BSBHRM405

Support the Recruitment,

Selection & Induction of Staff
 ASSIGNMENT TASK 1
Question 1
Describe how a human resources manager will assess and determine whether a vacant position needs to
be filled.

The first thing that the manager should consider is to discuss with the department that the position
needs to be filled and then evaluate the need both with that department manager and HR manager.
After reach the agreement, the HR department will do the recruitment process and selection process to
hire a person to fulfil the position. Identify workforce need Has an established position become vacant,
Analyse and discuss the recruitment requirements. with Human Resources, considering:
 budget
 workforce establishment
 workforce plan

Get approval from the delegated authority to start recruitment process.

Why is it important to clarify recruitment timelines?

Because if the process of recruitment is not scheduled thus the department will not know how long they
will get a person to fulfil the vacant position causing the workload for other employees. In addition, the
company will lose the opportunity to increase the production because they do not have enough
employees to handle tasks.

Question 2:
Explain what a job analysis is.

Job analysis is the process of gathering and analysing information about the content and the human
requirements of jobs, as well as, the context in which jobs are performed. This process is used to
determine placement of jobs.

Describe five key factors that need to be considered when conducting a job analysis.

Task Identity: If the employees have the clear vision about the beginning and ending of the task then it
will give more satisfaction to them by the completion of whole piece of work. It is also obvious that
employees want to know the result of the work whatever they have done or produced.

Variety: Employees always want to do variety of work as they get easily fade up by the repetition of
work. They may lose their interest and get dissatisfied with their task, so variety of task can improve
their interest level, challenge and commitment to the task.

Responsibility: Employees must know that their success and failure depend upon their performance.
This is very important to make them feel about their responsibilities towards their task. The employee
should understand the significance of the work and where it fits into the purpose of the organisation.
Autonomy: Autonomy means giving more scope to employees to regulate and control their own work.
They should know they also have some responsibilities of decision making within the framework of their
job.

Working Environment: There must not be any type of discrimination and harassment in the job. It is also
very necessary that job should provide a safe and healthy working environment and consider the types
of work aids and equipment required to perform the role.

Question 3
Consultation is required to develop and prepare both a job analysis and a job description. Identify &
explain at least three office holders within an organisation that a human resources manager may consult
in developing either a job analysis or a job description.

Top management -This is most likely true in a small company, but it usually proves to be a time-
consuming and expensive approach. Job descriptions written by high-level company must have a
tendency to be cloaked in secrecy and are often regarded with some suspicion by employees.

Job analyst or wage and salary analyst - The job analyst is generally the most likely choice. If the
resulting job descriptions are to be used for wage and salary administration purposes, a wage and salary
analyst might also be involved in the project. The big advantage here is consistency; the job analyst or
wage and salary analyst usually has some experience in this area and can produce descriptions in a
uniform and objective manner. The disadvantage is that they seldom possess the intimate day-to-day
knowledge of the jobs involved, and this is information needed to describe them accurately.

Supervisor - The supervisor usually has intimate knowledge of the job but may lack the requisite
objectivity. Lack of objectivity sometimes results in a tendency to inflate jobs for personal or political
reasons. This is a major drawback to supervisory involvement, although it would probably be a mistake
to leave supervisors completely out of the program. In addition, supervisors may lack appropriate skills,
such as the ability to write, that are required for the job.

Question 4
List and describe three Australian laws or codes that play a part in the recruitment and selection
process.

 At a general level, unlawful age discrimination in recruitment has been described as ‘rampant,
systemic and the area of employment decision-making where managers use age to differentiate
between people most extensively. More specifically, several bodies and key academics have
emphasised that recruitment ‘operates as a major barrier for mature age workers seeking
employment, and recruitment agencies often perform a gate-keeping function that can exclude
mature age workers.

 This sentiment was echoed in submissions from stakeholders like the South Australian Government,
which noted that, the discrimination based on age is a prominent issue in the recruitment practices
of many Australian private recruitment agencies. The recruiters may fail to provide an appropriate
level of service to an older worker, or fail to put forward an older applicant to a potential employer.
 The Diversity Council of Australia expressed the view that ‘there is clearly evidence of poor levels of
compliance [with anti-discrimination legislation] in the private recruitment sector.

