BSB50613 HR Recruitment Selection and Induction Assignment

BSB50613 HR Recruitment Selection and Induction Assignment

BSB50613 HR Recruitment Selection and Induction Assignment

Introduction

The importance of human resource management has gained immense significance in the last decade because of rising market competition across the globe. It is important to align growth strategies of an organisation with the human resource strategy because the sustainability and growth of an organisation is highly dependent on the efficiency of the workforce. The current study is concerned with the critical evaluation of current growth strategy adopted by BEST Pearl’s company. The study is further focused on the determination of the stages to be followed for the determination of policies and procedures in respect of recruitment, selection and induction training of the employees. The study also presents the developed policies and procedures in the second part of the study.

HR Recruitment Selection and Induction Assignment

Task 1

a) Evaluation of BEST Pearl’s growth strategy:

M. Porter proposed 3 generic competitive strategies which are Cost leadership strategy, Product differentiation strategy and Market focus strategy. Cost leadership strategy is aimed at offering products to the customers at the lowest possible price by focusing on cost reduction. Product differentiation strategy is concerned with offering high quality products to the customers and that the concerned company strives to differentiate itself with the rivals based on unique product features. Market Focus strategy suggests offering products to a specific customer segment in the market.

It is evident from the case study that BEST Pearl’s follows a ‘Differentiation strategy’ as proposed by Michael Porter to achieve competitive advantage over the rivals. The strategy adopted by BEST Pearl’s has proved highly successful in delivering growth to the company since its inception. BEST Pearl’s have shown steady growth in the last 12 years. However, the company is currently focused on expanding its business and growing in the NSW market.

Strong brand image is the principle key strengths of BEST Pearl’s. The company is known for offering high quality pearl jewellery products in the Australian market. Rich experience of over 60 years in the industry seems to be yet another key strength of BEST Pearl’s. On the other hand, growing market demand in the NSW market seems to be the most vital opportunity for the company.

 Workforce requirements of Pearl

The growth strategy of BEST Pearl’s in the NSW market requires recruitment of additional employees in the company. The following table reflects the number of staffs required against each job category.

Number of staffs:

Position

Number of staffs required

Salary

Entry Level position

4

$35,000

Executive Assistant to CEO

1

$70,000

Business Development Manager (BDM)

1

$55,000

Total

6

$1,60,000

Competencies of staffs:

The desired competencies of the required staffs are mentioned below:

Entry Level position:

Educational Qualification:

All candidates applying for the entry level position in the company needs to be Graduate. However, candidate with doctorates and other higher qualifications are not eligible to apply.

Experience:

Fresh graduates can apply. However, candidates with an experience of at least 1 year would be preferred.

Skills:

The candidates needs to possess basic computer knowledge and also needs to be able to sharp in mathematical calculations. In addition, team-working skills, analytical skills and good communication skills are necessary for candidates applying for the position.

Executive Assistant to CEO

Educational Qualification:

The candidate needs to be a first class MBA in Marketing or Finance with strong academic background.

Experience:

The candidate needs to have at least 5 years of job experience in relevant field.

Skills:

The candidate needs to have strong communication and leadership skills. The candidate needs to be comfortable in public speaking. As regard to computer knowledge, the candidate needs to be an expert in MS-Office and ERP software.

Business Development Manager (BDM)

Educational Qualification:

The candidate needs to be an MBA in Marketing only with strong academic background.

Experience:

The candidate needs to have at least 3 years of relevant experience in the field of marketing. However, candidates having marketing experience in the Jewellery industry would be preferred.

