Human Resources Receptionist - Essay Example

?Running head: Human Resources Receptionist Human Resources Receptionist Insert Insert Insert 7 February, Human Resources Receptionist Recruitment Plan Job Vacancy: Human Resource Receptionist (1) The human resource management is crucial in any organization. All the workers of the organization shall have a service of the department. In fact, it is the pillar behind the achievements of company objectives (Mahesh n.d, p1) Applications are invited from qualified candidates to fill the position of a Human Resource Receptionist. This is a very sensitive position in the human Resource department and the successful candidate will perform the various clerical and receptionist duties. The application is required within a short period following the untimely demise of our receptionist. The successful candidate will take on the job in the beginning of March 2011. Duties of a Human Resource Receptionist The following shall be the duties to be performed by the successful candidate. Alterations and additions on the tasks to be performed may occur depending on the circumstances that will arise in the course of the operations. Greets and directs the visitors or receives calls and direct the calls to the right individuals in the department of Human Resource. He/she delivers he received messages to the right destinations Attends to the visitors and the public and answers their questions or provide whatever information they could need. The receptionist also has the responsibility of scheduling meeting places, arrange for appointments, and confirm the appointment dates. Explains to the employees within a department the policies within that particular department. Ensures that information is delivered to all the staff in the human resource department. Performs secretarial duties like typing letters, report, internal memos, data entry, and retrieves the information in the databases within the organization. Creating and maintaining the database within the organization. Operating and maintaining the office equipments like photocopier and fax machine. Performing any other task that may be assigned to the receptionist by the Human Resource Manager. Qualifications of human resource receptionist The position for the Human Resource Receptionist requires the following minimum qualifications. Skills and work experience. The candidate should have a good understanding of the principles of handling the public in a manner that creates a rapport with the public. He/she should be able to demonstrate the office etiquette when handling the visitors. He/she should have excellent communication skills including both written and spoken English. Knowledge of additional language like French or German is preferred. He/she should be able to understand the given instructions. The candidate should be conversant with the operation of standard office equipments alongside the knowledge of the routine practices in an office environment. The candidate should have knowledge of basic computer application packages like Word, Excel, Access, Outlook, PowerPoint, and Internet Explorer. He/she should be conversant with the various divisions in the Human Resource department, and the policies that are applicable in every such division. The position requires a minimum of three years experience in a busy organization, two of which should be in the same capacity. Education Diploma in Secretarial Studies or its equivalent from a recognized institution is required. A bachelors or master degree will be desirable. A post-graduate diploma in Human Resource management is also a plus. Other desired qualification. A demonstrated ability to type at least 40 words per minute will be required. A good general body conditions is also necessary as the duty may often entail lifting relatively heavy loads like boxes containing files or equipment. This is a permanent and pension able job with the incumbent working for about 8 hours per day for five days in a week. The candidates who meet the above minimum qualifications should submit their cover letter, C.V including three referees, day telephone contact, the current and expected salary to the Human Resource Manager online using the address hrm@hrrecptionist.com to be received not later than 11.59 a.m. on February 18, 2011. Candidates who do not meet the minimum qualifications should not apply and any application received later than the above date and time shall not be considered. Only the short-listed candidates shall be contacted for an interview, and this shall be on or before February 25, 2011. The successful candidate will report on duty on March 1, 2011. SELECTION PROCEDURE The selection process is very crucial since the right candidate needs to be chosen from among the numerous applications that have been received. Care needs to be taken to avoid any kind of discrimination in conducting the exercise, as this will build on the reputation of the organization among the public (Hausknecht, Day & Thomas 2004, p4). The process should strictly follow the pre-laid specifications. The first step is to discard all the applications that have been received after the agreed date. Even though a potential candidate could be locked out by such a move, it is the initial step of ensuring justice. It also shows the ability of the candidates to meet short deadlines. Then all the applications need to be scrutinized to confirm the minimum qualifications that were stated. Those applications that do not meet any of the essential qualifications need to be discarded. If the remaining number is manageable, say 10, they should be called for an interview. If the number is still large and we only have one position, then the recruiting officer(s) should use additional criteria to eliminate the less capable candidates. Those knowledge and skills that were stated as additional advantage need to be considered at this stage. Having obtained a manageable, the candidates should be taken through a series of tests including aptitude tests, oral interviews, and medical tests. The aptitude test will test the suitability of candidate for the job. It tests how first the candidates can make a decision from a mixture of options since the test will contain several challenging problems in mathematics, English and those that test the general knowledge. It tests the numerical and analytical skills in the candidates. It also tests the candidate’s ability in written English. Some five candidates will have to be eliminated at this stage. The remaining candidates shall proceed to oral test. The oral tests will reveal the personality in the candidates. Every candidate shall appear before a panel who will first verify the document. The candidates will then be administered with a series of questions related to the job like their qualifications that make them feel they are the best candidate to fill the position. The candidate will be asked on his/her position on being subjected to a medical test. The expected salary should also be asked at this point. The candidates who shall have passed oral interview successfully shall be taken for a medical test. The position had been described as occasionally involving some duties like lifting heavy loads and sitting or standing for a long period. Physical fitness and good health should thus be tested. It is hoped that only one candidate reaches and passes this final stage. If more than one candidate passes the test, the recruiting panel can restructure the tests on them. Other considerations like gender or minority group may be considered in relation to the current human resource composition at the organization. In case there is a tie between a female and male candidate, the panel may settle on the female candidate owing to the difference on the employment rates between men and women that are witnessed in the world. References Arvey, R. and Murphy, K. (1998). Performance evaluation in work setting. Annual review of Psychology, Vol.49. Retrieved February 7, 2011, from http://www.questia.com/googleScholar.qst;jsessionid=5F86A790F207E99D14E78DA1BC3F5D31.inst3_2b?docId=5001362737. Hausknecht, J., Day, D., and Thomas, S. (2004). Applicant’s reaction to Selection Procedures: An updated Model and a Meta-analysis. Cornell University ILRI School. Retrieved February 7, 2011, from http://digitalcommons.ilr.cornell.edu/cgi/viewcontent.cgi?article=1126&context=articles Mahesh, V. (N.d). Effective Human Resources Management: Key to Excellence in Service Organization Retrieved on February 7, 2011, from http://www.vikalpa.com/pdf/articles/1988/1988_oct_dec_9_15.pdf. Read More