Human Resource Management

This Is true across the whole spectrum of business actively e. G. Schools, hospitals, legal practices, restaurants, airlines, and insurance companies. Poor choices at the recruitment stage can prove expensive. The company needs to be sure of a candidate’s technical competence. For example, if an engineer designs a component that fails and has to be re-engineered, the company loses both time and money and may incur penalty charges on any delay In fulfilling particular contracts.

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Time and money spent In recruiting that particular employee will have proved expensive and wasteful whilst a better candidate may not only have ‘got away’ but also gone to a competitor (http://fastidiousness’s. Co. UK/Cummins/using-effective- recruitment-to-retain-competitive-advantage/the-importance-of-recruitment- selection. HTML#synchronizer). The process of recruitment and selection must be fair, systematic, efficient and effective, ensuring equality of opportunities. Employees must be appointed In accordance with relevant statutory obligation, code of practice, the company rules (I. . Assurance Brokers C) and In line with the relevant policies and procedures. The approach will be to ensure that Assurance Brokers C employs people with the right skills and at the right time. No Job applicant or employee will receive less favorable treatment because of their race, sex, religion or belief, disability, marital or partnership status, age, pregnancy or maternity, sexual orientation, gender reassignment, or caring responsibilities, or will be disadvantaged by conditions or requirements which cannot be Justified (port. C. UK/satisfactoriness/polices/ humorousness). Here Is the Recruitment and selection process below: 2. The Recruitment Process Step 1: Identification of a Vacancy The manager (Jack) must Identify a vacancy for this reason that may Include: * Staffing changes e. G. ( condiment, resignation, termination, retirement and leave) * Work requirement e. G. (creation of new position and temporary additional workload. In your case Jack Losable resigned and you have already identified the need to recruit to fill her position.

Step 2: update the Job description, specification and profile This assists in identifying what one will be looking for in a candidate to fill the position. It serves to create the ultimate goal towards which the recruitment and selection process Is geared. Jack here Is where you establish what the Secretary Job to verify information regarding the context of the Job. The compensation policy of the organization as well as the Job evaluation information should be consulted to verify the salary scale and benefits.

Step 3: Recruitment policy Jellybeans, Markham,Meyer,Van Aegean and Pliable(2006)point out that any organization should have basic guidelines before they start recruiting. These guidelines are in the policies and procedures of the organization. They also refer to recruiting as the process of attracting potential Job applicants from available labor force. Every organization must be able to attract a sufficient number of Job candidates who have the abilities and aptitudes that will help the organization achieve its objectives.

Recruitment policy reflects the organizations general business strategy. Usually a company’s recruitment policy includes information on the following aspects: * Whether internal or external recruitment will take place * If relatives of existing employees may be hired * If part-time or any type of flextime workers will be considered * If people over retirement age may be employed 3. According to Jellybeans et al(2006) the ultimate goal of an organization striving awards obtaining and retaining a sustained competitive advantage is to have a workforce that possesses a unique knowledge base.

This objective should be written into any recruitment policy, as the fulfillment of the intellectual capital requirement of the company is to obtain the right people. Step 4: Factors that influence recruitment A number of factors, which may be internal or external, influence the way in which recruitment is carried out. External factors: External factors involve the systematic identification and analysis of key trends in the external environment and monitoring of their impact on HER planning.

Government or Trade onion restrictions Government policy plays an increasing role in recruitment practice. The Labor relations Act (NO. 66 of 1995), and the Employment Equity Act (No. 55 of 1998), in particular, govern the way in which organization employ new staff. As your company grows Jack and you have a lot of employees who creates a union they will also seek great inclusion in the recruitment process. Labor Markets A labor markets condition affects the availability of staff.

If there is a surplus of skills, many applicants will be available, and if there is a shortage of skills, few applicants will be available. Timing There are certain times when recruitment adverts are likely to enjoy a wider interest among potential applicants. E. G Mondays and weekends, if you are hoping to employ a graduate, your recruiting activities should be scheduled towards the end of their studies, but not during examinations.

Internal factors: Internal factors involve the identification and analysis of the internal environment of the organization e. G * Organizational policy * Image of the company Step 5: Recruitment source 4. Recruitment takes place when current employees of the organization are considered for s vacancy. In your case Jack I would advise you to use the External sources of recruitment which include employment agencies, head-hunting, walk-ins, advertisements and campus recruitment.

