Chapter 14: Recruitment, Training, and human resources The work of the Human Resources department

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1 Chapter 14: Recruitment, Training, and human resurces The wrk f the Human Resurces department We all knw that recruitment and selectin is ne f the tasks that the HR department fulfills. The ther tasks will be discussed belw: Recruitment and selectin: Invlves selecting and attracting the best wrkers. Wages and salaries: Must be enugh t mtivate r attract wrkers. Industrial relatins: There must be effective cmmunicatin between departments. Training prgrammes: Must meet the training needs f emplyees and accmplish business bjectives. Health and safety: Must d things accrding t the law. Redundancy and dismissal: Must bey all laws when firing wrkers. Recruitment and selectin Wrkers are needed when a business starts up, expands r an existing emplyeeleaves. Businesses use the recruitment prcess t successfully emply the right peple. This prcess is usually undertaken by the HR department, but in small business, HR departments d nt exist since the businesses emply t little wrkers fr it t be f much use. Here is a diagram summarising the recruitment prcess: 1. Vacancy arises. 2. A jb analysis is dne, which identifies the respnsibilities and tasks f the jb. 3. A jb descriptin lists that respnsibilities and tasks t the candidates wh apply fr the psitin. 4. A jb specificatin utlines the required qualificatins, expertise andexperience a candidate needs s that they can be accepted. 5. The jb is advertised in the apprpriate media. (e.g. newspapers) 6. Candidates fill ut applicatin frms, which are shrt-listed s that nly the best candidates remain. 7. Interviews are held with remaining candidates, and the nes suitable fr the jb are selected.

2 8. Vacancy filled. The recruitment prcess Jb analysis and descriptin: When a new emplyee is needed, a jb analysis needs t be taken t identify the tasks and respnsibilities f the psitin. This shuld be easy fr a jb that needs replacement, but nt s much fr a jb that has just been created. Once all the details f the jb has been gathered, a jb descriptin needs t be drawn up. This jb descriptin has several functins: Given t candidates s they will knw what the jb will invlve. Allws a jb specificatin t be drawn up which will state therequirements fr the jb. Shws whether an emplyee carries ut the jb effectively r nt. It helps slve disputes between emplyees and emplyers abut wages, wrking hurs, etc. The jb descriptin fr any business will usually cntain: The title f the jb. The department ne will wrk in. Wh will be in charge f the jb-hlder. Wh the jb-hlder will be in charge fr. The purpse f the jb (jb summary). The main duties f the jb. Jb descriptin smetimes cntain infrmatin abut: The cnditins f emplyment wrking hurs, wages, pensin schemes. Training that will be ffered. Opprtunities f prmtin. Jb specificatin After the jb descriptin has been drawn up, the qualificatins fr the jb can be identified. They usually include: The level f educatinal qualificatins. The amunt and type f experience.

3 Special skills, talents r knwledge. Persnal characteristics. (e.g. type f persnality) Advertising the vacancy The next stage is n hw t get peple t knw that yu have a jb t be filled. Internal recruitment The vacancy can be filled by an emplyee already in the business. It might be suitable fr emplyees seeking prmtin. Prs f internal recruitment: Saves time and mney. The candidates' reliability, ability and ptential are already knwn. The candidates knw the expectatins and rules f the cmpany. Mtivates ther emplyees t wrk harder t get prmted t. Cns f internal recruitment N new ideas r experience cme int the business. May create jealusy and rivalry between existing emplyees. External recruitment Mst vacancies are filled with external recruitment, which always invlves advertising the vacancy. Here are sme suitable media f advertising: Lcal newspaper: Usually fr ffice and manual wrkers. These peple are plenty since the jb des nt require t much skill. Natinal newspaper: Used t find wrkers fr senir psitins that requires a lt f skills. It can be read by peple anywhere in the cuntry r verseas. Specialist magazines: Used fr particular technical specialists such as physicists. Can be used t hire peple in the hme cuntry r abrad. Recruitment agencies: Keeps details f qualified peple, and will send the suitable applicants t interviews when a business asks fr a wrker. Many businesses prefer t use recruitment agencies t find them wrkers because it is easier. Hwever, it is expensive since their fee is based n a percentage f the wrkers pay. Gvernment jb centres: Place where businesses can advertise their vacancies. These vacancies are usually fr unskilled r semi-skilledwrkers.

