Manage Recruitment and Induction Process
EXECUTIVE
SUMMARY
This report is intended for the recruitment and selection processes of Healthcare united and the development of a new and improved recruitment and selection policy that Healthcare United can adopt in order to improve the recruitment and selection process of the company.
This report identifies and analyses the 2000 Healthcare United recruitment and selection guidelines against the current 2010 Healthcare United recruitment policy and relevant legislation. Identify and discuss key areas for each procedure that need revising because they are contrary to 2010 policy, out-dated compared to current research and practice and do not comply with the legislation. This report comprises the information regarding the analysis of the policy and procedures of existing recruitment and selection processes for Healthcare United which is one of the best healthcare professionals in Australia. This organization currently employs 1500 healthcare professionals with two sites in Victoria and NSW. They recently developed a new strategic plan that involves opening another office in Hobart. Report consists of the comparison between the year 2000 Healthcare United recruitment and selection guidelines against the newly developed 2010 Healthcare United recruitment and selection policy and relevant legislation. Following key areas are going to be considered while comparing, time frames, personnel involved, documentation, training, monitoring and evaluation.
This Healthcare United sets out additional requirements and standard processes specific to NSW and Victoria to recruit the best people for the job in a timely, open and transparent manner. It provides direction in recruitment and selection processes to achieve greater flexibility in recruitment options to attract a diverse range of people. It encourages the use and review of a range of selection techniques when recruiting potential employees. This policy also ensures that actions are based one ethical decision making and in accordance with the relevant legislation.
With the recognition of these issues, this report highlights some recommendations that will address those concerns and improve procedures and the overall process.
Summary of the Recommendation:
After a thorough analysis, recommendations that are highly suggested for implementation to areas listed below: * Vacant position
* Position description
* Lodge an advertisement
* Short-list applicants
* Interview preparation
* Interview applicants
* Reference checks
* Job offer
* Feedback to unsuccessful applicants
INTRODUCTION
Healthcare United is a healthcare provider and currently employs 1,500 Healthcare professionals with two sites in Victoria and NSW. It aims to be the number one provider of Healthcare professionals in Australia. Healthcare United recently developed a new strategic plan that involves opening another office in Hobart. As an organisation its vision is to provide the best qualified and trained human resources available for clients, an up-to-date technology in all services for both clients and staff, innovative best practices and procedures from both inside and outside the organisation and the best facilities and procedure in a competitive environment. For Healthcare United, recruitment and selection is a critical activity for all organisations to ensure that it has the right people, at the right time, in the right places, equipped and able to do what needs to be done to fulfil organisation objectives.
ANALYSIS OF 2010 RECRUITMENT AND SELECTION
Key Areas| United Healthcare 2010|
Timeframes| Timeframe of selection & recruitment 2-3 weeksTimeframe of advertisement 10 working days| Personnel| Managers will have the major responsibility of selection andrecruitment and HR will support them| Documentation| Manager will response for all documentation with the support of HR department| Training & support| Manager will have major responsibility of training & supportand HR department will help managers in their roles| Monitoring & evaluation| Monitoring and evaluation will be the responsibilities of General Manager, trained selection panel and managers respectively |
PROCEDURES ANALYSIS:
Key areas for revising| Contrary to 2010 policy| Outdated with currentresearch and practice| Do not comply with current legislation| Vacant positionanalysis| Procedure for analyzing vacant position is contraryto 2010 policy. In 2010 all the responsibility is shifted from HR to managers| Yes it is outdated as current research shows that all theresponsibilities of analyzing vacant position is done bymanagers.| Do not complywith the currentlegislation.| Position description| Position descriptiondevelopment is contrary to 2010 as in 2000 HR department was responsible for this task| Yes it is outdated as current research and practice shows that the development of position description should be done by managers.| Yes it does not comply with the current legislation| Advertisement| Yes it is contrary to2010 as in 2000 all positions were firstly advertised internally for a minimum of ten working days through a newsletter on intranet and noticeboards.| Yes it is outdated as current research says that the new vacant position should be advertised internally and externally together for tenworking days.| Yes it does notcomply with thecurrent legislation asthere is special exemption to internalrecruitment must be approved by the generalmanager| Shortlist| Yes it is contrary to2010 as in 2000 short listing was done by HR department while in 2010 all the responsibilities are of Managers.| Yes it is outdated as current research says that the short listing of applicants must bedone by the managers.| Yes it does not comply with the currentlegislation. Managers are responsible forthe short listing process.| Interviewpreparation| No it is not contraryto 2010. All the interviews and preparation is doneby HR.