Staffing, Training and Development

Recruitment and Selection

Unit 1: Part 2
 Recruitment and Selection

Learning Objectives

When you have finished studying this topic, you should

be able to:

discuss recruitment and selection

understand job analysis, job description and job

specification

appreciate the activities of recruitment consultants

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 Recruitment and Selection

Watch the video and discuss

https://www.youtube.com/watch?v=SYwUfCCMHvk
Recruitment and selection

https://www.youtube.com/watch?v=r-VcHu-wZxE
Process of Recruitment and Selection

What are the main points you noticed in the video?

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 Recruitment and Selection Process

The recruitment and selection process is a series of Source: HRM Gary Dessler

hurdles aimed at selecting the best candidate for the job

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 Recruitment
Recruitment is the process of seeking and attracting a
pool of qualified applicants from which candidates for
job vacancies can be selected (Stone 2008).

Recruitment is a process of generating a pool of

candidates by reaching the right audience suitable to fill
the vacancy.

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 Steps of Recruitment Process
Decision is made as to whether recruitment is necessary

Job analysis is prepared

Job description is prepared

Job specification is prepared

Plans are made on how and when to advertise or use

recruitment consultant 6
 Job Analysis
Job analysis is a systematic investigation of the
tasks, duties and responsibilities of a job and
the necessary knowledge, skills and abilities a
person needs to perform the job adequately
(Stone 2008).
Job Description and Job Specification are
products of Job Analysis
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 Job Analysis
Responsibilities

Duties Tasks

JOB ANALYSIS

Knowledge
Abilities

Skills
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 Job Description
Job description is a written statement explaining the
purpose of a job, what activities are performed, the
conditions under which they are accomplished and the
performance standards required (Stone 2008).

Job Description includes;

A list of a jobs duties, responsibilities, reporting

relationships, working conditions and supervisory
responsibilities.

It produce an outline of the job title, responsibilities,

authority limits, position in the organizational chart
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 Job Specification

Job specification is a written statement of the formal

qualifications, knowledge, abilities, skills and personal
characteristics a person needs to perform a given job
successfully.

Components of Job Specification are;

Age
Physical characteristics
Qualifications
Work experience
Special requirements. 10
 RECRUITMENT (CLASS ACTIVITY)

You are requested by SNP LLC to carry out Job Analysis,

Job Description and Job Specification for the post of Sales
Executive - Machinery Sales. The position is based in
Salalah and reports to the sales and marketing manager
based in Muscat. The company offers the basic salary of
550 OMR plus benefits besides incentive for outstanding
performance. The incumbent must be a mechanical
engineer and computer literate.

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 Recruitment Consultants and their activities
Recruitment consultants are agents helping the
companies to find right people for their positions.
They also work for candidates to find a job that is
suitable for them
They develop an understanding of their client's
requirements, then identify potential candidates
They assess candidates' skills through interviews, tests
and background checks, then make recommendations to
their client.
Recruitment consultants also provide advice to both
clients and candidates on salary levels, training
requirements and career opportunities.
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 Reasons for using Recruitment Consultant
When a firm doesnt have an HR department
The firm has found it difficult in the past to generate a
pool of qualified applicants.
The firm must fill a particular opening quickly.
There need to attract a greater number of minority or
female applicants.
The firm wants to reach currently employed individuals,
who might feel more comfortable dealing with agencies
than with competing companies.
The firm wants to cut down on the time it is devoting to
recruitment.
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 Recruitment Consultant
Advantages
Fast response
Broad customer base in private and public sectors
Improved attraction and recruitment strategies
Identifies and prepares potential job applicants who will
be appropriate candidates.
Higher succession rate of the selection process by
reducing the number of under-qualified or overqualified
job applicants.

Disadvantages
Non-ethical strategies.

Section Title
It won't always work.
Costly. 14
 Recruitment advertisement

Is a one-way communication to provide information

about a job that will attract a significant pool of
qualified candidates and discourage unqualified
ones from applying.

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 Selection
Employee selection is selecting the best candidates from
a pool of applicants for a job.
Selection is a process of choosing individuals who have
suitable qualifications to fill existing or expected job
openings.
The selection process identifies a number of steps a
candidate may go through, although steps may differ
from organization to organization or from person to
person. 16
Selection Procedure/Steps
Hiring
decision