4 Pssible effects f gvernment legislatin n the recruitment prcess Many gvernments pass laws t create equal emplyee pprtunities. They state that all emplyees shuld be treated equally in the wrk place and receive the same salary fr ding the same jb. Peple f any sex and peple with disabilities are treated equally. Therefre, businesses need t be careful when advertising and treating their emplyees because they culd beprsecuted and fined. Jb advertisement This is what a business needs t decide when drawing up an advertisement: What shuld be included. Jb descriptin Jb specificatin Where the ad will be placed. (depends n jb) Advertising budget. (depends n jb) Applicatins frms and CVs/résumés When a persn applies fr a jb, he will have t fill ut an applicatin frm, r write an applicatin letter with a CV enclsed. CVs are descriptins abut ne's qualificatins and skills in a set frmat. Businesses will use applicatin frms and CVs t see whether an applicant match the jb specificatins r nt. The clsest matching applicants are invited tinterviews in the selectin stage. A shrt-list is drawn up. These are what CVs shuld cntain: Name Address Telephne Number Date f Birth Natinality Educatin and qualificatins

5 Wrk experience Psitins f respnsibility Interests Names and addresses f references. The letter f applicatin shuld cntain briefly: Why the applicant wants the jb. Why the applicant feels he/she wuld be suitable. Applicant frms ask fr the same infrmatin as the applicatin letter and CV, but may ask fr ther types f infrmatin. Interviews Applicants wh are invited t interviews will have prvided the names and addresses f their references. These peple can give their pinins n the reliability, hnesty and skills f the applicants and they will be likely t tell the truth because the applicants will nt knw what they have said. Interviews are the mst ppular frm f selectin. Hwever, interviews are nt always the mst reliable prcess f selectin. They aim t find ut these things: The applicant's ability t d the jb. Persnal qualities that are advantageus and disadvantageus. General characteristics whether they can "fit in"? These are the likely questins in an interview: Why have yu applied fr the jb? What d yu knw abut this cmpany? What qualities d yu have t ffer the cmpany? What ambitins d yu have? What are yur hbbies and interests? D yu have any questins t ask us? Interviews can be ne-t-ne, tw-t-ne, r a panel f peple t interview peple which is used t select peple fr imprtant jbs. Sme businesses include tests in their selectin. Skill tests: T test the skills f the candidates.

6 Aptitude tests: T test hw easily candidates can be trained/learn new things. Persnality tests: T test fr peple wh have specific persnal qualities which will fit int jbs e.g. that has a lt f stress; requires yu t wrk with a team. Grup situatin tests: T test hw well applicants wrk with ther peple. Rejecting unsuccessful applicants When applicants fail t get the jb, they shuld be infrmed and thanked fr applying. Training Training is ften needed t d achieve the needs listed belw. These needs can be lngterm r shrt-term. Intrduce a new prcess r equipment. Imprve efficiency. Decrease supervisin needed. Imprve the pprtunity fr internal prmtin. Decrease the chance f accidents Emplyees shuld knw the benefits f training fr them t take it seriusly. Here are sme bjectives f training: Increase skills. Increase knwledge. Change attitude, raise awareness. There are three main types f training: Inductin training: Intrducing a new emplyee t their business/management/c-wrkers/facilities. Lasts ne t several days. On-the-jb training: Emplyees are trained by watching prfessinals d a jb. Only suitable fr unskilled and semi-skilled jbs.

7 Cuts travel csts. The trainee may d sme wrk. The trainer's prductiveness is decreased because he has t shw things t the trainee. The trainer's bad habits can be passed t the trainee. Off-the-jb training: Wrkers g t anther place fr training (e.g. schl). Methds are varied and usually mre cmplex. Usually classrm training. Emplyees still wrk during the day. Emplyees can learn many skills. Wrkfrce planning A business will need t frecast the type and number f emplyees needed in the future. This depends n the firm's grwth and bjectives. The frecast can be dne by: Finding ut the skills f all current emplyees. Cunting ut peple wh are leaving sn (e.g. retirement). Talk t staff abut wh wuld want t retrain fr new jbs. Prvide a recruitment plan. (hw many new staff are needed, and hw they shuld be recruited, internal r external) Dismissal and Redundancy There are sme situatins when businesses need t reduce the number f emplyees they have. This can be dne in tw ways: Dismissal: A wrker is fired fr unsatisfactry wrk r behaviur. Fault f the emplyee. Redundancy: Emplyees are n lnger needed. Nt the fault f the emplyee.

8 Sme reasns are: A business is clsing dwn a factry. A business wants t cut csts by reducing the number f emplyees. A business has merged/taken ver anther and there are t many staff in certain departments. New machinery replaces wrkers. Emplyees are given sme mney t cmpensate fr their lst jb. The mney is ften negtiated with trade unins. Sme gvernment have laws that makes businesses pay fr their wrkers this way. If nly sme emplyees are t be made redundant, trade unins will agree with the fairest way t see wh ges. These terms are negtiated with the HR department. Smetimes there will be vluntary redundancyby members. Older wrkers. There may be sme wh wants t leave because they have ther ideas.