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Nat5 Business Managment > People > Flashcards

People Flashcards

1
Q

What is recruitment?

A

Recruitment is the process of finding people to work for a company i.e. attracting applicants to apply for a job vacancy

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2
Q

What is selection?

A

Selection refers to the method used to choose the best or most suitable candidate for the vacancy

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3
Q

Identify the stages of the recruitment process

A
  1. Identify a job vacancy
  2. Carry out job analysis
  3. Prepare a job description
  4. Prepare a person specification
  5. Advertise the job
  6. Distribute application forms or request CVs
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4
Q

Stage 1 : identify a job

A

People leave jobs because:
Retirement, maternity leave, career break, long term sickness, other job opportunities

During busier periods a company may take on extra staff who are temporary e.g. at Christmas

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5
Q

Stage 2 : carry out job analysis

A

This is looking at the role of a job within an organisation and the skill set that will be required of the applicant

A job analysis is important as it can be used to identify wether a vacancy needs filled or if it can be distributed to other staff

It is used to help write a job description and person specifications

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6
Q

Stage 3 : prepare a job description

A

A job description is a document that states the different tasks and responsibilities of the job

They contain information on: tams and duties, pay, working hours, contract type, holiday entitlement and company benefits

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7
Q

Stage 4 : prepare a person specification

A

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)

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8
Q

Stage 5 : advertise the job

A

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

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9
Q

What is internal recruitment?

A

When you promote or move a person who is already working for the company e.g. company intranet or notice boards

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10
Q

Advantages of internal recruitment

A

-Less expensive than external

-Employees can be more motivated if they have a chance to be promoted

-Applicant will already be known in terms of their skills and qualities

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

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11
Q

Disadvantages of internal training

A

-A lack of new ideas or 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

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12
Q

What is external recruitment

A

When you employ a person from outside the organisation e.g. National press, local press, recruitment agencies, job centres, online advertisement

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13
Q

Advantages of external recruitment

A

-New employees can bring in new ideas or new systems knowledge

-More applicants to choose from

-No follow on job vacancy to fill as the person is coming from out with the business

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14
Q

Disadvantages of external recruitment

A

-Expensive to advertise in job websites

-Inetrnal 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

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15
Q

Stage 6 : send out application forms and request CVs

A

Application forms are sent out to candidates who wish to apply for the position. Or alternatively a curriculum vitae (CV) will be requested

Application forms consists of pre prepared questions set by the organisation. This allows an organisation to easily compare potential candidates. It also ensures they get all the information the require from the candidate

CVs are prepared by the candidate and are a summary of the persons education, qualifications and previous employment experience

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16
Q

What may the selection process involve?

A

• Reading application forms, CVs and references
• Shortlisting candidates
• Interviewing candidates
• Testing candidates
• Choosing the successful candidate (s)
• Notifying the unsuccessful candidates

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17
Q

What is an application form

A

A form created by an organisation and will require an applicant to answer the questions asked by said orginisation

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18
Q

What is a CV

A

Created by an applicant themselves, they will list information about them such as their education, work history, hobbies and interests

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19
Q

What is a reference?

A

Written by a previous employer or teacher, they will describe an applicants attendance, punctuality and suitability for a job

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20
Q

How are CVs and application forms useful for a business?

A

These can be used to compare the candidates skills and qualities against those listed in the person specification. This will make it easier to shortlist candidates based on whose skills best match those that are required for the job

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21
Q

What happens at the ‘shortlisting applicants’ stage

A

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

It would be too costly and time consuming to interview every candidate that applied for a position so a shortlist is made to reduce the number candidates

THEREFORE
The application forms or CVs are compared to the person specification and job description. This is used to draw up a shortlist of the most suitable candidates. These candidates will be invited to an interview

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22
Q

What happens at the ‘interviewing candidates’ stage?

A

A meeting is held between a candidate and an origination. An interview allows the organisation to ask potential candidates a series of questions.

This means each candidate can be compared and an organisation can asses the candidates appearance and personality

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23
Q

What are different types of interviews?

