RECRUITMENT OPERATIONS MANUAL

(Recruitment Policies and Procedure)

GOAL : Create/develop a Recruitment Operations Manual for an

imaginary
company (provide the nature of business and industry) of one
thousand employees.

(Angelique)
Responsibilities over the manual

Updating the manual

Recruitment Organizational Chart

Recruitment policies

Manpower Requisition Form

Job Description and Job Specification of all positions in the Recruitment

Team, including the Head/Recruitment Manager

Recruitment Quality Proposition

Recruitment Philosophies

Provide Equal Opportunity and have empathy. Being equally fair is the most
important thing. Our company accommodates different types of people disregarding
their gender, religion, disability, etc. It is our philosophy to remove those barriers that
affect the employment of someone. Every employee/person should be treated with
respect and dignity as we listen to the stories of their lives. We are the kind of employer
who doesn't choose who we should accommodate because we provide equal
opportunities.
Be Humble. All employees start from the bottom and experience different kinds
of hardships. Even if we are the ones who are recruiting, being humble should always be
there. Be an inspiration to every applicant at the same time the command is there.

Recruitment Process
 1. Identifying the clients needs. When recruiting, it is important to find the
right person for the right job. In order to do that, we need to know the needs of
our client to be able to know the plans and objectives.
2. Searching and Posting through websites and other social media
platforms. This includes posting the advertisements online in order to find the
right candidate. In this way, a lot of people will know that we are recruiting.
3. Application process. After seeing the advertisement, the application process
will start since they are done reading the requirements and qualified applicants.
4. Screening and Short listing. We are in need of a specific person so we need to
screen their application to see who are deserving and who are those applicants
who meet the requirements and also the qualifications.
5. First Interview. This is where we will check if they are truly qualified. Talking
to them will be helpful in identifying the right person. Questions will be asked
and we will base their score on their answers.
6. Further interviews or assessments. If they pass the 5th step, they will
undergo another interview or assessment to check their qualifications.
7. Acceptance. Decisions will be made in this part. If they are accepted, we need to
send rejection letters to those applicants who are not able to make it. In this way,
we will become clear and avoid their waiting.

Sourcing strategies, leads generation

● Social Media. This strategy attracts active and passive candidates, targets the
specific and ideal talent pool, boosts employer brand and company culture, and
saves on recruiting costs.
● Referrals. Referrals can make the job a lot easier. With fewer, high-quality
applicants to go through, you can get to interviewing and hiring much quicker.
Nobody knows your culture and requirements better than your colleagues, so
embrace employee participation.
● Talk to the people you know. Think about all the people you know
outside. Talk to your friends and family. See if they have any hiring needs within
 their companies or someone they know. Ask your peers if they know of any other
companies, other than their own, that might need your recruiting solutions.
● Use a recruiting network. Do a split placement where one recruiter has a job
order to fill and the other recruiter has a candidate that matches the position. You
can check the network to see if other recruiters are working with a client that
could use one of your candidates.
Generic Classified/Recruitment Ad design and sample
Screening and Selection Process
Application Blank
Standard Interview Guide
Interview Preparation
Behavioral interviewing is an interview technique that focuses on a candidate’s past
experiences, behaviors, knowledge, skills and abilities by asking the candidate to
provide specific examples of when he or she has demonstrated certain behaviors or
skills.
In a behavioral interview:
● The interviewer(s) should ask each candidate the same series of questions, using
the same phrasing, and in the same order
● The questions asked are created prior to the interview, and often have little room
for variation in responses. There are few open-ended questions used
● The interviewer is neutral but friendly. He/she does not provide any opinions
during the interview.
● All candidates are evaluated on the same rating scale

Key interview behaviors:

