Unit Code: - BSBHRM506A

Unit Name: - Manage Recruitment selection and induction processes

Task 1

Program of IFYS ltd: Integrated Family and Youth Service

Policy – Recruitment, Selection & Induction

Recruitment, Selection & Induction Page 1 of 2 V1:- 21/01/2013

POLICY NAME: RECRUITMENT, SELECTION & INDUCTION

PROGRAM / DEPARTMENT: IFYS Ltd

STAKEHOLDERS: Chief Executive Officer, Executive Management, Human

Resource Manager

DATE ADOPTED: January 2013

DATE TO BE REVIEWED: January 2014

PURPOSE

To attract and retain quality staff through a commitment to best practice

recruitment and selection strategies,

while achieving employer of choice status.

SCOPE

Staff (paid and unpaid), carers and executive management.

POLICY

To recruit and retain suitably qualified and experienced employees with the

competence and qualities to undertake their role within IFYS.

To ensure adherence to all legal requirements with transparent and

accountable recruitment, selection and induction processes of all staff and

carers.

PRINCIPLES

IFYS will ensure that:

All recruitment and selection procedures and decisions will reflect IFYS code

of conduct and a commitment

to providing equal opportunity by assessing all potential candidates according

to their skills, knowledge, qualifications and capabilities. Regard will not be

given to factors such as age, gender, marital status, race, religion, physical

impairment or political opinions.

Recruitment and selection of staff is based on merit;

IFYS remains committed to providing a work environment which is free from

harassment and discrimination.

IFYS will widely advertise all vacant remunerated positions and volunteer

vacancies, to create the strongest opportunity to attract the best possible staff.

IFYS will internally advertise, where appropriate, all vacant positions to

current staff and volunteers to

encourage career advancement promote local opportunities and increase

participation.

Every stage of the recruitment and selection process for each job vacancy will

be clearly documented for

transparency, accountability and monitoring purposes.

A new staff member’s documented position description and probationary

period provides the staff member

and the organisation with a means to evaluate the staff member’s work

performance and suitability in

fulfilling the requirements of the position.Recruitment, Selection and Induction

Recruitment, Selection & Induction Page 2 of 2 V1:- 21/01/2013

On commencement of employment, staff will have access to all relevant

information, policies and procedures relating to the status and conditions of

their employment.

IFYS will provide every new employee and/or volunteer with a timely and

appropriate induction to their role, IFYS services and the organisation.

All recruitment, selection and induction procedures will be compliant with all

relevant legal and contractualrequirements.

This procedure comply with all the requirements, date to be reviewed,

conditions of employment, induction.

The procedures should aim to achieve following objectives:-

Recruit staff with required skill like technical knowledge which is suitable

for organization.

Improve university image and plus increase quality of education.

Will make sure to appoint good staff which are serious towards their

duties including teaching and other given responsibilities.

Work to a fair and effective recruitment procedure,and follow legislation

which is written in the university’s policy and procedure.

The policies and procedures for selection are:-

- Shortlisting :- A shortlist is usually the final list of candidates presented for consideration by the ultimate hiring authority. For many applicants, the goal is to reach the shortlist in order to compete on a more level playing field.

- Interview :- A job interview is a conversation which occurs between a

potential employer and a job applicant. During the job interview, the

employer hopes to determine whether or not the applicant is

suitable for the job, while the applicant tries to learn more about the

position while also impressing the employer.

- Skills assessment:- As part of the selection process,

Schools/Departments may wish candidates to undertake a few skills

tests. These tests must be directly related to the role in question and

must be appropriate to objective criteria. Candidates must be

informed of the details in the letter inviting them for interview.

Induction Programme

An induction programme is an important process for bringing staff into an organisation. It provides an introduction to the working environment and the set-up of the employee within the organisation. The process will cover the employer and employee rights and the terms and conditions of employment.

As a priority the induction programme must cover any legal and compliance requirements for working at the company and pay attention to the health and safety of the new employee.

Part 2

Task 1

It is important that companies use more modern and fast way to recruit staff.

After year of traditional recruitment, Tim Jones decided to implement modern

ways by creating a website where we can find staff.

Time efficiency: Saves a lot of time for both employers and job-seekers

Cost efficiency: There is no middle person involved, the work can’t be

hampered.