| No it is not outdatedto current researchand practice.| Yes It complieswith thelegislation.| Interviewapplicants| No it is not contrary to 2010.All the interviews are conducted by trained | No it is not outdated to current research and practice.| Yes it complieswith the legislation| Reference check| Yes it is contrary to 2010.As Reference check must be done by managers according to 2010 policy while in 2000 it was done by HR.| Yes it is outdated to current research as reference check should be done by managers.| No it does not comply with the legislation as HR is not responsiblefor reference check.| Job offer| Yes it is contrary to2010.As the job offer is to be finalized by managers.| Yes it is outdated to current research as the job offer should be given by managers.| No it does not comply with the legislation| Feedback tounsuccessfulapplicants| Yes it is contrary to 2010.As the feedback to unsuccessful internal applicants is to be given by managers with the support of HR.| Yes it is outdated to current research as the feedback to unsuccessful applicants must be given in a meeting by managers.| No it does not comply with the legislation|
CONCLUSION
As analysis, we identified couple of issues regarding 2000 and 2010 policies and procedures on recruitment and selection process of the company. Healthcare United management should make sure of its policies and procedures regarding selection and recruitment process when making changes. Changes on key areas needs to be clear, accurate and precise. A constant monitoring and documentation on company’s progress should be implemented on a regular basis. Also Healthcare united should be aware of the legislations in making its policy and procedure to avoid future problems. A satisfied and effective employee makes a company happy.
RECOMMENDATION
Recommended recruitment and selection process:
1. Analyse the vacant position
When a position becomes vacant, the recruiter needs to consider whether: * the role is still required
* there is ongoing funding available to continue with the filling of the vacancy * the role needs to be reviewed and updated to meet current/emerging business requirements. Manager
* Estimated timeframe 2-3 days
* When a position becomes vacant the following procedure must be completed. Procedure:
* Position needs analysis conducted by managers and approved by senior management. * Managers explore implications options, legislative and award requirements.
2. Position description:
A position description is an important prerequisite to successful recruitment and selection. Estimated timeframe: 3-5 days
Procedure:
a. Position descriptions are developed by managers using a position description template * and include:
* Position title
* Key objective
* Qualifications required
* WHS component
* Terms.
b.Senior management to sign off on position description.
3. Lodge an advertisement
Healthcare United’s advertising policy:
* Position must be advertised internally and externally for a minimum of 10 working days in HU newsletter unless there is special authorization from senior management for the advertised online and in leading national newspapers. * Timeframe: 20-25 working days.
Procedure:
* Managers create advertisement with the support of HR for HU newsletter on intranet. * Managers send advertisement with the support of HR advertisement to publications department to post on the internet. * Managers with the support of HR create advertisement for authorized external print media.
4. Short-list applicant.
Short-listing is a process of elimination. However, healthcare united requires that all internal applicants be interviewed. Timeframe: 5 days minimum
Procedure:
* Administration staff to collate all resumes and give to managers. * Managers to read over position description and advertisements. * Managers to read each external applicant resume and divide them into ‘yes’, ‘no’ and ‘maybe’ piles. * Managers read all internal applications and complete the short-list charts. * Managers then collate all documentations from internal applicants and short-listed external applicant. * Managers organize administration staff to send all external applicants not shortlisted are standard letter by post.
5. Interview preparation:
The interview is the most critical component of the entire selection process. It serves as the primary means to collect additional information on an applicant. It serves as the basis in assessing an applicant's job-related knowledge, skills, and abilities. It is designed to decide if an individual should be interviewed further, hired, or eliminated from consideration. Timeframe – interview preparation 1-2 days
Procedure:
1. Managers and HR members request administration staff at head office to organize: * Comfortable and quite location
* Food and beverages for interview panel
* Interview schedule.
2. Managers and HR to organize interview documentation which includes: * Position description
* Resumes for each shortlisted candidates
* Consent to check and release police record form.
* Standard interview questions for HR members of interview panel. * Interview assessment forms for interviewers.
* Use checklists for documentations.
3. Manager organizes interview panel: two members of HR department and one staff member for job related department with one of the HR members being the chairperson. 4. Manager chooses and advises the staff member of their role as ‘expert’ and requests that they think of three job related interview questions.
6. Interview applicants
Interviews are to be conducted only at Head office. Interviews are to be 30 minutes in duration with a 5 minute break in between. No more than 12 interviews should be conducted in a day. Timeframe: schedule interviews 1-2 days depending on number of applicants. Procedure:
* Chairperson greets candidate and makes introductions.
* Chairperson opens interview.
