ABZ Corporation Human Resources Department

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Introduction

The human resource field has gone through considerable evolution since its inception. The importance of this field in the 21^st century cannot be overstated especially with increased competition in the business world. Need to drive up profit margins and retain highly skilled pools of employees have made talent acquisition a top priority for all firms in all businesses.

There is consensus among HR professionals that recruitment and selection strategies have a long–term impact on the growth and success of a firm (Gatewood et al 2010, p. 90). There are only few fields where companies look for specific talents and skills.

In most companies however, human resource departments often recruit potential employees through an elaborate process that more often than not, is tailored along company requirements. Normally, employers’ major concern is how to land the right employees who will perform optimally to in order to meet both the present and future needs of the company.

Nankervis, A. et al defines recruitment as the process through which companies screen and select qualified people for job placement (2009, p. 15). The recruitment and selection process can be classified into two categories, namely external and internal processes.

Internal recruitment comes into play when people working in a particular organization are given first priority to apply for vacancy in the organization. Some employers prefer this approach because it is economical in terms of resources and time consumed.

External recruitment on the other hand refers to selection and recruitment of candidates outside of the organization. In most cases, candidates normally apply in response to a job advert in any of the media mainly newspapers and the internet (Smith, 2011, p. 78).

This discussion will focus on the supposed recruitment process of a typist, market research executive and HRM course faculty to ABZ Corporation. The process that will be developed will be used in hiring the above three professionals.

Central to this discussion is a step by step discussion of the involved with the aid of a flow chart and an elaboration of techniques and any other additional materials that may be required.

The recruitment process that will be discussed here will apply across the board in ABZ’s recruitment needs safe for a few instances where mild modifications will have to be made to suit individual job positions.

In a nutshell, the recruitment procedure for ABZ will entail eight steps that potential job applicants will have to go through. The following illustration shows the plan and a few important details.

The main objective of this recruitment and selection procedure is to provide a guideline which will aid human resource managers at ABZ Corporation to ensure the company attracts, selects and retains candidates most suited for the positions available in the firm.

The procedure will ensure only methods that guarantee openness, fairness and efficiency are used in the selection process. Additionally, the procedure will detail plans to enable easy access to equal opportunities by candidates as defined in the company’s equal opportunity and fairness policy.

Furthermore, it is important to reiterate that it is the responsibility of all HR staff who is involved in this recruitment process to accord fair treatment of all candidates while making objective decisions. As mentioned earlier, this plan outlines the procedures for the recruitment of all positions, internal and external and permanent and fixed term.

On that note, the plan will apply in the recruitment of the jobs of a typist, market research executive and HRM course faculty. Besides the above positions, this procedure will also be used in the recruitment of senior management positions of ABZ Corporation.

Though the procedure does not detail the benefits that potential recruits will get, it affirms to the Corporation’s existing benefits framework whose main aim is the attraction and retention of highly skilled workers.

Fig 1.0 The Recruitment Process

Recruitment and selection Process

ABZ’s recruitment process includes eight crucial steps namely; vacancy establishment, recruitment planning, short listing of applicants, assessing and selection of candidates, making an offer, induction/orientation, probation and evaluation.

Vacancy establishment

Before a vacancy is created, there will be a review of whether recruitment of a new person is the most appropriate solution for the company. The review commences as soon as a vacancy is created through a resignation or through identification for a new position.

Availability of a vacancy does not necessarily translate to an automatic vacancy announcement and advertisement.

The Human Resources department of ABZ Corporation will be tasked at this stage to offer advice to the company on the most suitable option including redistribution of roles, increase in employee responsibilities, department restructuring, hiring staff on contract basis and exploration of opportunities for secondment.

Sometimes, HR can advice the company not to follow the entire procedure probably due to the nature of the job or the duration it is expected to take.

Role definition

After a review of the need for vacancy is done, human resources will seek to define the roles of the vacancy in readiness for an advertisement. At this level focus is given as to why the job really exists and what the job exactly entails.

