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As a personal manager working at a successful insurance company, City Insurance Services, I have been asked to take on a task involving recruiting a new personal assistant who will assist me with my day to day duties. The chosen candidate will also be trained so that they are familiar with the day to day operations of the company, as well as building a good skill set to develop the successful candidate in a fast paced working environment. The reason why this responsibility has been delegated to me is because my line manager wishes to free up some of her time to focus on other matters. Therefore, this report will discuss a handful of human resource management related subjects such as job rationale, recruitment and selection, and the legal requirements that need to be addressed during the recruitment and selection procedures.
Why the Position is needed
City Insurance Services is a highly reputable company that is known for its unique insurance services. My line manager has asked me to recruit a new personal assistant to help with me with my day to day duties. This responsibility has been passed on to me due to my line manager wanting free up time to attend to other managerial duties. So, the needs of the new recruitment assistant role will help towards meeting the company's initial objective that involves changing the current business role, the recruitment and selection process, with training and skills development. Furthermore, given the amount of liability that has been placed on myself and the limited time span that the line manager has means that recruiting and selecting a worthy candidate will have to be carried out swiftly.
Job Content and the Type of Person to Recruit
Job Position for Personal Recruiting Assistant
The chosen candidate will be working in a highly reputable insurance company. You will be involved in a series of recruitment related tasks and will carry a great amount of responsibility for providing administrative support to the recruitment department. The chosen candidate will also have the opportunity contribute towards up and coming recruitment practices that will help to drive the company's future success.
Furthermore, you will help to pitch ideas that can help the recruitment department to recruit and select ideal candidates for given jobs more efficiently and efficiently in order to maintain the company's good cooperate image, besides, providing support for the recruitment manager. Specifically, you will help the recruitment manager to arrange interviews, to screen C.Vs, and other related tasks such as responding to recruitment queries. In addition, the successful candidate will report to the manager and write weekly reports based on your contributions and ideas put forward to the recruitment team, as well as recording the day to day operations of the recruitment team.
Roles and Responsibilities
Firstly, you will be handling email that has been received, which reflect on recruitment opportunities and other related queries, besides swiftly replying to and forwarding emails. You will be involved in communication based activities such as your involvement with queries addressed my applicants and employees, the manager and recruitment partners, which will be handled in a professional manner. You will be responsible for booking rooms for interviews and setting up interviews, besides notifying applicants about interviews. Diary management will be another task where you will be organising and recording recruitment diaries for managers during and after the interviewing process. Helping out the recruitment team with administrative duties in line with arranging candidate assessment days. Recording expenses, invoices and other business finances using the MS Excel spreadsheet software.
In addition, providing feedback to the recruitment team about possible candidates for the relevant jobs and your contributing ideas throughout the recruitment and selection process. Updating and uploading new job adverts or existing adverts regarding job roles. Lastly, you will be responsible for updating the recruitment department's intranet pages, as well as brushing up on the latest legal requirements that are relevant to the recruitment and selection process in order to avoid any bias and legal implications.
You must have administrative experience and have previously worked in recruitment and administration that involved engaging with customers or clients. You must have worked in a fast paced working environment and to handle the pressures of heavy workloads. Have outstanding organisational skills and have the skill to multi-task. It is pivotal that you are IT literate given the administrative nature of the role and have previously worked with MS Office software such as Word and Excel, as well as having the ability to compile well-organised and structured reports.
Furthermore, experience of using the Internet and sending email are essential. You must also be a confident and outspoken communicator with people, and be a highly creative problem solver. Your aim in this role is to ensure that your clients will receive the best quality service, so a good first impression and good appearance would be required. Above all, you must be a self-motivated and willing to do the job to the best of your ability in order to maintain the company's reputation and professionalism.
Ideally, it is required that you have good experience in the proceeding areas: had experience working in a previous recruitment agency and had worked in journalism but not essential, however we recommend someone who has worked in publishing. Have extensive knowledge about Human Resource Management and the entire recruitment and selection process, as well as knowledge in the legal aspects of recruitment. Lastly, must have ideal skills working with candidate management systems. See appendix 1: Job Advertisement.
The Recruitment and Selection Process
The recruitment process will be handled in a well-structured and stable way that is in line with necessary laws that protect individuals throughout this process. The recruitment process can also be handled both internally and externally, so whether to hire someone within the company or outside the company via a recruiting agency. The management team must be aware of the things that can be said and cannot be said or established throughout the recruitment process. When appointing jobs to ideal candidates, it tends to be regulated or meticulous by law. There is a huge amount of charges in terms of gender, race, age and disability etc., where the majority leads to the courts. The law needs the recruitment process to be handled in the most consistent way where all those involved must be treated in a fair and equal fashion. (Schuler, 1987)
The whole idea behind the recruitment process revolves around the processing, elimination and the selection of the best matched candidate for a given role. This procedure can be carried out successfully following the below steps:
Placing a job advertisement in the most ideal places;
Appraise the information provided in every job application;
Screening applicants to decide which ones get interviewed;
Approving references and information; arrange and establish personal interviews;
Decide who gets the job.
Overall, the key objective involves selecting the most knowledgeable and relevant individual for the position by prudently reviewing all necessary information (Schuler, 1987).