* Managers and HR member of panel ask applicant a series of standard interview * questions.
* Staff member from job-related department ask three question * Chairperson asks applicant if they have any question
* Chairperson informs the candidate of the process.
* Panel thank candidate for attending
* Panel complete a interview assessment
* Panel select applicant
* Gain approval from senior management subject to reference check.
7. Reference checks:
Reference checks are an important part of the selection process. Healthcare united reference check must be conducted on both internal and external applicant by the managers and support of HR department. Timeframe 1-2 days depending on number of applicant.
Procedure:
* Phone workplace of applicant and speak to manager/referee. * Introduce self-organization and purpose of call.
* Ask standard questions about applicant’s knowledge and skills. * Ask about applicant’s personality
* Ask manager for their opinion of applicant standard of work. * Ask manager if there have been any problems with applicant. * Discuss references with other HR persons on interview panel.
8. Job offer
Job offer needs to be made immediately after reference check. Timeframe 1-5 days.
Procedure:
* Managers with the help of HR department organize written contract to be drawn up with terms and conditions. * Administration to post contract to applicant
* Upon receive of signed contract HR post new employee advice about induction program.
9. Feedback to unsuccessful applicants:
Healthcare united requires all unsuccessful internal applicants to be provided feedback in individual meetings with managers and a member of the HR department. Timeframe 1-2 days depending on number of applicants.
* Managers with the support of HR department ask administration to schedule 30 minutes meeting with each unsuccessful internal applicant. * Managers with the support of HR department representative to conduct feedback meetings with unsuccessful internal applicants. * Managers with the support of HR department representatives to form unsuccessful external applicant and offer feedback. * Managers with the support of HR department to file hard copies of notes about unsuccessful applicants.
The key factors of the recruitment and selection policy are:- * Managers will assume major responsibility for the recruitment and selection of staff, the training of required personnel and supporting documentation * HR department will support managers in this role
* Timeframe for recruitment and selection will be two to three weeks maximum * Position analysis will be conducted on all vacant or new positions * All vacant and new positions will be advertised internally and externally for ten working days unless special exemptions apply and be advertised online and in leading national newspapers * Special exemptions to internal recruitment must be approved by the general manager. * All interviews must be conducted by a trained selection panel * Selection of staff is subject to reference checks conducted by the manager * Healthcare United is an equal opportunity employer.
This report is intended for the recruitment and selection processes of Healthcare united and the development of a new and improved recruitment and selection policy that Healthcare United can adopt in order to improve the recruitment and selection process of the company.
This report identifies and analyses the 2000 Healthcare United recruitment and selection guidelines against the current 2010 Healthcare United recruitment policy and relevant legislation. Identify and discuss key areas for each procedure that need revising because they are contrary to 2010 policy, out-dated compared to current research and practice and do not comply with the legislation. This report comprises the information regarding the analysis of the policy and procedures of existing recruitment and selection processes for Healthcare United which is one of the best healthcare professionals in Australia. This organization currently employs 1500 healthcare professionals with two sites in Victoria and NSW. They recently developed a new strategic plan that involves opening another office in Hobart. Report consists of the comparison between the year 2000 Healthcare United recruitment and selection guidelines against the newly developed 2010 Healthcare United recruitment and selection policy and relevant legislation. Following key areas are going to be considered while comparing, time frames, personnel involved, documentation, training, monitoring and evaluation.
This Healthcare United sets out additional requirements and standard processes specific to NSW and Victoria to recruit the best people for the job in a timely, open and transparent manner. It provides direction in recruitment and selection processes to achieve greater flexibility in recruitment options to attract a diverse range of people. It encourages the use and review of a range of selection techniques when recruiting potential employees. This policy also ensures that actions are based one ethical decision making and in accordance with the relevant legislation.
With the recognition of these issues, this report highlights some recommendations that will address those concerns and improve procedures and the overall process.
Summary of the Recommendation:
After a thorough analysis, recommendations that are highly suggested for implementation to areas listed below: * Vacant position
* Position description
* Lodge an advertisement
* Short-list applicants
* Interview preparation
* Interview applicants
* Reference checks
* Job offer
* Feedback to unsuccessful applicants
INTRODUCTION
Healthcare United is a healthcare provider and currently employs 1,500 Healthcare professionals with two sites in Victoria and NSW. It aims to be the number one provider of Healthcare professionals in Australia. Healthcare United recently developed a new strategic plan that involves opening another office in Hobart. As an organisation its vision is to provide the best qualified and trained human resources available for clients, an up-to-date technology in all services for both clients and staff, innovative best practices and procedures from both inside and outside the organisation and the best facilities and procedure in a competitive environment. For Healthcare United, recruitment and selection is a critical activity for all organisations to ensure that it has the right people, at the right time, in the right places, equipped and able to do what needs to be done to fulfil organisation objectives.