Skills:

The candidate needs to have flair for interacting with new people. The candidate needs to be a go-getter with a performance driven attitude. Basic computer knowledge is desirable. However, strong communication skills are a must for Business Development Executive (BDE).

b) Human Resource Inventory System (HRIS):

Human Resource Inventory System or Human Resource Management System is a bridge between Information Technology and Human Recourse. It is basically software which helps in automatic processing of various HR activities and processes. The automatic Software saves a lot of time that was required previously. Much of the resources and time personnel and higher management are saved as the HR software automates major portion of the day to day works and major part of the administrative portions without direct interaction with the HR personnel. The implementation of this software has made a lot of jobs as self service for the employees. Checking annual leave balance, application for leave, pay roll look up, monthly payslip look up, annual benefit enrolment and many such HR functions are all automated for the employees. Even the software is beneficial for managers and team leaders to have a preview over the employee data base and get all the needed matrices already streamlined. Attendance Trackers leave trackers, Employee data collection, present Key Performance Indexes for each employee, performance reviews, scanning the potential employees among the present employee cluster and many such collated matrices are readily available for the Managers. The time and resource saved by the automation of the processes allow the HR personnel focus on the better utilization in more impactful employee development of issue resolution.

 Features of HRIS:

The company which adopts HRIS can take the help of this software in Human Resources, Training, Payroll Management, Accounting functions, Compliance and Recruiting within a business. The usage of HRIS is in the fast report generation, report analysis with speed and accuracy in customized manner. The different modules of HRIS are designed to provide solutions and enhance productivity of the existing man power by utilizing the various talent, experiences and skills which was earlier not utilized. There are some highly useful modules of HRIS. Some of the modules are Self service Attendance, email alert, succession planning, tracking training, training effectiveness implementation, fast report preparation. In case of recruitment filed, resume management, applicant tracker, email vacancy alert and other modules are highly effective in time management

The Features of HRIS can be highlighted as follows:

  • Management of all existing and previous employee information in the organization.
  • Designing report of any matrix as required and analysis of reports based on the employee information.
  • Preparation of Safety manuals based on the type of organization where HRIS is implemented.
  • Circulation of emergency Company based documents like hazard Identification and Risk Assessment of different work stations at the organization.
  • Ensures availability of employee handbooks, emergency evacuation procedures, and safety guidelines at any point of requirement.
  • Ensures ready availability of Employee at finger tips for benefits administration including enrolment, personal information updating and status changes.
  • Integrated software to deal with payroll and other company financial software and accounting systems.
  • Tracking of the submitted application and resume management.
  • Effective implementation of HRIS is even more utilized in case of the employee development programmes and maintaining the regular data base for employee management.
  • Attendance tracker for employees at any point of time indicates the number of days presents in a month or any unit time required. Number of leave taken and nature of leave availed is indicated clearly.
  • Availability of leave for any particular employee is also gauged from the daily reports available from HRIS.
  • Salary hike or appraisal history for any employee is available which benefits the appraiser for next appraisal.
  • Designation and pay grade along with the benefits an employee is entitled are clearly available in the reports available.
  • Employee performance development programmes are designed in the software based on the previous performance, training received.
  • Data base for personal information and emergency contact numbers.
  • Matrix preparation containing details of any disciplinary action taken against any employee, any behavioural or such issue identified for any employee.
  • Development of employee succession framework based on identification of employees with high potential and skill.
Benefits of HRIS:

There are innumerable benefits if an organization can adopt HRIS. Some of the major benefits are identified as below:

  • Ready availability of integrated data : Reports related to any type of data field like employee data base related to performance, training and personal data inventory.
  • Accuracy: The accuracy of the automated software is much higher than manually maintained HR documents. There can be no manipulation and actual reports can be generated with clear indication of the net output.
  • Automatic reminders: Reminders for different schedules are sent automatically to the related recipient via mail or pop up alerts. Alerts for different occasions like deadlines for any job, birthday of employees, last date for submission of appraisal data, expiry of validity of any licence, last date for servicing of emergency equipments like fire extinguishers, last date for any certificate  to be renewed and many more are intimated in due time.
  • Self service: The self service characteristics of the portal holds maximum benefits in saving time for both the employees and HR personnel. Employees can themselves log in to update the application of leave, daily attendance, change of personal details and many others. Managers can also access data base containing employee performance, leave entitlement and other features without involving the HR personnel.
  • Inventory for company related information:Readily available inventory or online library is generated for documents like safety protocols, operation procedures, escape plans, hand books and others.
  • Administration of benefits: Circulation of notices, changes, re-organization of organization structure and many such inter office communications can be distributed by HRIS.
  • Recruitment management: Creating a data base containing resume of all applicants, application tracking, reporting, preparing schedule for interview and placement management as per vacancy available.

