needed, e.g. many retailers take on extra staff at Christmas to cope with an increase in demand.

Question 5

What does it mean to carry out a job analysis

Answer 5

This is looking at the role of a job within an organisation, and the responsibilities and skills that will be required of an applicant.

Question 6

What is a job description

Answer 6

A job description will give information about a job, for example:

tasks and duties;
pay;
working hours;
contract type;
holiday entitlement;
company benefits, e.g. bike to work scheme.

Question 7

What is a person specification

Answer 7

A person specification gives information about the personal criteria required for a job, for example:

skills;
qualities;
qualifications;
experience.

These criteria can be classified as essential (an applicant has to have them) or desirable (an applicant doesn’t have to have them, but would be at an advantage if they did).

Question 8

Describe the advertising the job stage of the recruitment process

Answer 8

An organisation will need to make applicants aware of a job either internally, within the organisation, or externally, outwith the organisation.

Question 9

What are the advantages of internal recruitment

Answer 9

less expensive than external recruitment;

employees can be more motivated if they have a chance to be promoted;

applicant will already be known in terms of the skills and qualities that they possess;

there is no need to follow as many processes when appointing someone, e.g. induction training.

Question 10

What are the disadvantages of internal recruitment

Answer 10

a lack of new ideas or new systems knowledge being brought in, e.g. efficiency improvements;

there may not be anyone who is right for the job;

there will still be a job vacancy to fill.

Question 11

What are the advantages of external recruitment

Answer 11

new employees can bring in new ideas or new systems knowledge

more applicants to choose from;

there is no follow-on job vacancy to fill as the person is coming from outwith the business.

Question 12

Describe the distributing application forms stage of the recruitment process

Answer 12

An organisation will send out application forms to all applicants who wish to apply for a job, although many organisations will increasingly ask applicants to apply online.

Question 13

What are the disadvantages of external recruitment

Answer 13

can be expensive to advertise on job websites;

internal applicants may feel undervalued if they do not get the job;

the person is not known to the organisation and may not be the correct person for the job;

can be a more time-consuming process as there may be a more thorough process to go through.

Question 14

What is selection

Answer 14

Selection involves choosing the correct person(s) for a job.

Question 15

What are the common stages in the selection process

Answer 15

Every organisation will have a different selection process which may involve one or more of the following:

reading application forms, CVs and references;

shortlisting candidates;

interviewing candidates;

testing candidates;

choosing the successful candidate(s);

notifying unsuccessful candidates.

Question 16

What is an application form

Answer 16

An application form is created by an organisation and will require an applicant to answer the questions asked by the organisation.

Question 17

What is a CV

Answer 17

A CV is created by an applicant themself and will list information about them, such as their education, work history, and hobbies and interests.

Question 18

What is a reference

Answer 18

A reference is written by a previous employer or teacher and will describe an applicant’s attendance, punctuality and suitability for a job.

Question 19

Explain the “shortlisting candidates” stage of the selection process

Answer 19

After reading through all of the application forms, CVs and references, an organisation will make a list of which applicants to include in the next stage of the selection process.

Question 20

What is an interview (in selection)

Answer 20

An interview is a meeting between a candidate and an organisation.

Question 21

What are the advantages of interviewing candidates

Answer 21

see how a candidate copes under pressure;

ask a candidate questions regarding items on their application form or CV;

put a face to the name, and see the body language and the personality of a candidate;

candidate has an opportunity to ask any questions about a job or organisation.

Question 22

What are the disadvantages of interviewing candidates

Answer 22

can be a time-consuming process for an organisation;

some candidates can be nervous in an interview and not perform as well as they could;

candidates might say the correct things in an interview but not be the correct person for the job.

Question 23

Other than face to face how can businesses carry out interviews

Answer 23

Organisation may use online platforms such as Teams, Zoom or Skype to carry out interviews.

