Requirements for Assistant Operations Manager in TipTop Bakeries Company - Resume/CV Example

Table of Contents Table of Contents 1 1.0 Introduction 2 2.0 Position Description 2 3.0 Justification for the position 4 4.0 Assessment Criteria 7 5.0 Organizational chart of where the position fits 8 6.0 Additional Requirements required by an Applicant 9 7.0 Interview Plan 11 The interview will consist of the following steps: 11 8. 0 An advertising Strategy 13 9.0 Other Relevant documents required by the organization 14 References 15 1.0 Introduction Recruitment is a fundamental function of the human resource department. This is because the process involves bringing in the human resource into the organization. As argued by Armstrong (2008), employees are the most valuable resource to an organization. This is because it is the people that get things done within the organization. Consequently, if recruitment is poorly done, then the subsequent human resource functions are bound to be negatively affected. With the continued changes in the business environment, there is need for organizations to attract a competent pool poll of workforce in order to effectively attain the outlined objectives of the organization. The human resource department is therefore charged with the responsibility of developing an effective recruitment program, in order to recruit qualified people. This particular report seeks to develop a recruitment program for a new position in Tip top Bakeries Company. The scope of the report will be grounded on presenting procedures involved in key areas of the recruitment process. Recruitment Program for Tip Top Bakeries Job Title: Assistant Operations Manager 2.0 Position Description The Assistant operations manager will be in charge of supporting the attainment of the company’s sales turnover. In addition, he/she will work towards attaining profit targets and timely delivery of products. This will be undertaken by: 1. Managing the functions of the purchasing department, by ascertaining that materials are bought at cost effective prices and are available for the purpose of production when needed. 2. Managing the functions of the inventory and stock control department, by ensuring that products and raw material are receipted, stored, located and transferred precisely. In addition, he /she will be responsible for verify if innovatory is correct. 3. Ascertaining that products are correctly manufactured according to quality standards. Reporting directly to the operations manager, the assistant operations manager will also be in charge of contributing to the realization of the strategic objectives of the business. As a member of the management team, the operations manager will also be in charge of general management functions such as planning, directing and controlling. Working in collaboration with the senior operations manager, the position also involves direct management of duties such programming, production, stock control and personnel management. Key Responsibilities: Supervise overall planning, financial management and systems control Develop the operational system, policies and processes that support the mission of the organization Manage the productivity and effectiveness of support service Assist in managing daily operations and the use of human and material resources Direct, plan and coordinate field operations Guarantee operations and production excellence Responsibility by function Production Ensuring that the department of production has adequate time to manufacture and also deliver products according to the requirements of the customer Planning & scheduling of workload Monitor, set and review workload schedules Manage schedule requirements/customer orders Deploy a day-to-day prioritized work schedule in order to attain the set deadlines Production Control Review and monitor the progress of production against the outlined target deadlines, in order to facilitate timely delivery. Organizational Effectiveness Offer consulting services on issues related to business growth Enhance the efficiency and effectiveness of support services through the improvement of other functions such as Finance, Human Resource and the management of information technology Facilitate communication and coordination between the various functions Organizational Leadership As a member of the management team, the assistant operation manager will work towards contributing to the long-term and short term organizational strategies and plans. Human resource policies and procedures to be followed As highlighted by the HR policy manual, information on job description should include: the title of the position, qualifications for the job and the key responsibilities of the employee. The human resource department has to undertake an analysis of the job description to verify the content and clarity. The human resource department should maintain a copy of the job description document. 3.0 Justification for the position A major justification for the assistant operations manager position is that; the operations manager currently requires the assistance of an individual who can support the functions of the operations department. Based on the fact that the bread manufacturing market has become very competitive, there is need for the business to be more proactive to the market, in order to satisfy the demands of the customers. As a result, filling in the position of an assistant operations manager will therefore be beneficial in terms of assisting the operations manager to improve the functions of the department in order to effectively meet market demands. The assist operations manager will also be beneficial in terms of reducing the workload of the operations manager and thus enhancing efficiency in production operations. With the help of an assistant, Tip top bakeries operations manager will have adequate time to concentrate on the general management of the department and also in dealing with key issue. The position of an assistant operations manager is also significant to the operations department. This is because it will strengthen the department’s capability to manufacture and also deliver products within the required timelines. The position will also be beneficial to the strategic objectives of the business. Tip top bakeries has a strategic plan to improve its product quality. Furthermore, the company also has an objective of increasing the level of production. Consequently, the incumbent will offer consulting services on issues related to business growth and quality production, this will be useful in attaining the outlined objectives. The position will also impact positively on the financial status of the business. This is based on the fact that if production is increased due to the contribution of the assistant operations manager, the business is bound to increase the level of profitability. The position will not be very costly for the organization based on the fact that the estimated annual salary plus the benefits will be approximately $100,000 which is quite affordable for the business. Also, from