Basic Tools of HR

Assignment # 1
Basic Tools of HRM
Recruitment and Selection

Submitted to : Dr. Sadia Nadeem

Submitted by: Fatima Shahzad
Roll number: 14-1222
Dated : 02-09-2014
Word Count :1000
1

Basic Tools of HR

Recruitment and Selection

Definitions:
Recruitment: The process of generating a pool of capable people to apply for employment to an
organisation.
Selection: Selection is the process by which managers and others use specific instruments to
choose from a pool of applicants a person or persons more likely to succeed in the job(s), given
management goals and legal requirements.
Key Terms:
Vacancy: A job or position that is available to be filled. Vacancies may arise due to expansion
or resignations/terminations.
Competencies: A competency is a set of defined behaviors that provide a structured guide
enabling the identification, evaluation and development of the behaviors in individual
employees.
Job Specification: A statement of employee characteristics and qualifications required for
satisfactory performance of defined duties and tasks comprising a specific job or function.
Methods of Recruitment:

Internal Recruitment: This kind of recruitment takes place within the organization, i.e the
recruiter attracts only the current or ex-employees of organization. Types are:
1. Transfers
2. Promotions
3. Re-employments
External Recruitment:
Advertisement: It conducts a candidate hunt through sources like newspapers, television,
billboards and other publications.
Third Party Souring: This method uses employment exchanges and employment agencies
having professionals who post job adds for you on their job portals or provide you with
the candidate data, suitable for the vacancy in your organization in return of a payment.
Job fairs: Most of the institutes conduct open houses and invite different companies from
the corporate world. This helps fresh graduates start their professional career.
Recommendations: This method includes getting recommendations from senior people
having expertise in the particular field.
Unsolicited Applicants: Many job-seekers visit offices to drop their CVs or meet hiring
managers in person.
E-recruitment: The process of personnel recruitment using electronic resources, in
particular the internet. Some companies have their own online portals while others use
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Basic Tools of HR

outsourced portals owned by third party. In Pakistan, Rozee.pk, BrightSpyre, Pakistan

placement and Careerjet are popular these days. Linkedin, a business-oriented social
networking website, gives an opportunity to establish connections, promote yourself and
receive job alerts. It connects many job hunters with job seekers and helps filling
vacancies with the right candidates to a great extent.
Job Ads:
A job ad is a paid announcement in a newspaper or other medium about a job vacancy. The
content of the job add is designed in a way that the applicant has a clear idea of the name of the
organization ,qualification, job roles, experience, skill-set, person specification required for that
particular job and about how to apply . It is approved and sent to the concerned department to get
it published in the local or nationwide newspapers or broadcasted on television, radio or
websites.
Post-ad Communication: Once the advertisement is published, applicants start approaching you
by calling, mailing, coming over or by other means to inquire about the job descriptions or
status. The concerned person should professionally handle all the queries in order to hire skilled
candidates and build professional image of the organization. So, the recruiter needs to track
recruitment to inform successful and unsuccessful applicants.
Short listing: The short-listing process involves determining which applicants meet the
minimum key selection criteria to perform the job satisfactorily. Short listing should be always
made transparent and the selection panel should first agree on a standard short listing/selection
criteria, and ranking system, and start short listing after the last date of submitting applications.
The criteria should be purely based on the qualification, experience, skill set required for that
particular vacancy. It should be finalized with the agreement of the whole panel. Applicants
would be informed about the interview timings, venue, length of the interview and documents to
bring for the interview. Short listing processes that are generally used are:
1. Scoring system
2. Panel short listing
3. Software systems
Selection Criteria: Categories of qualification, capabilities or experiences, which can provide
the basis for screening and acceptance or rejection of candidates to vacancies. Three perspectives
are:
Fit with the organization
Functional and team fit
Individual job criteria
Person Specifications: This is an extension of job analysis in which the firm formulates the
personal characteristics of the candidate.

Basic Tools of HR

Skills and Attributes: Experience, qualification and training, knowledge and expertise, teamwork and co-operation, personal attributes and special conditions.
Attitudes and Behavior: Dedication, motivation, responsibility, interpersonal relationships,
competitive spirits, change management and attitude.
Selection Decision Matrix:
Rating: 5=High , 4=Above average, 3=Average , 2=Below average, 1=Poor
Matrix
Criterion
Criterion 1
Criterion 2
Criterion 3
Criterion 4
Total Weightage