Question 24

Describe thje testing candidates stage of the selection process

Answer 24

Testing involves assessing the skills and abilities of a candidate. This can involve testing:

attainment;

numeracy;

problem-solving;

intelligence;

fitness, e.g. to join the police you must pass a fitness test;

medical, e.g. to become a pilot you are required to pass a medical test which is carried out by a doctor or a nurse.

Question 25

Describe the choosing a successful candidate stage of the selection process

Answer 25

An organisation will choose the most suitable candidate(s) and will organise a start date and training dates. A new employee will receive a contract of employment within 12 weeks of starting the new job which they will have to sign to say that they agree to the terms and conditions of the job.

Question 26

Describe the notifying unsuccessful candidates stage of the selection process

Answer 26

Unsuccessful candidates will be informed of the decision and may be provided with feedback about why they weren't offered the job or what they should look at improving for another interview or test.

Question 27

What is training

Answer 27

Training is teaching employees new skills or updating their existing skills.

Question 28

What are the advantages of training

Answer 28

employees will be more skilled at their jobs and will provide a higher-quality product or a higher-quality service to customers; fewer errors will be made, resulting in less wastage; fewer complaints and returns will be made; a business can gain a good reputation and attract high quality staff; employees will feel more valued if a business is seen to be investing into them.

Question 29

What are the disadvantagges of training

Answer 29

employees may have to spend time away from their workplace; can be a time-consuming process; can be expensive for an organisation if it has to pay for the training; employees may receive training and then leave for another organisation.

Question 30

What are the 3 main methods of training

Answer 30

Induction training On the job training Off the job training

Question 31

What is induction training

Answer 31

Induction training is given to new staff when they start at an organisation

Question 32

What information is typically covered in induction training

Answer 32

company policies and procedures; health and safety, e.g. what to do if there is a fire drill; a tour of the business; an introduction to key people and teams; an introduction to their tasks and duties.

Question 33

What is on the job training

Answer 33

On-the-job training is training which takes place within a workplace. This usually involves a less experienced employee working alongside an experienced employee.

Question 34

What are the advantages of on the job training

Answer 34

employees are in the workplace and can continue with their work; cheaper than off-the-job training as no courses have to be paid for; less time-consuming than off-the-job training.

Question 35

What are the disadvantages of on the job training

Answer 35

employees that provide training may not be qualified instructors; employees that provide training may have picked up bad habits which will be passed on; training may be interrupted due to it taking place in the workplace.

Question 36

What is off the job training

Answer 36

Off-the-job training is training which takes place outwith an organisation, e.g. at a training centre or college.

Question 37

What are the advantages of off the job training

Answer 37

training is given by qualified instructors; employees can receive recognised qualifications; fewer interruptions compared to on-the-job training.

Question 38

What are the disadvantages of off the job training

Answer 38

employees are away from the workplace which will result in lower production; more expensive than on-the-job training as courses have to be paid for, which can be expensive; can be time-consuming as some courses may last longer than a year.

Question 39

What are the advantages of induction training

Answer 39

Employees will settle quickly into the job Employees will be made aware of important health and safety issues before starting the job Employees will understand who the main personnel in the organisation are

Question 40

What are the disadvantages of induction training

Answer 40

Takes time so reduces output

Question 41

What are 5 methods of on the job training

Answer 41

Coaching Role play Job rotation Shadowing Demonstration

Question 42

Describe coaching

Answer 42

An experienced member of staff will work through a task step-by-step with an employee. The experienced member of staff or ‘coach’ will support the employee through the learning process by passing on their knowledge and skills.

Question 43

Describe role play

Answer 43

Role play involves acting out a scenario to see how an employee would perform under certain conditions. This will allow the employee to practise appropriate ways to deal with situations that may occur in the workplace.

Question 44

Describe job rotation

Answer 44

Members of staff can be rotated or moved through different jobs within the organisation so they acquire a range of skills from each department or job role.

Question 45

Describe shadowing

Answer 45

Shadowing is when an employee observes another employee working to gain a better understanding of how they do their job. This is usually for a set period of time such as a few days.

