Recruit, select and induct staff

With Sue Cameron MBA AFAIM TAE

Session 15Summaries and Revision Part B

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Agenda Session 15

• Assess and select applicants• The selection tests• The Interview process• Marks from Assessment 125 (Part 2)• Appoint and induct successful candidate• Preparation for the exam

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Assess and select applicants• This element includes;

Participate in the interview process and assess candidates against selection criteria

Discuss assessments with other selection panel members

Correct any biases or deviation from agreed procedures and negotiate for preferred candidate

Contract referees for referee reports

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Assess and select applicantsPrepare selection report and make recommendations

to senior personnel for appointment Advise unsuccessful candidates of outcome and

respond to any queriesComplete all necessary documentation in

accordance with organisational procedures Secure agreement of preferred candidate

Reference: BSB07 Business Services Training Package (V1)

Selection Tests• Pre- employment tests fall into three

categories, medical tests, aptitude and skills tests and psychological tests

• Medical testsThese are carried out by the organisation’s nominated medical practitioner (GP) The purpose of these tests are to ensure that the candidate can physically and mentally do the job

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Selection Tests

• Aptitude and skills testsThese measure such factors such as verbal reasoning, numerical ability, spatial skills, abstract reasoning, the ability to check detailed information, mechanical comprehension and the aptitude to program computers

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Selection Tests

• Aptitude and skills tests continued• These work tests are usually given at the

screening or preliminary interview

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Selection Tests

• Psychological Tests• These tests seek to find out if the applicant

has the potential or capacity to handle the requirements of the job and the attributes needed to do it well

• They include psychometric tests which measure intelligence, aptitude, and personality traits

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Selection Tests• These personality traits can include

extroversion / introversion, sociability and values, integrity etc. Video on Police Department Applicant Physical

Fitness Test - Rapid City, SD http://www.youtube.com/watch?v=W02H870--UE

Successful Psychometric Testing http://www.youtube.com/watch?v=-9ZALMehNrE

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Selection Tests

• All these tests assist with checking that the candidate can do the job, has the right sort of attitude and will fit in to the organisation

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Selection Panels• Many managers find themselves part of a

panel of interviewers where two of more people are in the selection interview and decision

• Panel interviews require pre-planning to:1. determine who will chair the interview

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Selection Panels2. determine the procedure by which each panel

member will ask questions3. Agree on the ranking criteria for candidates

against the personnel specification

Video on How to Handle a Panel Interview : Job Interview Tipshttp://www.youtube.com/watch?v=xBj3n3p2r0U

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Group Interviews

• These involve several applicants being interviewed together as a group by one or more interviewers

• This type of interview usually takes the form of the applicants interacting with each other, as well as the interviewers

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Group Interviews• This technique is often required when the

personnel specification requires ‘people skills’ such as good communication, tact, poise, leadership and the ability to cope with stressful situations

• Consider assigning the role of a recorder to one person and be well prepared

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Employment Interviews

The six steps in recruitment interviewing are: 1. Prepare for the interview2. Put the interviewee (candidate) at ease3. The body of the interview4. Close of the interview5. Evaluate the candidate’s suitability6. Follow up

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1. Prepare for the interview• Design a selection criteria form• Carefully plan your opening questions and a

few key questions• Use the job description and person

specification as a guide in preparing the questions

• Gather any information that you may need at the interview, such as hours of work, pay, conditions etc

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Prepare for the interview• Prepare for each candidate by reviewing their

resume and listing additional questions and points to cover

• Go over the letter of application and work history and application form (if used)

• Ask yourself what information would you like to follow up or check on from these documents

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5. Evaluate the candidate’s suitability

• Although you will have taken a few notes during the interview, take a few minutes after the interview to gather your thoughts

• What was your overall impression?• Where did the candidate match the personnel

specification?• Where was there a poor match?

