Healthcare United - Recruitment and Selection Processes - Example

Report on recruitment and selection processes Contents Contents Executive Summary 2 Introduction 3 Analysis 4 Vacant position analysis 4 Position description 6 Advertisement 7 Shortlist 8 Interview preparation 9 Interview applicant 11 Reference check 12 Job offer 13 Conclusion 15 Recommendations 16 Reference 16 Executive Summary The study is about Healthcare United and its set of recruitment and selection guidelines. Healthcare United over the years has set its mark in the industry through delivering exceptional healthcare professionals. In this particular study there is an analysis conducted on both guidelines set forth by Healthcare United. There are two specific guidelines which were framed by Healthcare United for recruitment and selection procedure stated as 2000 and 2010 guidelines. In guidelines of 2000 the procedure was analyzed from a different aspect with certain key personnel who had a direct association with the overall process. However the trend is completely different in 2010 guidelines as instead of HR department responsibility was given to managers of respective department. In this entire study along with outlining differentiating factors, all the common factors present in both the guidelines has also been highlighted. This has helped to further analyze the common factors which will make such guidelines effective for future and in new business expansion. Apart from drawing a comparison between both the guidelines this study even encompass certain recommendations for guidelines of 2000. It can be stated that these guidelines could have been better if more attention was given to reducing extended time frame and encouraging managers more for active involvement in the process. There are certain loopholes in previous guidelines which have been effectively incorporated in present guidelines. This entire study is focused towards highlighting all those functions in respective procedures of recruitment and selection which can facilitate selection of best candidates for expanded business. Introduction Healthcare United is a provider of healthcare professionals and in the present scenario has an employee base of 1500 operating in both sites NSW and Victoria. This organization is focused towards business expansion and is planning to set up a new office in Hobart. Healthcare United has recently framed a policy known as 2010 Healthcare United Recruitment and Selection guidelines which have certain modified policies in relation to 2000 Recruitment and Selection guidelines. This report will highlight the major contrasting points between both the policies. There are certain procedures which would be analyzed in order to identify the areas which differs in both the guidelines and will even encompass certain guidelines for 2000 Healthcare United Recruitment and Selection guidelines. These procedures will comprise of vacant position analysis, position description, advertisement, shortlist, interview preparation, reference check, interview applicant and job offer. All of these procedures are vital components of overall recruitment and selection process. However these procedures will be thoroughly analyzed on basis of certain factors such as time frames, personnel, documentation, training and support, and monitoring and evaluation. Healthcare United, an Australia based organization, through its wide scale of operations has proved to be the largest provider for healthcare professionals. The purpose of such recruitment and selection process is to hire the best individuals in the team who can provide the best services. Both the policies of the organization are designed in accordance with organizational strategies, high quality recruitment practices and relevant legislation. However there are certain differences in the specified policies which will be highlighted through this report. Analysis Vacant position analysis Time frames The time frame for vacant position in Healthcare United 2000 guidelines was approximately two to three days. In this time frame it is analyzed well by HR department and manager whether position been vacant needs to be filled or not. On the other hand in 2010 guidelines the estimated time frame was maximum two days. Personnel In recruitment and selection guidelines of 2000 the personnel involved in analysis of vacant position is manager of respective department and the HR department. This procedure is similar in 2010 guidelines since even in this framework managers are required to provide an analysis report in relation to importance of filling vacant position (Aswathappa, 2012). Further analysis and required steps are taken by the HR department. Documentation In 2010 guidelines, managers are the ones who are solely responsible for documentation, recruitment and training process. However in guidelines of 2000 managers possessed responsibility for completing the form of recruit permission. Further documentation was done by HR managers which were then passed onto senior management for final approval. Training and support The 2000 recruitment and selection guidelines state that training and support are major activities that should be undertaken by the HR department. In these guidelines once permission is granted by top management then HR heads should design training module for new recruits. However in 2010 guidelines managers are wholly responsible for training respective personnel. Monitoring and evaluation In 2010 and 2000 recruitment and selection guidelines of Healthcare United, monitoring and evaluation