Step 6: Appropriate recruitment methods Considering the fact that Losable resigned with immediate effect and didn’t gave Jack and Sue a one month notice, I would suggest that they go with an Employment agencies as they always have people looking for Jobs on their data base and hence given the proper Job description and the environment of the organization they will be more quick. Exploring more options Advertisements in daily newspapers, weekend swappers, and professional magazines in deciding on the option available, it is important to understand the labor market and to know the readership of the relevant newspapers.

Also consider the cost of the options. Online advertising: if the business has a website, link the advertisement to the site. Access a few company websites and notice how they use them for recruitment purposes Step 7: Develop the recruitment advertisement Recruitment advertisements may be the first impression of a company for many people, and the first impression makes the firm goes a long way to determining interest in the Job opening being advertised. In designing the recruitment advertisement, the AID formula should be followed (Swanlike,Erasmus,Van Wok, Et Scheme,2003).

According to this formula, the advertisement needs to attract attention, develop interest in the organization and the Job, to create within readers a desire for the Job and to work for the particular organization, and evoke action from the right applicants by getting them to submit their application. The following should be considered when attracting the attention of the readers: * Company name (Assurance rockers c) and logo: applicants are not only interested in the Job but also in whom the employer is, so the company name and log should be integrated into the design of the advertisement. . * Job title(Secretary): This should be a prominent features of the advertisement * The organization: Provide brief information about the organization that is interesting (e. G, why would someone want to work for this particular organization? ). Indicate the type of business the organization is in, what the organization stands for, where it is * Identify a contact person, specify to whom application should be ongoing. Submitted and provide contact details. * Provide the closing date for application. This is one measure that will ensure the fair treatment of all applicants.

Step 8: Place the advertisement in the most suitable communication medium This step is about implementation. It is about implementing the decision made in step 6. Here contacts are made with relevant newspapers or magazines and the advertisement is supplied for publication and as well as making contact with relevant employment agencies. Step 9: Ensure that application blanks are available if necessary Application blanks re forms designed by the organization that applicant will complete, including some of their personal particulars, work and educational background, referees, and so forth.

It is important that these forms do not ask information that the employment use the most common system in South Africa which is to request the Curriculum Vitae (C.V.) from applicants. This will avoid having to draw up application blanks and avoid possible legal recourse as a result of application blanks requesting inappropriate information. It is also worth it to consider the use of online processes or application if this is appropriate in terms of the targeted employee’s access to computer and the internet.

This can save both time and money and can also be outsourced to a professional agency to manager. 6. The Selection process There is perhaps no more important topic in HARM than employee selection. If it is true that organizations succeed or fail on the basis of talents of employees, then managers directly influence that success by the people they hire. Regardless of whether the company is larger or small, hiring the best and the brightest employees lay a strong foundation of excellence.

Selection is the process of selecting the most suitable candidate from the pool of candidates recruited. Jack according to the South African legislation, a fair selection decision is a legal requirement. That is, according to the Labor Relation Act, an applicant for a Job who is not selected can allege that he or she is the victim of unfair labor practice, and the obligations than rest with the organization to prove that this is not the case. Here are the steps to guide haycock) and Sue through the Selection process according to(Tremor L. Amos, Adrian Risotto, Liege Risotto and Noel J.

Pears): Step 1: Screen and short-list applicants Use the information provided by applicants on the C.V., all applicants are evaluated against the predetermined criteria established from the Job description, specification and profile. The candidates who meet certain minimum requirements for the Job can then proceed with further assessment. Step 2: Contact candidates on the Short list The candidates on the short list need to be contacted and advised on the process to follow. They should be informed clearly as to where the interview is, who to ask for when they arrive, and what they should bring along.

Those who didn’t make the short list also need to be informed that their application was unsuccessful. Step 3: Conduct interview in an efficient and professional manner The employer you Jack and Sue needs to be very particular about the interview and must base it on the Job description, specification and profile. 7. Step 4: Check background information This is about verifying various details by referees on a candidate and can be used as a predictor. The employer can follow an approach of merely verifying information rather than seeking new information from referees.

On this point, Carrel et al. 1998) hint that one should begin with I would like to verify some information given to us by Ms Jones who is a candidate of a Job opening. Step 5: Ensure that relevant medical examinations are conducted (if required and permitted) Medical testing is prohibited by the Employment Equity Act unless legislation permits or requires such testing and it is Justifiable given the requirements of the Job. Waits test are not allowed the test cannot be used to discriminate against the person.