ANALYSIS OF 2010 RECRUITMENT AND SELECTION
Key Areas| United Healthcare 2010|
Timeframes| Timeframe of selection & recruitment 2-3 weeksTimeframe of advertisement 10 working days| Personnel| Managers will have the major responsibility of selection andrecruitment and HR will support them| Documentation| Manager will response for all documentation with the support of HR department| Training & support| Manager will have major responsibility of training & supportand HR department will help managers in their roles| Monitoring & evaluation| Monitoring and evaluation will be the responsibilities of General Manager, trained selection panel and managers respectively |
PROCEDURES ANALYSIS:
Key areas for revising| Contrary to 2010 policy| Outdated with currentresearch and practice| Do not comply with current legislation| Vacant positionanalysis| Procedure for analyzing vacant position is contraryto 2010 policy. In 2010 all the responsibility is shifted from HR to managers| Yes it is outdated as current research shows that all theresponsibilities of analyzing vacant position is done bymanagers.| Do not complywith the currentlegislation.| Position description| Position descriptiondevelopment is contrary to 2010 as in 2000 HR department was responsible for this task| Yes it is outdated as current research and practice shows that the development of position description should be done by managers.| Yes it does not comply with the current legislation| Advertisement| Yes it is contrary to2010 as in 2000 all positions were firstly advertised internally for a minimum of ten working days through a newsletter on intranet and noticeboards.| Yes it is outdated as current research says that the new vacant position should be advertised internally and externally together for tenworking days.| Yes it does notcomply with thecurrent legislation asthere is special exemption to internalrecruitment must be approved by the generalmanager| Shortlist| Yes it is contrary to2010 as in 2000 short listing was done by HR department while in 2010 all the responsibilities are of Managers.| Yes it is outdated as current research says that the short listing of applicants must bedone by the managers.| Yes it does not comply with the currentlegislation. Managers are responsible forthe short listing process.| Interviewpreparation| No it is not contraryto 2010. All the interviews and preparation is doneby HR.| No it is not outdatedto current researchand practice.| Yes It complieswith thelegislation.| Interviewapplicants| No it is not contrary to 2010.All the interviews are conducted by trained | No it is not outdated to current research and practice.| Yes it complieswith the legislation| Reference check| Yes it is contrary to 2010.As Reference check must be done by managers according to 2010 policy while in 2000 it was done by HR.| Yes it is outdated to current research as reference check should be done by managers.| No it does not comply with the legislation as HR is not responsiblefor reference check.| Job offer| Yes it is contrary to2010.As the job offer is to be finalized by managers.| Yes it is outdated to current research as the job offer should be given by managers.| No it does not comply with the legislation| Feedback tounsuccessfulapplicants| Yes it is contrary to 2010.As the feedback to unsuccessful internal applicants is to be given by managers with the support of HR.| Yes it is outdated to current research as the feedback to unsuccessful applicants must be given in a meeting by managers.| No it does not comply with the legislation|
CONCLUSION
As analysis, we identified couple of issues regarding 2000 and 2010 policies and procedures on recruitment and selection process of the company. Healthcare United management should make sure of its policies and procedures regarding selection and recruitment process when making changes. Changes on key areas needs to be clear, accurate and precise. A constant monitoring and documentation on company’s progress should be implemented on a regular basis. Also Healthcare united should be aware of the legislations in making its policy and procedure to avoid future problems. A satisfied and effective employee makes a company happy.
RECOMMENDATION
Recommended recruitment and selection process:
1. Analyse the vacant position
When a position becomes vacant, the recruiter needs to consider whether: * the role is still required
* there is ongoing funding available to continue with the filling of the vacancy * the role needs to be reviewed and updated to meet current/emerging business requirements. Manager
* Estimated timeframe 2-3 days
* When a position becomes vacant the following procedure must be completed. Procedure:
* Position needs analysis conducted by managers and approved by senior management. * Managers explore implications options, legislative and award requirements.
2. Position description:
A position description is an important prerequisite to successful recruitment and selection. Estimated timeframe: 3-5 days
Procedure:
a. Position descriptions are developed by managers using a position description template * and include:
* Position title
* Key objective
* Qualifications required
* WHS component
* Terms.
b.Senior management to sign off on position description.