Question 5
Explain how the short listing process of job applicants works.

Your shortlist criteria should be based on:

 the qualities and traits of top performing employees currently in the role
 Your shortlist criteria should not be based on:
 personal opinion or gut feeling of what managers think are required for success
 personal similarities of the candidates with the recruiters or hiring managers

Describe two documents that can be used to shortlist applicants.

Interview questionnaire form - Candidate evaluation forms are to be completed by the interviewer to
rank the candidate’s overall qualifications for the position.

Resume – A resume is a document used by job seekers to help provide a summary of their skills, abilities
and accomplishments. In other words, a resume is typically a short and quick way for a job seeker to
introduce themselves to a potential employer.

Question 6
Explain the importance of reference checking in the recruitment process.

The Importance of Conducting Reference Checks:

 The best indicator of future performance is a candidate's past performance, and his ex-employer is
the best source of this information
 Employers get additional information on the candidate's performance, behaviour, attitude and
other traits, which makes the hiring decision, smoother.
 Employers can avoid hiring an undesirable candidate with timely information through reference
checks, and save their company from undue risks or harm to other employees.

Who should conduct reference checks on job applicants?

Background investigation can be conducted by the HR management team of an organization. The

investigation can also be conducted by senior managers for the vacancy department and their
supervisors.

Question 7
Explain what an industrial award is and why a human resources manager should be aware of this
document.
In Australia, an industrial award is a ruling handed down by either the Fair Work Commission (or its
predecessor) or by a state industrial relations commission which grants all wage earners in one industry
or occupation the same minimum pay rates and conditions of employment such as leave entitlements,
overtime and shift work, as well as other workplace related conditions. The national awards, with the
National Employment Standards, provide a minimum safety net of terms and conditions of employment
for all national system employees. Human resource manager should be aware of this because they need
to understand what benefits and wage to be given to the employees that will not make them break the
laws.

Question 8
Describe what a selection report is and how it should be used in the recruitment process.

The selection report is the official record of the selection process. The main purpose of the selection
report is to convey the panel’s recommendation, and provide enough information for the delegate to
make an informed and fair recruitment decision. The final decision to select an applicant or take other
action rests with the delegate.

The selection report should also be used when providing feedback to individual candidates who request
post-selection feedback. The selection report must demonstrate with rigour how the selection panel
used an evidenced base selection process to arrive at its conclusion, and will be used in the case of a
review.

Question 9
On completion of the selection process, a human resources manager will have a number of documents.
These may include: a job description, application forms, resumes, an interview schedule with answers,
personality tests and referee checks.

Explain what legislation would dictate how you handle these documents now that you are finished with
them?

Any Paperwork retained within recruiting departments should be disposed of securely, eg. via
confidential waste or shredded. Once documentation has been successfully uploaded into e-
Recruitment, you may dispose of the originals securely immediately. Recruiting departments do not
need to delete any applicant information held in e-Recruitment, this will be managed centrally in line
with legal requirements.

Question 10
List and describe five things that a successful candidate should be told by H.R. during the induction and
contracting process
 a copy of any procedures and employee handbooks
 any uniforms and standard equipment they will need to perform their job role – The dress code
that needs to be followed
 hours of work including breaks – the required working hours required per day
 sickness and holiday procedures – the process to be followed to take leave and how many paid
leaves are provided to employee
 Organizational Values – Adherence to the values that are being followed at the organization like
the customer satisfaction
 ASSIGNMENT TASK 2

Question 1
Where would you advertise and why?

Internal Employee referral – is a candidate recommended by an existing employee. This is sometimes

referred to as Referral recruitment. Encouraging existing employees to select and recruit suitable
candidates results in improved candidate quality, reduced the considerable cost of 3rd party agencies.

Social Network Referral – posting the opening on social media and the screening can be done via
screening tools.

Question 2:
Before going ahead and placing the ad, who should Bruno show it to?

Bruno needs to take the sign off from Managing Director before proceeding with the recruitment
process.

Question 3
Instead of advertising, what are two options available to Makro for filling the vacancy? Give your
justification?