procedure is conducted by the top authority in collaboration with HR department. Continuous evaluation is done so as to ensure that best individuals are recruited and are provided necessary training to maintain the service quality of Healthcare United. Position description Time frames The Healthcare United 2000 guidelines state that timeframe for procedure such as position description is three to five days. In this time period necessary description related to vacant position is developed and finalized. On the other hand in 2010 guidelines this time frame has been reduced to three days so as to save time and make faster decision in terms of recruitment and selection (Boxall and Purcell, 2003). Personnel In 2010 guidelines, managers play the major role in framing description about vacant job. HR department only provides required support to these managers. On the other hand in guidelines of 2000 such description was designed by the HR department and top management was responsible for signing the final job description. Documentation The entire documentation as per guidelines of 2000 was supposed to be completed by HR department with minimum intervention of managers. There is standard template maintained by HR department for such documentation. On the contrary in 2010 guidelines, documentation is major responsibility of managers which is later forwarded to HR department for thorough analysis. Training and support In relation to vacant position description there is no such training and support which will be incorporated in this particular procedure. However in both the guidelines managers and HR department take up the major roles to design require training and provide necessary support. Monitoring and evaluation As per 2010 guidelines, monitor and evaluation on position description is performed by the managers. This is because they are the ones who are responsible for designing the overall description. On the other hand guidelines of 2010 states that such function was performed by the top management and HR department. Advertisement Time frames According to 2000 recruitment and selection guidelines all the vacant positions will be advertised internally as well as externally for a time frame of twenty to twenty five working days. However in 2010 guidelines, this time frame has been reduced to ten working days. This time frame remains the same unless there is any such advertisement to be given in leading newspaper or online. Personnel In Healthcare United 2000 guidelines, key personnel involved in advertisement procedure were members of HR department. They were responsible for creating the newsletter as well as sending it to publications or external print media. On the other hand in 2010 guidelines, managers are responsible for designing as well as publishing such newsletters. Documentation According to 2010 guidelines, the overall documentation regarding advertisement of recruitment and selection process will be done by managers. The top management possesses the right to sign the documentation before it is been implemented. In guidelines of 2000, documentation was done by HR department and they were responsible to finalize on this particular function. Training and support Training and support is a vital part of this procedure and different methods are incorporated in both guidelines. In 2010 guidelines required training is provided to managers for designing such newsletters. On the other hand, in 2000 guidelines there were no such training program but required support was provided by top management. Monitoring and evaluation In 2000 as well as 2010 Healthcare United guidelines, monitoring and evaluation function of advertisement procedure was conducted by topmost authority of the organization. The reason behind management participating in procedure of recruitment and selection is only to ensure that accuracy of the procedure is well maintained by personnel. Shortlist Time frames The time frame for short listing candidates was five days as stated in Healthcare United 2000 guidelines. This was the minimum time required to select best candidates internally or externally. However in 2010 guidelines, the time frame for such procedure is three days maximum so as to ensure faster decision making. Personnel In guidelines of 2000, administration staff was responsible for collecting resumes and then passing it on to HR department. The HR managers will perform the final short listing of candidates as per the guidelines. On the other hand in 2010 guidelines, managers will decided on which candidates to be shortlisted. Documentation Healthcare United 2010 guidelines state that managers possess the responsibility to prepare documentation related to short listing candidates from internal and external applicants. In guidelines of 2000, HR department does all the documentation and even direct administration staffs to send letters to all those external applicants who have not been shortlisted (Wilton, 2010). Training and support There is no such training associated with this procedure in both the guidelines. However support is needed for the entire procedure. In 2010 guidelines, the required support is provided by HR manager and in guidelines of 2000, HR department gained support from top management of the organization. Monitoring and evaluation Monitoring and evaluation as per guidelines of 2000 was done by top management along with certain contribution by the HR department. However in 2010 guidelines monitoring and evaluation procedure is conducted by managers of Healthcare United but to some extent required