A

-One to one : one person interviews the candidate

-Panel : more than one person interviews the candidate

-Telephone : the interview is not conducted in person but over the phone

-Online : orginisation may use platforms such as teams, zoom or Skype to carry out interviews

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24
Q

Advantages of interviews

A

-See how a candidate performs 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 personality of a candidate

-Candidate has the opportunity to ask any questions about the job or organisation

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25
Q

Disadvantages of interviews

A

-Can be a time consuming process

-Some candidates can be nervous in an interview and not perform as well as they could

-Candidates may say the correct things in an interview but not be the correct person for the job

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26
Q

How may an orginisation test their applicants?

A

-Attainment
-Numeracy
-Problem solving
-Intelligence
-Fitness e.g. to join the police force
-Medical e.g. to become a pilot

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27
Q

Why would an orginisation use testing?

A

-Provides extra information on a candidates suitability to the job though practical assessments

-Allows an organisation to see how a candidate copes under pressure and aims to find out about a candidates true personality and abilities not just what they say

-Candidates may be asked to go to an assessment centre during an interview to be tested for a job, this could take place over a day or more

-Candidates can be asked to take part in a range of activities including group/individual interviews, ability or aptitude testing or problem solving exersises

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28
Q

What happens during the ‘choosing successful candidate’ stage?

A

-Orginisation will choose the most suitable candidate(s) and will organise a start date and training dates

-New employee will receive a contract of employment within 12 weeks of starting the new job which they will have to sign to say they agree to the terms and conditions of the job

-Unsuccessful candidates will be notified of the decision and may be provided with feedback on why they didn’t get the job or what they should look at improving for another interview

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29
Q

What are the 3 main types of training carried out in the workplace?

A

-Introduction
-On-the-job
-Off-the-job

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30
Q

Overall advantages of training:

A

• 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 in them

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31
Q

Overall disadvantages of training:

A

• Employees 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 revive training and then leave for another organisation

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32
Q

What is induction training?

A

Induction training is given to new staff when they start at an orginisation and may cover topics such as company policies and procedures , health and safety e.g. fire drill, tour of the campus, introduction to key people, introduction to tasks and duties

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33
Q

Advantages of induction training:

A

• Helps employees settle into the job quickly

• Employees will be made more aware of the importance of health and safety issues before starting the job

•Employees will understand who the main personnel in the organisation are

34
Q

Disadvantages of induction training:

A

• Can be a time consuming process for the person doing the training therefore decreasing output

35
Q

What is on the job training?

A

Training that is undertaken at your place of work

36
Q

What are different types of on the job training?

A

-Coaching
-Role play
-Job rotation
-Shadowing
-Demonstration

37
Q

What is coaching (on the job)

A

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

38
Q

What is role play (on the job)?

A

Involves acting out a scenario to see how an employee would perform under certain conditions. This will allow the employee to practice appropriate ways to deal with situations that may occur in the work place

39
Q

What is job rotation (on the job)?

A

When members of staff 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

40
Q

What is shadowing (on the job)?

A

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

41
Q

What is demonstration (on the job)?

A

When an employee watches a task or a particular process being carried out and then attempts the task/process themselves

42
Q

Advantages of on-the-job training:

A

• Training is specific to the companies needs

• Work is not interrupted by staff attending training courses out with the office

• May be cheaper as internal training does not need to be paid for

• Employees will feel more at ease

43
Q

Disadvantages of on-the-job training:

A

• Quality of training may not be as good i.e. employees that provide training may not be qualified instructors

• May pick up bad habits from other workers

• Concentrations may be poor due to work interruptions

44
Q

What is off-the-job training?

A

Training which takes place out with an organisation e.g. at a training centre or college

45
Q

Advantages of off-the-job training:

A

• Training is given by qualified instructors

• Employees can receive recognised qualifications

• Fewer interruptions compared to on-the-job

46
Q

Disadvantages of off-the-job training:

A

• Employees are away from the workplace which will result in lower production

• More expensive than on-the-job as courses have to be paid for which can be expensive

• Can be time consuming as some courses may last longer than a year

47
Q

Why is it important to motivate staff?

A

Motivated staff will lead to:

• Increased productivity 
•  absenteeism Lower
• Higher quality production
• Lower staff turnover
• Better reputation
48
Q

What are financial incentives a business can use to motivate staff?

A

-Salary
-Time rate
-Piece rate
-Overtime
-Bonus
-Commission

49
Q

What is a salary?

A

• This is when an employees 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 longer hours

• Teachers are usually paid in this way

50
Q

What is time rate?

