Job Analysis, Recruitment and Selection Project. Arab Bank in UAE - Essay Example

?Job Analysis, Recruitment and Selection Project Executive Summary Human resource management is a very crucial part of any organization. It is considered to be the backbone of the organization as no organization can function in the absence of well-organized and proficient human resource management. The paper has intended to specify the selection process which has been adopted for the position of secretarial position in the Arab Bank. The selection procedure with the help of the information collected through job analysis has been developed so that the right candidates are selected for the job. For the purpose of conducting job analysis, two methods have been taken into consideration namely, critical incident method and interviewing. Critical incident method is very effective in gaining the required information related to the task. It is task oriented and helps in providing the needed information. Interviewing is a popularly used method and has proved to be effective in the process. Interviewing the candidates has proved to be effective because the information is generated directly from the person. Creating the pool of the candidates is very essential as the candidates need to be aware of the vacancies and the job responsibilities before applying for the job. Advertisement and employee referral methods have been used for this purpose. Among the various means of advertisement, online recruitment has been taken into consideration to increase the efficiency of the recruitment process. Employee referral method is another way of creating the pool of candidates. Here, the existing employees refer to a particular candidate. This is also very effective because it helps in getting the right candidate in less expense. Different measures have been adopted to conduct the selection procedure. The KSAOs (knowledge, skill, abilities as well as the other qualities) analysis is done through the various measures such as tests related to the clerical, the administrative and the organisational ability of the candidates, role play and personal interview. Conclusively, the organisation’s initiatives that can be taken in relation to enhancing the chances of the candidates’ to gain success have also been discussed. Table of Contents Executive Summary 2 Introduction 5 Job Analysis Related To the Secretary of the Bank 6 Methods Used for Conducting Job Analysis 8 Critical Incident Method 8 Interviewing 9 Creating Pool of Candidates for Bank’s Secretary Post 11 Advertising Method 11 Employee Referral Method 12 Measures Adopted for Selection Procedure for the Post of Secretary Position 13 Tests Related To the Clerical Ability of the Candidates 13 Role Play 14 Personal Interview 15 Enhancing the Chances of Candidates’ Success 16 Conclusion 18 References 19 Appendices 21 Questionnaire 21 Arab Bank Advertisement 22 Introduction The paper will study the job analysis, recruitment and selection process of the secretary position in Arab Bank in UAE. This bank has been the part of the banking sector of UAE since 14 July in the year 1930. Abdel Hameed Shoman is the founder of the Arab Bank (Arab Bank UAE, 2011). The bank is oriented to the monetary dealings and is devoted in improving the economical condition of the citizens of UAE. The secretary plays an important role in the organization. The position for the secretary of the bank demands the ability of dealing with certain varied tasks which come by and provide with required support to the senior managers. The job responsibility of the secretary of the banks is to perform administrative duties in order to help the bank to perform better in effective and efficient ways. The paper includes the steps that are followed while performing the job analysis process for the secretary position and the different selection processes which are used for the selection of correct candidate. The study also intends to include the advantages and disadvantages of the methods which are used for the purpose of selection procedure. It will help in analyzing the responsibilities of the position and with the help of which the knowledge, skill, abilities as well as the other qualities (KSAOs) required for this kind of job can be comprehended as well. In this context, the paper will help in analyzing the selection procedure of the secretary with respect to their role played in the organization and their abilities to perform the job. Job Analysis Related To the Secretary of the Bank Job analysis is the systematic process adopted by the organization used to identify activities, tasks and responsibilities related to the job. Job analysis also includes KSAOs related to the job in which working conditions is also taken into account to perform the job (Scribd, 2011). It is considered as one of the important steps used in the development of selection process. Job analysis helps the human resource managers of the organization to select the suitable or appropriate candidate for the job. The main feature of the job analysis is that it helps in identifying the main requirements of the tasks through KSAOs analysis. The person responsible to carry out the job analysis is required to collect job related information for which candidates are to be sorted out. The purposes of the job analysis are to recognize the job descriptions and specifications. It helps in the process of recruitment and selection. It is done for the purpose of job evaluation and helps in job designing. It acts as the support to the