Quality efficiency: filters for ineligible and unsuitable candidates

We can request an external professional help: Bizagi ( find out prices)

Task 2

a)

We still need to meet the requirements of the company and attract the right

people even if this new system will help us to make a pre selection.

- Money will be saved (less staff involved in the process of

recruitment)

- Time will be saved, we will find faster and in a more efficient way

staff thanks to the automated system.

- Time will be allocated in a more efficient way, we can use video

conference for interviews (easier to organise and to implement in

a busy schedule)

During the meeting with senior managers, my task will be to convince them

and get their support. I will present them a powerpoint with a gap analysis

between the results that we got today and what we can reach in the next few

month with this new system. The following points will be improved:

- Staff turnover

- Staff cost

- Time (about the recruitment process and the potential training

that staff might have to attend: selection)

- Skilled staff

As part of these points, all the recruitment process will be detailed to the

senior managers from the job advertisement, the way to do it to the final

recruitment session with all the possible trainings to attend (or not) to

complete the profile staff that we need to comply with all our requirements,

This training part should be avoided as this modern system will allow us to find

the perfect candidate.

b)

A meeting will be organised with the staff as well to let them know about the

changes about to occur. We will talk about what we expect from the new staff

and from the current staff as well. A complete job description and the

expectations and results from that position will be made. An assessment of the

skills of each employee will be required in order to organise potential training.

I have to explain to the staff that they absolutely need to meet the

organisation’s requirements if they still want to be part of the team.

Part 3

a)

As Arthur got the resignation from his main manager, he should organise a

meeting with this person and the other people having the same position to

know what they expect and what the company can offer them. It is vital for

this company to retain the skilled staff.

Two positions must be created in the near future:

- General manager

- Supervisor of duty

It results that the main problem is the lower pay than other companies and the

long time before accessing a better and higher position within the company.

B )As Arthur talked with the managers, we need to create two new positions,

we need people who want to stay on the long term and fully qualified or ready

to go through the necessary training to get complete skills.

c) As Arthur decided to recruit external he and his assistant manager will have

to advertise the position on the regional newspaper and online, which will give

him more chances to find the skilled manager is looking for. The people we are

looking for have to fit with our organisational policy and goals. But it will be

necessary to change the policy, for the first time we will go through external

recruitment, before all the employees had to start from the bottom to get a

higher position within the company. The current employees should understand

this new process and we have to explain to them that they can still get

promoted in the company.

Task 2

Job offers

General Manager:

Super busy and growing Car Wash with is recruiting for a high energy person who enjoys juggling multiple priorities, enjoys sales, has strong customer service skills, and is accustomed working with people in a retail capacity. Our best candidates come from the restaurant, automotive, retail, hospitality and other service industries..

General Managers lead the efficient and fast-paced business at all times. They create a work environment that is fun, engaging for the team, and that recognizes and rewards high performance.

This is a hands-on management position which pays a salary of $700 to $800 a week for 50 scheduled hours. There is also the opportunity to earn a monthly bonus of $500 or more.

Duties:

· Store management· Sales· Administration (daily deposits, inventories, scheduling, recruiting, etc.)· Customer Service· Equipment Maintenance· Training new hires

Requirements:

· Integrity, honesty and knowledge· High energy· Superior communication skills· 5 years Supervisory/Management experience· Administrative & Organization skills· Basic computer skills· Must pass a comprehensive background check (criminal/solid credit with no accounts past due)· Must possess a valid driver's license

Physical Demands:

· Position will require you to be on your feet all day long· Might occasionally life and/or move more than 20 pounds· Weekend availability is a MUST (GMs typically have Sunday and Monday off)

Supervisor of duty:

RESPONSIBILITIES INCLUDE:

- Overall responsibility and accountability for all daily operations

- Maintaining control over 20+ employees

- Hire and train new employees

- Order and stock supplies and inventory

- Perform and supervise preventative maintenance on equipment

- Maintain the safety and security of the site

Minimum Qualifications

- Experience preferred in retail, restaurant, or similar background

- MS Word, Excel skill

- Honesty and ethical standards in all situations

- Ability to work outdoors and lift, push, and pull up to 50 lbs

- Ability to pass drug screen and criminal background investigation

- Enjoyment of fast paced environment

Benefits

- Flexible hours

- No late-night shifts

- Work outside

- Paid vacation

- Competitive pay (salary with bonus and hourly)

http://www.hr.uwa.edu.au/policies/policies/development

This form is used as a checklist to assist in the process of recruitment and selection.

