Managing Recruitment, Induction and Selection Process - Assignment Example

Manage Recruitment, Induction & Selection Process Student’s Name College Manage Recruitment, Induction & Selection Processes Person Specification Template Position: Legal Assistance and Receptionist of Administration Qualification: Six months of diploma or similar Experience: At least 1 year of work hands on experience in a legal environment Skills 1. Communication skills. Potential candidate should be fluent in both spoken and written English 2. Coordinating skills. Potential candidate should be able to coordinate the clients with the company’s staff effectively 3. The potential should have good public relations skills Job Analysis The Process Legal Eagles Australia will undertake to Ensure there is a True Need for this Role in the Business and Accurate Information can be provided to the Applicants about the Role: 1. Confirmation from the Legal Assistance and Receptionist’s department that the position be declared vacant 2. Reviewing the importance of the role in the business 3. Scrutinising the duties and responsibilities of the vacant position 4. Investigating thoroughly whether the leaving employee is leaving temporarily or permanently 5. Seeking authority from senior management to fill the current vacant position and proceed with either internal or external advertising or both. Record Keeping Any individual involved with handling information about applicants shall follow the below procedures in that they are in-line with the Privacy Act: 1. Only collecting information that will be needed. In this scenario, the individuals handling applicants’ information will be gathering the kind of personal information that the organisation will be requiring (Koontz, 2009). 2. Individuals handling personal information shall also inform applicants how their gathered personal information will be handled. Additionally, the applicants will be told how the information is planned to be used. 3. The individuals handling applicants’ information will only use it for a specific purpose. As such, the organization would use the applicants’ collected information for primary purpose of filling the vacant position. 5. The individuals handling applicants’ information will be required to think ahead of revealing the applicants’ personal information. In this case, individuals handling personal information would be required according to the Privacy Act to reveal applicants’ information only in certain circumstances (Koontz, 2009). Therefore, individuals from Legal Eagles Australia handling applicants’ information will be required to receive permission from them the moment they will desire to reveal their private information for different reasons from the ones of collecting that information. 6. Individuals handling applicants’ information will only give information if asked by the applicants (Koontz, 2009). However, the individuals offering information will consider: being as frank as possible though offering applicants access to their private information within the manner that they will demand, the moment that access to information will be denied, a valid reason will be given to the applicant as fast as will be possible and applicants will be offered information even if decided to be withheld by the organisation under the Freedom of Information Act (FOI). 7. Individuals handling applicants’ information will be required to keep it secure. In this scenario, applicants’ personal information will be kept secure and safe from unauthorised modifications, access or revelation as well as against loss and misuse. Securing of information will include ensuring sufficient IT security, like, installing firewalls, anti-virus scanners and cookie removers on the IT system, keeping files of hard copy in suitably protected cabinets. 8. Individuals handling applicants’ information will only be required to keep or retain the information that will be required. As such, unwanted information will be destroyed; unwanted files disposed off in dust bins and electronic records will be deleted so that it will never be recovered. 9. The individuals handling applicants’ information will be required to keep it precise and updated (Koontz, 2009). As such, the individuals will be required to take sensible steps of keeping the applicants’ personal information they will be holding as current. Thus, that will require amending records to mirror alterations and ensure both electronic files and hard copies are rationalized. 10. Legal Eagles Australia will appoint the manager (Perkins) to be responsible for the applicants’ information privacy. The appointed manager will be in charge of putting in place a complaint handling procedure, promoting Privacy Act adherence and employee training programs. 11. If any of the responsible individuals of handling applicants’ information breaches any of those procedures, which will be dependent on the situations, it will be considered as misbehaviour or substandard performance of their functions and might cause action being taken against them according to the provisions established by Legal Eagles agreement or employment contract. Identification and Description of 2 Other Sections I Believe are missing in the Current Recruitment and Selection Policy The first section that is missing is recruitment timetable. In this case, the following should be considered in setting the time table for the recruitment 1. Closing date of the vacancy. In this case, the advertisement will clearly state the final date and time of applicants’ submission of their applications to the company’s provided email address or post office address 2. The advertising cost. The costs of advertising will be met by the recruitment budget towards an external web/media advert. 3. Vacancy timeline. In this scenario, realistic timescales will be established for each and every stage. Other consideration in this will be panel members’ availability and chosen times for the fresh recruit to start employment. The other missing section in the current recruitment and selection is the appointment making. The following will be made when making the appointment: 1. In case verbal offer will be made to the selected applicant, it will made only by the selection panels’ chair (manager), though he will possess the discretion of delegating that responsibility if he will feel right 2. A written employment offer will be made by the selection panel following receiving of a pay recommendation from the selection panel’s Chair in accordance to the approved service standards. The employment offer will be subject to agreeable references as well as medical consent and any other appropriate checks. Induction Policy Template Purpose of the policy The purpose of Legal Eagles Australia’s induction policy is setting out the company’s devotion to welcoming its new employees, and outlining the goals of employees’ induction together with the tasks of involved parties in the process of induction. The person responsible for carrying out the induction is the manager, in this case, Perkins. This is because the manager is the immediate supervisor of the Legal Assistance and Receptionist administration recruit. When Induction should Take Place As a matter of fact, induction should begin as soon as the new recruit joins the organization. This should go on for three months when job evaluation of the three months would be done to determine whether it should continue or stop or even whether the selected employee is inappropriate for the job. Induction Process Administration Person or department for training setting up payroll administration -- Payroll manager, office manager Setting up computer and software access passwords - Supervisor Training - Supervisor Software training - IT manager Workplace Health Safety - Insurance manager Business Culture, values and principles - General manager Role-Specific training - Supervisor Communication skills training - Communication manager Record keeping training - Procurement manager Presentation skills - Communication manager Documents and Information that New Employee Receive During their Induction (First Week of Employment with Legal Eagles Australia): Job description card: gives the duties and responsibilities of the job Identification card/Security pass: for verifying that the staff works at Legal Eagle and shows it at the company’s security entrance when entering or leaving the company. Induction checklist: offers a guide to comprehensive and logical procedure as well as record of staff induction. Health and Safety card: offers identification of health and safety representative/contact Employee handbook: offers an explanation of rights, and duties of an employee among others Communication of Legal Eagles Australia’s Policies and Procedures to Staff’s Induction Process I will communicate to the responsible staff of carrying out induction by practically demonstrating with the new employee on how to work effectively, like, making telephone calls whereby I will tell them to follow suit. How to Find out whether or not Legal Eagle Australia’s Induction Process and Procedures has been successful I will first check from the induction check-list whether all the activities have been completed. Then, I will tell the new employee to make a telephone call to another company where I will see how she would go about it and make my conclusions of the process. Reference Koontz, L, D. (2009). Privacy: Agencies should ensure that designated key officials have oversight over key functions. Washington DC, Diane Publishing. Read More