human resource manager. The job analysis is conducted by the HR personnel with the intention to collect the following information: Human characteristics: This helps in collecting information related to the job, in this context secretarial job of the bank. It also assists in knowing about the candidates’ personalities and behaviors, such as their communicating skills, deciding abilities, writing skills, convincing abilities and sensing abilities. In this context, the communication skill and the convincing ability are highly taken into consideration as it is very much demanded by the banking secretary job (Bohlander & Snell, 2009). Activities related to job: In this context, the related information to the requirement of the job is taken into account by the human resource manager and related information is collected including how the job should be performed, when the job will be performed and why the job is being performed. The information is collected so that the right candidates can be selected for the job (Bohlander & Snell, 2009). Job related machines, tools and equipments: Information related to tools, machineries or equipments if required are collected in this perspective. The information regarding the job is collected by the management so that the candidate selected do possesses the required knowledge for the better performance of the job (Pearson, 2011). Performance standards: The information related to performance standards are collected so that it becomes easier for the management of the organization to identify the required quality and quantity as necessarily should be delivered by the employee in this context (Bohlander & Snell, 2009). Methods Used for Conducting Job Analysis There are various methods available for conducting job analysis. This is attained through techniques adopted by the organization for conducting interviews, questionnaires and observation (Mondy, 2008). According to the need of the job requirement, the critical incident method and interview method of the job analysis are taken into consideration. Critical Incident Method Critical Incident Method is one of the methods of job analysis which has proved to be very effective in collecting the required information related to the job. In this context, work activities and workers’ behaviors are followed through the observation so that the critical characteristics of the job are ascertained. This method can be used separately i.e. independently or collaborating with other methods of job analysis. The main objective of the critical incident method is to identify the critical duties related to the job as well as the job responsibilities needed to be performed by the candidates. Thus, it becomes very important for the analyst to know the exact requirement of the job, in this case the secretary job, before conducting the critical incident method. This is done with an intention to signify the critical requirement of the task that would lead the performer of the tasks towards successful operation of the job. Therefore, critical incident observation can prove to be effective as it helps in analyzing the exact need of the work which is very important in performing the related job. Information related to the job can be collected by interviewing the employees or even the managers. At times, the organization can also obtain such required information by conducting such activities where employees are asked to perform self reporting statements which are filled by the employees themselves (Pearson, 2011). Interviewing Interviewing the interested candidates can prove to be very helpful in this process. The required information can be gathered with the help of interviewing the interested candidates. This is very beneficial method of gathering information related to job as this directly deals with the interested candidates and can provide with the highly required information. This is usually conducted for the small size of employees. Even the existing employees can be taken into consideration where they can share their personal point of view and experiences related to the job. It is an interactive method and sharing of information is done in direct basis which usually proves to be very beneficial for the organization (Pearson, 2011). In this context, the information related to the requirement of the secretary’s job is gathered through the website of Municipal and Community Affairs where the secretary job specification has been mentioned (Government of the Northwest Territories, 2011). And, even certain related website has been cited for the required information. It is worth mentioning here that available information related to the job requirement is likely to have limitations. For instance, they do not mention the critical areas of job requirements and the information lacked the sources from where the information related to the job requirement were collected and also lacked the explanation related to the data collection procedure. Such information is very essential while performing job analysis process (Pearson, 2011). The drawbacks as recognized can be overcome and structured in accordance with the demands and requirements of the Arab Bank. Therefore, with the intention to gain relevant and adequate information related to secretarial position of the Arab bank, interview method and critical incident method have been brought into practice. The interviewing method is a popularly used method which has proved to be effective in generating information about the related topics. Interview process can be