Unit 2 AOS 3 (Exam Only) Flashcards
elements of a job?
- The duties/tasks involved in your job role
- Responsibilities associated with your job
- Who you report to
- Any experience necessary
- Skills required
- Education requirements
define Job analysis
is the study of an employee’s job in order to determine the
duties performed, the time involved with each of those duties, the
responsibilities involved and the equipment required
what must a business determine about a role before staffing it?
A business must determine the exact nature of a job before it can recruit the right person to do it
Job analysis is a study of each employee’s duties, tasks and work environment. It examines the following:
- Actual job activities
- The equipment used on the job
- Specific job behaviours required
- Working conditions
- The degree of supervision necessary
Methods to perform a job analysis?
- Observation method
- Interview method
- Questionnaires
- Critical incident method
what is Observation method?
involves observing workers carrying out their tasks.
Can be time consuming. Can also involve employees keeping a work
diary/log.
what is Interview method?
employees may be interviewed by a supervisor or HR
manager. Asked questions about their regular duties, responsibilities.
what is Questionnaires?
similar to the interview method, employees can be asked to provide written answers to questions about their duties, responsibilities
and skills
what is Critical incident method?
staff responses to particular incidents are
judged to be effective or ineffective based on the actions taken
The information provided by a job analysis for a particular position is typically used to develop?
- Job description
- Job specification
define Job description
a written statement describing the employee’s
duties, and tasks and responsibilities associated with the job
define Job specification
a list of the key qualifications needed to perform
a particular job in terms of education, skills and experience
define job design
details the number, kind and variety of tasks the individual
employees perform in their jobs. Jobs may be designed so they include a
variety of tasks to keep employees interested and motivated
what do good job designs take into account?
Good job design takes into consideration the satisfaction of the employee’s needs
how are jobs designed?
Jobs that are designed so that they include a variety of tasks and give the employee some decision making responsibility are more likely to lead to greater job satisfaction
what does a well-designed job include?
- Interesting tasks
- Appropriate levels of challenge
- Variety of tasks
- Discretion and autonomy to make own decisions
- Flexibility
- Adequate resources
- Opportunity for achievement
- Opportunities for social interaction
- Opportunity for ongoing learning and development
Job Design Options?
- Job rotation
- Job enlargement
- Job enrichment
define Job rotation
employees switch, for a period of time, from one job
to another. This provides variety and gives employees a more comprehensive view of the business or the production process.
define Job enlargement
employees are given more things to do within
the same job. This provides job variety and a greater challenge for employees.
define Job enrichment
employees are given more control and
independence over how they do their work. This makes the job more interesting and challenging and provides motivating opportunities for self-satisfaction
benefits of job analysis and job design?
- Job analysis ensures that staff will have the necessary skills and knowledge to be able to perform a job at the level required.
- Job analysis allows a business to create better recruitment and selection strategies, as well as effective training programs, remuneration schemes and performance management processes.
- Job design can lead to motivated and productive employees.
The development of job descriptions and job specifications ensures that clear expectations are established for employees at the outset of their employment — they know what is expected of them.
costs (or limitations) of job analysis and job design
- Undertaking job analysis and job design can be time consuming.
- It can be difficult to capture every aspect of a job in a single job
description/specification. - As a business grows or changes, and as technology changes, the jobs within the business may change — job descriptions and specifications can therefore become outdated as they are written at particular points in time. Job analysis needs to be completed regularly.
define Recruitment
is the process of attracting qualified job
applicants by using ads, websites, employment agencies and word of mouth, from which to select the most appropriate person for a specific job
define Internal recruitment
filling job vacancies with current
employees rather than looking outside the business
define External recruitment
filling job vacancies with people from
outside the business
what does internal recruitment involve?
- Involves an opportunity for a person to take on different duties and can mean a promotion to take on greater responsibility
= Can occur through the intranet or by word-of-mouth or by posting the job vacancy up on a noticeboard
The main methods of internal recruitment?
- Notice a staff noticeboard
- Word of mouth or recommendation
- Intranet posting
- Consider existing records and résumés
- Promoting employees
Advantages of internal recruitment?
- Employees are already known to the employer, so choice may be easier.
- Applicants are already familiar with the business and its objectives, culture and processes.
- If the position is a managerial or supervisory position, it creates a career path within the business to reward valued employees.
- Costs of advertising the position are reduced, and no external agencies need to be paid.
Disadvantages of internal recruitment?
- There may be no-one suitable from within the business.
- If there is more than one internal applicant, it can lead to conflict or jealousies between those employees.
- Applicants may be set in their ways and not open to new ideas.
- The successful applicant from within may have to be replaced, so an external recruitment process may be necessary anyway.
features of external recruitment?
- Involves finding applicants from outside the business
- Can be advertised on a business’ website, online recruitment
agencies (Seek, LinkedIn etc.) and social media
main methods of external recruitment?