Step 6: Make a final decision When making a final hiring decision, all the information gathered during the previous tepees is considered. The primary concern is whether the person will be able to fit into the business or the environment of the organization and be able to do the Job, given the Job description, specification and profile. You must also decide on how to proceed if the person offered the Job declines the offer. In making this decision it must be considered whether the runner-up candidate is suitable or whether a fresh recruitment process will need to be initiated to find other pool of candidates.

Step 7: Make a fair Job offer Once the decision has been made to hire a particular applicant, formulate a letter of appointment congratulating the person on being selected. The letter should also include Job title, brief description of the Job, the starting remuneration package, the length of the probationary period, if applicable, and a request that the person indicate in writing by a specific date whether he or she will accept the offer. Once the person has accepted the offer in writing, formulate a letter welcoming the person to the organization and provide information the first day of work.

This will include information on when (date and time), to whom the person should report on the first ay, as well as what the person should bring (ID book, income tax, bank details). 8. Also provide the new employee with a latter of appointment immediately before or on the first day the new employee reports for duty. This later can serve as a covering letter to the contract of employment. This letter should request that the employee sign the contract of employment and return it to the business together with a copy of his or her ID book, bank account details.

Step 8: Ensure that complete records are kept Keep a complete set of records pertaining to the recruitment and selection of staff. That is, keep the documents from every step of the process, including advertisements, letters sent to applicants, Job description and specifications, C.v. and any document used to assist in the decision. This is to ensure that the employer has the necessary evidence of the process should it become necessary to respond to any queries or allegations of unfair discrimination. For an organization to be successful it needs to be fully staffed with able and willing employees.

If Assurance Brokers C follows the selection and recruiting process I have advised they will defiantly get a DOD secretary that will represent their organization best. 9. Job Design for Assurance Brokers C for the Position of a Secretary Jack and Sue the process of determining what a Job entails is known as a Job analysis. Job analysis determines the content of a Job. It identifies the task that make up the Job, together with skills, abilities and responsibilities required of an individual to accomplish the job successfully.

Here is the Job analysis off Secretary: Job Description Job title: Secretary Department in the organization: Administrative correspondence, scheduling appointment, organizing and maintaining paper and electronic files, providing client with information, manage filing systems and coordinate inter-office communication Task, duties, and responsibilities: * Answer telephones and give information to clients, take messages, or transfer clients to either Jack or Sue * Arrange conferences, meetings, and travel reservations for Jack and sue * Operate office equipment such as fax machines, copiers, and phone systems, and use computers for spreadsheet, word processing, database management, and other applications * Filing * Organizing and servicing (producing agendas and taking minutes) * Purchasing al the office materials that are used in the office Working conditions: * Work regular business hours * Work in offices * May work in stressful conditions as they often need to meet deadlines Materials used: Desk, computer with access to the internet and Microsoft office, telephone and filling cardboards. 10. Responsible to: Jack and SUE Job specification of the Secretary Job specification is a statement about the personal characteristics needed to perform the Job successfully and achieve the necessary output.

Job specification includes the following: Key skills for secretaries * Interpersonal skills Team working skills * Organizational skills * Communication skills Training or qualification Formal academic qualifications are not always needed, although a degree in English, business, IT, languages, information science, administration or management may be beneficial. Previous office or commercial work experience is need I. E (secretary for financial institution companies dealing with administrative work and filling). 11. Orientation programmer Jack the new employee (secretary) must be welcomed with an orientation program that makes them feel at ease and like they are of the team and this will help you void the mistakes you made with the first secretary.

Your orientation program can provide employees with a proper introduction to your company, what’s expected and where they fit in to overall goals of Assurance brokers C. The aim of the programmer * A review of the Job description with the new employee, so he or she knows what the specific duties will be(although the employee should have a general idea from business goals are * How the employees Job fits into the overall picture * Become more familiar with the working environment and the office The objective of the programmer * For the new secretary to understand the Corporate culture. Corporate culture is the ethos, the general attitude by which a company runs its operations. As explained by Louis Boone, author of the Contemporary business, the organizations leader tends to spearhead corporate culture. Company protocols: include the rules and standards governing the business Content of the programmer Content programmer should include the following: * Mission, Vision and organizational values of Assurance Brokers C * Work procedures Implementation information Prior to the First day of the new employee Jack you will have to contact the new secretary to ensure that: * They are aware of the office location Time to report to work on their first day * Parking and transportation option. 12. Arrange for equipment set-up and training I. E(updated computer, phone and printers and any other equipment) and ensure workspace equipped with appropriate reference materials and stationary supplies.