Question 46

Describe demonstration

Answer 46

Demonstration is when an employee watches a task or a particular process being carried out and then attempts the task/process themselves.

Question 47

What are training centres

Answer 47

A training centre is a location specifically designed for training. Staff are sent to training centres to learn new skills.

Question 48

What are financial incentives

Answer 48

payment systems which a business may use to pay staff.

Question 49

Describe a salary and its key features

Answer 49

A salary is when an employee's annual wage is divided up into twelve equal payments which are made every month. This allows employees to have a guaranteed monthly income. However, it does not encourage employees to work harder or work longer hours. Teachers are usually paid in this way.

Question 50

Describe time rate and its key features

Answer 50

Time rate is when employees are paid per hour they work. This encourages employees to work longer hours, but does not reward them for hard work. Retail staff are usually paid in this way.

Question 51

Describe piece rate and its key features

Answer 51

Piece rate is when employees are paid per item produced. This can motivate employees to produce more items, but does not always mean that they will produce items to a high standard. Employees may be paid a basic salary as well. This payment system is usually used in factories.

Question 52

Describe overtime and its key features

Answer 52

Overtime is when employees work more than their contracted hours. Employees may be paid double time or time and a half for example. Overtime rates can be used when employees are working bank holidays or an organisation needs to finish an order for a customer on time.

Question 53

Describe bonus and its key features

Answer 53

Employees are given an extra payment, or bonus, for reaching sales or production targets. Some organisations may give employees an extra payment at Christmas as a reward. Employees are paid their bonus on top of their existing wage.

Question 54

Describe commision and its key features

Answer 54

Employees are paid a percentage of a product's sale value, otherwise known as commission. This is paid on top of a basic salary. This payment system is usually used in car showrooms and call centres.

Question 55

What are the common financial incentives

Answer 55

Salary Time rate Pieec rate Bonus Commision Overtime

Question 56

What are common non financial incentives (name and briefly describe 4)

Answer 56

Allowing staff to work in teams to complete tasks. Providing staff with good pay and conditions. Organising regular meetings with staff. Organising a works councils, which is made up of equal numbers of employees and management and allows employees to discuss work-related concerns. Providing training opportunities. Identifying staff who are ready for promotion. Offering reward schemes, e.g. employee of the month. Providing fringe benefits, e.g. company car, private health insurance, gym memberships. Offering flexible working practices

Question 57

What are flexible working practices

Answer 57

homeworking - employees work from home all the time or part of the time. teleworking - employees work away from the workplace and use ICT to communicate, e.g. a sales rep. flexi-time - employees can choose their start and finishing times as long as they work their contracted hours and an organisation's 'core time', which is the time at which all employees must be in the workplace, e.g. between 10 am and 2 pm. condensed hours - employees work their contracted hours but can so over 3 or 4 days instead of 5 days. job share - two (or more) people sharing one full-time job, e.g. one employee works mornings and another employee works afternoons.

Question 58

Why might employees undertake industrial action

Answer 58

pay and conditions; working conditions, e.g. workload; pension terms and conditions.

Question 59

What are the methods of industrial action

Answer 59

Strike Go slow Sit in Work to rule Overtime ban Boycott

Question 60

What are the benefits of having motivated staff

Answer 60

increased productivity lower absenteeism higher quality production lower staff turnover better reputation

Question 61

Describe a trade union

Answer 61

Trade unions are organisations that employees can join to enable them to have a collective voice. Employees pay an annual subscription to have the trade union negotiate on their behalf. The role of a trade union is to: negotiate better pay and conditions get involved with the resolution of disputes provide legal and financial support for its members

Question 62

Describe a sit in

Answer 62

Employees occupy their workplace in order to prevent any work from taking place

Question 63

What is the impact of a sit in

Answer 63

Production will be stopped leading to customers going to the competition to fulfil their needs/orders