Internal Job Portal – The portal where employees within the organisation can internally apply which
would be helpful because the employee would know more about the process and the organization and
would motivate other employees

Internal Referral – The bonus amount motivates employees to refer the candidate which speeds up the
hiring process and improved the candidate quality

Question 4
Why should a human resources manager consult other managers and staff when developing interview
questions? Legislative requirements need to be addressed in this question

HR should consult to other managers to develop the Job Description and the Job Analysis in order to
maintain the Employment Equity Law amongst all the employees. The Employment Equity Act is the law
that promotes equity in the workplace, ensures that all employees receive equal opportunities and
that employees are treated fairly by their employers. The law protects you from unfair treatment and
any form of discrimination.

Question 5

Why is it important to notify the job applicants of the upcoming interview and related information well
ahead of time?
Candidate should have the prior information regarding the schedule so that

 Candidate can manage to take out time for interview easily

 Candidate can be prepared for the interview
 Candidate is aware about the location and other details for interview

Question 6

In organising the interviews of applicants, who would you invite from the company to sit on the
interview panel & why?

The Managing Director – As the interview is for the Operational Manager and the recruitment sign off
was also approved by the MD

The Hiring Manager – The manager of the team for which the recruitment is to be done so that manager
can evaluate the best fit in the team

HR Manager – To evaluate the candidate based on behaviour and emotional values

Question 7:

List five details related to a job that should be communicated through an offer of employment.

1. Date of Joining
2. Pay per annum with the monthly pay distribution
3. Policies and Procedure of the organization
4. Title of the position
5. Full or part time status

Question 8

Who should Bruno, the human resources manager approach to get approval, prior to publishing this
advertisement?

Bruno should take the approval from the Managing Director, Bruno’s Boss before posting the
advertisement.

Question 9

Why is it important to get approval before publishing an advertisement? And how can it help in the
selection processes?
It is important to get approval before posting to ensure

 Correct JD has been shared

 It does not contravene any legislative requirements
 Recruitment process will smoothly

Question 10

Who are the people at Makro who should be introduced to the successful applicant during the induction
process?

 Managing Director
 HR Personnel
 Team
 Distribution Manager
 the Fleet Manager
 and the Finance Manager
 ASSIGNMENT TASK 3

Question 1

Write an advertisement with selection criteria for the operations manager vacancy at Makro. Ensure that
the ad does not contravene any legislation, that it is as short as possible to save money, but covers the
important roles and responsibilities of the position.

Urgent Hiring for Operation Manager at Makro

Job Location - Australia

Key Responsibilities

 prepares program budgets, facilitates several programs around the company, controls
inventory, handles logistics
 Interviews and supervises employees
 Handling Companies operation Budgets
 Experience in Leadership

Requirement:

 5 year experience in operations management

 a university degree
 3 year experience at management level
 a thorough understanding of the principles of logistics

*Direct reporting to the Managing Director of the organization

If interested, please share your resumes at Bruno.Mars@Makro.com

Question 2

Write a job description.

This position demands the skills and experience of a unique individual. As such, you must have
substantial knowledge of freight forwarding environment combined with the leadership & management
skills to effectively coordinate significant manpower & financial resources. The role encompasses the
following:

Key Responsibilities:

 Ensure the smooth day-to-day running of our high volume freight forwarding operations
  Proactively manage, train, lead and mentor the Operations & Customer Service team
 Handling Companies operation Budgets
 Create and implement improved processes and procedures to ensure excellence in customer
service
 Increase operational productivity and efficiency through in-depth understanding of existing
processes and drive effective growth enabling strategies
 Managing and leading the day to day office
 Define and meet operational KPIs

You will have:

 5 year experience in operations management

 a university degree
 3 year experience at management level
 a thorough understanding of the principles of logistics

Question 3

Assuming your interview panel and the applicants are able to come and you have a free hand with
appointment times, draft two schedules of interviews; one for five candidates and one for ten candidates.