● Be organized
● Prepare paper and pen or laptop for capturing notes
● Bring a copy of the candidate’s resume to reference
● Look and act professional
● Explain the interview process to candidates
● Allow opportunities for the candidate to ask questions
● Ask the behavioral interviewing questions exactly as provided
● Ask the same questions in the same order (by the same individuals) for each
candidate
● Use appropriate body language
● Avoid evaluating non-verbal behaviors of candidates
● Use active listening skills
● Treat all candidates the same (ensure that the candidate has a positive and fair
experience)
● Do not give the candidate any unfair or unrealistic expectations
 ● Be clear on the next steps in the process and their appropriate points of contact
Rating Scale

Overall Comments:

Recommendation:

Make Hiring Offer Do Not Make Offer

 (Lorie)
Applicant Assessment Form,

Interviewer: Click here to enter text. Date of Click here to enter text.
Interview:

Candidate Name: Click here to enter text. Position: Click here to enter text.

Interview evaluation forms are to be completed by the interviewer to rank the candidate’s overall qualifications for the
position for which they have applied. Under each heading, the interviewer should give the candidate a numerical rating
and write specific job-related comments in the space provided. The numerical rating system is based on the scale below.

Scale: 5 – Exceptional 4 – Above Average 3 – Average 2 – Satisfactory 1 – Unsatisfactory

 Rating

5 4 3 2 1

Educational Background – Does the candidate have the appropriate educational ☐ ☐ ☐ ☐ ☐

qualifications or training for this position?
Comments: Click here to enter text.

Prior Work Experience – Has the candidate acquired similar skills or qualifications ☐ ☐ ☐ ☐ ☐
through past work experiences?
Comments: Click here to enter text.

Technical Qualifications/Experience – Does the candidate have the technical skills ☐ ☐ ☐ ☐ ☐

necessary for this position?
Comments: Click here to enter text.

Verbal Communication – How were the candidate’s communication skills during the ☐ ☐ ☐ ☐ ☐
interview?
Comments: Click here to enter text.

Candidate Interest – How much interest did the candidate show in the position and the ☐ ☐ ☐ ☐ ☐
organization?
Comments: Click here to enter text.

Knowledge of Organization – Did the candidate research the organization prior to the ☐ ☐ ☐ ☐ ☐
interview?
Comments: Click here to enter text.

Teambuilding/Interpersonal Skills – Did the candidate demonstrate, through their ☐ ☐ ☐ ☐ ☐

answers, good teambuilding/interpersonal skills?
Comments: Click here to enter text.
Initiative – Did the candidate demonstrate, through their answers, a high degree of ☐ ☐ ☐ ☐ ☐
initiative?
Comments: Click here to enter text.

Time Management – Did the candidate demonstrate, through their answers, good time ☐ ☐ ☐ ☐ ☐
management skills?
Comments: Click here to enter text.

Customer Service – Did the candidate demonstrate, through their answers, a high level ☐ ☐ ☐ ☐ ☐
of customer service skills/abilities?
Comments: Click here to enter text.

Overall Impression and Recommendation – Summary of your perceptions

of the candidate’s strengths/weaknesses. Final comments and Advance Advance with Do not
recommendations for proceeding with the candidate. reservations advance
Comments: Click here to enter text.

☐ ☐ ☐

Testing
Employment tests are primarily regulated methods that produce a score, rating,
description, or category upon measuring skills, intellect, personality, or other qualities.
It is divided into six categories:
● Job knowledge tests

○ Job knowledge exams, also known as accomplishment or mastery tests,

are made up of questions that are used to assess technical or professional

skill in specific subject areas. Job knowledge exams are frequently built on
the basis of an examination of the job's tasks.

● Integrity tests

○ An integrity exam is a sort of personality test used to determine if a

candidate is honest, trustworthy, and dependable. Theft, aggression,

sabotage, disciplinary issues, and absenteeism are all examples of
 unproductive actions connected with a lack of integrity. Integrity tests
have been shown to assess several of the same traits as traditional
personality tests, including conscientiousness and maybe certain
components of emotional stability and agreeableness.

