STUDENT PACK

3RTO
Job Description (AC 3.1)

Person Specification (AC 3.1)

Summary of recruitment and selection methods (AC

3.2)

Advertisement or brief (AC 3.2)

Selection criteria for shortlist of candidates (AC 3.3)

Plan for the interview including a list of interview

questions (AC 3.4)
Completed competency-based interview proforma
(AC 3.4)

Offer letter to successful candidate (AC 3.5)

Rejection letter to unsuccessful candidate (AC 3.5)

Skills Observation Checklist from your tutor

(signed by Tutor)

Short description of the learning process

Signed to confirm all documents presented: Date: __________ Cohort: ____________

Student: _______________________________ Signed: ______________________________

Tutor: _________________________________ Signed:_______________________________

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A.C. 3.1 DEVELOP A JOB DESCRIPTION

Job Description
Job Title: HR Administrator
Purpose of the Job:
To provide administrative support to the HR Department
Key Accountabilities:
1. Maintenance of personnel files:
To ensure efficient management of all personnel records, including paper-based and
electronic (HRIS) documentation

2. Client relationship management:

To be able to maintain relationships with internal and external clients

3. Compliance and quality:

To be able to interpret and implement the company procedures. Able to produce high
quality and accurate data and documentation

Key Reporting Relationships:

HR Manager

HR Officer

HR Administrator Payroll
Administrator

Job Content:
The types of activity in which the HR Administrator will be involved will include:

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A.C. 3.1 DEVELOP A PERSON SPECIFICATION

Core competencies:
The company have created the following core competencies:

Persuasive oral communications

Ability to express ideas or facts in a clear and persuasive manner. Convince others to own
expressed point of view.

Customer Service
Exceeding customer expectations by displaying a total commitment to identifying and providing
solutions of the highest possible standards aimed at addressing customer needs.

Creativity
Ability to generate original and innovative ideas in order to provide imaginative perspectives on
organisational issues.

Teamworking
Willingness to participate as a full member of a team which he/she is not necessarily leader;
effective contributor even when team is working on something of no direct personal interest.

Ability to work under pressure while managing conflicting priorities

Stability of performance under pressure and/or opposition. Makes controlled responses in
stressful situations.

In the Person Specification on the next page, you are asked to adapt the wording of the core
competencies to reflect what would be applicable to an HR Administrator.

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 Company Name
Job Title: HR Administrator
Department

Essential Desirable requirement Method of assessment

requirement

Qualifications

Experience

Knowledge and
skills

Personal skills

Motivation and
expectations

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 CORE COMPETENCIES

Expectation – (what should an HR Administrator Method of assessment

COMPETENCE
be capable of?)

Persuasive oral Competency-based

communications interview

Customer Competency-based
relationship interview
management

Competency-based
Creativity interview

Competency-based
Team-working interview

Ability to work
under pressure Competency-based
while balancing interview
conflicting
priorities

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A.C 3.2 Select appropriate recruitment channel(s) and draft material to attract talented
individuals for an identified role

“RECRUITMENT CHANNELS” = “RECRUITMENT METHODS”

Provide a summary of how you will go about recruiting an HR Administrator. How will you go
about ‘attracting’ a pool of prospective candidates for the role who can then go into the selection
process? The work you do here will help you with Written Assignment B.

Write here (bullet points with some expanding explanation):

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SELECTION METHODS
Provide a summary of your selection methods. What are the stages of selection (from the point
where you start to ‘sift’? The work you do here will help you with Written Assignment B.

Write here (bullet points with some expanding explanation):

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A.C. 3.2 Select appropriate recruitment channel(s) and draft material to attract talented
individuals for an identified role (Advertising copy)

Attach a copy of your advertising material here (staple).

Briefly explain how your advertising copy follows the principles of AIDA.

Write here – bullet points

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A.C. 3.3 Develop selection criteria and shortlist candidate applications for interview for an
identified role

Working from your completed Person Specification, write down some guidance notes for an
assessor who will be involved in the selection process. This is essentially a summary of the
Personal Specification, highlighting key essential criteria.

Essential criteria:

Desirable criteria (what will make a candidate stand out from others who have also met the
essential criteria?)

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A.C. 3.4 Participate effectively in a selection interview and the decision-making process for an
identified role

Competency-based interview preparation

Your competency-based interview will be based on the WASP structure. As a reminder, this
means:

WELCOME
ACQUIRE
SUPPLY
PART

This proforma is structured following the sequence of WASP.

The purpose of this preparation notes proforma is to enable you to create an ‘aide-memoire’ to
ensure you cover everything you need demonstrate during the assessed interview. All you need to
do is add notes in the appropriate sections below. Use this proforma alongside the Competency-
based interview proforma.

WELCOME
Use the front page of the competency-based interview proforma for this. Cover the ‘Briefing
points for candidates’.

ACQUIRE
Warm-up questions

Question 1

Question 2

Question 3

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COMPETENCIES – FUNNEL OPENING QUESTIONS/STATEMENTS

COMPETENCY 1
(Write here)

Funnel opening question of statement

Write here:

COMPETENCY 2
(Write here)

Funnel opening question of statement

Write here:

COMPETENCY 3
(Write here)

Funnel opening question of statement

Write here:

SUPPLY
This is information you need to supply the candidate with. This will be information he/she would
not be aware of from the job advertisement or other documentation provided. Make notes here
on what you need to include here:

Write here:

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PART
This is information and prompts you need to cover during the PART stage of WASP.