Internal recruitment involves hiring someone from with the company, and the following advantages and disadvantages of this recruitment method are list below (Dessler, 2000):
Cheaper and quicker
Individuals are already familiar with the company and how it operates
Highly motivating: possible promotion and other incentives
The business is aware of the applicant's strengths and weaknesses
Places a limitation on the number of potential candidates
Limitation on the number of possible applicants
Rules out external ideas and help
Possible resentment amongst candidates not being hired
Opens up another vacancy that has to be filled
External recruitment involves hiring someone from outside the company via government or recruiting agencies, and the following advantages and disadvantages of this recruitment method are list below (Dessler, 2000):
New ideas can be pitched from external people
Opportunity for larger groups of workers that can help to find the ideal candidate
Extensive range of experience from the groups of workers involved in the recruitment process
The process is time consuming
Highly expensive due to advertising costs and interviewing candidates
Possibility of an ineffective selection process, thus failing to find an ideal candidate for an open vacancy
By looking at the advantages and disadvantages of the two recruiting method, the decision is to recruit externally. This is because the likes of job centres, which are government agencies can help those who are unemployed to look for jobs and provide training for them. The use of job advertisements, which is widely used when recruiting externally. Depending on the cost, businesses choose the most relevant place to reduce costs and job are distributed all over the country, hence job coverage has to be taken into account. Therefore, knowing how far a candidate is willing to travel is vital information when choosing the most suitable candidate.
In addition, external recruiting agencies provide employers with information based on the most ideal candidates for the given jobs advertised; these are commonly known has head hunters. They tend to work for fixed payments, who focus on a particular field of employment. Personal recommendations or word of mouth is a simply a recommendation from a friend or colleague at work. Obviously the candidate still has to go through the assessment process, however it does cut advertising costs for the company.
Overall, given that external recruitment costs more than internal recruitment, the point addressed above sets an example on methods in which businesses can effectively recruit applicants by the adoption of cheap advertising that can reduce advertising costs. (Richardson, 2000)
The selection process entails hiring the most suitable applicant for the most suitable job. This is a process of the employer having to match business needs with the relevant skills and qualifications of the individuals being screened. The most effective method of selection is met only if there is an effective match. By the most suitable selection of the applicant for the given job, the organisation can benefit from getting the best out of the appointed candidate, as well as improving the likelihood that the chosen candidate will perform outstandingly. Thus, the organisation will have a reduction in the number of absent employees and rules out the issue of being understaffed, besides saving time and money. The act of properly screening candidates is carried out throughout the selection process and all possible applicants that applied for the role are rigorously tested. (Ryan and Ployhart, 2000)
Nevertheless, the selection of candidates has to be separate from recruiting them, despite them being the two stages of employment procedures. On the one hand, the recruitment process is said to be the positive process as it is a means of motivating candidates to apply for vacancies. On the other hand, selection is regarded as the negative process as all irrelevant candidates are ruled out. In all cases during the two processes, recruitment always follows selection throughout staffing procedures, where selection comprises of selecting the most ideal candidate who possesses the necessary qualifications, skills, knowledge and experience for the job. (Ryan and Ployhart, 2000)
Equal Employment Opportunity Laws (EEO)
People protected under the EEO laws are protected from illegal discrimination that occurs when individuals who share certain attributes that are discriminated against such as race, age or gender.
The laws below have been found to protect people's attributes:
Race, ethnic/cultural background and colour (people who are Hispanic African American, Asian or Native American)
Age (individuals over the age of 40)
Gender (women and those who are pregnant)
Religion (certain beliefs and practices)
Persons with disabilities (physical and mental)
Moreover, the whole concept behind EEO laws is to ensure that everyone's chances are equal when applying for jobs and seeking promotional opportunities in the workplace. (Braithwaite, 1998)
From a managerial outlook, sexual harassment is a huge concern as it negatively affects employees of the two sexes, affects job performance and exploits company liabilities. It is vital that companies respond quickly to complaints that concern sexual harassment as employers are held responsible for the incidents if the appropriate action is not taken. As a result, organisations can incur a huge cost if no action is taken. As outlined by the Civil Rights Act of 1991 allows jury trials for those who have been a victim of sexual harassment and allows them to collect compensatory damages in the case where employers proceed with malice or irresponsible indifference to the individual's civil rights. (Donohue, 1989)
Equal Employment Opportunity Commission (EEOC)
Employees are also protected through the Equal Employment Opportunity Commission (EEOC), which was established by the Civil Rights Act of 1964. The extent of authority of the EEOC has been expanded so that today it portrays the key enforcement authority towards the following laws:
Civil Rights Act of 1964
Civil Rights Act of 1991
Disability Discrimination Act (DDA)
Equal Pay Act of 1963
Pregnancy Discrimination Act of 1978
Vocational Rehabilitation Act
Overall, most employees have to adhere to a set of requirements. Agreements are needed from all employees who fall into the private category that have 15 or more individuals, employment agencies in the public and private sector, educational institutions, labour unions that have 15 or more members, state/local governments, as well as joint committees for training and apprentices. (CliffsNotes, 2013)
Moreover, deciding who the most appropriate candidate for an open vacancy is can be somewhat of a herculean task, which takes a lot of time and effort. The process of screening applicants, scanning through high volumes of CVs, as well as listening to what applicants have to say, and then coming to the decision as to which person to give the job to, can be challenging and stressful. Overall, bear in mind that all this hard work can pay off as it can turn into a long-term asset for companies who choose the right candidates for a job, thus contributes to the company's future endeavours.