conducted with the managers of the Arab Bank, so that the exact requirements of the job with respect to their expectation can be identified. Secretaries of any organization are entitled with the responsibilities which deal with administrative, clerical and most importantly secretarial support. The job of the secretary is very vital as it provides the support and required information to the managers in order to provide assurance that the services and other jobs are being done efficiently. Interviews are conducted with an intention to ascertain the right person who would be suitable for the job. Well structured interview has proved to be very effective which enables the responsible person to generate information through the questionnaire as prepared accordingly to the need of the job. Then, the answers are recorded for the purpose of future references. It is very helpful to understand the people’s perceptions as the data generated are directly from the interviewee. This can prove to be very helpful in solving any issues which usually come to focus due to the gap of communication (Pearson, 2011). The second method used for the purpose of analyzing the job is critical incident method. As it has been explained above, this method is very helpful in generating the required information related to the job. The employees as well as the employers can be the part of the method and the required information is derived for the usage. The critical areas of attention are highlighted so that the satisfactory result can be obtained. In this case, the interviewer asks the employees to state the job according to them. For instances, while conducting the critical incident method, the interviewer can ask the employee to describe the job according to task related to performing the job, the manner of performance of the job and the usage of required tools and equipments (Pearson, 2011). Creating Pool of Candidates for Bank’s Secretary Post Creating a pool of candidates is the most essential part of the recruitment. As without the availability of candidates, one cannot perform recruitment activity. There are various methods of creating the pool of candidates, such as advertising method and employee referral method. Advertising Method Advertisement is the common and popular method used by the organization with an intention to attract potential candidates. This is one of the convenient and effective methods which can be used for this purpose. Hence, this method has been used for creating the pool of candidates for the position of secretary job. This is a convenient medium of creating awareness about the vacancies available (Mondy, 2008). In this context, the organization can use different methods of advertisement. One of the commonly used ways of advertisement, which has proved to be very effective in terms of creating a pool of candidates, is online advertisement or online recruitment. Now-a-days, everything is getting advanced and computer has become part of everyone’s life. So, to reach more numbers of candidates and create better recruitment opportunity, internet plays a vital part. Online advertisement for recruitment is considered to be a fast, very convenient and effective tool which can be used for the purpose of searching the suitable candidates for the job. Arab Bank can use this tool for creating the pool of candidates for any available vacant position. This has proved to be very effective because this is the medium which provides with the maximum number of candidates from various regions irrespective of the geographical distance. And, along with it, the company too gets highlighted and the service provided gets advertised without incurring extra expenses. Particular website is dedicated for these purposes so that the interested organizations and candidates post for their requirements i.e. organization seeks for candidates and candidates seeks for jobs. Many websites can be found dealing with such activities known as job portals. In this case, jobsindubai.com and naukriglf.com have been considered to post the advertisement related to the job vacancy available, so that larger number of candidates can be reached in minimum consumption of time and money as well. It is a convenient medium of advertisement for both organizations and candidates as the information are available electronically in a fraction of seconds (Business & Legal Reports (Firm) & Business & Legal Reports, Inc., 2007). The advertisement posted would include all the information which is obtained through the job analysis. This will help in informing the candidates about the job responsibility as the advertisement will provide with all the accurate information related to the job and in return the organization is enable to attracting suitable candidates for the job. Here, designing the advertisement needs to be done with proper care as this is a way of attracting the candidates. Creativity plays a major part in designing the advertisement which should be capable of attracting the maximum number of candidates. Arab Bank would use the same advertisement in the job portal sites where the candidates are supposed to submit their CVs through the help of internet (Business & Legal Reports (Firm) & Business & Legal Reports, Inc., 2007). Employee Referral Method Another method used for creating the pool of candidates is the employee referral methods. In this context, employees who are already part of the organization are made aware about the vacancy available through formal or informal means, so that they can suggest their