c)  Recruitment, selection and induction training:

In the view of Alpander (2010), human capital is one of the most vital resources when it comes to business expansion and growth strategy. The staffs help in processing inputs into outputs. In other words, highly competent and motivated workforce enables a company in delivering the best products and services to the customers. Thus, sustainability, growth and competitive edge of an organisation depend to a large extent on the human capital of the company. Therefore, selection of right candidate for the right position with the right qualifications and competence is highly important for the growth of a company.

Steps of developing policies and procedures:

Best Pearl’s can follow the following steps for the development of policies related to the recruitment, selection and induction training of employees:

  • Development of strategic goals
  • Aligning strategic goals with the mission and vision of the company
  • Conducting market research to know the policies followed by leading companies in the market
  • Conducting team meeting
  • Development of the flow of recruitment, selection and induction strategy
  • Developing various job positions along with job codes for the organisation
  • Determining desired educational qualification, skills and experience for each job position
  • Determination of salary range for each job category
  • Setting recruitment sources (Internal or External or Both)
  • Deciding on the type of interview and tests to be conducted for selecting candidates
  • Setting time-frame for induction training
  • Determining probation period for the candidates
  • Getting the policies approved and signed by the Directors

Parties to be consulted for development and review of policies and procedures:

Human resource policies of an organisation are surely going to affect the stakeholders. However, the following individuals or parties need to be consulted for the development and review of policies and procedures:

Directors:

Directors could provide vital information on organisational strategies and the external business environment. Furthermore, Directors possess rich experience on managing complex situations and this could also help in developing provisions for future contingencies.

Human resource manager:

The Human resource manager could provide guidance in the development of a systematic and logical action for the recruitment, selection and induction training of employees. Inputs from Human resource manager are also essential to ensure that the developed policies and procedures are in accordance with the existing labour laws.

Finance manager:

Inputs from the finance manager are highly essential for the development of salary structure for each job category (Chowanece and Newstrone, 2009). In general, the salary structures are to be approved by the Finance manager.

Marketing manager:

Marketing manager could help in understanding the potential revenues in the future periods. This is essential in determining the number of employees to be recruited and the expected increase in the cost of salary.

Departmental heads:

Respective departmental heads could provide vital inputs on each job category. This could help in determining the desired qualification, skills and experience for each job position in the respective departments.

External consultants:

External consultants specialised in HR domain could help in developing HR policies, procedures and manuals of international standard.

Communication & Training strategy:

Best Pearl’s could follow a combination of both formal and informal communication tools in the organisation. As mentioned by Aras and Crowther (2008), combined use of formal and informal communication techniques could help in enhancing the effectiveness of the communication process. Important matters could be communicated through emails only to keep a record for future reference. On the hand, urgent matters can be communicated verbally to ensure that the intended recipient receives the message at the earliest. The key tools to be used for communication are Telephone, Email and displayed circulars or notices.

In addition, face-to-face feedback session can be arranged to review and communicate the performance of each team member. In addition, team meetings can be conducted to review team performance and develop strategies for future.

Frequency of review of policies and procedures:

In the view of Bakerr (2013), determination of appropriate frequency is essential for effective monitoring and controlling of the implemented policies in an organisation. The frequency of review might not be the same for policy implementation at all managerial levels. In fact, the frequency might vary in accordance with the level of management and other key factors. For example, the frequency of review is expected to be more in case of operational or tactical level whereas the frequency of review could be lower in case of board meeting and other review involving the top management.

In present scenario, implemented policies and procedures would be reviewed once in every threemonths. The degree to which the policies have been implemented and how far the same has been successful would be reviewed after three months. On the other hand, the top management would conduct a meeting to review the policies once in every six months.

