MGT340
TOPIC 2:
RECRUITMENT
AND SELECTION
Human Resource Planning
CHAPTER
Job Analysis OUTLINE
S
Recruitment and Selection
process of deciding positions that the organization need to fill
and how to fill the position
2.1 Involves the process of forecasting the need of human
HUMAN resources require by the organization and determine how
current capacity can be utilized to fulfil the requirement.
RESOURC
E Effective human resource planning will help the management of
the organization to meet the demand of human resource by
PLANNING
supplying appropriate number of people at a right time and
place, that can avoid the problems of surplus or shortage.
The planning should precede with job analysis, recruitment,
and selection process.
Human
HR surplus
• The situation when the supply of required human
resources is greater than the demand for required human
resources by an organization. In other words, skills surplus
Resource takes place when the supply of required human resources
surpasses the demand of required human resources in an
organization.
Surplus vs • HR Shortage
Shortage
• The situation when the supply of required human
resources is lesser than the demand for required human
resources by an organization. Shortage of human resources
resulting from several factors. These may include
absenteeism, aging workforce, disability management
practices, inconsistent assignment of staffing levels and
the inability to recruit and retain competent resources.
2.2 JOB ANALYSIS
Job analysis is a technique of studying a job to identify the skills, knowledge,
experience and other requirements necessary to perform a job and later to create
Job Description (JD) and Job Specification (JS)
JOB DESCRIPTION (JD)
A written narrative that describes
A written narrative that describes the general tasks, or other related
the general tasks, or other related duties, and responsibilities of a
duties, and responsibilities of a position.
position.
JOB ANALYSIS
studying a job to identify the skills,
knowledge, experience and other
requirements necessary to perform a job JOB SPECIFICATION (JS)
A statement of employee
characteristics and JD & JS useful as a guideline to
qualifications required for identify the right candidate to fill
satisfactory performance of defined right position.
duties and tasks comprising a
specific job or function.
Component of Job Description
Identification Practically, identification part consists of information about
Job title
Department
Location of the job
Analysis date
Grades
Pay scale
Relationships State information about to whom the job holder will report or if the post is related to management position, then the information about subordinates should
be detail out.
Duties & This section should explain precise description about the major tasks, responsibilities, and duties to be performed.
responsibility
Employer may plan for particular training and course to be arrange by referring to the list.
In addition, employer may refer to this part in order to develop items for performance appraisal since the job & expectation of employers were explained
thoroughly here.
Employment’s terms Brief information about the main terms and condition about the job as well as company specific regulation and culture. The information needs to be
& conditions highlighted as it may become the critical factors to choose the best applicants who can fulfil and agreed with the terms & condition stated.
The terms and condition may include the outline on how the company operates and the culture practice such as:
Salary schedule
Working hours
Dress code
Probation period
Disciplinary policies
Negative aspect of The information may relate to risk to be encounter, frequents outstation requirement, range of body mass index (BMI) and other special conditions to perform
the job the job.
Component of Job Specification
Knowledge, skills & The specified knowledge, skills and ability required for the position need to be described clearly especially the essential one. The desirable items may also be emphasized to help the
ability recruiter to choose the best candidates with additional desirable qualification.
Education & Types and level of education and experience of the job holder will determine the salary provided. Thus, reasonable level of education and experience required to perform the job must
experience be clearly emphasized.
Hiring overqualified people will cause company to pay additional amount of salary. Whereas, hiring overqualified talent will contribute to high turnover rate once the employee leaves
the company for another job that suit his talent better.
Physical requirement Some job position requires the job holder to have certain physical capability in order to perform the job. Therefore, the specified physical characteristic needs to be stated to ensure
the recruiter select the best candidate. The requirement may be written as:
Must be able to position one-self to work in confined spaces such as trenches, pits, manholes, attics and tunnels.
Physical ability to work around small children including sitting, standing, running and climbing stairs.
