The Appointment Role and How It Fits in HR Plan - Essay Example

Name: Tutor: Title: Employment Case Study Institution: Date due: Introduction The employment appointment include the process of identifying organization needs to employ someone, until the application forms arrives at the organization (James, 2006, p. 217). Selection procedure will involve choosing from the applicants a right aspirant to fill up the position advertised. The candidate may require some training to be sure the candidate have the right skills, knowledge and attitude required in boosting organization in achieving its objectives. This introduces as to the product service firm that requires an organization administrator, the firm is specialized in product designing. Appointment Background The appointment consist an initial package of essential information, the immediate and rapid induction of employees appointment requires a study guide to employment is designed to assist human resource understand the expectations of the public service commission’s (PSC) policies on equal employment opportunity in the appointment process is practiced in both public and private institutions. In our case we try to explain the practical terms, changes and flexibility in private product and services provider. The human resource extensively relate to employment equity as it is offered in the organization appointing process as well provides practical information on how organizations can integrate employment equity in whole process that include job documentation, effective selection criteria an inclusive recruitment and selection process, employment terms and so forth (Pergamon Flexible Learning, 2005, p. 100). The Appointment Role and How It Fits in HR Plan The appointing process is done keeping in mind diversity of cultural and social setting of a given organization. In general every country provides to both public and private institutions with a large pool of qualified and diverse perspectives, talents and required skills from which the selection is drawn upon. For instance, Australian law has reinforced and built upon the recognition of the values of diversity and inclusive measures that recognizes the need for positive measures involving employment equity policies and programs across its versed institutions (Koning, 2001, p. 55-57). The human resource department has data information detailing the organization’s staff members and their qualifications. For an open opportunity the HR department has a task of establishing if the employee appointment can be done internally or externally. The HR manager will conceder hiring internally if the individual has the qualification and considering that hiring the right employee is a challenging process. While hiring the wrong employee is an additional cost to the organizational work environment, and time consuming too. Having the right employee pays back through employee productivity, successful employment relationship and positive impact on the total work environment. Job Documentation Determine the need for new hire within the organization; develop a job measurement which can be derived from job examination and job demands. Schedule staffing process meeting the appropriate attendees, in this case, the human resource recruiters and hiring manager, using the job requirements which may involve reversed measures during this meeting, and the experience of other employees who have worked successfully in similar position rank the most important qualities, experiences, education and individual character that the successful aspirant will posses. The ranking requirement is done to allow the human resource recruiter adopt this unique qualities in writing the advertised job online, screen the arriving resumes, for appointment process (Laroche, 2007, p. 69-73). Employee Selection Criteria The HR department for this product service company primarily appoints its workers by internally recruiting achieved through staff promotional activities. Where requirement, is established from existing interns, temporary workers and volunteers, the HR built an evaluation and staffing method plays an integral part for this management function, in identifying the right candidate for the position (Laroche, 2007,p. 44). The selection criteria list the desired qualities of the present staff that have had a successful performance in the position to be filled. Further predictors of success particularly on more formal mechanisms such as items on a paper indicating reliability and validity of the characteristics listed. This might be reliable staffing measure, as the human resource specialists can compute validity in the employment criteria instrument used in several ways. a) Look at the current successful employees, identify factors that are common and designate this as a predictor. b) Use an instrument, for instance attest during selection process, then give time until the successful candidate is identified, correlate the tests to measure successful and unsuccessful employees. It is important to not that the criteria used in selection is proxy of actual performance, since good job performance is associated to combination a number of factors. The process involves matching organization requirements with skills and qualifications of people. Recruitment and Selection Methods The company involves in an internal recruitment method with guidance from clear skills an applicant possess. The position is posted openly internally first to assess whether there are qualified candidates within the organization. The human resource conceders’ interns, volunteers and temporary works in the organization, who have been involved in the similar capacity to the now open position. Once the applicant pool is narrowed and targeted candidates assessed, a decision is made, here candidate with a solid experience willing to adapt and has fresh perspective in ideas is given the opportunity to serve in the advertised position (Pergamon Flexible Learning, 2005, p.55-59). Employment Terms & Conditions The human resource involved in the recruitment and selection process