Question 64

Describe an overtime ban

Answer 64

Employees refuse to work any overtime hours

Question 65

What is the impact of an overtime ban

Answer 65

Employees refusing to do overtime may lead to deadlines not being met

Question 66

Describe work to rule

Answer 66

Employees will only carry out the duties that are specifically listed in their contract of employment

Question 67

What is the impact of work to rule

Answer 67

Decreased levels of production could lead to delays in orders creating a bad reputation for the organisation

Question 68

Describe go slow

Answer 68

Employees will complete all their duties but at a slower pace

Question 69

What is the impact of go slow

Answer 69

Customers will be lost due to orders not being produced in the required timescale

Question 70

Describe a strike

Answer 70

Employees refuse to go to work

Question 71

What is the impact of a strike

Answer 71

Production within the organisation is stopped which could lead to the organisation being unable to fulfil orders or meet customer demand

Question 72

Describe a boycott

Answer 72

employees refuse to carry out new duties or use new pieces of equipment.

Question 73

What are the typical consequences of most industrial action

Answer 73

production may stop; customer orders are delayed; an increase in complaints from customers; customers will go to competitors instead; bad publicity; may not attract many applicants when looking for future employees.

Question 74

What is the purpose of the equality act 2010

Answer 74

The Equality Act 2010 ensures that employees and customers are not discriminated against in the workplace. This ensures that all employees doing the same job with the same responsibilities receive the same pay, benefits and training opportunities no matter what characteristics they possess. For example, men and women should be paid the same amount for doing the same job.

Question 75

What are the 9 protected characteristics of the equality act 2010

Answer 75

age; disability; gender; gender reassignment; marriage and civil partnership; pregnancy/maternity; race; religion; sexual orientation.

Question 76

What is the purpose of the health and safety at work act 1974

Answer 76

The Health and Safety at Work Act 1974 ensures that employers and employees have responsibilities for health and safety in the workplace. This covers all aspects of health and safety within the workplace.

Question 77

What are the responsibilities of the employer under the health and safety at work act 1974

Answer 77

Provide health and safety training to all employees - this can be done through induction training. Provide protective clothing to employees if required, e.g. hi-viz vests and safety goggles. Provide toilets and clean drinking water.

Question 78

What are the responsibilities of the employee under the health and safety at work act 1974

Answer 78

Ensure all accidents are reported and written into up with an accident report form. Ensure that they adhere to all health and safety training. Look after their own and others' health and safety in the workplace, e.g. reporting any spillages or hazards.

Question 79

What is the purpose of the national minimum wage act 1998

Answer 79

The National Minimum Wage Act 1998 sets the minimum hourly rate at which employees must be paid. This depends on the age of employees and usually changes every April.

Question 80

What is the purpose of hr department

Answer 80

A human resources department is responsible for all staffing matters and will use a variety of different technology

Question 81

How are databases used by the HR department

Answer 81

databases, e.g. Microsoft Access. keeping records of employee details; keeping records of interview times and dates; keeping records of all vacant posts available; creating reports, e.g. who are the first aiders within an organisation.

Question 82

How are spreadsheets used by the HR department

Answer 82

spreadsheets, e.g. Microsoft Excel: creating staff rotas.

Question 83

How is presentation software used by the HR department

Answer 83

presentation software, e.g. Microsoft PowerPoint: providing training to employees such as health and safety updates; used during induction training for new employees.

Question 84

How is word processing used by the HR department

Answer 84

word processing, e.g. Microsoft Word: creating job descriptions and person specifications; creating letters to send to unsuccessful candidates; creating staff newsletters.

Question 85

How is email used by the HR department

Answer 85

e-mail: sending applicants details of interview dates, times and venues. receiving application forms and CVs from applicants.

Question 86

How is videoconferencing used by the HR department

Answer 86

videoconferencing, e.g. Microsoft Teams: interviewing candidates worldwide; carrying out training remotely.

Question 87

How are websites used by the HR department

Answer 87

websites: advertising job vacancies online.