Recruitment, Selection and Induction CHAPTER 2

Definition Recruitment – is the process of attracting suitable people to apply for job vacancies. Selection – is the process of choosing a suitable applicant to fill an available job vacancy.

Steps involved in the Recruitment and Selection Process Make decision to recruit new employee Conduct job analysis Source for applicants Collect information on applicants Select most suitable applicant Offer employment to successful applicant Hold induction once employee reports for duty

Job Analysis Definition Job analysis is a technique of studying a job to identify the skills, knowledge, experience and other requirements necessary to perform the job

Conducting Job Analysis 2 most important sources of information are: Workers doing the job The supervisor or head of deparment under which the job is carried out. Using interviews, questionnaires and observation.

Job Description The process of preparing job descriptions helps to identify unnecessary tasks, overlapping responsibilities and even the existence of functions for which no one has responsibility.

Job Description A job description is a written profile of a job. Typical headings include: Job title, location and grading Relationships Brief statement on the purpose of the job List of duties and responsibilities Terms and conditions of employment to be given to the job holder Negative aspects of the job.

Job/Person Specifications Definition – describes the profile of a person who should be able to succeed in the job and will guide the recruitment officer to the best candidate.

Job/Person Specifications Job/Person specifications list details of the ideal recruit through: Knowledge, skills and abilities required to do the job Educational qualifications and work experience required Physical requirements of the job, if any Personality requirements, where relevant Career path

The Recruitment Process Attracting Applicants Factors which influence the ability of an organization to attract suitable employees are: The location of the organization The public image of the organization The physical working conditions in the organization The relationships between people in the organization or the psycho-social environment The remuneration package being offered to new recruits The internal policies of the organization

The Recruitment Process Attracting Internal Applicants Offering existing employees the opportunity to change jobs within the organization helps retain the best annd most versatile workers. Employee audit or inventory the HR office can check through employees’ files to identify any potentially suitable people. If these exist, they can be contacted and recommended to join the pool of candidates if they are interested. Job Posting and Bidding required notice on the organizational notice board or on the company intranet stating that a vacancy exist.

The Recruitment Process Attracting external applicants Employment agencies and consultants Campus recruitment exercise Employee referrals Unsolicited applicant files Advertising in the mass media Through the Internet

The Recruitment Process Advantages Internal Recruitment External Recruitment Employment record of applicant available. Thus accurate assessment possible. Avoids inbreeding No induction needed Possible to widen choice of applicants by having a pool of candidates Little or no cost involved Employees’ morale and motivation increased

The Recruitment Process Disadvantages Internal Recruitment External Recruitment Filling a vacancy in one department may lead to a more serious gap in another High cost of recruitment process No suitable candidates may be available Frustration amongst existing employees Supervisors may be reluctant to release key

SELECTION OF NEW RECRUITS After the preliminary stage of sourcing a group of job applicants, information must be collected about each applicant, they must be compared, after which the most suitable applicant will be offered the position.

SELECTION OF NEW RECRUITS The techniques used to determine whether the applicants match the person specification are: Application forms and curriculum vitae (CV)/ biodata/resume Reference checks Tests Interviews Assessment centre activities

Resume example:

Example of Job Application

ISSUES AND PROBLEMS RELATING TO RECRUITMENT AND SELECTION Nepotism Employment of children Hiring older workers Discrimination Employment of foreigners

Nepotism Occurs when officers responsible for recruitment of employees, hire family or friends rather than a more suitable candidate.

Employment of Children Children under 14 can only work as follows: The employment must be in their family’s business The work must be light and suitable to the capacity of the child The working hours must not be more than 6 hours per day The child cannot work between 8.00pm and 7.00am

Employment of Children Young persons aged 14 to 16 years of age can only work as follows: The employment must be suitable to the capacity of the child The working hours must not be more than 7 hours per day The young person cannot work between 8.00pm and 6.00 am.

Employment of Children Children and young persons may benefit by working on a part-time basis or temporarily during school holidays, either to earn some pocket money or to learn about the world of business.

Hiring Older Workers Retirement age Medical costs Benefits packages

Discriminations Employers in Malaysia are free to hire employees who meet their criteria Some employers believe that by employing people from a particular racial, religious or linguistic group, there will be more harmony and cooperation in the workplace. Other employers may have a policy of hiring a range of employees from diverse backgrounds, as they will be better equipped to attract and maintain customers from different groups of society.

Employment of Foreigners In 2008, some 2 million foreign workers are legally employed in Malaysia. Questions arise: how will the employer and his local employees communicate with the foreign workers? What company documents and signage's need to be translated for the benefits of the foreigners?

TERMS TO BE INCLUDED IN A CONTRCT OF EMPLOYMENT The details of the wages, benefits and conditions of employment to which the employees agrees under his contract of emloyment.

REASONS FOR HOLDING AN INDUCTION PROGRAMME An INDUCTION PROGRAMME is a short course to familiarize new employees with the workplace. An induction programme should help to reduce an employee’s stress and provide him or her with a welcome to the organization. Induction is also known as ORIENTATION