MP102: Explain the role of the human resource department and the line supervisor in the recruitment function: Managing People Assignment, GSTM, Singapore

LEARNING OBJECTIVES:

• Explain the role of the human resource department and the line supervisor in the recruitment function.
• Describe job analysis and its purpose.
• Prepare job descriptions and job specifications for different positions.
• Describe recruitment sources and methods.

Managing People

A company is made up of people of different ages, with various profiles and customs. Some work well in teams, others are motivated by challenging goals, others are more analytical.

To manage these differences and to align with the entire team, undoubtedly it becomes a big challenge – and that’s where the importance of managing people in the company comes into play. It aims to manage the behavior of professionals and create teams that are more satisfied, motivated, qualified and engaged with organizational goals, generating better results for the business.

1. Job Analysis

Job analysis is a systematic way to gather and analyze information about the content and the human requirements of jobs, and the context in which jobs are performed.

Job analysis provides the information necessary to develop job descriptions and job specifications. Job Description indicates the tasks, duties and responsibilities of a job. It identifies what is done, why it is done, where it is done and briefly, how it is done. In brief, it describes activities to be done on the job.

Job Specification lists the knowledge, skills and abilities (KASs) an individual needs to perform the job satisfactorily. Knowledge, skills and abilities include education, experience, work skill requirements, personal abilities, and mental and physical requirements.

After the line manager/supervisor has determined the required number and the types of skills, he/she must inform the Human Resource (HR) department of his/her request through the Manpower Requisition Form.

2. Recruitment

Definition

Recruitment is the process of attracting individuals on a timely basis, in sufficient numbers, and with appropriate qualifications, and encouraging them to apply for jobs with an organization.

Recruitment Process

The process begins when new recruits are sought and ends when their applications are received. The result is a pool of applicants from which new employees are selected.

In most organisations, the HR department is responsible for the recruitment process. In small firms, recruitment is likely the responsibility of individual managers. Steps in the Recruitment Process

When HR Planning indicates a need for employees, or when managers make adhoc requests (through the Manpower Requisition Form), the HR department will discuss with the line manager and review the job descriptions and specifications.

• The human resource manager will evaluate the feasibility of using alternative ways to meet this manpower needs. When other alternatives are not appropriate, then the recruitment process commences.
• The next step is to determine whether qualified employees are available within the firm (internal source) or must be recruited from external sources.
• When sources of potential employees have been identified, appropriate methods for internal and external recruitment are used to accomplish recruitment objectives.

Recruitment Sources (where qualified individuals can be found)

i) Internal Sources of Recruitment Management should identify current employees in the organization who are capable of filling positions as they become available.

ii) External Sources of Recruitment At times, an organisation must look beyond itself to find employees, particularly when expanding its workforce. The following needs require external recruitment:

Fill entry-level jobs;

Acquire skills not possessed by current employees; and Obtain employees with different backgrounds to provide new ideas. Examples of External Sources of Recruitment

Tertiary education institutions

The universities and polytechnics represent a major recruitment source for professional, technical and management employees. Firms often send recruiters to campuses to give career talks and interview prospective employees. Institutions also have job placement services to assist their graduates.

Schools and vocational institutions

Firms recruiting clerical, technical and other entry-level operative employees often depend on schools and vocational institutions (e.g. ITE). Most institutions are sensitive to the needs of industries and provide training in the relevant skills.

Competitors and other firms

This is an important source of recruits for positions where recent experience is highly desired. Smaller firms, in particular, look for employees who have been trained by larger organisations that have the necessary developmental
resources.

The Unemployed

Companies may go out of business, downsize, or be merged with other firms leaving qualified workers without jobs. Employees are also fired sometimes merely because of personality differences with their bosses. Not infrequently, employees become frustrated with their jobs and quit. This pool of unemployed provides a valuable source.

Methods of Recruitment

(how / ways to attract suitable job applicants to the organisation.)
i) Internal Methods of Recruitment

• Job posting is a procedure for informing current employees that job openings exist. If employees believe that they possess the required qualifications, they can apply for the posted job. A job posting procedure
  minimise complaints that current employees never hear of a job opening. However, time and effort must be spent to explain the reasons to unsuccessful applicants.
• Promotion whereby a suitable employee is moved to a higher position within the organisation.
• Transfer refers to a lateral movement of an employee to fill a vacancy within the organisation.

Advantages

Minimise complaints that current employees never hear of job openings Boost morale, loyalty and performance More accurate assessment of person’s suitability Require less training and orientation

Disadvantages

Discontented “rejected” employees Difficult to accept former peer as new leader Inbreedin

ii) External methods of recruitment

• Advertisement

Advertising is a good source for attracting candidates. It communicates the firm’s employment needs to the public through media such as newspapers, radio, television and industry publications.

• Walk-ins & Write-ins

Walk-ins are job seekers who arrive at the HR department in search of a job. Write-ins are those who send a written inquiry. Both groups are asked to complete application blanks which are then evaluated.

• Employee Referrals/ Recommendations

Employees may refer or recommend job seekers to the HR department. There are some advantages in this method of recruitment. Employees with hard-to-find job skills may know others who do the same work. The new recruits would also know about the firm from the employees. And the employees would likely only refer or recommend those friends who have similar work habits and attitudes. Many firms pay referral bonus to their employees.

• Employment Agencies

Private employment agencies take an employer’s request for recruits and solicit job seekers, usually through advertising or among walk-ins. Candidates are matched with employer requests. Candidates are then told
to report to the employer’s HR department for an interview. The employer and / or the applicant pays a fee to the agency.

• Professional Search Firms (Executive Recruiters)

They are much more specialised than employment agencies. Search firms usually recruit only specific types of human resources for a fee paid by the employer. Some specialise in top management or executive talent, while
others specialise in technical or scientific personnel. They are sometimes called “head-hunters”.

• Open House

People in the adjacent community are invited to see the company facilities, have refreshments and maybe view a film about the company. Usually, this is done to attract people with job skills that are in short supply.

• Internet

Computers are playing a bigger role in helping companies recruit employees today. Internet lets workers cast their qualifications to the world, making it easy for companies to find them and recruit them, away from competitors. It is a cheap and efficient way to fill jobs. It also makes it easier for the workers to find jobs.