BSBHRM506 Manage Recruitment Selection and Induction Processes

1. Vacant position analysis
2. Position description
3. Advertisement
4. Short-list applicants
5. Interview preparation
6. Interview applicants
7. Reference check
8. Job offer
9. Feedback to unsuccessful applicants.

Recommendation

1. Vacant position analysis

When a position becomes vacant it is important to analyse the position to determine whether it is still required.

Manager

Estimated timeframe: Two to three days.

When a position becomes vacant the following procedure must be completed.

Procedure

1. Manager notifies HR about vacant position and requests ‘permission for position form’.
2. Manager completes their section of ‘permission to recruit form’ stating reasons why position needs to be filled and submits it to HR department.
3. Position needs analysis conducted by HR department who them completes rest of ‘permission to recruit form’.

Note: HR may need to question manager about position.

4. Completed ‘permission to recruit form’ to be approved by senior management.
5. Once permission is obtained then HR department explore implications, options, legislative and award requirements.

2. Position description

A position description is an important prerequisite to successful recruitment and selection.

Estimated development and validation timeframe: three to five days.

Procedure

1. Position descriptions are developed by HR department using a position description template and include:
   1. position title
   2. key objective
   3. qualifications required
   4. WHS component
   5. terms.

Note: HR may consult with manager about position description if necessary.

2. Senior management to sign off on position description.

3. Advertisement

Healthcare United’s advertising policy: unless there is special authorisation from senior management, all positions must first be advertised internally for a minimum of ten working days in the HU newsletter before being advertised externally for a period of ten working days.

The newsletter is distributed via the intranet every Friday morning and hard copies are also placed on noticeboards in offices and lunchrooms.

Timeframe: 20–25 working days.

Procedure

1. HR department creates advertisement for HU newsletter on intranet.
2. HR sends advertisement to publications department to post on the intranet.
3. HR creates advertisement for authorised external print media.
4. After advertisement has been posted internally for ten working days, HR organises for external print media.

4. Short-list applicants

Short-listing is a process of elimination. However, Healthcare United requires that all internal applicants be interviewed.

Timeframe: Five days minimum.

Procedure

1. Administration staff to collate all resumes and give to HR department.
2. HR to read over position description and advertisements.
3. HR to read each external applicant’s résumé and divide them into ‘yes’, ‘no’ and ‘maybe’ piles.
4. HR to then reread ‘yes’ and ‘maybe’ resumes and complete short-list chart for external applicants.
5. HR reads all internal applications and completes the short-list chart.
6. HR then collates all documentation from internal applicants and shortlisted external applicants.
7. HR organises administration staff to send all external applicants not short-listed a standard letter by post.

5. Interview preparation

Healthcare United uses the interviewing selection technique with interviews being conducted at head office only. Where possible, Healthcare United requires a selection panel of two HR personnel and a representative from the related department to interview applicants.

Timeframe: interview preparation one to two days.

Procedure

1. HR requests administration staff at head office to organise:
   1. comfortable and quiet location
   2. food and beverages for interview panel
   3. interview schedule.
2. HR to organise interview documentation which includes:
   1. position description
   2. resumes for each shortlisted candidate
   3. consent to check and release police record form
   4. standard interview questions for HR members of interview panel
   5. interview assessment forms for interviewers
   6. use checklist for documentation.
3. HR organises interview panel: two members of HR department and one staff member from the job-related department with one of the HR members being the chairperson.

Note: It is preferable that the staff member from the job-related department is experienced.

4. Chairperson (HR) chooses and advises the staff member of their role as ‘expert’ and requests that they think of three job-related interview questions.

6. Interview applicants

Interviews are to be conducted only at head office. Interviews are to be 30 minutes in duration with a five-minute break in between. No more than 12 interviews should be conducted in a day.

Timeframe: scheduled interviews one to two days depending on number of applicants.

Procedure

1. Chairperson greets candidate and makes introductions.
2. Chairperson opens interview.
3. HR members of panel ask applicant a series of standard interview questions.
4. Staff member from job-related department asks three questions.
5. Chairperson asks applicant if they have any questions.
6. Chairperson informs the candidate of the process.
7. Panel thank candidate for attending.
8. Panel complete interview assessment.
9. Panel select applicant.
10. Gain approval from senior management – subject to reference check.

7. Reference check

Reference checks are an important part of the selection process. Healthcare United reference checks must be conducted on both internal and external applicants by the HR department.

Timeframe: one to two days depending on number of applicants.

Procedure

1. Phone workplace of applicant and speak to manager/referee.
2. Introduce self, organisation and purpose of call.
3. Ask standard questions about applicant’s knowledge and skills.
4. Ask about applicant’s personality.
5. Ask manager for their opinion of applicant’s standard of work.
6. Ask manager if there have been any problems with applicant.
7. Discuss references with other HR person on interview panel.

8. Job offer

Job offer needs to be made immediately after Reference check.

Timeframe: one to five days.

Procedure

1. HR department organise written contract to be drawn up with terms and conditions.
2. Administration to post employee contract to applicant.
3. Upon receipt of signed contract HR post new employee advice about induction program.

9. Feedback to unsuccessful applicants

Healthcare United requires all unsuccessful internal applicants to be provided feedback in individual meetings with a member of the HR department.

Timeframe: one to two days depending on number of applicants.

Procedure

1. HR department ask administration to schedule 30-minute meeting with each unsuccessful internal applicant.
2. HR department representative to conduct feedback meetings with unsuccessful internal applicants.
3. HR department representative to phone unsuccessful external applicants and offer feedback.
4. HR department to file hard copies of notes about unsuccessful applicants.

Conclusion

As analysis, we identified couple of issues regarding 2000 and 2010 policies and procedures on recruitment and selection process of the company. Healthcare United management should make sure of its policies and procedures regarding selection and recruitment process when making changes. Changes on key areas needs to be clear, accurate and precise. A constant monitoring and documentation on company’s progress should be implemented on a regular basis. Also Healthcare united should be aware of the legislations in making its policy and procedure to avoid future problems. A satisfied and effective employee makes a company happy.

Reference
Legislations, www.legislation.nsw.gov.au, www.comlaw.gov.au 

Human Rights and Equal Opportunity Commission Act 1986, www.hreoc.gov.au Staffing and Recruiting Process, www.staffingandrecruitingessential.com