Weightage
5
2
3
2
12

Candidate A
4X5
1X2
2X3
2X2
32

Candidate B
1X5
1X2
1X3
1X2
13

Candidate C
5X5
2X2
2X3
2X2
39

Selection Methods:
Application Forms: Application forms are required to be filled by almost every organization to
collect education, work, non-work, military, civil, last employer and other information.
CVs: Curriculum Vitae provide overview of a candidates profile.
Interviewing: Interviews have types like structured, semi-structured, in-person, group interviews,
telephonic and video conferencing.
Testing: It is used to screen candidates on the basis of abilities, skills and aptitudes.Tests should
have validity and reliability. There are different types of tests:
Aptitude tests: To check whether the candidate has the mental capacity or intelligence to learn a
job.
Personality tests: To check candidates as an individual and their self-confidence, patience,
sociability, team-work and leadership etc.
Interest tests: To check likes and dislikes of the candidate relating to work, activities and hobbies.
Assessment Centres: A group of structured activities to assess candidates behavior that includes
IQ tests, interviews, group exercises etc.
Reference Check:

Basic Tools of HR

Before selection, a candidates attitude, behavior and previous certificates are checked through
previous employer and academic institutions. People having expertise in the specific field might
also be contacted to take opinion about the candidate.
Overall SOP:
Recruitment and Selection:

1. Identify Vacancy and Evaluate Need

2. Develop Position Description
3. Develop Recruitment Plan
4. Select Search Committee
5. Post Position and Implement Recruitment Plan
6. Review Applicants and Develop Short List
7. Conduct Interviews
8. Select Hire
9. Finalize Recruitment

Basic Tools of HR

References:
HRM (Torrington et al., 2005)
Imrecruitmentblog.weebly.com, (n.d.). Sources Of Recruitment - IMRecruitmentBlog. [online]
Available at: http://imrecruitmentblog.weebly.com/sources-of-recruitment.html [Accessed 2 Sep.
2014].
Small Business - Chron.com, (n.d.). Methods of Recruitment & Selection. [online] Available at:
http://smallbusiness.chron.com/methods-recruitment-selection-2532.html [Accessed 2 Sep.
2014].
Imrecruitmentblog.weebly.com, (n.d.). Sources Of Recruitment - IMRecruitmentBlog. [online]
Available at: http://imrecruitmentblog.weebly.com/sources-of-recruitment.html [Accessed 2 Sep.
2014].
Work - Chron.com, (n.d.). What Is a Job Advertisement?. [online] Available at:
http://work.chron.com/job-advertisement-6654.html [Accessed 2 Sep. 2014].
Wikipedia,
(n.d.).
Competence
(human
resources).
[online]
Available
at:
http://en.wikipedia.org/wiki/Competence_%28human_resources%29 [Accessed 2 Sep. 2014].
Wikipedia,
(n.d.).
Person
specification.
[online]
http://en.wikipedia.org/wiki/Person_specification [Accessed 2 Sep. 2014].

Available

at:

Anon,
(n.d.).
[online]
Available
at:
http://www.teachingintheuk.com/assets/pdf/RCPersonSpecification.pdf [Accessed 2 Sep. 2014].
Alis.alberta.ca, (n.d.). ALIS - Glossary of Transfer Terms. [online] Available at:
http://alis.alberta.ca/ps/ep/aas/ta/faq/glossary.html [Accessed 2 Sep. 2014].
Merriam-webster.com, (n.d.). Vacancy - Definition and More from the Free Merriam-Webster
Dictionary. [online] Available at: http://www.merriam-webster.com/dictionary/vacancy
[Accessed 2 Sep. 2014].
Explorehr.org, (n.d.). Best website on HRM - Excellent HR Tools and HR Presentation Slides HR
ppt
Human
Resource
Management.
[online]
Available
at:
http://www.explorehr.org/articles/Selection_+_Recruitment/Types_of_Selection_Methods.html
[Accessed 2 Sep. 2014].
Citeman.com, (n.d).
Types
of tests
for
selection. [online] Available
http://www.citeman.com/359-types-of-tests-for-selection.html [Accessed 2 Sep. 2014].
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at:

Basic Tools of HR

Hrgyaan.com, (n.d.). Standard Operating Procedures (SOP) | Human Resource (HR) Articles.
[online] Available at: http://www.hrgyaan.com/standard-operating-procedures-sop/ [Accessed 2
Sep. 2014].
Hr.ucr.edu, (2014). Human Resources: Recruitment & Selection Hiring Process. [online]
Available at: http://hr.ucr.edu/recruitment/guidelines/process.html [Accessed 2 Sep. 2014].
BusinessDictionary.com, (n.d.). What is job specification? definition and meaning. [online]
Available
at:
http://www.businessdictionary.com/definition/jobspecification.html#ixzz3C3V9ToRM [Accessed 2 Sep. 2014].