guidance for the procedure is provided by HR department. Interview preparation Time frames The time frame for interview preparation is one to two days in context of guidelines of 2000. Within these two days interview panel is selected and necessary questions are framed to conduct the interview. As per 2010 guidelines, time frame for such procedure is maximum two days in which entire procedure is designed by key personnel. Personnel In Healthcare United 2000 guidelines key personnel involved in the procedure was a panel comprised of two HR personnel and department representatives. On the other hand in 2010 guidelines, there is a trained selection panel for the procedure (Leopold, Harris and Watson, 2005). They perform the function under guidance of departmental managers. Documentation Documentation as per 2010 guidelines is done by the selection panel in context of preparing interview questions and designing the entire process. This documentation will further be verified by managers. However the entire documentation as per guidelines of 2000 was done by HR personnel. They were responsible for preparing interview documentation and communicating it to interview panel. Training and support In both the guidelines of Healthcare United, training and support is essential so as to appropriately conduct interview process. Interview panel are provided required training by HR department and managers so as to ensure proper decision is taken in terms of selecting individuals. Monitoring and evaluation As per 2010 guidelines, monitoring and evaluation of the interview preparation procedure is executed by managers of respective department which is later forwarded to HR department for further verification. On the contrary in guidelines of 2000, Chairperson of HR department was responsible for the overall monitoring and evaluation function of the procedure. Interview applicant Time frames In both situations whether Healthcare United 2000 or 2010 guidelines, time frame for conducting interviews is approximately one to two days. This time frame can be extended depending on the total applicants present for interview. However in 2010 guidelines maximum two days is kept for scheduling interviews so as to make the entire process faster. Personnel According to Healthcare United 2000 guidelines, Chairperson of HR department and a panel comprising of department representatives and HR personnel are responsible for conducting the procedure. On the contrary, in 2010 guidelines, managers and a trained selection panel possess responsibility for designing the overall interview process. Documentation In 2000 guidelines, the selected panel possesses responsibility for completing assessment and documentation of the procedure. This is in turn is forwarded to senior management for verification. However in 2010 guidelines, documentation is done by managers as well as selected panel. This helps to prepare more accurate documentation which would enable faster selection of candidates. Training and support Training and support as per 2010 guidelines in relation to interview process is conducted by managers in collaboration with HR department. On the other hand, guidelines of 2000 stated that required training and support will be provided by Chairperson of HR department and top management. Monitoring and evaluation Monitoring and evaluation in both scenarios that is in 2000 guidelines or 2010 guidelines is performed under the guidance of senior management of the organization. In 2010 guidelines, this function is majorly performed by managers of respective department but in guidelines of 2000, monitoring and evaluation is done by selected panel of HR personnel and department’s staff member. Reference check Time frames Reference checks as per 2000 guidelines had a specific time frame of one to two days. In case of 2010 guidelines, similar time frame is set for reference check in context of both internal and external applicants. This time frame is subjected to change depending on the total number of applicants present for scheduled interviews. Personnel The personnel involved in reference checks as per guidelines of 2000 were members of HR department. All the required information about candidates was collected by these personnel that were later discussed with other members of the panel. On the other hand such reference checks in 2010 guidelines are supposed to be performed by managers. Documentation The entire documentation as per 2010 guidelines will be done by selected interview panel along with required support from the managers. There is no such intervention made by HR department but in case of Recruitment and Selection guidelines of 2000, documentation is solely made by the HR department. Training and support In 2000 as well as 2010 Healthcare United guidelines training and support is an essential component in reference checks. This function is executed by HR managers so that proper reference checks is done by those personnel who are involved in the procedure. There is a standard training module designed by HR department for such procedure. Monitoring and evaluation Monitoring and evaluation is a function which is necessary to be executed so as to analyze the overall effectiveness of the procedure. According to guidelines of 2000 this particular function was performed by the selected panel members as they are the ones who conducted the entire procedure. On the other hand, in 2010 guidelines, managers are responsible for monitoring and evaluating the reference checks performed by trained panel members. Job offer Time frames