Diploma of Management
Support recruitment, selection and induction of staff
REQUIRED SKILLS AND KNOWLEDGE
This section describes the skills and knowledge required for this unit.
Required skills
• numeracy skills to read and understand a budget and to update a budget
• technology skills to use software associated with financial record keeping.
Required knowledge
• basic accounting principles
• organisational requirements related to financial management
• relevant legislation and current requirements of the Australian Taxation Office, including
GST
• requirements for organisational record keeping and auditing • principles and techniques involved in:
• budgeting
• cash flows
• electronic spreadsheets
• GST
• ledgers and financial statements • profit and loss statements.
Assessment Part A Lifecycle test
Performance objective
Learners will be able to identify the key phases of the ‘human resources lifecycle', and the place of recruitment and selection in that process.
Assessment description
Completion of responses either on the form or as a written attachment.
Specifications
Complete a written questionnaire, demonstrating your understanding of the HR lifecycle.
Adjustment for distance-based learners
Advice via email so you can complete this task as per your facilitator's requirements.
Procedure
Read the questionnaire.
Review the relevant text books and online material.
Complete the diagram then answer the following questions.
Identify the human resource activities for each stage of the HR lifecycle.
During the planning and specification stage of the Human Resource Lifecycle, HR practitioners must consider future recruitment needs. What are three reasons why additional staff might be required. What might be the consequences of failing to anticipate recruitment needs?
Why is it important to develop or review the job description, and to identify selection criteria before developing the interview questions? Why is it important to integrate and induct people into an organisation? The human resource lifecycle is portrayed as a circle. Please explain why?
Assessment Part B Job description and advertisement
Performance objective
Learners will demonstrate the ability to write a job description and job advertisement, covering all the critical elements and compliance with legislation.
Assessment description
To develop a job description and advertisement for a job described in the scenario provided by your assessor, or a job with which job you are familiar.
Specifications
Write a job description using the template provided.
Write an advertisement for the position you describe. Adjustment for distance-based learners
Advice via email so you can complete this task as per your facilitator's requirements.
Procedure
1. Review the scenario provided by your assessor and identify the requirements for the role to be filled.
2. Ensure you :
• determine the content of the advertisement • determine the layout for the advertisement • write the advertisement. • The advertisement must be suitable for placement, either online or in a newspaper, and meet the requirements of the organisation.
3. Ensure you include:
• job title
• location
• brief job description
• reporting relationship
• brief description of the organisation
• minimum requirements (experience/qualifications)
• any unusual features of the job (travel/physical requirements)
• how to apply (contact name/closing date/selection criteria)
• compliance with EEO and anti-discrimination legislation.
Note: Other parts of assessment tasks use the job description you develop for this Assessment.
Job description
JOB TITLE: DATE:
REPORTS TO:
DEPT:
APPROVED BY: SUPERVISES: (number of employees)
JOB SUMMARY
REPORTING RELATIONSHIPS
CONDITIONS OF EMPLOYMENT
DUTIES & ESSENTIAL JOB FUNCTIONS
OTHER FUNCTIONS AND RESPONSIBILITIES
SELECTION CRITERIA
QUALIFICATIONS AND EXPERIENCE
REQUIRED
PREFERRED
Assessment Part C Recruitment schedule and preparation for interview
Performance objective
Learners will develop a schedule for planning activities and suggest timeframes for recruitment.
Specifications
Prepare an action plan (using the template provided) and that follows a logical progression, and incorporates:
• determining recruitment needs (position requirements/timeframes)
• planning recruitment activities (advertising internally/externally)
• organising interviews (scheduling/interview guide).
Your interview guide must contain questions which evaluate the applicable selection criteria:
• work history
• education and training
• personality, motivation and character.
The questions must not breach EEO or Anti-discrimination legislation:
• conducting interviews
• making selection decisions.
Adjustment for distance-based learners
Advice via email so you can complete this task as per your facilitator's requirements.
Assessment description
For this Assessment Task you are required to develop an action plan, listing the steps you should take to plan all recruitment activities, based on the scenario provided in the earlier Tasks. You will also create an interview guide, based on the position description based on the same role.
Procedure
1. Schedule:
a. Identify all steps required to be undertaken for the recruitment process.
b. Sort them by timeframe.
c. Document in the action plan provided.
2. Interview guide:
a. Develop questions for interview.
b. Note questions that need to be avoided or asked with some restriction to avoid any legislation restrictions.
c. Write an interview guide.
Note: Future assessment tasks build upon the interview guide you develop for this Assessment.
Assessment Part D Conduct an interview
Performance objective
Learners will be able to conduct an interview in a simulated work environment and make selection decisions.
Specifications
Conduct an interview ensuring compliance with the following items:
• Environment suitable for an interview - chairs facing each other or on a slight angle with no barrier between/water provided/private area without interruptions.