● Cognitive ability tests

○ Cognitive ability tests evaluate talents related to thinking (e.g., reasoning,

perception, memory, verbal and mathematical ability, and problem

solving). Questions on these assessments are meant to assess an
applicant's ability to employ mental processes to solve work-related
challenges or learn new skills.

● Personality tests

○ Personality tests are intended to gather information on a person's

intentions, preferences, interests, emotional structure, and style of dealing

with others and circumstances in a systematic manner. Interviews,
in-basket activities, observer evaluations, and self-report inventories are
all examples of personality tests (i.e., questionnaires).

● Emotional intelligence tests

○ Emotional intelligence (EI) is a sort of social ability that includes the

capacity to monitor one's own and others' emotions, distinguish between

them, and utilize that knowledge to guide one's thinking and behaviors. EI
is a very specialized skill that connects a person's cognitive and emotional
processes. As a result, EI differs from emotions, emotional styles, and
emotional characteristics, as well as standard intelligence tests based on
broad mental or cognitive aptitude (i.e., IQ). EI is comprised of a collection
of talents or abilities that may be divided into five categories:

■ Self-awareness

■ Emotional management
 ■ Self-motivation

■ Empathy

■ Handling relationships

● Skills assessment tests

○ Skills assessment tests of soft and hard skills provide an overview of your

abilities. Employers assess these talents in the final stages of the hiring
process to determine who they would want to hire. To proceed in the
recruiting process, you may be required to take further skills assessment
exams to demonstrate your research, presentation, or leadership abilities.

● Physical ability tests

○ In Physical ability tests, individuals are usually asked to complete

job-related tasks that require manual labor or physical competence.

Physical skills such as strength, muscular flexibility, and stamina are
measured using these exercises. Your strength and stamina will be tested
in physical ability tests. They also indicate if you're physically competent
in doing professions using manpower. Physical competency testing adds a
stage to the recruiting process for companies, allowing them to decrease
the risk of workplace accidents while still identifying a competent
candidate.

Skill sets

Selection Decision policies,

Letter of Regret Sample,

Dated __________
Name of the candidate:

Address: _________________________________________________

Dear________

This has reference to the meeting we had on ____________.

We appreciate your interest in joining our company and we want to acknowledge the

time and energy you invested in completing the assessments. We had detailed

deliberations with reference to your profile with our relevant managers.

At present, we do not have a suitable position matching your sincerity and experience.

We are not able to offer you an immediate placement in our company. Positions

matching your profile are likely to come up in the next three to four months.

We have therefore placed your profile on our data bank. We will, at the appropriate time,

get in touch with you to reevaluate your interest.

We take this opportunity to wish you good luck.

Best Regards,

Lorie-anne Conde
Talent Acquisition Associate
Cream Dream Company

Congratulatory Letter for successful hires.

 DATE

Name of Candidate
Address of Candidate
City, State, Zip Code

Dear Name of Candidate:

This letter is to formally offer you the position of ____ for Cream Dream Company. Your
expertise and qualifications will be a valuable contribution to our Department.

Your beginning date is (date), and your bi-weekly salary is (amount), as we discussed
over the phone yesterday. It is paid on a monthly basis, and if you want it, we may send
it to you by direct deposit. At 9:00 a.m., you will report to the Supervisor.

The employment comes with complete family medical coverage via our benefit plan,
which will commence one month following your first day on the job. If you like, you can
sign up for dental and vision insurance. 90 days following your first day on the job, you
will be eligible for our retirement plan.

If you accept my offer, I have attached a second copy of this letter for you to sign and
send to me. I'll give you an employee handbook and documents for enrolling in the
employee benefit programs once I have the signed copy. The guidebook contains the
vacation and leave policies.

We are delighted to have you join our team.

If you have any questions, please contact me at 09977990099 or

talentsacquisition@creamdream.com
Sincerely,
Lorie-anne Conde
Talent Acquisition Associate
Cream Dream Company

Workflow, flowcharts, etc

(You can add anything you want in the recruitment manual, as long as it is
appropriate and important.)