Precisely, this role definition will shed light on the purposes of the job in relation with the relevant department and the tasks, duties and responsibilities that come along with the job. At this stage, human resources will have a chance to refine the job in relation with the concerned department and to add minor departmental changes.

It is important for human resources to make appropriate grading at this stage if the vacancy that is being evaluated is a newly created position. In ABZ’s case however, all the position in contention are already existing positions that will need to be filled.

In preparation for advertisement, a detailed description of the job in two role profile s will have to be submitted to HR.

The first profile will clearly define details such as the title, reporting line, grade, location, working hours, the main purpose and the accountabilities of the holder.

In another profile, a detailed description of the skills and competencies that the candidate needs to effectively perform his/her job are outlined. It is important to note that the above process will take apply for all the three positions that will be advertised by ABZ Corporation.

It is prudent to note that the descriptions in profile two must be measurable from the application form since they will be the basis on which short listing will be done. Other requirements especially knowledge and expertise must meet both company and legal standards on equal access to opportunity.

According to Leighton & Proctor, 2006, p. 1), vacancy drafters should avoid over description of jobs vacancies as this will likely scare off potential applicants effectively reducing the pool of talent the company will get. Additionally human resources should be clear on terms to avoid ambiguity.

For instance use of the word “good” is relative and different applicants can interpret it in their own ways. Human resources will also include in the advertisement other information where applicable.

For instance, whether or not applicants have objections to a background police check and if applicants are willing to give information on any run-in’s they may have made with the law.

After the concerned department is done with drafting the vacancy, they will submit a completed file together with a Staffing Authorization

Form directly to the human resources department of ABZ Corporation. Human resources department will then refine the job application profile before the advertisement is availed in the in the media targeting potential job applicants.

Recruitment Plan

Mode of advertisement

Submission of the Staffing Authorization form to the ABZ human resources department will set in motion plans to work on a recruitment strategy between HR and the concerned department. In this regard, ABZ human resource department will advice on the company and the relevant department of the most effective cost effective plan through which potential candidates will be attracted.

On this note, HR will advise if the vacancy is suited for an existing internal staff member. I not, they will explore if internet advertising, external advertising through print press or targeted advertising will be most appropriate.

Additionally, HR may consider engaging the services of recruitment firms or recruiting through job fairs. Special emphasis on access to equal opportunity will be made here. Whatever mode of advertising HR will arrive at, there will be efforts to ensure no group is disadvantaged through limited exposure compared to others.

Besides the of mode advertisement, HR and the concerned department will also seek to agree on the mode of assessment of the applications and the selection strategy.

The chair of the interview panel that most likely will be the head of the concerned department will decide with the help of his subordinates the assessment stages that participants will go through and the specifics of very stage. ABZ will not put a cap on the number of candidates that will be shortlisted.

However, there will be a limit on the number of candidates that the panel can interview in a single day. Though the relevant department will design the assessment methods, input from ABZ HR department will be crucial drafting the methods that will be used in assessing key skills and competencies as laid down in the roles section in step one.

Assessments

Throughout the corporation’s history, structured interviews, role plays, practical assessments and work simulations, group discussions and presentations have been a part of key evaluations that all potential employees go through. Additionally, there will be psychometric tests probably at an advanced level of the interview.

The concerned department will request through HR for the required resources including interview venues, materials and assessors that will be crucial to successfully carrying out the interviews. It is worth noting that the panel that will be conducting the interviews will be structured according to the Corporation’s recruitment protocols.

They include a gender balanced panel, inclusion of a member from a department that is deemed neutral and possible involvement of nominated representatives from outside the department. Besides, all panel members are expected to be familiar with the fair play policies of ABZ Corporation and other codes of ethics.

Timescales

ABZ Corporation required that the concerned department and the panel agree on the short listing assessments dates and communicate the same to the HR as soon as possible.

Company rules require that short-listing should be done at least within five business days and candidates notified as soon as possible after. After all the above has been agreed on, ABZ human resources will activate the job advert through the agreed channels, collect and act on all applications received by the closing date.

