Recruitment and Training Plan for HR Administrative Assistant - Assignment Example

HCT PROJECT COVER SHEET SIGNED BY RECRUITMENT AND TRAINING PLAN FOR HR ADMINSTRATIVE ASSISTANT JOB ANALYSIS Job analysis for the position of an administrative assistant for a company in Sharjah is as follows: Follow up with the purchase and sales orders Receive the incoming letters and documents and filling them to keep them well arranged in place Contacting with both the customers as well as suppliers In case of shipping of products, he/she would require to take care of the entire shipping procedure. This includes arranging for papers, receipts and associated documents required for the purpose. Managing the office equipments and machines and other utilities as well He/she would also have to support additional administrative duties like maintaining a secure and safe working environment for the employees in the company Maintaining the office efficiencies which includes planning and implementing office systems, layouts or equipment procedures Providing assistance in recruiting, selecting and retaining of candidates in the organization (Virginia.gov, “Skills, knowledge, abilities and tasks”) Job Analysis Template Quality, Preference or skill Required Desirable Notes about why the quality, preference or skill is important to you Initiative (Quality) Responsibility and Independence Goal Oriented Teamwork Communication Skills Problem solving skills Punctuality Administrative Skills Sincerity Influential and Negotiation Skills (Source: Rothman, p.1) JOB DESCRIPTION FOR ADMINISTRATIVE ASSISTANT 1. Provide administration support to the HR Manager to ensure smooth running of local trading operations Activities: Making reports and reports Maintaining files Receiving and sending mails to suppliers and customers Arranging meetings 2. Catering to supplier and customer requirements Activities: Maintaining timely delivery of products from suppliers Keeping records of inflow and outflow of items and commodities Conducting quality checks on products supplied by suppliers Handling complaints or grievances of customers due to delay in delivery or quality aspects Arranging meetings for decision making of critical issues 3. Maintaining office equipments, tools and utilities Activities: Keeping track of equipments and tools requirements Maintaining the records of decisions for purchasing new equipments and tools Ensuring timely payment delivery to equipment providers 4. Assisting in HR activities Activities: Providing support towards HR Managers in searching for right candidates for internal resource requirements Communicating with candidates regarding recruitment issues Conducting initial screening of candidates for the required positions Conducting recruitment procedures Handling documents and other formal procedures during recruitment of candidates (MACA, p.4). PERSON SPECIFICATION FOR THE JOB OF ADMIN’ ASSISTANT The person specification for the position of administrative assistant would be as follows: General Details: Job Title: Administration Assistant Location: Sharjah Accountable to: HR Manager Core Competencies Graduation in any discipline Knowledge of computers (Microsoft Word, Excel and PowerPoint) and internet savvy. Knowledge of office administration and methods of filing systems, example, computer filling and cabinet filling Good communication skills (written, oral and listening skills) Time management skills High level of accuracy and attention to details Analytical and problem solving skills Decision making skills (Bayley, Chambers & Donovan, p.139) RECRUITMENT PLAN SHOWING TWO METHODS OF RECRUITMENT Actions Holding meetings and discussions about the number of candidates required, the recruitment procedures, strategies and budgets, in this case for the position of Administration Assistant. Advertising for the position includes the two modes of advertising, namely; Print advertisements and Advertisement on website portals The associated time scales and costs associated with the two types of advertisements would be as depicted in the following table; Print Advertisement (Newspapers, Magazines) Electronic Advertisement-Website portal (Recruitment portals and Professional Networking sites) Time scale 2 weeks 4 weeks Cost allocated $500 $1000 Print advertisement is primarily chosen for the purpose because it generally has a massive number of viewers and also costs less as compared to other modes of advertising. It is generally read by all people of age groups and is considered to be the best medium for advertising for job vacancies and positions (Jones, p.45). On the other hand, the website portals and other professional networking sites are largely used by the young generation. Thus advertising through the electronic media would be the best possible way of connecting with them. Also there has been upsurge of information technology and use of the internet all across the world. Going by the numerous internet users and expansion of the professional networking sites, the online recruitment portals would serve as a good source for finding the right candidates for employers. It acts the best medium of connection between the employers and job seekers in the market. It provides high potential for finding the right candidate for employers (Schweyer, “Best Practice ROI”). In the print advertisements posted on the newspapers, candidates would be asked to send hard copies of their resumes whereas for the website portals e-mail IDs would be provide where candidates would the soft copies of their resumes. The advertisements posted would mention the following details; Required skills, qualifications and experiences, Job details and Salary range Contact number and Contact person Short listing of candidates from the hard and soft copies of their resumes sent Communicating with the shortlisted candidates about prior education qualifications and experiences and scheduling interviews with them Scheduling tests for the candidates (Technical knowledge, analytical skills and Intelligence Quotient) Scheduling interviews with HR managers and the candidates and communicating with them both Recording performance of candidates in interviews and tests and rating them Holding discussions with HR Manager about selection of candidates according to the ratings Selection of the candidate for the position and communicating the same Conducting formalities, such as collecting qualifications and experience documents, identify proofs, photographs etc. Conducting induction training after selection of the