- Online recruitment agencies
- Company websites
- Temporary/casual recruitment agencies
- Schools, TAFE colleges and universities
- Jobactive (goverment employment/recruitment service)
- Social media
- Private employment agencies
- Referrals/recommendations
- Advertisements in the media
Advantages of external recruitment?
- There is a wider range of applicants to choose from.
- Outside applicants may bring new ideas and fresh approaches to tasks.
- Different qualifications or experience from those already within the business can be specified in the advertising process.
- This method allows for rapid growth of the business because it allows for an increase in actual staff numbers.
DIsadvantages of external recruitment?
- The applicants are all unknown, so the choice may be more difficult.
- There are costs associated with advertising the position.
- The field of applicants may be larger, so the process of selection may become more time-consuming.
- Qualified employees from within the business may resent outsiders coming in, particularly if it is a managerial or supervisory position.
define Employee selection?
involves choosing the candidate who best matches
the business’s requirements
what does employee selection involve?
- Sifting through all of the candidates and choosing the most suitable for the job
- Selection can be time consuming and requires effort
A poor selection process can lead to increased costs and lower productivity by?
- Training costs if poorly qualified staff are selected
- Job dissatisfaction and high absenteeism and turnover
- High accident or defect rates
what are the selection options?
- Application forms
- Tests
- Online selection
- Interviews
- Background checks
- Medical examinations
define Application forms?
Candidates outline information about themselves.
The form may be simple, requiring details such as name, address and contact number, or it may require more detail about an applicant’s personal history, skills and experience.
define Tests?
These may be written or practical and are designed to assess aptitude, intelligence or ability. Psychological testing attempts to reveal aspects of a person’s character and personality. Work testing
is more closely related to the actual job, and may seek to test specific skills that are needed to carry out the relevant work.
define Online selection?
This occurs when some part of the screening and
selection process is conducted online. It may involve completing a multiple choice test online, or providing other information online
define Interviews?
This is the most common device used in the selection
process. The interview must be well organised and structured, and common questions must be used in each interview to ensure a consistent basis for selection
define Background checks?
The employer verifies the information on the
application form by contacting referees or agencies for information about an applicant’s previous experience, performance or record.
define Medical examinations?
Some jobs require certain physical attributes.
For example, Victoria Police requires medical assessment as part of their background checks
when do businesses let you know if you have been unsuccessful?
The business usually waits for the successful applicant to accept the position before they inform the unsuccessful applicants
Steps in a typical selection process?
- Applications received
- Screen applicants
- Shortlist candidates
- Interviews
- Referee checks
- Offer job to candidate
Advantages of Interviews?
- The employer actually meets prospective employees, so can make judgments first-hand.
- Provides the applicant with an opportunity to ask questions about the job and the workplace
Disadvantages of Interviews?
- Some people are able to present well at an interview, but may not be completely honest
- Don’t assess actual skills or abilities on the job
Advantages of Psychological testing?
- Can give an insight into the personality of the applicant, not just job skills
- Can be used to assess skills such as the ability to work in a team, leadership and decision-making
Disadvantages of Psychological testing?
- Relies on the applicant giving honest answers to the test questions or tasks
- Not all tests have the necessary reliability in measuring what they claim to measure.
Advantages of Work testing?
- Can provide an assessment of the actual skills needed to carry out the job
- Allows future work colleagues and supervisors an opportunity to see different applicants in action
Disadvantages of Work testing?
- May test technical skills but not broader skills such as leadership or problem-solving
- Can be an artificial environment, and some applicants may be nervous and not demonstrate their actual abilities
Advantages of Online selection?
- Convenient: applicants can complete at any time, and selection panel can view responses in their own time
- Can be used for a wide variety of different types of tasks and responses
Disadvantages of Online selection?
- Very impersonal — gives no indication of the actual person performing the tasks
- May not be secure (e.g. could be hacked)
define Conditions of employment?
what an employer has agreed to give the
employee in return for the work of the employee, such as hours of employment and leave entitlements.
Basic conditions of employment include?
- No. of hours expected to work
- Annual leave and other entitlements such as sick leave and long-service leave
- Public holidays
- Redundancy pay
do employers just do the basic conditions?
Some employers go beyond the basic conditions in order to satisfy employee needs e.g. longer maternity pay than legally required, leave for sporting events or blood donation, opportunity for flexible working hours and work
from home arrangements
define Remuneration?
refers to the financial (monetary) payment an employee receives in return for working
what form can payment be in?
Payments can be made in the form of a wage or a salary
define wage
an hourly or weekly rate of pay
define salary
a fixed amount paid to an employee each year which is paid either fortnightly or monthly
features of rumination?
- Remuneration is one important factor in retaining valuable staff
- Paying staff appropriately is crucial as it impacts productivity, motivation, morale, absenteeism, turnover, conflicts
Businesses can also include within staff remuneration the following?
- Financial incentives eg bonuses, commission, allowances
- Rewards such as a company car, laptop, childcare facilities, holidays
- Salary sacrifice where employees sacrifice some of their salary to receive a benefit such as a car. The item can be purchased out of their pre-tax salary, making salary sacrifice attractive
define Flexible working conditions?
conditions that allow employees to balance
work and family responsibilities more effectively.