Medical Examination /
Drug Testing

Supervisory or Team Interview

Preliminary Selection in HRM department

Background Investigation

Employment Tests

Initial Interview in the HRM Department

Completion of Application Form

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 Selection Procedure/Steps
Application Forms: They act as an important source of
information providing a summary of the applicants
background, qualifications and interests. Care should be
taken in their design to ensure that the information asked
is both legal and necessary.
Initial Interviews with the HR Department: HRM
professional have their first face to face contact with a
candidate.
Employment Tests: The candidates take many tests
designed to identify their suitability for a given position and
the possibility of their success in that position.
Background Investigation: It is to ensure that the
information provided by the candidate is true and that the
person is what and who he or she claims to be. 18
 Selection Procedure/Steps
Preliminary Selection in the HRM Department: This step
identifies the candidate as a desirable prospect for a job.
Supervisory or Team Interview: The supervisor of the
potential employee and or team members with whom the
person will work conducts an interview.
Medical Examination / Drug Testing: It ensures that the
person is physically capable of meeting the demands of the
job and is free of any influence of illegal drugs.
Hiring Decision: The person joins the organization. The final
step in the selection process requires the line manager
often in conjunction with the HR manager to make a
decision to hire or reject an applicant.
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 Selection Tools
Interviews
Interviews are valuable for assessing an applicants intelligence, level of
motivation, and interpersonal skills.
Structured interviews provide standardized sets of questions, uniform methods of
recording information, and standardized ratings of the qualifications of applicants. If
interviews are not well structured and standardized, they can be biased.

There have been a number of research findings on interviews which can be

summarized as follows:
Prior knowledge about the applicant will bias the interviewer.
Interviewers hold stereotypes about what represents good applicants.
Interviewers determine an applicants suitability in the first five minutes of the
interview.
Interviewers forget much of an interviews content within minutes after it has
been ended.
Interviews are most valid in determining an applicants intelligence, motivation,
and interpersonal skills.
Structured, well organized interviews are more effective than those that are
loosely organized. 20
Questioning Techniques Used in Selection Interview
OPEN QUESTIONS: MOST REVEALING. Open questions encourage the flow of
information.
Describe your current position.
Why are you choosing this organisation?
What were your significant contributions?
CLOSED QUESTIONS: ANSWERS IN YES / NO. Are direct and focused.
Have you worked in a similar position in the past?
Did you pass your exams?
PROBLEM SOLVING QUESTIONS: SITUATION BASED.
How would you motivate your staff to do a task that they did not want to
do?
How would you handle angry customers / subordinates?
LEADING QUESTIONS: ENCOURAGE THE CANDIDATE TO GIVE A CERTAIN REPLY
I Hope you like travelling.
How much you enjoy dealing with numbers?
PROBING QUESTIONS: Probing questions are used to follow up and obtain
more detail.
' You say you enjoyed your last project, which aspect of the work gave you
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the most satisfaction?'
 Structuring the interview: Every interview should
have a structure, which is clear and transparent
to both the interviewers and the candidate.

A simple structure to follow is GASP:

Greeting
Acquiring information
Supplying information
Parting

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 Selection Tools

Organizations use TESTS that are reliable and valid and have been
designed to measure the skill or ability. Good tests can help reduce
the likelihood of making a poor hiring decision.

Reference Checks occur when a potential employer contacts previous

employers to verify information that the applicant has provided. It is
important to ask good questions in order to get the information
necessary to make a good hiring decision.

Making a Job Offer: If you think you have found the right candidate,
go ahead to give him the job offer.
For your successful candidate:
Prepare and send the appropriate documentation
Make up the employee's personnel file
Arrange the induction plan.
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 Recruiting Yield Pyramid
Organisations use a recruiting yield pyramid to
calculate the number of applicants they must generate
to hire the required number of new employees

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 Question
Accepting Job Offer
2
Yield Ratio: A
comparison of the
Receiving Job Offer 6
number of applicants
at one stage of the
recruiting/selection
Attending Second Interview 12
process to the
number at the next
Invited to Second Interview 15 stage

Invited to First Interview 30

Applicants for the Job 600

1. What is the Yield Ratio for the first stage-Invited to first interview?
2. What does a low Yield Ratio in first stage indicate?
3. What is the Yield Ratio in the last stage-Accepting Job Offer?
4. What is the Success Ratio?
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5. What does a very low Success Ratio indicate?
 Solution
1. Yield ratio for the first stage-invited to first interview = 30/60 = 1:2
The yield ratio for this stage of the recruitment/selection process
is 50%

2. Low yield ratio in the first stage is indicative of strict criteria in the
job advertisement and the required skill set is limited in the labour
market

3. Yield ratio in the last stage-accepting job offer = 2/6 =1:3 The yield
ratio for this stage of the recruitment/selection process is 33%

4. Success ratio = 2/60= 1:30 The success ratio for this

recruitment/selection process is 3%

5. Very low success ratio indicate that:

Availability of required skill set is very low in the labour market
Selection criteria may be very strict 26
 Class Activity
Accepting Job Offer
10

Receiving Job Offer 30

Attending Second Interview 40

Invited to Second Interview 60

Invited to First Interview 80

Applicants for the Job 1200

1. What is the Yield Ratio for the first stage-Invited to first interview?
2. What does a high Yield Ratio in first stage indicate?
3. What is the Yield Ratio in the last stage-Accepting Job Offer?
4. What is the Success Ratio?
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5. What does a very low Success Ratio indicate?
 Re-Cap

Did you understand?

Recruitment and Selection

Job Analysis, Job Description and Job Specification
Job Consultants
Selection Tools
Recruiting Yield Pyramid
Success ratio

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