Must be able to remain in a stationary position during shift
Must be able to complete tasks in a noisy environment
Personality Apart from academic qualification & experience, some job position requires the job holder to have certain personalities to fit the job nicely. Therefore, the essential personality
requirement required should be highlighted clearly, such as:
Can manage and motivate employees
Can build and foster teamwork and collaboration
Can stay calm in tense and hectic situations
Can juggle multiple tasks during the course of the day
Can listen carefully and learn quickly
Loves to help other people grow
Loves to be part of the community
Career path A career path is an advancement roadmap with short- and long-term benchmarks. Employees are generally more engaged when they believe that their employer is concerned about
their growth and provides avenues to reach individual career goals while fulfilling the company's mission.
Career paths will help the company to:
Retain their best employees
Give employees a sense of purpose
Attract top achievers to join the company.
JD
JS
SAMPLE OF
JD & JS
JD
What are consequences if manager hire wrong person???
Cost of mistakes, accidents and loss of customers caused by
employees who cannot cope with the job.
POTENTIAL Cost of lowered morale amongst the employee’s supervisor
COSTS OF and his or her co-workers who have to rework his mistakes
or take over his tasks.
A BAD
RECRUITM Cost of defending a claim of dismissal without just cause or
excuse, once the employee has been dismissed.
ENT
DECISION
Cost of recruiting a replacement.
Cost of training a replacement.
2.3 RECRUITMENT AND SELECTION
• Definition
• The steps in the recruitment and selection process.
• o Sources of Recruitment (internal/external)
• o Recruitment and selection through online
Advantages and Disadvantages of internal and external recruitment
• Types of Selection Interviews and Tests
• The importance of the contract of employment
Terms to be included in a contract of employment.
Make Conduct Source
• decision to • job analysis • applicants
recruit
The steps
in the Collect Choose Offer
recruitme • information on
applicants
• The most
suitable applicant
• employment
nt process
Hold
• inductions
Process of finding
or attracting
Recruitment suitable applicants
for the employer’s
DEFINITI
open position.
ON Process of choosing
the most suitable
Selection applicants to fill an
available job
opening
STEPS 1: Make decision to recruit
HR Planning is important – to avoid shortage or surplus.
HR department will verify whether there really is a need for new staff. A vacancy caused by employee resigning
or dismissed is not necessarily to be filled. This is opportunity for organization reorganizing and not depend on
labour, employers will have seriously consider mechanizing and automating their operation.
Alternatively, a company may outsource the task, the task will be carried out by existing employees, automated
work or offer overtime
After analyse the situation, if HR department found there is necessary to hire new workers, so proceed to next
step….
STEPS 2: Conduct job analysis
• Analyse, document and re-analysed jobs (regular basis).
• Outcome: Job Specification & Job description.
• Use JS and JD to identify the right person to be hired.
Job descriptions Job Specification
Typical headings include: Typical information included:
• Knowledge, skills and abilities
• Job title, location and grading • Educational qualifications
• Brief explanation on the purpose of the job • Work experience
• List of duties and responsibilities • Physical requirements of the job, if any
• Terms and conditions of employment • Personality requirements, where relevant
• Career path
STEPS 3: Source of Recruitment
Recruitment and selection through
Internal recruitment. External Recruitment
online
• Promotion from within and • Employment agencies and • New method of attracting and
transfer of existing staff. consultants - Executive recruiter selection of candidates by using
(headhunters) modern technologies known as digital
recruiting.
• Help organization to retain the • Campus recruitment - Firm may go to
best and most versatile schools/colleges to conduct interview • Digital recruiting is an application or
workers and reducing the risk human resource software that enable
• Employees Referrals Employees may the human resource department to
of a bad hiring decision post vacant position on multiple
recommend their relatives, friends
etc. to apply for job vacancies forums, use the artificial intelligent
• Promotion from within and (AI) to screen resumes and list
Transfer of existing staff. • Unsolicited applicants relevant candidates to be contacted,
schedule candidate interviews, and
send offer letters.
• Employee Audit or Inventory • The Internet
• Job posting and bidding • List of the recruiting software
• Advertising in mass media includes Oracle Recruiting Cloud,
Talentcloud.ai and iCIMS.