carries out obligations considering the posture of the user with respect to equal employment opportunity, contract s of employment explaining any changes to employment conditions. This may involves, breach of contract terms, sickness absence terms, working hours in terms of working time limits and time off and holiday terms, explain issues of remuneration and the whole contract process. The working conditions are drafted in a manner that best suits the organization objectives as well respect the equal employment opportunity Acts as well as the human rights (Cornelius, 2001, p. 77). For example if advertising job for the organization Administrator Job Description Job title: Administration Offer Purpose of the position The successful applicant will be responsible for updating and maintaining daily financial activities, accounting, managerial and personnel services in order to meet all laws necessities and support organizations’ operations. Scope The incumbent officer reports to the Chief Director of Finance and is responsible for assisting in preparation of financial statements and reports, managing cash controls, supervising the payroll system and workforce supervision, prepare purchasing requests and orders, maintaining accounts payable and managing office operations. The incumbent officer has to work within the organization policies and procedures that are compliant to with all customers protective Acts and business Legislation. Failure to provide satisfactory services may result in lost or misused revenue, inaccurate financial reports and monetary mismanagement for employees, contractors and suppliers if the payroll and accounts payables are not prepared in an accurate and timely manner. Responsibilities 1. The individual should Control and supervise the organizational monetary system in order to ensure that the firms’ finances are maintained in an perfect and timely manner, main activities include a) Assist in firm’s budget groundwork b) apply monetary policies and procedures c) Work to resolve un-reconciled ledger transactions d) Prepare and reconcile the general bank statements e) Updating of the dealer accounts f) Ensure that firm’s record information is entered in to the organization system g) Ensure all organizational transactions are properly recorded and entered in the organization computerized accounting system h) The officer is responsible in preparation of the profit and loss accounts and balance sheets in the firm i) Assist with annual audit preparation j) The incumbent also has a duty of developing and controlling a proper filling system 2. Manage account payable and the account receivable systems, in order to ensure complete and accurate records of all business transaction, this include a) Ensure proper measures in safeguarding all organizational funds b) Authorize purchasing orders c) Reconcile accounts payable and receivable d) Control distribution of utilities bills 3. Manage workers files and records in order to ensure accurate payment of all employee’s benefits and allowances a) The officer has a duty in managing employment contracts b) To verify and compile report on required benefits payments c) Prepare and maintain the leave management system d) Supervise completion of the payroll and review payroll reports 4. Coordinate managerial services within the organization office, this may include a) manage filling, storage and secure document system b) Respond to all organizational financial inquiries c) Administer all repair and maintenance of all computer and other office equipments d) Supervise customer services and respond to all customer inquiries 5. The administrator is also expected to perform other duties as requested by the organization Director Knowledge, Skills and Abilities The incumbent must poses proficient knowledge in the following areas To work with automated accounting programs management of employee remuneration The general knowledge on generally accepted accounting principles Preparation of financial statements Payroll system and report preparation Office supervisory work Skills The candidate should also display the following skills Supervisory skills Team building Analytical and problem solving skills Effective writing and verbal Communication skills Time management skills Work under-pressure Personal Attributes The successful candidate is expected to be strict and confidentiality while performing the duties assigned. The candidate too has to demonstrate the following attributes Have high level of integrity Respectful display work ethics The officer must have attained the required knowledge and skills through completion of the an Accounting Diploma or a Business management or its equivalent combined with related three year financial experience in this field. Working conditions The successful aspirant will spend long hours sitting and using office tools, which may cause muscle damage. The candidate may also have to manage a number of tasks at one time, often to meet this needs and request made by clients. The incoming officer may find the environment busy and noisy, this requires brilliant organizational traits which concerning time and stress management skills in completing the required tasks. Question 2 The External Environment In Which Business Operate Is Continually Changing Businesses managers have no option but to respond according to the changes or leave the reduced out (Lionel & Don, 2007, P. 55). The managers have a role of acting first to keep the business competitive and continue to meet the needs of their customers. This is a complex venture that requires involvement and commitment of all key stakeholders. For instance, employees plays crucial role in ensuring desired organizational change are embedded to shape the future of the organization. Organization’s HR managers have a role in mentoring great staff for better succession of top leadership, for the business to remain relevant in terms of meeting clients or customers demands. In the case done in part 1 this company focuses on internal hire in replacing positions vacant in the organization. This HR