1. Recruitment, Selection and Induction
Unit 2
Recruitment, Selection and Induction

2. Sub Topics Introduction Job Analysis The Recruitment Process
The Selection process
Issues and problems relating to recruitment and selection
Making job offer
Induction of new employees

3. Introduction
Recruitment is the process of attracting suitable people to apply for job vacancies.
Selection involves choosing the most suitable candidate from amongst a group of applicants.
Failure to hire the right people may results in high levels of turnover, large numbers of workers being dismissed, increased training costs and a number of other problems.

4. Steps Involved In The Recruitment And Selection Process
Make Decision To Recruit New Employees
Conduct Job Analysis
Source For Applicants
Collect Information On Applicants
Select Most Suitable Applicant
Offer Employment To Successful Applicants
Hold Induction Once Employee Report For Duty

5. Job Analysis
Job Analysis is a technique of studying a job to identify the skills, knowledge, experience and other requirement to perform the job.
A proactive human resource department will ensure all jobs in the organization have been analysed and documented and are re analysed on regular basis.

6. Interview, Questionnaires & Observation
Continue ..
How is Job Analysis carried out?
The most important sources of information are existing workers and supervisors whom carried out the job.
HRD conduct
Interview, Questionnaires & Observation
to workers and supervisors as for the
purpose to collect sufficient information
about the job.

7. Use Of Job Analysis Information
Information collected via Job Analysis:
Recruitment and selection
Compensation
Performance appraisal
Training

8. Continue ..
Data collections process will be writing of a job description and a person specification.
If a new job is to be introduced, the head of department should have a clear idea of what assignments will constitute the job.

9. Continue ..
A Job Description ought to describe with accuracy the daily duties of the job holder.
A Job Description is a written profile of a job
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

10. Continue ..
A Person Specification; to develop a picture of the sort of person who could best fill the position.
Describe the type of person who fits the job and will guide the recruitment officer to the best candidates.

11. Continue .. Knowledge, skills and abilities required
Educational qualifications and work experience
Physical requirement of the job
Personality requirements
Career path
Oral communication
Problem solving
Written communication skills
Leadership
Flexibility
Self direction
Creative thinking
Vision
The ability to manage conflict
External awareness
Team work

12. The Recruitment Process
Human resource manager at this stage of the recruitment and selection process is to attract a group of applicants.
Internal Applicants; offering existing employees the opportunity to change jobs within the organization helps retain the best and most versatile workers.

13. Continue … How to attract Internal Applicants?
Employee Audit or Inventory; large company can browse through existing employee files which to identify any potential suitable candidates.
Job Posting and bidding; to be notice on notice board or on company internet / company s about vacancy exists, to outline job specification and contact person to apply.

14. External Applicants; employer can recruit workers from outside market.
How to attract External Applicants?
Employee agencies
Campus recruitment exercises
Employee referrals
Unsolicited applicant files (by phone, fax, )
Advertisement in the mass media
Through internet

15. The Advantages And Disadvantages Of Internal And External Recruitment Methods
Internal Recruitment
External Recruitment
Advantages
Employment record of applicant available
No induction needed
Little cost involved
Employee morale and motivation increased
Avoids in breeding
Possible to widen choice of applicants by having a pool of candidates
Disadvantages
Filling a vacancy in one department may lead to a more serious gap in another
No suitable candidates may be available
Supervisors may be reluctant to release key employee
High cost of recruitment process
Frustration amongst existing employees

16. The Selection Process
Selection is the process of choosing the most suitable candidate from a group of applicants, for an available vacancy.
Collection of each candidates must be carefully assessed and compared.

17. Continue …
The sources of information which can be used to compare applicants and see whether they match the position specification are:
Application forms and curriculum vitae (CV)/ biodata / resume
Reference check
Test
Interviews
Assessment centre activities

18. Continue.. The application form and curriculum vitae Personal details
Educational qualifications
Working experience
Specific skills
Interest or recreational activities
Reference check
Reference name
Past employers
School authorities
Security checks

19. Continue.. Selection Test Performance Test Aptitude test
Personality test
Intelligence test
Medical test

20. Continue.. Selection Interviews After Interview
Planning the Interviews
The timing
The venue
The topics for discussion
Conducting the Interviews
Avoid stress technique
Establish rapport
Ask the right questions
After Interview
The recruitment officer will need to compare the applicants based on information collected and make his final choice of candidates.
The top list will be offered the job and remainder will keep aside in case the preferred applicants declines the job offer.