friends or relatives about the vacancy. It is worth mentioning here that Arab Bank can fix certain incentives or rewards for the employees who refer candidates who are suitable and if they get selected or recruited. This can prove to be very effective as the employees already know about the organization as well as the requirement of the job and accordingly they suggest the candidates (Mondy, 2008). Measures Adopted for Selection Procedure for the Post of Secretary Position Various selection measures are used for the purpose of selecting the candidates that fit best in the job as it is used to predict the performance of the candidates for the required job. Selection procedure takes into account the required criterion with the help of which it plays the role of the predictor. For evaluating and assessing the candidates who would be best for the job interviewing, construction of test and information related to the person would stand as the main predictor. Here, test related to the clerical ability of the candidate, personal interview and role play would be the selection procedure used for the selection process for the position of secretary (Cooper & Et. Al., 2003). Tests Related To the Clerical Ability of the Candidates Ability test is done with an intention to calculate the accuracy and speed in terms of processing data as well as to check communication skill. This type of tests are mainly used for the positions of clerk and back office staffs. This test is conducted to calculate the ability of the candidates whether they have the ability of performing the administrative work in given time. Various criteria are taken into account, such as the detail orientation and the skills of organization which are also one of the job responsibilities of secretary job in banks (Cooper & Et. Al., 2003). The advantage of using this test is that it allows the employer to know the candidates’ abilities, such as academic achievements, verbal skills and reasoning abilities. However, this test does have certain drawbacks as well. For instance, this test takes into consideration the previous achievements of the candidates such as academic certificates irrespective of the present personal abilities, which can result in discrimination (Cooper & Et. Al., 2003). Role Play Role play can be considered as the second round of the selection procedure. Here, this is done to evaluate the candidates’ verbal communication skills demanded by the job. In this process, the candidates are asked to talk about themselves, share the information to their colleagues, employers or the participant candidates. Certain situation is allotted to the candidates and they are asked to perform their role accordingly (Goldstein & McGinnis, 1997). The advantage of this process is that it enables the management to know the ability of the candidates in practical context. As the same role is allotted to every candidate, the management can easily ascertain the candidates who have the best ability to deal with the situation. Then again, the deficiency of role play is that if the candidates are rejected on the basis of reaction obtained from role played then it can be a wrong approach as it is not certain whether the given situation will occur in the future or not. Moreover, the candidate might be nervous on the very day but as in the process of the job with few days experience that particular candidate can perform better (Goldstein & McGinnis, 1997). Personal Interview Interview can be considered as the final or third round of the selection process. Those candidates who scored well and made through are summoned for the personal interview. Here, the personal interview can prove to be the best process as it involves the candidates and the employer(s) or interviewer(s). The interaction is done directly so that the information gained is not exaggerated. The required information can be gained appropriately by the employer. The reliability and validity of the candidates can be measured through the direct interaction with the candidates (Cooper & Et. Al., 2003). In this context, the employer can collect the information related to the required abilities about the candidates in direct basis. For instance, the employer can gain the information about his communication skills which is highly demanded for the position (Cooper & Et. Al., 2003). . On the other hand, disadvantage of interview method is that it is not efficient in measuring other abilities of the candidates. For instance, it cannot measure the capability of the candidates to work under pressure and loyalty of the candidates towards the employer (organization) among others (Cooper & Et. Al., 2003). Enhancing the Chances of Candidates’ Success Arab Bank is concerned about the successes of the employees and helps in upgrading their lifestyle. Various ways such as training and development have been implemented to enhance the skills of the human resource of the organization. The training and development department of the organization uses the job description for developing the effective training program so that the employees’ skills can be enhanced accordingly. Job analysis plays a major role in this scenario. As this helps in developing such training programs with respect to the required KSAOs, so that the candidates can develop those KSAOs in the process of the training (Irish Business and Employers Confederation, 2011). The training and development process should be capable of identifying the learning objectives and ascertain the outcomes. The training and development