VACANT POSITION:

DATE POSITION TO BE FILLED BY:

DEPARTMENT:

DATE:

AUTHORISED BY:

BUDGET CHECKED BY BUSINESS MANAGER:

OER CONTACTED FOR EMPLOYEE/CONTRACTOR ASSESSMENT & REMUNERATION ASSESSMENT

STEP 1: RECRUITMENT CHECKLISTResponsible

officer

1. Position Description - reviewed/developed

2. Key Selection Criteria identified.

3. PD to be reviewed by:

Manager

4. Determine position status Full Time Part Time

Temporary Casual

5. Period of Employment:

Start Date __/__/__ Finish Date (for Temp positions) __/__/__

6. Hours to be worked:

7. Days to be worked:

8. Police check required? Yes/ No

9. Working with Children Check? Yes/ No

Additional Comments

Manager

STEP 2: DETERMINE REMUNERATION

Determine Remuneration

Award ______________________________ Class. Level :

Agreement:

Conditions of Employment ACBC Conditions of Employment

OER in consultation with Manager and BM

Package

ACBC Classification: Level OER

Cash $

Superannuation $

Annual leave loading $

Motor Vehicle $

Total Remuneration Package $

Salary Sacrifice - Details

Budget Checked and approved by Business Manager

STEP 3: EQUIPMENT REQUIRED

INDICATE ASSET NEEDS FOR THE POSITION: if required

Telephone Extension

Notes: Manager

Computer or Laptop

Desk and Office Space

Mobile Phone

Vehicle

Business Cards

Credit Card

Budget Authorisation Level

24 Hour Access to Premises

External Internet Account

Other

STEP 4: ADVERTISING CHECKLIST Manager

1. Determine advertising Internal External Both

2. Determine publications

STEP 5: CONSULTANTS CHECKLIST Manager

1. Do you require Recruitment Consultants Services?

Yes No ………………………

Signature

2. Organise Consultants

3. Meet with Consultant/s to discuss requirements

4. Fees and services agreed with Consultants

5. Consultant’s Agreement completed and signed

STEP 6: INTERVIEW PANEL Recruit.Coord.

1. Nominated Interview Panel

A. ___________________________ B. __________________________

C. ___________________________

2. Nominate person to conduct reference checks

___________________________________________

STEP 7: ADMINISTRATION Recruit.Coord.

1. Finalise PD

2. Advert approved

3. Ensure adequate distribution of internal advertisement

4. Photocopy Position Description for distribution as required

5. Acknowledgment Letters sent out

6. Applications photocopied and distributed to nominated panel with applicant list

7. Schedule meeting for panel to meet to discuss interview.

STEP 8: SHORTLISTING/SELECTING CHECKLIST Panel

1. Review all applications and develop interview questions from PD

STEP 9: INTERVIEWS CHECKLIST Recruit.Coord.

1. Private, tidy environment for interviewing booked

2. Confirm available dates for panel

3. Arrange interview times with candidates

4. Unsuccessful candidates to be notified.

5. Interview packs are prepared and provided to panel.

Interview packs MUST include:

Interview times, PD, Resumes, Questions, Spreadsheet.

*Reference Check Forms to be included.

6. Copy of interview schedule given to Reception, excluding any internal applicants names to maintain privacy.

7. First interviews conducted

8. If applicable, second interview conducted

STEP 10: TESTING CHECKLIST – eg. skills, aptitude, behaviour testing. Recruit. Coord.

1. Any additional testing required Yes No

2. Please indicate testing required

STEP 11: REFERENCE CHECKING CHECKLIST Manager

1. Name of Candidate/s

2. Minimum three Reference Checks complete

3. Original police check sighted prior to offer of position.

4. Original certificates of qualifications sighted and copied.

STEP 12: OFFER/APPOINTMENT CHECKLIST Manager

1. Verbal offer made to candidate/s ACCEPTED: YES / NO

2. Commencement date determined ___/___/___

3. Final Letter of Offer approved OER

4. Appropriate “Letter of Offer”, Payroll Forms & Conditions of Employment sent to successful candidate

Recruit. Coord.