Flexible working conditions can take the form of?
- Variable working days
- Flexitime which allows employees to nominate start and finish times
- Maxiflex which allows employees to build up sufficient hours or overtime to take more time off
- Time in lieu for overtime
- Job-sharing
- Work from home arrangements
define Work-life balance?
achieving the right amount of time for work and for personal or family life
features of Work-life balance?
- Flexible working conditions help to achieve this
- Low productivity levels and high absenteeism rates will show an employer that they are not looking after
employee needs - Employers can incorporate general health and wellbeing programs into the work day/week
Benefits to a business that achieves a better work-life balance for employees?
- Reduced stress
- Improvements in attendance rates and reduced sick leave costs
- Enhanced corporate image
- The maintenance and enhancement of workplace skill levels
- A motivated workplace with enthusiastic employees
- Compliance with industrial and antidiscrimination legislation
- Increased employee productivity
- Reductions in recruitment and training costs, because staff retention is increased
define Job security?
is the belief that the employee will not lose their job
features of job security?
- Employees can lose their job by being made redundant, retrenched or dismissed
- Job security can be impacted by cutting costs, automation, downsizing, increased competition etc
- It’s a consequence of difficult economic conditions
- Job insecurity can result in lack of loyalty, productivity, poor morale and corporate culture, high staff absenteeism and turnover
define Induction?
a process of acquainting new employees with the business - its history, structures, policies, practices and culture - and the jobs they will perform
features of induction?
- An effective induction program is one that is carefully planned to introduce new employees to the job, their coworkers, the business and how it operates
- supervisors, coworkers and the HR department may be involved in the induction process
- Usually involves an induction pack (handbook)
Purposes of induction?
- To provide specific training that might be required
- Build self-confidence of new employees & reduce any anxiety
- Create a feeling of belonging
- Familiarise employees with the job environment (culture of the business, rules, procedures)
- Create favourable relationships with other employees
- To minimise the time it takes for new employees to be fully productive and contribute to business objectives
Induction methods used?
- Use of videos and PowerPoint presentations
- Using concrete examples
- Providing hands-on training under the supervision of
experienced staff - Testing the inductees grasp of new information with
informal quizzing throughout the induction process - Appointing someone as a ‘buddy’ for the inductee
- Providing an induction handbook/employee manual
- Tours of the premises
Benefits of induction?
- Reduces any stress and anxiety that may be associated with starting a new job
- Builds a new employee’s confidence in the job which may enhance productivity
- Assists the employee to feel part of the business
- Helps to establish good working relations with co-workers and supervisors which contributes to teamwork
- Ensures greater awareness of major safety policies and procedures which reduces accidents
CSR in Recruitment and Selection?
- Ethical management requires the employer to treat all employees and prospective employees fairly, honestly and respectfully
- This avoids discrimination, and involves ensuring all applicants are asked the same questions, and honest answers are provided to any questions
- Ethical employers will also provide feedback to unsuccessful applicants
- Ensuring to gather a diverse pool of applicants and give genuine consideration to all
- Avoid any nepotism (when a family member is favoured for a position)
CSR in Employment Arrangements?
- Not exploiting employees
- Paying more than minimum wage
- Providing safe and pleasant working conditions
- Consulting with employees on important workplace issues
- Recognising and rewarding effort
- Training offered to everyone
- All eligible employees should be invited to apply for a promotion
- Considering the effect of employment practices on the community
- Providing work-life balance opportunities/arrangements
CSR in workplace diversity?
- Diversity encompasses race, gender, ethnic group, age, disability, sexual orientation, personality, education, terms of employment and many other characteristics
- Given we operate in a global market, promoting workplace diversity has never been more important because businesses can relate to a diverse range of customers
CSR - Industrial democracy?
- Employees these days demand the right to be more involved in decision making
- Creates empowerment
- Employees become responsible for their own actions
- CSR businesses tend to provide opportunities for staff to be more involved in decision making
CSR - Employer of choice?
- CSR businesses tend to be an employer of choice as they meet the needs and expectations of employees
- More likely to attract, motivate and retain highly talented employees
Overseas Recruitment?
- Companies can recruit from anywhere in the world
- Video conferencing technology allows for interviews and psych testing to be done online
- Australian businesses can recruit skilled workers from other countries on special government permits known as visas
- Many who come to Aus under this scheme apply for permanent residency after their temporary status expires
Sending employees to overseas postings?
- Aus businesses that have offices around the world will send Australian employees to work for a period of time in those business
- It helps them to gain experience
- They will still employ locals but Australian employees would fill most of the leadership positions
Offshoring?
- Many businesses move parts of their operations to other countries which is known as offshoring
- It is done to take advantage of lower wages in other countries
- Can result in Australian job loss
- Think of Optus and Telstra offshoring their customer service to The Philippines and India
