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Human Resource Management 2

DBB05

Assessment 2
Report on recruitment and selection processes

INTRODUCTION:
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.

ANALYSIS OF 2000 & 2010 HEALTHCARE UNITED RECRUITMENT AND SELECTION GUIDLINES:
Key Areas United Healthcare 2000 United Healthcare 2010

Timeframes

Timeframe of selection & recruitment 2-3 weeks Timeframe of advertisement 20 to 25 working days HR had the major responsibility of selection, recruitment

Timeframe of selection & recruitment 2-3 weeks Timeframe of advertisement 10 working days Managers will have the major responsibility of selection and recruitment and HR will support them Manager will response for all documentation with the support of HR department Manager will have major responsibility of training & support and HR department will help managers in their roles Monitoring and evaluation will be the responsibilities of General Manager, trained selection panel and managers respectively

Personnel

Documentation HR was responsible for all documentation Training & support HR had the major responsibility of training & support

Monitoring & evaluation

Monitoring and evaluation were the responsibilities of HR, Chairperson and staff member of job related department

PROCEDURES ANALYSIS: DO NOT COMPLY WITH CURRENT LEGISLATION Do not comply with the current legislation.

OUTDATED WITH S.No. KEY AREAS FOR REVISING CONTRARY TO 2010 POLICY CURRRENT RESEARCH AND PRACTICE
1.

Vacant position analysis

Procedure for analysing vacant position is contrary to 2010 policy. In 2010 all the responsibility is shifted from HR to

Yes it is outdated as current research shows that all the responsibilities of analysing vacant position is done by managers. Previously

2.

Position description

the managers. Position description develpoment is contrary to 2010 as in 2000 HR department was responsible for this task. Yes it is contrary to 2010 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 contrary to 2010 as in 2000 short listing was done by HR department while in 2010 all the responsibilities are

done by HR. Yes it is outdated as current research and practice shows that the development of position description should be done by managers. Yes it is outdated as current research says that the new vacant position should be advertised internally and externally together for ten working days.

Yes it does not comply with the current legislation.

3.

Advertisement

Yes it does not comply with the current legislation as there is special exemption to internal recruitment must be approved by the general manager. Yes it does not comply with the current legislation. Managers are responsible for the short listing process. Yes It complies with the legislation.

4.

Shortlist

Yes it is outdated as current research says that the short listing of applicants must be done by the managers.

5.

Interview preparation

of Managers. No it is not contrary No it is not outdated to 2010.All the interviews. As preparation is done to current research and practice.

6.

Interview applicants

by HR. No it is not contrary No it is not outdated to 2010.All the interviews to current research and practice.

Yes it complies with the legislation. 3

conducted by
7.

Reference check

trained personnel. 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 contrary to 2010.As the job offer is to be finalized by managers.

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 responsible for reference check.

8.

Job offer

Yes it is outdated to current research as the job offer should be given by managers.

No it does not comply with the legislation.

9.

Feedback to unsuccessful applicants

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.

RECOMMENDED RECRUITMENT AND SELECTION PROCESS: The recruitment and selection process involves the following procedures: 1. Vacant position analysis. 2. Position description. 3. Advertisement 4. Short-list 5. Interview preparation 6. Interview applicant 4

7. Reference check 8. Job offer 9. Feedback to unsuccessful applicants. 1. Analyse the vacant position When a position becomes vacant it is important to analyse the position whether it is still required. Manager Estimated timeframe 2-3 days When a position becomes vacant the following procedure must be completed. Procedure: 1. Position needs analysis conducted by managers and approved by senior management. 2. 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: 1. Position descriptions are developed by managers using a position description template and include: a. Position title b. Key objective c. Qualifications required d. OHS component e. Terms. 2. Senior management to sign off on position description. 3. Lodge and advertisement Healthcare Uniteds 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: a. Managers create advertisement with the support of HR for HU newsletter on intranet. b. Managers send advertisement with the support of HR advertisement to publications department to post on the intranet. c. 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: a. Administration staff to collate all resumes and give to managers. b. Managers to read over position description and advertisements. c. Managers to read each external applicant resume and divide them into yes, no and maybe piles. d. Managers read all internal applications and complete the short-list charts. e. Managers then collate all documentations from internal applicants and short-listed external applicant. f. Managers organize administration staff to send all external applicants not shortlisted are standard letter by post. 5. Interview preparation: Timeframe interview preparation 1-2 days Procedure 1. Managers and HR members request administration staff at head office to organize: a. Comfortable and quite location b. Food and beverages for interview panel c. Interview schedule. 2. Managers and HR to organize interview documentation which includes: a. Position description 6

b. Resumes for each shortlisted candidates c. Consent to check and release police record form. d. Standard interview questions for HR members of interview panel. e. Interview assessment forms for interviewers. f. 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: 1. Chairperson greets candidate and makes introductions. 2. Chairperson opens interview. 3. Managers and HR member of panel ask applicant a series of standard interview questions. 4. Staff member from job-related department ask three question 5. Chairperson asks applicant if they have any question 6. Chairperson informs the candidate of the process. 7. Panel thank candidate for attending 8. Panel complete a interview assessment 9. Panel select applicant 7

10. 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: 1. Phone workplace of applicant and speak to manager/referee. 2. Introduce self organization and purpose of call. 3. Ask standard questions about applicants knowledge and skills. 4. Ask about applicants personality 5. Ask manager for their opinion of applicant standard of work. 6. Ask manager if there have been any problems with applicant. 7. 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: 1. Managers with the help of HR department organize written contract to be drawn up with terms and conditions. 2. Administration to post contract to applicant 3. 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. 1. Managers with the support of HR department ask administration to schedule 30 minutes meeting with each unsuccessful internal applicant. 8

2. Managers with the support of HR department representative to conduct feedback meetings with unsuccessful internal applicants. 3. Managers with the support of HR department representatives to form unsuccessful external applicant and offer feedback. 4. Managers with the support of HR department to file hard copies of notes about unsuccessful applicants.