department should select adequate learning theories which are intended to explain the learning behavior of people. Secretary should possess the administrative knowledge which will further help the secretary to demonstrate the organizing skills. The training and development department should pay proper attention to these factors while developing training programs for secretary. The Training and Development Department needs to schedule the time structure accordingly. Theories are developed after intense observation and research, so the implementation of various related theories can prove to be highly beneficial for the employees as it provides them with new knowledge. In this context, this becomes very essential for the management of the Arab Bank to support the training programs as no program can be fruitful and effective without the co-operation from the higher authority. And moreover, even the employees get excited and motivated if the managers and the senior employees are the part of them. This helps in encouraging them to contribute more in the productivity of the organization. Conclusion The job responsibility of the secretary is very critical by nature. They play a very vital role in organizational as well as administrative operations. Secretary is to carry out the various significant responsibilities, for instance, providing clerical and administrative supports to the management in the organization. As it is very well known that the secretary is very important part of the organization so, the selection procedure is done with respect to the required needs. The selection procedure includes various methods to select the right candidate. A very intense analysis of KSAOs is done with an intention to identify the required qualities in the candidates. The selection procedures are so developed that it helps in measuring the qualities and the abilities of the candidates, whether they have all the required KSAOs which are needed for performing the job or not. The characteristics of the selection method need to be reliable by nature. References Arab Bank UAE, 2011. History. About US. [Online] Available at: http://www.arabbank.ae/en/default.aspx [Accessed November 14, 2011]. Bohlander, G. & Snell, S., 2009. Managing Human Resources. Cengage Learning. Business & Legal Reports (Firm) & Business & Legal Reports, Inc., 2007. Win The Recruiting War!: Finding And Hiring Great Employees. Business & Legal Reports, Inc. Cooper, D. & Et. Al., 2003. Recruitment and Selection: A Framework for Success. Cengagen Learning EMEA. Goldstein, A. P. & McGinnis, E., 1997. Skill Streaming the Adolescent: New Strategies and Perspectives for Teaching Pro Social Skills, Volume 1. Research Press. Government of the Northwest Territories, 2011. Job Description. Executive Secretary. [Online] Available at: http://www.maca.gov.nt.ca/school/tools/JD_docs/Executive%20Secretary%20JD.pdf [Accessed November 14, 2011]. Irish Business and Employers Confederation, 2011. Training And Development - It’s Role in Achieving Organisational Success. What Happens If We Invest In Training And Developing Our People And They Leave? What Happens If We Don’t And They Stay? [Online] Available at: http://www.ibec.ie/Sectors/SFA/SFANCEDocLib.nsf/441763b04b0320b68025722e003fb55a/bc12f53469df45728025722e003f060f/$FILE/Training%20and%20Development.pdf [Accessed November 14, 2011]. Mondy, R. W., 2008. Human Resource Management. Pearson Education India. Pearson, 2011. Job Analysis. Recruitment and Placement. [Online] Available at: http://www.prenhall.com/desslertour/chapter3.pdf [Accessed November 14, 2011]. Scribd, 2011. Job Analysis. What is Job Analysis? [Online] Available at: http://www.scribd.com/doc/12687110/Job-Analysis [Accessed November 14, 2011]. Appendices Questionnaire 1. What are the most required skills of the secretary demanded by the Arab Bank? 2. Is communication skill preferred over academic skills for the job of secretary? 3. Is academic background related to finance compulsory to apply for the position of secretary in Arab Bank? 4. How is the recruitment process of Arab Bank i.e. flexible or rigid? 5. Are there any certain criteria set by the bank for the position of the secretary? 6. How many rounds of interview are carried out by the bank? Arab Bank Advertisement Banking sector is developing dynamically in UAE. Arab Bank is a well recognized name in this sector. The vision of the bank is to make every citizen of the nation empowered to fulfill their dreams. Here is the chance for those people who want to be the part of this organization. The bank is looking for professions for the post of Secretary who would be responsible to carry out administrative tasks as a support to the management. Individuals must have good knowledge about the banking sector and proficient communication skill. The Secretary is expected to perform the following responsibilities: Maintain the expense report of the employees- Present the prepared report to the management Set the schedule of the manager Organizing the manager’s travelling preparations (such as, booking the hotel) Organization of meetings and conferences Meeting the clients and the visitors with proper greetings Receive courier on behalf of the manager The applicants are required to be fluent in English and Arabic both verbally as well as in writing. The Arab Bank is a huge brand name and being a part of it can prove to be a rational decision, as the organization pays special attention to its employees. If you think you have all the above qualities. Read More