Applicant short-listing

Short-listing using the criteria agreed upon

ABZ human resources will forward all the applications including a summary information sheet to the departmental head and the interviewing panel chair who will copy the same to the panel members.

The panel will then agree on the date of short-listing when all members will sift through the applications to determine candidates that meet the threshold of the qualification parameters as discussed in the roles section.

Both the chair and panel members will participate in short-listing of applicants using the Short-listing form but the chair will be charged with the responsibility of ensuring other members carry out the exercise appropriately.

In the cases where large numbers of applicants meet the qualification criteria, ABZ HR rules require panel members to exercise discretion to decide the desirable criteria that will determine who qualifies and who doesn’t.

At this stage ABZ HR rules bar the introduction of a new selection criteria or a modification of the existing one. The role of the chair of the recruitment panel changes at this stage in that he/she makes sure disabled or disadvantaged candidates who meet the qualification criteria get included in the short-list and also candidates who don’t qualify to the short –list get regret letters as soon as possible.

ABZ at this stage will abide by its rules to treat all applications and information contained therein with the confidentiality it deserves.

Assessment and Selection of Candidates

Invitation of short-listed candidates

The recruitment panel under the leadership of its chair will issue invitations to shortlisted candidates for an assessment.

The invitations will detail the process, method and the timing of the assessment process, contacts through which the candidate will decline or confirm his/her attendance, clarification if candidate is required to bring a long his/her testimonials, details on the location and if applicable, an expense claim.

Interview Assessment

During the assessment, the chair of the panel will ensure that all verification is done according to the laid down procedures of ABZ Corporation. Checking of academic qualification will take place at this stage.

Based on the information that the applicant filled in the application form, further details are obtained. At this stage, the panel will be expected to come up with detailed clear notes about the candidates and finally candidates will be advised on the best time they are likely to hear from ABZ Corporation.

Final selection

After the interview assessment process is over the chair of the panel will make produce an assessment report that with the names of the candidates most suited for the position. This report will act as the basis on which the panel will review each candidate’s performance and suitability based on gathered evidence during the interview.

ABZ corporation requires that the decision arrived at must be done son on the basis of objectivity and evidence and free of assumptions and stereotyping. The chair after deliberations with the panel will fill and submit the Interview Assessment Report Form which contains the details of the conclusions the panel made about every candidate.

The Offer

At this stage, the panel will decide if to make an offer or not. The decision will be arrived at depending on whether the relevant department and Human Resources find common ground on the results of the interviews. At this stage, there is a possibility that there will be many suitable candidates.

ABZ’s policy recommends that HR hold rejection letters till the most suited candidate agrees to take the offer. It is important that after the offer is taken that all candidates who participated in the interview assessment be notified of the results.

Salary determination

The concerned department will consult with HR to arrive at an appropriate salary figure that fits the job grade and is commensurate with his/her experience, knowledge level as well as level of understanding of different aspects of the job.

The offer will also take into account the candidate’s skills and current remuneration package of he/ she is receiving if working and the comparative salaries that employees with the same roles within the company with similar roles are receiving. At this stage equal pay principles as defined by ABZ’s HR policy will apply to ensure fair and equal treatment of all employees of the organization.

Oral offer

Soon after the selection and determination of the appropriate salary, the recruitment panel through its chair will make an oral offer to the successful candidate.

It is important to note that the offer at this stage will be provisional which must be backed up later in writing by the HR. efforts will be made by HR and the concerned department to explain to the candidate that the offer will be subject to other mandatory verification and validation of evidence including, education qualification, eligibility to work in the country and criminal record.

Paperwork

Relevant paperwork will be compiled by the chair of the panel and submitted with Chairperson’s report to HR with the relevant paperwork that was involved throughout the recruitment process including the original application of the candidate, short-listing forms, interview assessment forms.

This will be done for purposes of documentation and auditing to ensure laid down human resource procedures are followed and fairness and integrity prevail in the recruitment process.