the findings of the job analysis, what is evident is that the general manager of Tip top bakeries urgently requires the assistance of an individual with solid operations management and analytic skills. The individual should also be able to perform a wide range of professional and supervisory work. Also based on the findings of the job analysis, the HR department was able to identify the significance of the position to the operations department and the strategic objectives of the business. Human resource policies and procedures to be followed As stipulated by the company’s HR policy, before the development of any new position by the HR department, it vital to conduct a job analysis. This is because conducting a job analysis is significant in justifying the need for the existence of a particular position. As a result, in order to justify the position of the assistant operations manager, a systematic investigation of the operations department should be undertaken. After conducting an in-depth job analysis, the HR department should justify the need for the creation of a new position. Tip top bakeries human resource policy stipulates that any new position that is to be created within any particular department, should precisely reflect the nature of the required skills. Moreover, the department should outline the responsibilities of the position and the business requirements at that particular period. 4.0 Personal specification Required attributes, skills and competencies Excellent communication skills both written and verbal Commitment to the mission of the organization Ability to debate and challenge issue that are significant to the organization Effective delegation skills Demonstrate commitment to high ethnical and professional standards within a diversified working environment Ability to manager people Committed to getting tasks done and collaborates with employees and other mangers effectively Ability to evaluate issue using various view points Effective problem solving and critical thinking Good organizing and planning skills Ability to demonstrate vision and leadership in managing teams and major projects undertaken by the organization Experience At least 5 years of experience in Operations Management At least 4 years of Financial Management experience in a well established organization Solid work experience and background in Finance 2 or more years of bookkeeping experience Experience in oversight and Budget development Knowledge Familiarity with government contracts and the implementation of best practice in operations management Knowledge of compliance and tax related issues Educational Qualifications A degree in business management : Finance and strategic management option A graduation Diploma from a business Institution. Human resource policies and procedures to be followed The HR policy manual of the business mandates that discriminatory tendencies should not be applied when it comes outlining the personal specifications of applicants. As postulated by the Australian equal opportunity and workplace antidiscrimination Acts (1995), the recruitment of employees should not be done on the basis of discriminatory tendencies such as; color, disability, religion, race, sex, marital status and age. 4.0 Assessment Criteria The assessment criteria used to select a suitable candidate will be grounded on a variety of assessment methods. The combination of the various methods of assessment is effective in measuring the ability of the candidates to handle various components of the role. In addition, the combination of different assessment methods will provide a comprehensive picture of the performance of the interviewees in different situations. The methods will also reveal how the candidates can implement brief instructions, how they can deliver short deadlines and interact with others. In general all the assessments will directly evaluate the ability of the candidates against the existing criteria stipulated by the specifications of the job. As proposed by the company’s human resource policy, the organization should at all times recruit the best employees for any particular position. For the position of an assistant operations manager the recommended assessment approach includes the adoption of a combination of various types of assessment methods. The assessment methods include; Interviewing Presentations Tests Eligibility to Work: this includes the verification of legal working requirements that one should have in order to work in the country Requirements of the Assessment Criteria The assessment should be in line with the necessary requirements of the position It should be relevant and up to date The HR manager should analyze whether any indirect discrimination and bias exist in the assessment criteria Human resource policies and procedures to be followed Applications for the position will be assessed solely on grounds of the applicant’s qualification, abilities and skills. This will verify if the applicant is able to undertake the outlined responsibilities for the position. Discriminatory tendencies should not be applied in the assessment criteria The Assessment Making Key Areas Assessed Total marks Marks attained by the candidate Communication Skills : Verbal reasoning and Verbal skill 10 Objective judgment 10 Numeric reasoning 10 Numeric reasoning 10 Sociability 10 People service 10 Decisiveness 10 Technical skills 10 Financial skills 10 Independence 10 5.0 Organizational chart of where the position fits The position of an assist operations manager will be fitted within the junior management level, as indicated by the above organizational chart. Human resource policies and procedures to be followed Before fitting in a position within the organizational structure, a job analysis must be undertaken. In addition consultations with the manager of the department should also be done. 6.0 Additional Requirements required by an Applicant Age Requirement Although it appears discriminatory to give age specifications for the applicants, the aspect of age is a significant factor to consider in the new position of an assistant operations manager. The recommended age for the position must be between 28-48 years old. This is because younger applicants below the age 28 will not possess the gravitas that is required in influencing and persuading the workforce. In addition if the applicants are older than 48 years will not also be in touch or be knowledgeable with the recent thinking in operations management. As a result, the applicants must be between the ages of 28-48 years. Criminal record clearances A background check on the criminal records of an applicant will also be significant. This will enable the recruitment committee to undertake an informed assessment of the suitability of the applicant to the position. In addition a criminal record clearance will enhance trust between the selected applicant and the management of the organization. Medical examination report Every applicant for the operations assistant position is obligated to go through a medical examination. This is to ascertain that no medical complications can arise and affect the selected applicants’ capability to fulfill his/her stipulated responsibilities. In essence, operations management is a day to day activity, as a result, the assistant operations manager is supposed to be a healthy individual. Citizenship Requirement In case an applicant is an expatriate, they will be required to meet citizenship requirements. This includes having valid registration documents. On the other hand, if the applicant has not acquired citizenship he/she should have a temporary waiver. Human resource policies and procedures to be followed The human resource department should not recruit people with questionable qualities. According to the HR policy, people with criminal records should not be considered for any position. The HR department should always verify if an applicant has a criminal record. This applies specifically to offences that entail features of dishonesty. 