A

• Time rate is when employees get paid for every hour they work

• This encourages employees to work longer hours, but does not reward them for their hard work

• Retail staff are usually paid in this way

51
Q

What is piece rate?

A

• Piece rate is when employees are paid per item

• This can motivate employees to produce more items, but does not always mean 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

52
Q

What is overtime?

A

• 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 a bank holiday or an organisation needs to finish an order for a customer on time

53
Q

What is a bonus?

A

• Employees are given 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

54
Q

What is commission?

A

• Employees are paid a percentage of a products sale value, otherwise knows and commission

• This is paid on top of a basic salary

• This payment system is usually used in car showrooms and call centres

55
Q

What are some non financial incentives a business could use to motivate staff?

A

-Flexible working hours
-Home working
-Teleworking
-Flexi time
-Condensed hours
-Job share
-Works council

56
Q

What is home working?

A

When employees work from home all the time or part time

57
Q

What is teleworking?

A

When employees work away from the work place and use ICT to communicate e.g. sales rep

58
Q

What is flexi time?

A

When employees can choose their start and finishing times as long as they work their contracted hours and an organisations ‘core time’ which is the time at which all employees must be in the work place e.g. between 10 and 2

59
Q

What is condensed hours?

A

When employees work their contracted hours but can so over 3 or 4 days instead of 5

60
Q

What is job sharing?

A

When two (or more) people sharing on full time job e.g. one works morning and another employee works afternoons

61
Q

What is a works council?

A

A council made up from equal numbers of employees and management and allows employees to discuss work related concerns

62
Q

What are some other non financial incentives a business could use to motivate staff?

A

• Allowing staff to work in teams to complete tasks

• Providing staff with good pay and conditions

• Organising regular meetings with staff

• 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 membership etc

63
Q

What are trade unions?

A

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

64
Q

What is the role of a union?

A

• Negotiate better pay and conditions

• Get involved with the resolution of disputes

• Provide legal and financial support for its members

65
Q

Why may employees take industrial action?

A

• Pay and conditions
• Working conditions e.g. workload
• Pension terms and conditions

66
Q

What are some methods of industrial action?

A

-Strike
-Go slow
-Sit in
-Work to rule
-Overtime ban
-Boycott

67
Q

What is a strike?

A

Where employees temporarily stop working all together

68
Q

What is a go slow?

A

When employees complete tasks as slowly as possible

69
Q

What is a sit in?

A

When employees go to the workplace but refuse to do any work

70
Q

What is work to rule?

A

When employees only carry out the duties which are included in their contact or employment

71
Q

What is overtime ban?

A

When employees refuse to work any more than their contacted hours

72
Q

What is a boycott?

A

When employees refuse to carry our new duties or use new pieces of equipment

73
Q

What are the consequences of industrial action?

A

-Production may stop - no profit

-Customer orders are delayed - unsatisfied customers

-Increase in complaints - takes time to deal with them

-Customers will go to competitors instead - loss of loyalty and bad reputation

-Bad publicity - bad reputation

-May not attract new applicant for future jobs - production may slow

74
Q

How would a human resource department use databases?

A

Databases e.g. Microsoft Access

• Keeping records of employees details

• Keeping records of interview times and dates

• Keeping record of all vacant posts available
Creating reports e.g. who are the first aiders within an organisation

75
Q

How would a Human Resources department use spreadsheets?

A

Spreadsheets e.g. Microsoft Excel

• Creating staff rotas

76
Q

How would a Human Resources Department use presentation software?

A

Presentation Software e.g. Microsoft PowerPoint

• Providing training to employees such as health and safety updates

• Used during induction training for new employees

77
Q

How would a Human Resources department use word processing?

A

Word Processing e.g. Microsoft Word

• Creating job descriptions and person specification

• Creating letters to send to unsuccessful candidates

• Creating staff newsletters

78
Q

How would a Human Resources department use email?

A

• Sending applicants details of interview dates, times and venues

• Receiving application forms and CVs from applicants

79
Q

How would a Human Resources department use video conferencing?

A

Videoconferencing e.g. Microsoft Teams

• Interviewing candidates worldwide

• Carry out training remotely

80
Q

How would a Human Resources department use websites?

A

Advertising job vacancies online

Nat5 Business Managment (13 decks)

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