21. Continue.. Assessment Centre Activities
Many organizations designed to assess employees promotability for the purpose of selection of suitable candidates to fill job vacancy.
They conduct activities and exercises as the purpose to observe the best candidates for the job offer.
Test the communication skills, social etiquette, leadership, creativity, persuasiveness, ability to and stress.

22. Issues And Problems Relating To Recruitment And Selection
Nepotism is the hiring of family members or close friends to fill vacancies in an organization.
Employment of children. Child labour is and abhorrent practice, not recommended in any circumstances.

23. Malaysian Act
It is legal to employ children and young persons under the age of 18 in Malaysia, although this practice is severely restricted.
Employers can only offer certain types of jobs to children and young persons and the hours of their employment are limited.

24. Requirement of the Children and Young persons (Employment) Act
Children under 15 can only work as follows
The employment must be in their family business
The work must be light and suitable to the capacity of the child
Working hours less than 6
The child cannot work between 8.00pm to 6am
Young person aged 15 to 18 years of age can only work as follows
The employment must be suitable to the capacity of the young person
The working hours must be not than 7 hours
Young person cannot work between 8.00pm to 6.00am

25. Continue … Hiring older workers
Malaysian believes that older workers are more expensive than younger employee.
Contract basis one year or two years
The reasons why they want to work because for money, meaningful and valuable work to do, mental stimulation and physically fit.

26. Continue … Discrimination in recruitment and selection
Companies believe that hiring a diverse workforce is an aspect of social responsibility which help them become an employer of their choice.
Common unfairness relate to the gender, age, religion or race of a job applicants.

27. Continue … Employment of foreigners
Malaysian employers are permitted to hire foreigners only in specified industries and only from countries approved by the authorities.
Namely from Indonesia, Bangladesh, Nepal, Myanmar and Vietnam.
There severe penalties imposed on employers who employ illegal workers.

28. Making Job Offer
Prepare a letter of offer and should not be delayed to forestall the best candidates from being offered a job elsewhere.
Sending formal letter to the successful candidates is of course necessary.
To inform rejected candidates as well.

29. Continue .. The Contract of Employment
An employee accepts an offer of employment from an employer, a contact of employment also know as contract of service
In a contract of employment, the employer agrees to remunerate the employee for services or work performed and the employee agrees to work for the employer.

30. Details are include
Job title
Wages
Employee handbook
Listing of all the applicable terms
Collective agreement & terms of the contract
A clear and well written contract helps to minimize disputes and ensures employee know what to expected of them.

31. Types of Employment Contract
Can be set period of time or as fixed term contract
Contract which case completion of the job will signify the end of the contract
An indefinite period where employee chooses to leave the company or he reaches pre agreed retirement age.
Part time or full time.

32. Induction of new Employees
An induction or orientation programme as soon as they join the organization. The induction is the process by which the new recruit is familiarized with the working environment.
The purpose of induction are to prevent new recruits feels anxious, fears, inability to concentrate, unrealistic expectation and shock.

33. Main contents of an induction programme
Organizational issues
History, stricture, physical layout, product & services, policies & rules
Introductions
To supervisor, to trainers, to co workers
Employee benefits and procedures
Wages, holidays, rest breaks, benefit
Job duties
Job location, overview of job relationship to other jobs

34. Summary
The recruitment and selection process must be carried out carefully in order to ensure organizations have the right employees with the right skills, attitude and knowledge.
Human resource planning aims to avoid crisis situation whereby the organization has too many workers or has insufficient workers to achieve its objectives.

35. Job analysis is a basic human resource function essential to recruitment and selection and useful in other function as well.
Job description can be attracted to apply for vacant positions by advertising the job in the media, website, agencies and etc.
Once the new employee reports for duty, he or she must undergo an induction programme.