candidate SELECTION PROCESS CHECKLIST INCLUDING INTERVIEWING AND TESTING At the time of selection of the candidate, the employer must prepare a checklist about the various requirements which are to be met. After conducting the selection procedure he must ensure if all the points covered in the checklist is fulfilled. The important of the checklist is to ensure that no points remain uncovered or left out. Determining the exact need or requirement for the new position Thinking innovatively about the work could be done without addition of another employee by the elimination of unnecessary works and re-dividing the existing work amongst other employees in the organization Prioritizing the key requirements, such as the qualifications, characteristics, traits and experiences in case of urgent requirement for the candidate Determining the budget allocated for the purpose for ensuring it does not exceed and financial resources are not wasted During communication with candidates ensuring that requirements are met, for example, Qualifications Skill requirements Technical knowledge requirements Experience Behavior and Attitude After the selection of the candidate it must be ensured that he or she is communicated about the same and the information is sent across to the respective departments All joining formalities and procedures are completed on time (Anderson, p.18) ORIENTATION TRAINING TIMETABLE Agenda Presenter Time Elaboration of the company history, culture, growth prospects, future of employees, prior achievements CEO of the company 2 hours Introduction to the policies and procedures of the company, example, HR policies, employee manuals HR Head of the company 2 hours Providing overview of the various operations of the local trading company Operations Head 1 hour Introduction with other employees in the HR department as well as other departments HR Manager 1 hour Elaboration of job roles, responsibilities, duties of the new employee HR Manager 1 hour (Source: A&A International Education, p.1) APPENDICES Job Analysis Template Job analysis questionnaire Name: Age: Designation: 1. Mention some of the roles, responsibilities and duties involved for the position of administrative assistant 2. What are the soft skills required for the position, example, communication, grievance handling, problem solving, etc. 3. Comment on your experience in communicating with suppliers and customers or acting as an intermediary between them 4. Describe the filling system that you use, example computer filling or cabinet filling? 5. How literate are you in computer works and mention about some of the technical skills that you lack or desire to gather knowledge about? 6. What are the commonly used computer knowledge and handling skills used in your job? 7. How do you communicate or schedule meetings in your organization and describe your experience in planning a meeting or maintaining the calendar 8. How effectively and smoothly can you resolve problems at the workplace? 9. Comment on the need for punctuality for the job conducted by you 10. What is the importance of influential and negotiation skills for your job? (Henderson, p.133) Results of the interview: The main roles and responsibilities included ensuring smooth running of the sales and purchase orders which required constant communication with the customers and suppliers. During the shipping or procurement of products, the administration assistant was especially required to maintain the various documents and receipts and keep them arranged for smooth running of the entire process. Apart from the shipping procedures, their responses also revealed that they were required to maintain office equipments, machineries and tools to ensure their proper and smooth running. The responses especially highlight on the need for strong communication skills for being an intermediary between customers and suppliers. Communication was especially required for handling grievances of customers when products were delivered on time or during quality issues. At the same time communication played a crucial role in dealing with suppliers as well. The results of the interview especially highlighted on the need for computer skills. This includes knowledge of Microsoft Word, Excel, and PowerPoint. Internet knowledge and typing speed were some of the other requirements for the role. Job Description Format (Source: Caruth & Handlogten, p.67) Job Specification Format (Source: Bayley, Chambers & Donovan, p.139) Reference A&A International Education. No Date. A&A New Employee Orientation Training Schedule. October 22, 2011. < http://www.aaliuxue.com/en/operation/2-Sample%20Orientation%20Program-training.pdf>. Anderson, L. Guidebook for recruiting, developing, and retaining transit managers for fixed-route bus and paratransit systems. Transportation Research Board. 2010. Bayley, H., Chambers, R. & Donovan, C. The good mentoring toolkit for healthcare. Radcliffe Publishing. (2004). Caruth, D. L. & Handlogten, G. D. Managing compensation (and understanding it too): a handbook for the perplexed. Greenwood Publishing Group. (2001). Henderson, R. I. Compensation Management in a Knowledge - based World. Pearson Education India. (2009). Jones, S. K. Business-to-Business Internet Marketing: Seven Proven Strategies for Increasing Profits Through Internet Direct Marketing. Maximum Press. 2008. MACA. Knowledge, skills and abilities. 2005. Job Description Administrative Assistant. October 22, 2011. < http://www.maca.gov.nt.ca/school/tools/JD_docs/Administrative%20Assistant%20J.pdf>. Rothman, J. Qualities, Preferences, and Skills Analysis. 2004. Job Analysis Template. October 24, 2011. < http://www.jrothman.com/Templates/JobAnalysisTemplate.pdf>. Virginia.gov. Skills, knowledge, abilities and tasks. Career guide for administrative assistant. October 22, 2011. < http://jobs.virginia.gov/careerguides/AdministrativeAssistant.htm>. Bibliography Brown, J. N. The Complete Guide to Recruitment: A Step-by-Step Approach to Selecting, Assessing and Hiring the Right People. Kogan Page Publishers. (2011). Dyson, M., Bergkamp, G., Johannus, G., Bergkamp, J. & Scanlon, J. Flow: the essentials of environmental flows. IUCN. (2003). Goel, D. Performance Appraisal And Compensation Management: A Modern Approach. PHI Learning Pvt. Ltd. (2008). Pynes, J. Human resources management for public and nonprofit organizations: a strategic approach. John Wiley and Sons. (2008). Smither, J. W. Performance Management: Putting Research Into Action. John Wiley and Sons. (2009). Read More