STEPS 3: Source of Recruitment
Advantages
Motivate employee to work hard for promotion.
Reduce recruiting cost.
Facilitates succession planning & career development.
No induction needed as employees already aware of company cultures and policies.
Internal
Recruitment Disadvantages
Demoralize of employee who was not being promoted.
Encourage internal strife for promotions among employees.
Promotion opportunity for the good performers may be denied by their supervisor.
Advantages
New perspective by new employees may improve company’s current practise.
Availability of large number of applicants to be selected.
External experiences & skills posses by the new employees may reduce cost of training required.
Disadvantages
Lower morale of employees to work hard as no opportunities for promotion
External Incur high cost and much time required for recruitment process.
Recruitment New employees need more time to adapt with company’s culture & policies.
May lead to high turnover rate if the employees cannot cope and choose to leave during probation
period.
STEPS 4: Collect information on
applicants
Application • A short written description of your education,
forms/Cover Letter and qualifications, previous jobs, and sometimes also
curriculum vitae (CV) your personal interests, that you send to an
or biodata or resume employer when you are trying to get a job
• Many employers request names, address,
telephone numbers or references for the purpose
Reference checks to verify information and gaining additional
background information of an applicant.
STEPS 4: Collect information on
applicants
- Performance test -shows how much the candidates
have achieved or learned
• Aptitude Tests -whether the candidates are suitable
for the job
• Personality Test -does candidates’ personality suit
with the job
Tests • Intelligence Test -that aims to measure how good
someone is at understanding problems and how to
solve them
• Medical Test- A medical tests enables employers to
recruit workers with qualifications that should
increase efficiency in order to know the healthy
level of selected applicants.
STEPS 4: Collect information on
applicants
• The centre consists of test, exercise and other
activities including social events both formal
and informal.
Assessment • Activities to assessed communication and
language skills, social etiquette, leadership,
center creativity, persuasiveness and ability to handle
stress.
activities • This to determine whether they have the
personality traits needed for the job being
offered.
STEPS 4: Collect information on
applicants
A one-on-one interview consisting of a conversation
between a job applicant and a representative of an
employer which is conducted to assess whether the
applicant should be hired.
Types of job interview:
Interview • Traditional one on one job interview
• Panel interview
• Behavioural interview
• Group interview
• Phone/online Interview
The steps in the recruitment
process…..cont.
Select the most suitable applicant.
STEP 5 • Select the best applicant after screening process.
Offer employment to successful applicant
Inform that applicant through phone or email and provide official offer letter.
STEP 6
Offering a contract of employment
Hold induction once employee report for duty
STEP 7 • induction programmes should also be provided for individuals when they
first enter the organisation (eg: transfer, short course)
Offering a contract of employment
A contract of employment is an agreement whereby an employer agrees to
remunerate an employee for services or work performed and the employee
agrees to work for the employer.
Important of contract of employment
• Minimize disputes
• Ensures employees know what is expected of them
• Shows the benefits entitled
• Minimize inquiries
• Avoid misunderstandings
Terms And Conditions Of
Employment
Terms and conditions Express Term Implied Term
• comply with the • terms agreed to by the • An employee’s obligation to
employment laws, where parties, whether by way of serve the employer with
relevant, oral agreement or in care, faithfulness and
• be clear and easy to writing. obedience.
understand, and • Such as:
• be attractive. The job holder’s occupation • An employer’s obligation to
The wage rates, allowances provide a safe workplace
and overtime rates payable. and to pay the agreed
The working hours wages.
The holiday and paid
annual leave entitlement
Other benefits
SAMPLE
OF
EMPLOYMEN
T CONTRACT
The terms of a contract of
CHANGING employment can only be
THE TERMS changed by mutual consent.
OF AN
EMPLOYME
NT Any unilateral change
CONTRACT amounts to a breach of
contract.
Types of Employment Contract
Indefinite/
Permanent
Duration/
Basis
Fixed-term/
Types of Temporary
Employment
Contract
Full-time
Working
Hours
Part-time