Task 2

Recruitment procedures

  1. Job analysis
    • Collection of requisition of vacancies from each departmental head
    • Classifying the vacancies in accordance with managerial hierarchy
    • Determining the language proficiency and computer knowledge required for each position
  2. Job description
    • Determination of key activities to be performed by each designation.
    • Determining the working hours for each position
    • Determining the reporting managers for each job position
  3. Job vacancy advertising
    • Newspaper
    • Facebook
    • Television
  4. Receiving application
    • Receiving application through emails
    • Screening of applications against the desired qualifications and experiences.
    • Determining the candidates to be called on for interview.

Selection procedures

1. Sorting Application

  • Application screening based on educational qualification
  • Application screening based on work experience

2. Interview procedures & Documents needed

  • Direct interview
  • Identity proof, residential proof, educational certificates and previous appointment letters

3. Reference Checking

  • Minimum of two referenced required.

b.   Verifying references through telephonic conversation

4. Notification of Interview outcomes & Documents needed

  • Communication of interview results to the candidate through email
  • Distribution of appoint letters to the selected candidates.

Induction procedures

  1. Induction process & Documents needed
  • One month class room training
  • Three months On the job training

Task 3

Job description:The warehouse manager would be responsible to maintain daily inventory records and would report to the operational manager. The warehouse manager would also be responsible for taking care of the security, insurance and other vital aspects related to the warehouse.

Job advertisement:“Best pearls invites applications for the position of Warehouse manager in its organisation. The candidate should be minimum graduate with at least 3 years of relevant experience as warehouse manager. MBAs are preferable.”

Email for inviting an applicant for interview:

Dear Candidate,

Greetings of the day!!

We are glad to invite you to an interview session at our organisation on...... at...... at.......

We would request you to carry two passport size photographs, identity proof, educational certificates and work experience certificates on the day of interview.

Best wishes for your upcoming interview session.

Please contact .....@......com in case of any query

With

Thanks,

Manager - Human Resources

Best Pearl’s

Task 4

Interview questionnaire:

1. Please tell us something about yourself.

2. According to you, what are your key strengths?

3. According to you, what are your major weakness?

4. Why should we select you over the other candidates having similar qualification and experience?

5. How can you contribute to the growth of our organisation?

6. How do you handle work pressure?

7.  What are the three key aspects to be considered in respect of an warehouse?

8. What were your previous job responsibilities?

9. Why do you want to leave your current organisation?

10. Where do you see yourself down the line 5 years from now?

Task 5

Offer Letter for warehouse manager:

Dear Candidate,

Congratulations!!

Welcome to the Best Pearl’s family.

We are happy to inform you that you have been selected for the position of warehouse manager in our organisation effective ..........

You are requested to report to our office on ..... at sharp....a.m.

Your initial CTC would be ...... And you would be posted in our ..... office.

Please confirm the acceptance of the job through email.

Kindly carry all your educational and work related certificates on the day of joining.

Please find the salary structure attached with this email.

We look forward a long-term relationship with you.

Thanks,

Manager - Human Resources

Rejection letter for unsuccessful candidates:

Dear Candidate,

We regret to inform you that you have not been selected for the position of Warehouse manager in our organisation.

However, we would keep your details in our database and hope to work together in future.

Best wishes for your career.

We appreciate your efforts and convey our thanks for showing interest to work in our organisation.

Thanks,

Manager - Human Resources

References

Alpander, G. G. (2010), “Human Resource Planning in U.S. Corporations.” California Management Review, 22(3), pp. 24-32

Aras, G. and Crowther, D. (2008). Global perspectives on corporate governance and CSR. Farnham: Gower.

Baker, H., (2013). Strategic human resource management.4th Edition. Blake Publishing: Denmark

Burack, E. H. (2010) “A strategic planning and operational agenda for human resources”, Human Resource Planning, 11, pp. 63-68

Chowanec, G. D. and Newstrone, C. N. (2009) “The Strategic Managementof International Human Resource”, Business Quarterly, 56(2), pp. 65-70