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5. Evaluate the candidate’s suitability

• Write down everything you need to help you to remember the candidates suitability for the job – it’s easy to confuse candidates if you do this only at the end of all the interviews

• Then compare all the candidates and find who best suits your selection criteria

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5. Evaluate the candidate’s suitability

• Some organisations check references at this stage or after making the job offer to your most suitable candidate (making it clear that the offer is subject to reference checks)

• Generally you conduct reference checks on your short listed top 3 candidates, as this assists with screening and confirming the candidates competency

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The purpose of reference checks

• confirm any information and details on the application materials

• check for any prior discipline problems;• learn new information about a candidate; and• ask questions that may predict a candidate’s

performance Reference and How to conduct a reference checkhttp://www.busgurus.ca/media/pdf/Effective-Reference-Checks-en.pdf

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6. Follow Up• Once you have made your decision, make a

written offer to the candidate you have selected

• Inform whoever needs to be informed (e.g. HR, salary department, your boss, your organisations’ nurse etc)

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Follow Up

• Be sure that the letter of offer and contract of employment are sent to the new employee’s home and they know where, when and whom to report to on their first day at work

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Follow Up

• When your offer has been accepted, tactfully let the unsuccessful candidates and applicants know, thanking them for them once again for their interest and wishing them success in their careers

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Follow Up

• Keep all the details of all job applicants and interview notes confidential, as you may use them in the future for other positions

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Follow Up

• Have a probationary (trial) period of up to three months for junior positions and six to twelve months for senior or key roles

• This allows the new employee time to help them fit in and perform well

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Follow Up

• During this period you conduct regular performance reviews to check their progress

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The drawbacks of Interviews• As we all have our own biases and prejudices,

which affects our screening and selection skills we have to be aware of this

• If we hear what we want to hear and have a positive attitude towards the candidate this is called the halo affect

• However on the other hand it is negative this is called the ‘horns affect’

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The drawbacks of interviews

• Both of these attitudes can affect your selection decision in a non objective way

• You should be assessing their skills, attributes and characteristics

• Also don’t make up your mind within the first few minutes of the interview as sometimes first impressions can be wrong

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The drawbacks of interviews

• You must ask the candidates all the same questions relating to the job requirements

• That is way you must be prepared for the interviews and have a set list of questions

• ‘Getting the right approach’ read last paragraph on page 349

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Assessment Marks

• Having marked your assessments this afternoon

• Generally everyone put in a good effort

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Appoint and induct successful candidate

• Provide successful candidate with employment contract and other documentation

• Advise managers and staff of starting date and make necessary administrative arrangements for pay and employee record keeping

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Appoint and induct successful candidate

• Advise manager and work team of the new appointment

• Arrange induction in accordance with the organisational policy

Reference: BSB07 Business Services Training Package (v1)

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Information to include in Induction1. Introduction to the organisation (page 361)

General background information Lines of communication General industry information Working environment , rules and work

practices Awards, agreements, superannuation etc

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Information to include in Induction

Pay systems, deductions, saving opportunities

Sources of advice and assistance Organisation’s policies on smoking, alcohol,

holidays, sickness and being late A tour of the organisation An overview of the grievance procedure

etc

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Information to include in Induction

2. Introduction to the department Assigning the new employee a physical

work space or work station Health and safety requirements Hours of work, beaks and finishing time

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Information to include in Induction

Time-keeping and recording procedures Security systems (e.g. fire drills, emergency

procedures Amenities, toilets, café or staff-room, car

park Tour of department , the work layout and

new colleagues

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Documentation for new employees

• Prior to the new employee commencing work ensure that they have a:

• Letter of offer and have replied• Contract or Enterprise agreement• Job Description

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Additional Videos

• Go to Video on e-learning (under YouTube) called ‘Selecting the right people’

• Also a video on e-learning called “Elements of Successful Induction Training’

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Interview videos

• Interview Dos and don’ts

http://www.youtube.com/watch?NR=1&v=S1ucmfPOBV8&feature=endscreen

• How to Conduct A Job Interview - Conducting Interviews – Vook

http://www.youtube.com/watch?v=Y3fAX5tA5iQ

Funny Example of a Bad Interview

http://www.youtube.com/watch?v=MWh_MreYwgc

• Monty Python Silly Job Interview Sketch (4.07 mins)

http://www.youtube.com/watch?v=y_bsMGsBjWc&feature=endscreen&NR=1

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Screening & Selection Videos• Pre-Screening Phone Call:

http://www.youtube.com/watch?v=KLjYKvuHNzM• Top 3 Phone Interview Questions Even a Monkey Should

Know!

http://www.youtube.com/watch?v=_GJEVIaEk7k&feature=related

• Pre-screening using videohttp://www.youtube.com/watch?v=H6D2riPudUY

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Wednesday’s exam

1. Study, study, study2. Get a good night’s sleep3. Have a good breakfast & lunch4. Bring a pen5. Good luck6. Thank you for being a fun class7. Merry Christmas and a Happy New Year

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Next Session 16

5pm Last minute revision6pm Exam (10 questions)