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BSBHRM506 Manage recruitment selection and induction processes

Learner Instructions 1

(Develop recruitment and selection processes)

Performance objective

You will demonstrate your ability to develop recruitment and selection policies and procedures in accordance with organisational plans.

Assessment description

You will analyse the case study included in this task and develop a set of recruitment and selection policies and procedures. You will present your policies and procedures to Senior Management (your assessor) for approval and consultation, conduct trialling of processes, train a new Manager (your assessor) on processes, and answer a set of 6 written questions.

Procedure

  1. Review the following case study information:

Case study

Healthcare United is a healthcare provider and currently employs 1,500 Healthcare professionals with two sites in Victoria and NSW. They recently developed a new strategic plan that involves opening another office in Hobart. Part of their HR plan is to employ 500 workers in three stages.

  1. Read the 2016 Healthcare United Recruitment and Selection Policy.
  2. Analyse the 2000 Healthcare United Recruitment and Selection policy and procedures comparing key areas for each procedure against the current 2016 Healthcare United Recruitment and Selection Policy and relevant legislation.
  3. Identify key areas for each procedure that need revising because they are:
    • contrary to 2016 policy
    • outdated compared to current research and practice  do not comply with current legislation.
  4. Research recruitment and selection processes best practice.
  5. Develop a recruitment and selection policy and set of procedures, including checklists, that complies with organisational, legal and policy requirements. Develop procedures for:
    1. vacant position analysis
    2. position descriptions
    3. advertisements and promotion
    4. shortlisting
    5. interview preparation
    6. interviewing applicants
    7. reference checks
    8. job offer

Ensure you consider and include provisions for:

  • external reference checks
  • offers of employment (including advice about salary, terms and conditions, probation).
  1. Develop a draft communications plan for the organisation using suitable media and including managers and other staff who need to be informed of new policy and procedures.
  2. Arrange a time and place to meet with your assessor (who will play the role of a Senior Manager) to:
    1. Present policies and procedures
    2. Obtain support (use active listening and impress the Senior Manager with your use of HR/ business terminology)
    3. Consult on suitability of the policy and procedures for the business
    4. Discuss ways of using technology to improve efficiency and effectiveness of recruitment and selection processes.
    5. Consult on process for calculating salaries and benefits
    6. Discuss communications
    7. Arrange for trialling of processes
    8. Arrange for training of others

Note that the meeting should take no longer than 15 minutes.

  1. Conduct a policy and procedure training session for a new Manager (played by your assessor). The training session should be on the new policy and procedure that you developed for Healthcare United and include all aspects of the policy, including:
    1. vacant position analysis
    2. position descriptions
    3. advertisements and promotion
    4. shortlisting
    5. interview preparation
    6. interviewing applicants
    7. reference checks
    8. job offers
    9. external reference checks
    10. offers of employment (including advice about salary, terms and conditions, probation).

Note that the training session should take no longer than 15 minutes.

  1. Answer the following questions and record your answers on a document for submission to your assessor:
    1. describe recruitment and selection methods, including assessment centres
    2. explain the concept of outsourcing
    3. describe the purpose of employee contracts and industrial relations
    4. summarise relevant legislation, regulations, standards and codes of practice that may affect recruitment, selection and induction
    5. explain why terms and conditions of employment are an important aspect of recruitment
    6. explain the relevance of psychometric and skills testing programs to recruitment.
  2. Submit documentation as outlined in the specifications below and within agreed timelines.

Specifications

You must:

  • Participate in two role-plays:
    • Consult with Senior Manager (played by your assessor) o Policy and procedure training with new Manager (played by your assessor)
  • Submit:
    • A recruitment and selection policy and set of procedures o A communications plan o A training evaluation form (completed by the new Manager i.e. your assessor)
    • A document with answers to the 6 questions in the task

Your assessor will be looking for:

  • Writing skills to develop policies and procedures using appropriate conventions
  • Oral communication skills to consult effectively with others in a simulated business environment. Use questioning and active listening. Use appropriate business terminology
  • Numeracy skills to calculate salary and benefits
  • Planning skills to develop logical processes
  • Work skills to operate effectively within a constraints set by business strategy and objectives, policy, and the external legislative requirements

Healthcare United 2016 Recruitment and Selection Policy

Healthcare United aims to be the number one provider of Healthcare professionals in Australia.

Healthcare United is an organisation that currently employs 1500 Healthcare professionals with two sites, in Victoria and NSW and seeks to expand its operations and open another office in Hobart. As an organisation our vision is to provide:

  • the best qualified and trained human resources available for clients
  • up-to-date technology in all services for both clients and staff
  • innovative best practices and procedures from both inside and outside the organisation
  • best facilities and procedures in a competitive environment.

To address the future needs of the organisation, Healthcare United aims to recruit a further 500 of the best possible healthcare professionals available, in three stages, over the next five years.

Key tenets of our recruitment and selection policy are:

  • managers will assume major responsibility for the recruitment and selection of staff, the training of required personnel and supporting documentation
  • HR department will support managers in this role
  • timeframe for recruitment and selection will be two to three weeks maximum
  • position analysis will be conducted on all vacant or new positions
  • all vacant and new positions will be advertised internally and externally for ten working days unless special exemptions apply and be advertised online and in leading national newspapers
  • special exemptions to internal recruitment must be approved by the general manager
  • all interviews must be conducted by a trained selection panel
  • selection of staff is subject to reference checks conducted by the manager Healthcare United is an equal opportunity employer.

Healthcare United 2000 Recruitment and Selection policy and procedures

Policy statement:

Healthcare United is an organisation that seeks to employ the best possible healthcare professionals. It is an equal opportunity employer.

Purpose:

The purpose of the recruitment and selection process is to ensure that Healthcare United has the best possible human resources available to effectively provide its service.

The Healthcare United recruitment and selection process has been developed in line with organisational strategies, relevant legislation and best practice recruitment.

Recruitment and selection process

The recruitment and selection process involves the following procedures:

  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.

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.

  1. Completed ‘permission to recruit form’ to be approved by senior management.
  2. 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

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

  1. 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
  1. interview assessment forms for interviewers
  2. use checklist for documentation.
  1. 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.

  1. 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.

Training evaluation form

(To be completed by the new Manager i.e. your Assessor)

Training title:

Date:

Trainer:

Position being trained:

Task description

Satisfactory

Not Yet Satisfactory

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2

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4

5

Method of delivery (please circle):

  1. presentation e.g. lecture
  2. workshop e.g. classroom
  3. one-to-one instruction
  4. other (please specify).

Rate the training:

unsatisfactory à satisfactory

Was sufficient time allowed for session?

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5

Were there adequate resources?

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5

Was method of delivery engaging?

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5

Was instruction clear?

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5

Was sufficient time allowed for discussion?

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5

Were supporting documents useful?

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5

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