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Unit 2

Recruitment, Selection and Induction

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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

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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.

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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

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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.

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Continue ..How is Job Analysis carried out?

The most important sources of information are existing workers and supervisors whom carried out the job.

HRD conductInterview, Questionnaires &

Observationto workers and supervisors as for the

purpose to collect sufficient informationabout the job.

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Use Of Job Analysis Information Information collected via Job Analysis:

Recruitment and selection Compensation Performance appraisal Training

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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.

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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

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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.

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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

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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.

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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 emails about vacancy exists, to outline job specification and contact person to apply.

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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, email)

Advertisement in the mass media Through internet

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The Advantages And Disadvantages Of Internal And External Recruitment Methods

Internal Recruitment External Recruitment Advantages1. Employment record of applicant

available2. No induction needed3. Little cost involved4. Employee morale and motivation

increased

Advantages1. Avoids in breeding2. Possible to widen choice of

applicants by having a pool of candidates

Disadvantages1. Filling a vacancy in one

department may lead to a more serious gap in another

2. No suitable candidates may be available

3. Supervisors may be reluctant to release key employee

Disadvantages 1. High cost of recruitment process2. Frustration amongst existing

employees

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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.

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Continue … The sources of information which can be used to

compare applicants and see whether they match the position specification are:

1. Application forms and curriculum vitae (CV)/ biodata / resume

2. Reference check3. Test4. Interviews5. Assessment centre activities

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Continue..The application form

and curriculum vitae

1. Personal details2. Educational

qualifications3. Working experience4. Specific skills5. Interest or

recreational activities

Reference check1. Reference name2. Past employers3. School authorities 4. Security checks

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Continue..Selection Test 1. Performance Test 2. Aptitude test3. Personality test4. Intelligence test5. Medical test

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Continue..Selection Interviews

Planning the Interviews1. The timing2. The venue3. The topics for discussion Conducting the Interviews1. Avoid stress technique2. Establish rapport3. 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.

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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.

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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.

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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.

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Requirement of the Children and Young persons (Employment) ActChildren 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

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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.

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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.

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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.

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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.

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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.

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Details are include1. Job title2. Wages3. Employee handbook4. Listing of all the applicable terms5. Collective agreement & terms of the

contract 6. A clear and well written contract helps to

minimize disputes and ensures employee know what to expected of them.

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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.

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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.

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Main contents of an induction programme

Organizational issuesHistory, stricture, physical layout, product & services, policies & rules

IntroductionsTo supervisor, to trainers, to co workers

Employee benefits and proceduresWages, holidays, rest breaks, benefit

Job dutiesJob location, overview of job relationship to other jobs

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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.

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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.