Position: Operations Manager

Company: Makro
Date of Interview: 28th August 2019

MORNING AFTERNOON

INTERVIEW (10 INTERVIEW (5

Candidates) Candidates)

8:30 a.m. 12:30 p.m.  Candidates Report at Organization

 Meet with Bruno
9:00 a.m. 1:30 p.m.  Receive Scenario
 15 minutes to prepare response. Can use the
Candidate Prepares Candidate Prepares computer if they wish and print out. Flipchart also
Alone (SCENARIO) Alone (SCENARIO) available to prepare.
 10:15 a.m. 2:15 p.m. Shortlisting the candidates on Round 1

Announcement Announcement

10:30 a.m. 2:30 p.m. Shortlisted Candidates - Meet with MD for F2F
discussion
F2F Interview with F2F Interview with
MD MD

11:00 a.m. 3:30 p.m. Shortlisting the candidates basis on Round 2

Announcement Announcement

11:15 a.m. 3:45 p.m. Shortlisted Candidates - Meet with MD for F2F
discussion
F2F Interview with F2F Interview with
HR Manager HR Manager

Question 4

Create a schedule of topics and questions that have to be covered in interviews.

Proceed with the open-ended question around the candidate background following with the closed
questions.

Open Ended Questions:

 Tell me about yourself.

 What motivates you?
 What do you see as your strengths?
Closed Questions

 Do you like to work under pressure? Yes or no? Explain.

 Have you held a position of leadership or supervision in any organization? Explain.

Question 5

Write a pro forma letter template advising applicants that they have failed to be shortlisted.

Dear [Name],
Last week, we evaluated all the applications we received for the position of Operation Manager
at Makro. It was tough to decide on the select group chosen for an interview, because we received so
many good resumes.

Unfortunately, we are unable to offer you the letter for interview. However, we encourage you to apply
for other positions as they become available in the future.

Thank you for your interest in Mark, the most respected source of business/management information.
Best wishes in your job search.

Sincerely,
Bruno

Question 6

Write a pro forma letter template advising shortlisted applicants that they have failed to be selected.

Dear [Name],

Last week, we evaluated all the applications we received for the position of Operation Manager
at Makro. It was tough to decide on the select group chosen for an interview, because we received so
many good resumes.

Unfortunately, we you are not being selected for now. However, we encourage you to apply for other
positions as they become available in the future.

Thank you for your interest in Makro, the most respected source of business/management information.
Best wishes in your job search.

Sincerely,
Bruno

Question 7

Write a pro forma letter template requesting a reference check on shortlisted applicants.

Dear
Re: (Applicant name)

The above-named is being considered for the post of (post title) and has indicated that you would be
willing to provide a reference. I should therefore be most grateful if you would confirm for me:

(applicant name)’s title and service dates at your organisation

(applicant name)’s employment relationship to you as a referee

(applicant name)’s reason(s) for leaving your employ (where applicable)

I am attaching a job description and person specification for the post of (post title). I would be grateful if
you would comment on the above name’s suitability for the post, and provide any other relevant
information.

Any information you can give will be treated in the strictest confidence.

May I take this opportunity of thanking you in advance for any help you are able to give; your prompt
reply would be much appreciated.

Yours sincerely

Bruno

Question 8

Write a congratulatory letter for the successful applicant. The letter should tell them when and to whom
to report and confirm whether the applicant is intending to accept the offer of the position.

Dear [Candidate Name],

Congratulations on your offer from [Company Name]! We are delighted to offer you the position of [Job
Title] with an anticipated start date of [start date].

As discussed [over the phone, during your interview, etc.], please find attached your detailed offer letter.
If you choose to accept this offer, please sign, scan, and email your letter to me at [email address] by
[decision deadline] and Mark Davis would be your point of contact.

[If you are attaching other documents that need to be read and signed, mention those here].

In the meantime, please don’t hesitate to reach out to me, either through email or by calling me directly
at [your phone number] if you should have any questions or concerns.

We are looking forward to hearing from you and hope you’ll join our team!

Best regards,

Bruno

Question 9

Create a contract of employment for the successful applicant including information on national
standards, legislations and WHS issues Refer to doc “Employment Agreement.docx”

Question 10
Create a checklist of interview questions for the panel, making it clear who asks what.

Manager Questions Checklist

 Tell us about yourself

 What are the 3 most important qualities in a manager?
 Tell us about the challenges and its solution you have faced in recent experience.

HR questions

 What excites you most about this position?

 What makes you stand out for the role?
 What does your ideal workday look like?