Recruitment and selection - DOC

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					Procedure      RECRUITMENT AND SELECTION

Policy         The recruitment and selection of new employees will comply with all relevant
               legislation and internal policies and procedures. Every effort will be made to
               ensure that vacant positions are filled by people who best meet the
               requirements of the position.

Definitions The aim of an induction program is to give new employees information
               which will help them settle in to their job.

               Probation is used to determine if new employees are able to satisfactorily
               perform to the requirements of the position for which they have been
               selected.

               Shortlisting is the process of screening applicants to identify those
               applicants most suitable for the position so that they can then be interviewed.

Related
Documents Request to Employ
               Application for Employment
               Shortlisting Form
               Interview Assessment
               (Human Resources Department > Forms)

               Advertising Policy
               (Sales Department > Policies and Procedures)

               Equity and Anti-Discrimination Policy
               Conditions of Employment
               (Human Resources Department > Policies and Procedures)


Recruitment
New positions
Department staffing levels must not be exceeded without the approval of the General
Manager. If a new position is deemed to be necessary, the position must be justified by the
relevant Department Manager/ Supervisor in terms of the following:
 workload of existing employees
 expanded departmental activity
 skills shortage
 increased productivity.

This information can be attached to the back of the Request to Employ form. The
Department Manager/Supervisor must liaise with the Human Resources Officer to develop a

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Job Description and Person Specification for the position. They should also assist with the
development of selection criteria for higher level positions.


Replacement positions
The relevant Department Manager/Supervisor must initiate the recruitment process as soon
as an employee submits their resignation or is given notice of dismissal. They should review
the Job Description and Position Specification for the position. If necessary, they must liaise
with the Human Resources Officer to revise these documents to ensure they meet current
and future requirements. Department Managers/Supervisors should also assist with the
development of selection criteria for higher level replacement positions.

Recruitment approval
The relevant Department Manager must complete a Request to Employ form and submit it to
the Human Resources Officer for action. If the request is for a new position, the General
Manager must authorise the Request to Employ.


Advertising
Recruitment methods may include:
 newspaper advertisement
 internet
 job agency
 internal recruitment.

All advertisements should comply with legislative requirements, Advertising Policy and
Equity and Anti-discrimination Policy.

All enquiries and applications must be directed to the Human Resources Officer. Closing
dates for applications will be determined by the Human Resources Officer in consultation
with the Department Manager/Supervisor.




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Applications

Higher level positions

Applicants should be asked to prepare written applications which address the pre-
determined selection criteria.

Lower level positions

Applicants may be asked to prepare written applications identifying their skills and
experience in relation to the position.

If the selection timeframe is short, applicants can be asked to telephone the Human
Resources Officer for details of the position. If the telephone interview indicates that the
applicant is appropriate for the position, an Application for Employment should be sent to
the applicant by email or post. Alternatively, successful telephone applicants may be given
an interview appointment and asked to complete an Application for Employment before the
interview.


Processing employment applications

The Human Resources Officer will consult with the relevant Department Manager/Supervisor
to shortlist applicants for the position from applications within 5 working days of the closing
date of written applications. The Shortlisting Form must be used to document the results
of the shortlisting process. Successful applicants will be notified of the time and date for
their interview. Unsuccessful applicants will be notified in writing after the successful
applicant has accepted the position.



Selection process
Short-listed applicants will be required to participate in a selection process to determine the
most suitable applicant for the position.

Selection methods
The Human Resources Officer will consult with the relevant Department Manager/
Supervisor to determine the most appropriate selection methods. These may include:
 interviews
 skills testing
 psychological testing (higher level positions).

Selection panel
The selection panel must consist of at least 2 members, the relevant Department Manager/
Supervisor and the Human Resources Officer. The panel will meet before the interview to
determine the questions to be asked of applicants. All applicants for higher level positions
must be asked questions relevant to workplace health and safety, equity and anti-
discrimination.

The Human Resources Officer will chair the panel to ensure that legislative and policy

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requirements are met and that applicants are treated consistently.

Documenting the selection process
The assessment of all those interviewed must be documented on the Interview
Assessment and the tentative selection decision recorded. (Selection decisions are
tentative until references/referees are checked.) The selection of the successful applicant
must be based on merit.

Checking references/referees
Before a job offer is made, the references/referees of the successful applicant must be
checked by the Human Resources Officer. The applicant should have given permission to
contact any referees. If references/referees do not support the selection decision,
consideration should be given to the next most suitable applicant.




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Notifying the selected applicant
The successful applicant must be notified of the job offer, any special employment conditions
and probationary period (if relevant) in writing. A copy of the Conditions of Employment
must be enclosed with the letter. The applicant must sign the letter formally accepting the
job offer and return it to the Human Resources Officer.

Unsuccessful applicants must be notified in writing after the successful applicant has
accepted the position. No feedback is to be provided to unsuccessful applicants on any part
of the selection process.


Probationary periods
Successful applicants for lower level positions may be given a period of probation of
3 months. The Human Resources Officer and Department Manager/ Supervisor will decide
if a probationary period is appropriate. A successful applicant should be advised of this
probationary period when the job offer is made.

The employee’s Department Manager/Supervisor will use this period to evaluate the
employee’s capabilities, behaviour and performance. Under-performance and other
problems should be identified as soon as possible and the employee dismissed or the
probationary period extended.


Induction
New employees must be provided with an induction program within one calendar month of
commencing employment. This program is to be a two-hour session coordinated by the
Human Resources Officer and must include the following:
 introductions to key employees
 overview of the organisation’s history, vision and mission
 conditions of employment
 Code of Conduct
 workplace health and safety
 equity and anti-discrimination.

Department Managers/Supervisors should follow up with employees after their induction
program to ensure that they are clear about the organisation’s expectations and to answer
any additional questions which they may have.




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