5. Signed Letter of Offer & Payroll Forms returned by candidate

6. Unsuccessful Letters sent out to interviewed candidates

7. Notice of appointment to all staff

8. Commencement of Induction Process as per ACBC Induction Procedure

Successful Candidate’s Name:

Probation Review Date:

Please ensure copies of the following documents are completed and filed in personnel file

(Please tick when attached)

Signed letter of offer

Tax Declaration

Copies of certificates of qualifications

Employee Details Form

Superannuation Choice

Police check (if applicable)

Working with Children Check (if applicable)

Driver’s license

Any other qualifications or certificates required.

Ensure applicant receives copy of Fair Work Information Statement

b)

The main problem for Arthur is the tough competition to hire and retain staff

within is company, as the turnover starts being for his company, we need to

change the conditions about the salary and terms of the contract. Arthur could

offer to provide training to his current employees to get all the qualifications

missing to get a higher position so a higher pay in exchange of a long term stay

(minimum 3 years), the risk with hiring someone straight away for a high

position can make us lose former staff. Another way to keep new people on

the long term would be to hire foreigner and offer them a sponsorship

(minimum stay: 2 years). Ten applicants are probably not enough to have a

good base for pre selection, he can also advertise it online for all Australia,

some people can move in a new place if they can get a good opportunity.

Part 4

Task 1

Organizing a meeting about training and induction with people who are usually

responsible for will be an easier task as they already probably know what they

need for themselves and what are the objectives of the company. The new

staff can be trained on-the-job to see properly how the company works and

what are the expectations:

- Staff staying on the long term

- Training available for each employee if necessary or asked

- Package pay (no pay rise as the salary is already high) interesting

for the staff (luncheon, superannuation, holyday package each

year at a resort)

All the managers and manager assistant are aware that changes need to be

done, and everyone is ready to step forward, attend trainings to complete

their skills.

Task 2

Survey

Comments

Did the new staff member get

explained the procedure and policy of

the company?

Did the objectives have been

presented?

Did someone show/explain the

workplace (toilet, coffee machine,

emergency way out, car park..)?

Do more trainings are requested?

How the relationships with the old

staff going?

Is the new staff happy about the

working conditions?

Task 3

After a week of work, the survey will be provided to the old staff and the

probationary staff as well to know what they think about the current situation,

what can be improved or not and if more training is necessary or if we need to

give a trial to someone else. The financial results will be a point to examinate,

plus we will get feedback from customers to know if they noticed an

improvement or if the service provided is worst.

It occurred that the old staff is not happy about having completion from

outside, the main problem today is the relationship between the old staff who

is waiting to get promoted and the new staff who get the higher position

without going through all the necessary steps. Thus, we can organise a meeting

to talk about it and offer to the old staff some incentives (training, future,

promotion..) to make it work. They will have to understand that they are in the

same company and that they have to work together to make the business

successful, then they can be rewarded for their efforts.

Both of the applicants can suit to the company, both Shelley and Alison earn

less than what Arthur is ready to pay them. But our choice will be on Alison has

she is ready to work weekends and will be available straight away, it is true

that she is less skilled than Shelley but as her current boss is ready to promote

her and work flexible hours, we can still provide her the training necessary.

We think about offer her a salary of $42,000 a year, she will have to work 5

days a week and most of weekends, but during the low season she can get one

weekend per month. According the results she will get, she will be offered

$2,000 extra for the following year plus incentives as a car and a laptop.

Letter of offer for the successful candidate

Dear Alison:

CCC is pleased to offer you the full-time position of manager effective from

the24/08/2013. This position is

Other terms and conditions of your employment are as follows:

The starting salary for this position is $3500 per month $42,000, payable

monthly, in accordance with CCC standard payroll practices for salaried

employees.

You will also be eligible to receive the following benefits:

• Vacation / personal time off: 5 paid weeks

• Incentives: car, laptop

• Health benefits: fully covered

On your first day of employment, you will be given additional information

about CCC procedures, policies, benefit programs and more.

Please note that your salary will be reviewed yearly according your

performance.

CCC owner

Task 4

a)

An email will be sent to each staff member and individual meeting will be

organised to see clearly what is going on according to the results and what the

managers think about it. We have to make sure that the new staff is meeting

the objectives of the company, that he still wants to stay on the long term and

that he can gather a team and make work people around him.

b)

The induction process should be organised in that way:

- Training on the job (to make the new staff and old staff working

together, create a relationship)

- Training provided by external organisation (to get new software

knowledge, technology, new methods of management)