• Welcome and greet the applicant appropriately - smile/shake hands/ say welcome/thank them for coming/make small talk e.g. weather/introduce yourself/explain how the interview will take place.
• Conduct the interview according to the interview guide developed in Assessment Task 3.
• Listen and respond appropriately - maintain eye contact/paraphrase/nod/ open body language.
• Ask follow-up or probing questions when required - questions which follow a previous question but ask for more detailed information.
• Record and rate responses on a ranking sheet.
• Close the interview and advise applicant of next steps - ask them if they have any questions/tell them you will be interviewing other applicants and making decisions (provide timeframe)/let them know how they will be contacted e.g. phone or letter/thank them for coming/walk them to the door/shake hands.
• Evaluate the applicant against the pre-determined criteria for selection.
• Justify your decision - identify why you selected one candidate over another or why you found the applicant suitable/not suitable, based on objective information gained through the interview process.
Adjustment for distance-based learners
Arrange for the interview to be a phone or video interview if technology permits. Failing that, obtain a written sets of instructions to conduct the interview.
Assessment description
For this Assessment Task you are required to develop an action plan, listing the steps you should take to plan all recruitment activities, based on the scenario provided in the earlier Tasks. You will also create an interview guide, based on the position description based on the same role.
Procedure
1. Review the scenario and details provided in the earlier Assessment Task.
2. Prepare the environment for the interview.
3. Review interview guide and job specifications.
4. Conduct the interview.
5. Evaluate the applicant.
6. Make assessment decision and discuss with your assessor.
Assessment Part E Letter of offer
Performance objective
Learners will be able to develop a letter of offer and employment contract. Specifications
Produce a letter of offer.
Distance-based learners
Your facilitator will communicate advice via email so you can complete this task as per your facilitator's requirements.
Assessment description
For this Assessment Task you are required to develop a letter of offer for the vacancy identified in earlier Assessment Tasks. The letter of offer is to be addressed to the job applicant identified as being the preferred candidate.
You must also complete an extract of a contract of employment to accompany the letter of offer.
Procedure
1. Review samples and examples of letters of offer and employment contracts on the internet.
2. Identify the key areas for inclusion.
3. Develop a letter of offer and extract of an employment contract ensuring it includes
a. new employee's name
b. nature of the job
c. remuneration as a total package
d. other benefits, such as a bonus and non-packaged items (e.g. company car)
e. annual leave, sick leave, maternity/paternity leave
f. terms and conditions of resignation/termination, including notice period.
Assessment Part F Induction
Performance objective
Learners will be able to identify and plan for a workplace induction.
Specifications
• Produce a plan of the induction process.
• Produce a detailed checklist of the induction process.
Distance-based learners
Your facilitator will communicate advice via email so you can complete this task as per your facilitator's requirements.
Assessment description
For this Assessment Task you will develop an induction checklist, showing all elements required for an effective induction for a new employee.
Procedure
1. Review samples and examples of induction checklists on the internet.
2. Identify the personnel involved and the sequence of events.
3. Develop an induction plan.
4. Develop an induction checklist.
Scenario:
The scenario is fictitious but uses Queensford College as the basis of information to give context. The College wishes to employ a person for the proposed new role of Senior Trainer for the new Course in which students will qualify with a Graduate Diploma in Service Management. The role requires a trainer with at least a Certificate IV in Training and Assessment and a Trade qualification based on an
Apprenticeship in one of the "blue collar trades" (eg plumbing, mechanic, or electrician). Selection Status:
A Selection Panel (Principal, Existing Trainer and Human Resources Staff Member) has been chosen and {in a breach of normal policy} has selected three candidates but have not yet finalised the process - including interview questions. Current policy for interviews includes that the Chair of the Panel provides the introduction and conclusion to the interview but not the main questioning.
Roles:
Principal: She is in charge of the College and will be the manager of the new staff member. Existing trainer: He has been a trainer at the College for 10 years and is not very happy about the fact that the new position will be filled by an external applicant (he thought he should have received a promotion into the role) - and considers that "blue collar" roles and trainers in that field are "inferior" to "white collar" staff.
Human Resources staff member: He is relatively new to the role but is very keen to ensure that all participants in the process carry out their roles to a very high standard.
Candidates: There were over 100 applicants for the role and three applicants have been chosen for interview. Each has stated that they have "trade" experience and the necessary certificates. Requirement:
In your designated role, make the necessary preparation and carry out the actions to complete the selection of the successful candidate.
Activity Timing: The entire action is to be completed within 90 minutes. Panel will need to allow time for decisions on the process {is it to be an interview? If so, decide the questions}. Human Resources staff member will need to advise Candidates of place/time of when they are next required. Applicant will then prepare as they consider appropriate.
Activity Additional Roles: There will be additional roles allocated for tasks relating to checking on the suitability of process, interviews, questions etc.