decision has both benefits to the organization as well as short falls too. Analysis on Benefits of Internal Appointment The organization prefer doing an internal recruitment and selection as the HR works to save on time used to train the appointed individual to fit in the business system. It is considered that individuals with inside knowledge of the business operation will need shorter periods of training and time to fit in. The organization is unlikely to be disrupted by someone who is used to working in a different environment under different working terms and conditions. For this particular organization, the internal promotion acts as rewarding incentive to all staff, which triggers motivational desires as workers involve had work within the organization to improve possibility of being rewarded within a seeable future. The HR decision on internal promotion, from firm’s point view values the strength and weakness of the insider would have been assessed. The management avoids making a risky appointment attached in employing an outsider who may only be successful on paper qualification but unproductive on the practical scene (Morris & Susan, 1991, P. 142). However, the internal recruitment and selection which eventually matures to employment has its own shortfalls. After the promotion process it’s evident that a vacancy is left which triggers another replacement for the position. In addition, the insider may be less likely to make essential criticisms required to boost performance and improving working effectiveness. Furthermore, promotion of certain individual in the firm might upset a group of staff, this may work in reducing working efficiency and ultimately reduced productivity. Recommendations for Future Employment Process 1. Essence of developing a job analysis The organization HR system has to address establishing and identifies the key requirements of each job within the firm. A process of examining jobs requirement may posse a number of questions which the HR department has to address or explore this may include The title of the job Responsibilities of the employee Specification of the role and duties of the employee The analysis in this case can be used as a tool of identifying and choosing the desired employee from ranks of the existing staff in the organization or from the recruitment of new staff. It also posses possible set out target group in the organization that may require training for a particular job requirements, this helps in providing information to the management team thus boosting decision making when it concerns equipment and materials required to in the job (Lionel & Don, 2007, P. 63). The analysis generates an identity and profile explaining experiences of employees in their working tasks, these are part of the useful information which are can be used for staff development and promotion. Claims by MacEwen (2005,p.31) the management is able to clearly identify areas that posse risks and danger at work. 2. Outsourcing recruitment and selection process The firm has to address a range of business challenges, but what remains crucial is the organization to measure costs incurred in the in house recruitment, selection and appointing process. Considering this may initiate future turn over increase as the organization choose to outsource its HR tasks, for example to an outside HR consulting firm for either part of the functions or all human resource functions. For instance, the firm might cut costs associated with final stage of recruitment which involves testing and assessment to a specialized firm that may charge a reasonable price than when done in house (Roberts, 1997, p. 116). 3. Barriers to effective appointment The big picture currently indicates that tight labor market has made it difficult for organizations to identify and employ the desired talents (Dale, 2004, p. 49). The competition for talents has intensified as fewer qualified candidates are available, this shortage makes it important for organizations to be able to effectively attract, select and retain quality candidates. For an effective appointment, the selection tools designed to obtain behavioral and motivational information on candidates’ contribution in the whole selection process, for instance behavioral interviewing is one popular selection activity that is effective. According to Phil (2006, p. 63), there is increased need for organizations to offer more attractive wage and working conditions in a move to entice qualified candidates, has responsibly brought about by the increased opportunities, while candidates can afford to remain choosy in search of their ideal employment, as they look for more than an attractive salary but working environment is put in consideration. Many of the candidates would love working environment that supports their learning and expand their career. Bibliography Anne Morris, S. N. (1991). Working women and the law: equality and discrimination in theory and practice. London: Routledge. Cornelius, N. (2001). Human resource management: a managerial perspective. London: Cengage Learning EMEA. Dale, M. (2004). Manager's guide to recruitment and selection. London: Kogan Page Publishers. Jaap, K.(2001). Labour market policy and unemployment: impact and process evaluations in selected European countries. New York: Edward Elgar Publishing. James, P. (2006). Health and safety at work and its relevance to employment relations research. Internatiomal Journal , Vol.28, (3), p, 5-104. Lionel L, Don, R. ( 2007). Recruiting, retaining, and promoting culturally different employees. London: Butterworth-Heinemann. MacEwen, M. (2005). Employment equity in the higher education sector: a study of transformation in the Western Cape : CICLASS project report. New York: AFRICAN SUN MeDIA. Pergamon Flexible Learning. (2005). Recruitment and selection. Management Extra , Vol.9, p, 3-96. policies, T. o. (2001). Tenure on trial: case studies of change in faculty employment policies. London: Routledge. Roberts, G. (1997). Recruitment and selection: a competency approach. London: CIPD Publishing. Read More