3. Lodge an advertisement
Healthcare United’s advertising policy:
* Position must be advertised internally and externally for a minimum of 10 working days in HU newsletter unless there is special authorization from senior management for the advertised online and in leading national newspapers. * Timeframe: 20-25 working days.
Procedure:
* Managers create advertisement with the support of HR for HU newsletter on intranet. * Managers send advertisement with the support of HR advertisement to publications department to post on the internet. * Managers with the support of HR create advertisement for authorized external print media.
4. Short-list applicant.
Short-listing is a process of elimination. However, healthcare united requires that all internal applicants be interviewed. Timeframe: 5 days minimum
Procedure:
* Administration staff to collate all resumes and give to managers. * Managers to read over position description and advertisements. * Managers to read each external applicant resume and divide them into ‘yes’, ‘no’ and ‘maybe’ piles. * Managers read all internal applications and complete the short-list charts. * Managers then collate all documentations from internal applicants and short-listed external applicant. * Managers organize administration staff to send all external applicants not shortlisted are standard letter by post.
5. Interview preparation:
The interview is the most critical component of the entire selection process. It serves as the primary means to collect additional information on an applicant. It serves as the basis in assessing an applicant's job-related knowledge, skills, and abilities. It is designed to decide if an individual should be interviewed further, hired, or eliminated from consideration. Timeframe – interview preparation 1-2 days
Procedure:
1. Managers and HR members request administration staff at head office to organize: * Comfortable and quite location
* Food and beverages for interview panel
* Interview schedule.
2. Managers and HR to organize interview documentation which includes: * Position description
* Resumes for each shortlisted candidates
* Consent to check and release police record form.
* Standard interview questions for HR members of interview panel. * Interview assessment forms for interviewers.
* Use checklists for documentations.
3. Manager organizes interview panel: two members of HR department and one staff member for job related department with one of the HR members being the chairperson. 4. Manager chooses and advises the staff member of their role as ‘expert’ and requests that they think of three job related interview questions.
6. Interview applicants
Interviews are to be conducted only at Head office. Interviews are to be 30 minutes in duration with a 5 minute break in between. No more than 12 interviews should be conducted in a day. Timeframe: schedule interviews 1-2 days depending on number of applicants. Procedure:
* Chairperson greets candidate and makes introductions.
* Chairperson opens interview.
* Managers and HR member of panel ask applicant a series of standard interview * questions.
* Staff member from job-related department ask three question * Chairperson asks applicant if they have any question
* Chairperson informs the candidate of the process.
* Panel thank candidate for attending
* Panel complete a interview assessment
* Panel select applicant
* Gain approval from senior management subject to reference check.
7. Reference checks:
Reference checks are an important part of the selection process. Healthcare united reference check must be conducted on both internal and external applicant by the managers and support of HR department. Timeframe 1-2 days depending on number of applicant.
Procedure:
* Phone workplace of applicant and speak to manager/referee. * Introduce self-organization and purpose of call.
* Ask standard questions about applicant’s knowledge and skills. * Ask about applicant’s personality
* Ask manager for their opinion of applicant standard of work. * Ask manager if there have been any problems with applicant. * Discuss references with other HR persons on interview panel.
8. Job offer
Job offer needs to be made immediately after reference check. Timeframe 1-5 days.
Procedure:
* Managers with the help of HR department organize written contract to be drawn up with terms and conditions. * Administration to post contract to applicant
* Upon receive of signed contract HR post new employee advice about induction program.
9. Feedback to unsuccessful applicants:
Healthcare united requires all unsuccessful internal applicants to be provided feedback in individual meetings with managers and a member of the HR department. Timeframe 1-2 days depending on number of applicants.
* Managers with the support of HR department ask administration to schedule 30 minutes meeting with each unsuccessful internal applicant. * Managers with the support of HR department representative to conduct feedback meetings with unsuccessful internal applicants. * Managers with the support of HR department representatives to form unsuccessful external applicant and offer feedback. * Managers with the support of HR department to file hard copies of notes about unsuccessful applicants.
The key factors of the recruitment and selection policy are:- * Managers will assume major responsibility for the recruitment and selection of staff, the training of required personnel and supporting documentation * HR department will support managers in this role
* Timeframe for recruitment and selection will be two to three weeks maximum * Position analysis will be conducted on all vacant or new positions * All vacant and new positions will be advertised internally and externally for ten working days unless special exemptions apply and be advertised online and in leading national newspapers * Special exemptions to internal recruitment must be approved by the general manager. * All interviews must be conducted by a trained selection panel * Selection of staff is subject to reference checks conducted by the manager * Healthcare United is an equal opportunity employer.
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