Write here:

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GUIDANCE FOR INTERVIEWERS (USE FOR PREPARATION AND THE ‘WELCOME’)
Checklist:
 Pens (and spares)
 Water (account for several candidates)
 Timetable – order of candidates
 Candidate details (CV/Application forms) in order of candidate
appearance
 Check Reception (e.g. parking arrangements)
 Agree who will cover which competencies (with No 2 Interviewer)
 Ensure you check identity of each candidate!
 Job Profile
 Ensure you are familiar with the competencies required of the role
and the rating scale to assess likely performance (see next page)
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Brief candidate:
 Introduce self – ‘I am…In relation to the role, I am (e.g. line
manager)
 This is a competency-based interview, which means I will be
asking for examples of your experience based on the
competencies required of the role
 I will be taking notes – so eye-contact will not always be
possible
 I am interested in capturing as much evidence as I can to show
how you (the candidate) are likely to behave if awarded the
role (based on actual experience)
 The interview will take approximately 45 minutes
 If you (the candidate) thinks of a better example to illustrate
how they have behaved against a particular competence than
the one originally given, it may be possible to go back to that
competency
 Encourage the candidate to relax (offer water)
Page 13
RATINGS SCALE

5 Very high level of ability evidenced – a significant strength

4 High level of ability evidenced – a strength
3 Acceptable level of ability evidenced – benchmark
2 Less than acceptable level of ability evidence – a development area
1 Unacceptable level of ability demonstrated – a significant development area
COMPETENCY DEFINITION
Teamwork Willingness to participate as a full member of a team which he/she is not necessarily leader; effective
contributor even when team is working on something of no direct personal interest.
Persuasive Oral Communications (POC) Ability to express ideas or facts in a clear and persuasive manner. Convince others to own expressed
point of view.
Customer Service (CS) Exceeding customer expectations by displaying a total commitment to identifying and providing
solutions of the highest possible standards aimed at addressing customer needs.
Creativity Ability to generate original and innovative ideas in order to provide imaginative perspectives on
organisational issues.
Ability work under pressure while Stability of performance under pressure and/or opposition. Makes controlled responses in stressful
balancing conflicting priorities situations.

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WARM-UP QUESTIONS
Q1 (Write here):

Q2 (Write here):

Q3 (Write here):

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COMPETENCE: TEAMWORK
Willingness to participate as a full member of a team which he/she is not necessarily leader; effective contributor even when team is working on
something of no direct personal interest.
POSITIVE INDICATORS NEGATIVE INDICATORS
 Refers to working effectively with others in a joint task  Focuses on self and role within a team scenario
 Sees communications as important within a team  No mention of communications
 Gives examples of helping others  Focus of effort seems to be on own task
 Using expressions similar to ‘pulling together’ – ‘mutual support’ –  Uses ‘I’ when ‘we’ would be more appropriate
‘we’

Notes:

RATING:

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COMPETENCE: PERSUASIVE ORAL COMMUNICATION
Ability to express ideas or facts in a clear and persuasive manner. Convince others to own expressed point of view.
POSITIVE INDICATORS NEGATIVE INDICATORS
 Talks about having a clear idea of the benefits of idea being put  Approach to persuasion seems based more an arguing than
forward convincing/persuading
 Talks about preparing a business case for significant ideas  No mention of planning an approach
 Anticipates objections and plans response to these  No mention of accounting for the views/objections of others
 Talks about listening to others point of view

Notes:

RATING:

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COMPETENCE: CUSTOMER SERVICE
Exceeding customer expectations by displaying a total commitment to identifying and providing solutions of the highest possible standards aimed
at addressing customer needs.
POSITIVE INDICATORS NEGATIVE INDICATORS
 Refers to understanding customer need  No mention or indication of wanting to understand customer need
 Talks about the importance of quality in response to customer need  No mention or inference of the importance of quality
 Provides evidence of exceeding and not just meeting customer need  Might refer to meeting customer need but no reference of
 Refers to determination to resolve the customer’s issue exceeding or ‘going the extra mile’
 Refers to ‘going the extra mile’

Notes:

RATING:

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COMPETENCE: CREATIVITY
Ability to generate original and innovative ideas in order to provide imaginative perspectives on organisational issues.
POSITIVE INDICATORS NEGATIVE INDICATORS
 Describes ideas that present as original (and appropriate)  Example(s) of creativity do not seem imaginative
 Able to show how proposed method will add value and/or resolve  Ideas imaginative and original, but no clear explanation as to
issues relevance to circumstances
 Balances an imaginative perspective with realism and pragmatism  Too much risk – imaginative approach offered with no consideration
of potential consequences

Notes:

RATING:

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COMPETENCE: ABILITY TO WORK UNDER PRESSURE
Stability of performance under pressure and/or opposition. Makes controlled responses in stressful situations.
POSITIVE INDICATORS NEGATIVE INDICATORS
 Describes clear approaches used to manage own stress  No reference to stress-management techniques
 Able to offer reasoned arguments supporting a course of action in a  Responses in a stressful situation appears to be based on a ‘knee-
stressful situation jerk’ reaction – not thought through
 Able to describe clear steps in managing a stressful situation  Focus on forcing own decisions – no account of the views of other in
resolving an issue

Notes:

RATING:

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SUMMARY COMMENTS (USE THIS FOR FEEDBACK AND JUSTIFICATION OF OVERALL SCORE

OVERALL RATING:

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A.C. 3.5 Identify the records that need to be retained and write letters of appointment and non-
appointment for an identified role

List the documents that should be retained by the company following the selection process.

Write here (bullet points):

Attach behind this page:

1. Acceptance letter (stationery) for a successful candidate

2. Rejection letter (stationery) for an unsuccessful candidate

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 Write a short description of the learning process you went through in order to complete this
assignment: what you knew about recruitment and selection in your organisation before you
attended module 1; what you learnt during the unit; and what you learnt in completing the
assignment

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