Part A: Human Resources lifecycle test

Question 1: HR life Cycle diagram and human resource activities

Human resource activities in:

1. Stage 1 (Recruitment and selection): job description, interviews, psychometric tests and induction programs
2. Stage 2 (Engagement and Retention): rewarding and motivation, team building activities, career planning and management
3. Stage 3 (Performance management): individual performance measuring and review, KPI development and exit interviews
4. Stage 4 (Training and development): training workshops, Mentoring, coaching.
5. Stage 5 (Workforce planning): Employee termination advice, HR manual development and Succession planning activities

Recruit, select and induct programs identify and hire the best candidates for the job and train them in order to take up the available position.

Question 2: Why is additional staff required?

• To replace retiring and resigning employees
• To fill job opportunities created through expansion
• In order to make the existing processes faster.

Question 3: Consequences of failure to anticipate recruitment needs

• Understaffing which slows down operations and processes
• Loss of customers
• Overburdening of the current staff, hence low productivity
• Loss of opportunities that would be created by additional staff

Question 4: it is important to develop or review job description and to indentify selection criteria before developing interview questions

• Because it enables the HR department to determine the type of interview questions to ask in order to select the best candidate with the features that best match the job description.

Question 5: importance of integration and induction into an organization

• To develop an organization culture that will enhance enable the company to meet its objectives
• To promote teamwork among employees
• To enable employees to know the goals and objectives of the organizations and be able to work towards achieving them

Question 6: The human resource lifecycle is portrayed as a cycle

• Because one stage leads to the other; the last stage of workforce planning which involves employees leaving the organization leads to the recruitment and selection of a new employee (stage 1). The process then repeats from stage 1 to stage 5.

Question 7: the importance of keeping all necessary documents till the recruitment process is over

• The documents serve as evidence of the decisions made by the HR manager in case of a dispute.
• It can also be used to find the best alternative for a job in case the selected candidate fails to turn up for his/her own reasons.

Part B: Job description and advertisement

1. Job Description

Job Title: Receptionist                                   Date: November 13, 2013

Reports to: Operations manager                    Department: internal operations

Approved by: HR                                          Supervisors: 2

 

Reporting relationships:

Reporting to the Operations Manager, the candidate will be expected to register with the operations manager and hand over all reports to him/her.

Conditions of employment

The selected candidate will perform specific receptionist duties as provided under the job description and shall be paid full remuneration of monthly salaries to be discussed once the individual is hired. The job will be under a five-year contract which can be renewed upon the request of the job holder and subject to the performance review report of the HR department.

Duties and essential job functions

• Answering phone calls and taking messages
• Greeting people when they arrive for meetings
• Coordinating the bookings of meeting rooms
• Providing catering services
• Receiving and making cheque payments at the bank.
• Updating accounting records
• Preparing invoices
• Undertaking word processing tasks

Selection criteria

• The best candidate for the job will be selected by merit whereby the person with the best qualities that closely match the requirements of the job is selected.
• It will be based on academic qualifications, experience and natural talent and commitment.

Qualification and Experience required

• The candidate should have a certificate IV in business administration or any other relevant course.
• A degree or masters in those fields will be an added advantage

Preferred

• Full time on-going
• High degree of integrity
• The candidate should be able to undertake his/her roles with high degree of autonomy.

Part A: Recruitment Schedule and Preparation for interview

Name: ________________________________

Date: _________________________________

Recruitment Activities – action plan

Activity	People involved	By when
Determining recruitment needs (position requirements and timeframes	HR Department	September 23, 2013
Planning recruitment activities (advertising internally/externally)	HR department employees	October 30, 2013
Ongoing interviews (scheduling/interview guide)	HR manager	November 30, 2013

 

Part B: Conducting an Interview

1. Examples of Interview questions

• Which company have you worked for in the past?
• Which position did you hold in that company?
• For how long did you work there?
• Why did you/do you want to quit the job?
• What is your highest level of education?
• Which other training have you received apart from your education?
• Tell me about yourself
• What are your hobbies, your interests and skills?

2. Making a selection decision

• The person to be selected will be the person whose responses to the questions above are closest to the requirements of the job in the job description.
• The chosen person is XYZ because he/she has attained a Certificate 4 in business administration, he/she has high possibility of performing his/her duties with autonomy, and he/she has 2-3 years in the field of reception. No one who attended the interview achieved such close features to the requirements of the job.

Part A: Letter of offer and notification of rejection

1. Letter of offer sample

Mr. F.K. John

September 13, 2013

Dear Ms Elena Snowfield,

Congratulations! We are happy to inform you that you have been selected to take the position of a receptionist in our company following your application and interview that were recently conducted. This job position requires you to report to Mr. Simon Peter who is our operations manager. You will be working between 8:00 am to 5:00 pm from Monday to Saturday.

The benefits relevant to your job are:

Vacation: 10 weeks per annum

Probation: from December 14, 2013 to December 31, 2013.

Employee benefits:     Monthly salary of $10,000

Group insurance

Short/long term disability

Healthcare

You are required to report to your supervisor for documentation and orientation on December 14, 2013 at 8:00 am. If the date is not convenient for you please contact us as soon as possible

 

Sincerely,

Fred John,

Human Resource Manager,

XYZ Company

2. Letter of rejection sample

Mr. F.K. John

September 13, 2013

Dear Ms Elena Snowfield,

We would like to thank you for participating in our company’s recruitment process for the position of a receptionist. Following the stiff competition for the position, we regret to inform you that unfortunately there were other candidates who showed a closer interest and match for the position. However, we have kept your CV in our database and should another such opportunity arise we may consider you. We wish you all the best in your job search and all your future activities.

Sincerely,

Fred John,

Human Resource Manager,

XYZ Company

 

Part B: induction checklist

Name of Employee:

Task	Explain element	Tick	Date
Employment Contract	Job classification
	Award/agreement
	Employment status
	Leave
	Pay rates
Working hours	Time of availability of duty rosters
	How and where to apply for time-off
	Posting of rosters
Location of standards and procedures documents
Policies of the company	Uniforms
	Drug and alcohol policies
	Disciplinary measures and grievances reporting
	Personal visits and phone calls during work hours
	Smoking
	Parking