7.0 Interview Plan The interview will consist of the following steps: 1. Greeting the candidate Greeting the candidate is significant in enabling the applicant to feel free and at ease during the interview process. In addition it also initiates positive communication between the candidate and the interviewing committee. The greeting process will also involve: Asking Pre- interview questions such as: The interviewees’ name Where they come from What they currently do How they got to learn about the position There general career interests 2. Give the candidate a summary of the objectives of the Interview Providing an overview of the objectives of the interview will involve: A brief summary of the applicants’ previous experiences/jobs Asking questions in order to acquire specific information concerning the position and the business Answering the candidates questions concerning the position and the business Taking note of key issues that emerge 3. Describing the Job Describing the job is significant in helping the candidate to understand what type of person the organization requires in order to fill the existing position. In addition it will enable the applicant be aware of the responsibility that come along with this particular position. 4. Asking questions When asking the interview questions the following aspects should be considered: Applicants should be given an opportunity to demonstrate what they are able to offer to the business Preparation of questions should be undertaken in advance Consistency and fairness should be applied in the questions Emphasis should be put on the requirements of the job as opposed to stereotype views or assumptions The selection committee is authorized to question the applicants if they can meet the requirements of the job People with disability can be asked if they need any sort of adjustment to the functions of the position The interviewee should be given time to express his/her views. The interviewer should clarify and rephrase questions where necessary Assumptions should not be made concerning the ability of the applicant to perform the task Irrelevant and invasive questions should not be asked to the interviewee for instance questions like do you anticipate having a family? The HR department should keep a record of the questions and answers given by the applicants. 5. Closing the interview The applicant can be asked whether he/has is thinking of any other relevant information that can be of important to the position. Closing the interview also involves: Reviewing notes Asking the applicant any additional questions Giving information concerning the position and the organization Explain to the applicant the subsequent step in the process of selection Thanking the applicant for being part of the interview Human resource policies and procedures to be followed Interview questions should at all times be verified by the entire interview committee In the development of interview questions, confidential and private questions should not be asked. In every recruitment practice the HR unit is supposed to organize formal interviews. Only applicants with good attributes and with credentials that fit the job descriptions should be shortlisted for interviews. 8. 0 An advertising Strategy Advertisements in Tip top bakeries have frequently been undertaken through the use of newspaper adverts. However in order to attract a larger pool of qualified applicants, the HR department will also make use of the internet as an effective strategy. Also the advertisement strategy will not solely be based on the use of the media. An additional approach is the use of employee recommendations. The HR department will first of all inquire from the current or existing employees if they can provide recommendations for a suitable candidate. For instance Hacker, (2011) highlights that Nike one of the leading shoe manufacturing company’s uses the strategy of recommendation from the existing staff. This particular strategy has enabled the organization to attract competent and qualified staff. According to Hacker, (2011) Nike also found the strategy to be cost effective and also an appealing approach of adverting. As a result, Tip top bakeries will combine the use of the media and recommendations from the staff, when advertising for the position. Human resource policies and procedures to be followed According to the HR code of practice, the organization should provide equal employment opportunities for all employees. As a result the organization has to advertise any existing vacancy both externally and also internally. All job advertisements have to precisely reflect the components of the job description and the personal specification of the applicant. Once the advertisement is concluded, it should be sent to the human resource department for the purpose of review and publication. 9.0 Other Relevant documents required by the organization Letter From referees: This is to verify the applicant credentials; in addition the letter will provide evidence of whether the applicant is genuinely entitled to apply for the position. Personal identification records: This include: an identity card, passport and work permits in the event that an applicant is an immigrant The consultations that took place Consultation concerning the recruitment process took place between the operations manager and the Human resource department. The operations manager is required to provide the specifications of the person required and the description of position. Human resource policies and procedures to be followed Consultations have to be made before initiation of any recruitment process. 10.0 Conclusion The program presented above will facilitate the effective integration of a competent staff in order to occupy the position of an assistant operations manager. As a result the HR department of Tip top bakeries should implement the program as outlined. References Armstrong, M. Strategic Human Resource Management: A Guide to Action, Kogan Page Publishers. 2008. Hacker, C. Recruiting and Retaining "Generation Y and X" Employees, International Business Consultants , 2011. Read More