Referees

After the recruitment report is forwarded to the HR will engage the required number of references as detailed in the job advertisement. In ABZ Corporation, referees will be required for all the three positions advertised since they will be filled through external recruitment. In all the jobs, advertised by ABZ Corporation, the requirement is that one of the references must be the immediate former employer.

This comes in handy when HR is trying to verify the character, work ethic and other personal information of the candidate. It is important to note that the feedback from the referees at this point may set the interview process backwards especially if the feedback is negative.

Any of the three candidates receiving negative feedback will may as a matter of policy be subjected to another round of screening. ABZ HR professionals are well trained and will be able to detect if information given by references is accurate or not.

Employment Contract and Relevant Documentation

At this stage, HR will avail to the successful candidate an employment contract with other relevant documentation including the pre-employment questionnaire form and code of conduct and ethics manual.

Orientation/Induction

HR and the relevant department will ensure the newly employed staff member is familiarized with the goings-on in the organization and the department. The HR and/or head of department will clearly explain their roles to the staff member pending further training on the job.

Probationary Period

All three newly hired staff will be put through a three month probationary period as the ABZ human resources rules stipulate. The probationary period for HR department recruits is sometimes longer.

All the details concerning probation and confirmation will be outlined in the formal contract letter that will be issued in the step above. Though the letter will not contain information of the evaluation approach, the three new staff members will undergo evaluation to determine their suitability to be given long-term permanent contracts.

Evaluation. Performance Indicators

Human resources department in collaboration with the concerned three departments will monitor and the work progress of the new staff member. The ABZ human resources rules detail the evaluation procedure to be used during the probationary period against predetermined performance indicators mainly designed by the concerned departments.

Conclusion

The above process is a lengthy one and as said earlier, it may not be followed on the advice human resources department. The process may be shortened in cases requiring urgent filling of a vacancy and where the required recruit will be serving on interim basis.

It is important to note that the recruitment process above will apply to three departments in ABZ Corporation and each department will go through the process as explained above. Additionally, it is worth noting that one of the departments recruiting is HR.

In cases where HR is recruiting, the procedure is followed and sometimes a neutral department – normally audit- may be invited to play an observation role to ensure the process is genuine and transparent. All the recruitment processes for the three positions will not necessarily take place at the same time.

Sometimes, there may be a less than expected response from the potential job applicants and HR and the concerned departments may have to re advertise the position again. In such cases, the departments that will meet the threshold will proceed to conduct the selection process in accordance with existing HR policies.

More often, HR processes are smooth and rarely do hiccups characterize the process. However, there are instances in which the process may be disrupted by unforeseen events. In such cases, there are laid down guidelines on how to suspend the process and appropriate notification given to the concerned parties especially the candidates.

Many a times, many organizations don’t return feedback to potential job applicants normally because of overwhelming response.

However, it is in accordance with standard HR ethic that candidates are notified of their failure or success of their applications. ABZ Corporation’s recruitment detailed above gives enough provisions for the notification of potential candidate on the status of their applications.

Perhaps not included in the process above are the grounds on dismissal of a staff member. In the contract offer stage, a potential employee is given a letter of appointment which details the ground for dismissal.

Like many organizations, ABZ’s HR department can dismiss any of the newly hired three staff members or any other on the basis of gross misconduct, criminal proceedings or any other misbehavior whose seriousness will be determined by the department.

However, it is important to reiterate that HR will give fair hearing to any employee who may be suspected of engaging in behavior that contravenes laid down HR rules. In a nutshell, the above process is expected to help the company the best employees fit for the positions available for the growth and achievement of long-term prospects.

References

Gatewood, R. et al (2010). Human Resource Selection. New York: Thomson Learning.

Leighton, P. & Proctor, G. (2006). Effective recruitment: a practical guide to staying within the law. Chicago: Springer.

Nankervis, A. et al (2009). Effective Recruitment and Selection Practices. New York: Cengage Learning.

Smith, J. (2011). Planning the Recruitment Process – What You Need to Know: Definitions, Best Practices Benefits and Solutions. London: Sage Publications.

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