Job offer is usually dispatched immediately after reference checks and there is a specific time frame for the procedure which differs in both the guidelines. In 2010 guidelines, time frame for job offer is three days maximum but in case of guidelines of 2000 this time frame was one to five days. Personnel Managers of the respective department are held responsible for performing the overall procedure and framing the necessary conditions of the contract as per 2010 guidelines (Bamberger and Meshoulam, 2000). However managers were not given so much importance in guidelines of 2000 and job offer was designed by HR department which was later posted by staff members of administration. Documentation According to Healthcare United guidelines of 2000, the total documentation for the process was done by HR department that would involve collecting required details of selected applicants and framing conditions for the job contract. In 201o guidelines, documentation is done by managers of respective department who are actively involved in recruitment process. Training and support Training as per 2010 guidelines is not an essential component for such procedure as managers are previously trained on such procedures. However required support is extended to the managers by HR department of the organization. In guidelines of 2000 there was no such training module implemented for this procedure but support was provided by the senior management of the system. Monitoring and evaluation As per guidelines of 2000, monitoring and evaluation of this specific procedure was the responsibility of HR department and senior management. This was done so as to ensure that best candidates were hired for delivering quality service. On the other hand, in 2010 guidelines this function is executed by managers of the organization. Conclusion As per the above analysis it can be stated that Healthcare United has designed their recruitment and selection guidelines in such a manner that best candidates can be recruited in the team. The major focus of this organization is to deliver superior quality healthcare professionals across the globe. This analysis was conducted so as to determine the modifications which were made in 2010 guidelines in comparison to 2000 guidelines. The major aim of the study was to analyze difference between both the guidelines and identify that recruitment and selection guidelines which is most appropriate for the new business expansion of Healthcare United. On basis of the analysis, 2010 guidelines is so designed by the organization that the overall recruitment and selection procedure takes minimum time possible. This in turn helps to make faster decision related to conducting interviews, preparing documentation and selecting candidates for vacant position. In guidelines of 2000, the time frame for different procedures involved in recruitment and selection is more and this delays the entire process. This factor is kept into consideration while designing the guidelines of 2010. Time frames are kept as small as possible in 2010 guidelines of recruitment and selection so that more time can be devoted towards training and development of recruited individuals. The other functions such documentation, training and support, and monitoring and evaluation has even been modified to a great extent so as to enhance the procedure. There is even a noticeable change observed in both the guidelines as previously HR department and senior management was responsible for the entire process but in present guidelines all duties are performed by mangers of the organization. Recommendations There are certain factors which could have been incorporated in 2000 recruitment and selection guidelines so as to make it more effective. Firstly the time frame which was selected for every procedure was length this in turn delayed the entire process. It is recommended that time frame for the recruitment and selection process should be of two weeks. A faster procedure would enable management to take better decisions and allocate time towards training and analyzing performance of new recruits. The second recommended approach is to involve managers more in the process. HR department needs to work in collaboration with the managers so that quicker decisions can be framed and best candidates can be recruited. Managers will be able to provide required information related to necessary skills and talents required for filling up the vacant position. On the other hand if managers are involved in the process then workload on HR department and senior management can be reduced. The third recommended approach for guidelines of 2000 is to prepare more specific documentation for every process so that it can be properly scrutinized by top authority of the organization. This would help in identifying any form of errors which has occurred in a particular process. On the other hand in these guidelines there should be more précised job roles and HR department should actively participate with department’s managers in order to design job specification or contract conditions. Reference Aswathappa, K., 2012. International HRM. New Delhi: Tata McGraw-Hill Education. Bamberger, P. and Meshoulam, I., 2000. Human Resource Management Strategy. Thousand Oaks, CA: Sage. Boxall, P. and Purcell, J., 2003. Strategy and Human Resource Management. Basingstoke: Plagrave. Leopold, J., Harris, L. and Watson, T., 2005. The Strategic Managing of Human Resources. Harlow: Prentice-Hall. Wilton, N., 2010. An Introduction to Human Resource Management. Great Britain: SAGE. Read More