Recruitment is the process of generating a pool of qualified candidates for a particular job (Luis R, 2007, P.146). It is the major function in the human resource management department and the recruitment process is the first step to create the competitive advantage for the organizations. Recruitment process involves a serious of systematic steps from identifying the talents needed by the organization until the arranging and conducting the interviews.
The recruitment process will bring a few benefits towards the organization. Firstly, it is helping to attract and encourage more and more qualified candidates who are having different background, experience and skills to apply the jobs are provided from the organization. Secondly, the recruitment process is also helping the organization to identify and determine the human resource requirements needs for the development of an organization at present in the future time. Thirdly, the recruitment process is also helping the organization to increase the diversity of its workforce by receiving the employee who are having different background, experience and skills. This will help the organization to improve the quality of service towards customer and enhance the customer satisfaction. Lastly, the recruitment process is also helping the organization to make sure the employees are having enough ability to fit for the job in order to increase the productivity and increase the conflicts.
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The recruitment process is playing a major role for the sustainable development of an organization. Thus, I will use Kuo Kuang primary school as an example to discuss and comment on its recruitment process in the next part of this assignment.
The steps of recruitment process
Kuo Kuang primary school is a Chinese primary school which is having two campuses and both are located in Skudai. In terms of student population, Kuo Kuang is one of the largest primary school in Malaysia. In this part, I will introduce the recruitment process within school in a simple manner.
2.1) Step 1: Identifying the human resource needs
During the first steps, the human resource department in Kuo Kuang is responsible to identity the human resources needs for the present and the future development of the organization. For Kuo Kuang primary school, there are certain thing must be included such as the purpose of the job must in the line with the mission and vision of the organization.
This is very important for an organization to identity its human resource needs in order to ensure that the human resources is available to deal with any changes or make expansion for the organization. Identity the human resource needs timely will help the organization to control and facilitate its operations and even help the organization to increase its productivity.
2.2) Step 2: Prepare the job description and specification
After identify the human resource needs, a job description and specification must be prepared. Job description is a written document that identifies describes and defines a job in terms of its duties, responsibilities, working, conditions, and specifications (Luis R, 2007, P.63). Kuo Kuang is treated the job description and specification as a criteria for selection. For Kuo Kuang primary school, there are certain thing must be included in the job description and specification such as the function of the job , the task and responsibility of the job, nature of authority, the required skills, working condition, job title, personal traits and characteristics, knowledge and working experience.
The benefit of job description and job specification is that which is helping to contribute a serious of criteria for the performance appraisal and evaluation. Additionally, which is also helps the organization to save the cost of training and development if the employee is fit for the job.
2.3) Step 3: Advertising the vacancy
After finished the preparation of job description and job specification, the recruitment process is entering into the step of advertising the vacancy. The purpose of advertising the vacancy is to attract and inform the qualified applicant to apply for this vacancy. For Kuo Kuang primary school, it is only use the newspaper to advertise the vacancy. Kuo Kuang also emphasize that a job advertisement should be consist of certain information such as the job title, requirements of the job, the criteria for the job applicants, job location and contact number, payment or reward structure as well as the details information on how to apply.
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The content of a job advertisement should be communicate directly and concisely as well as related to the job. However, newspaper advertising still has its limitation such as the advertising space in newspaper can be expensive and the popularity of the Internet is gradually increased so that a growing number of readers are interested in read the online publication rather than read the newspaper.
2.4) Step 4: Managing the application process
After undergo the advertising process, the vacancy has been informed to public by the newspapers. Thus, the recruitment process is entering into the step of managing the application process. For Kuo Kuang primary school, due to the reason that it is not using online recruitment process so that the organization only wait and collect the resume latter from the postman. Thus, managing the application process in this step is very time consuming.
2.5) Step 5: Prepare for short listing
After undergo the application process, the resume latter from the applicant have been collected. Thus, the recruitment process is entering into the step of short listing. Short listing is refers to the process of identifying which applicant has the opportunity to be interviewed by the organization based on criteria that set by the organization. As mentioned before, Kuo Kuang is treated the job description and specification as a criteria for selection so that those applicant who are meet the requirement in job description and specification have the opportunity to be interviewed by the organization. For Kuo Kuang primary school, this short listing process should be undertaken by at least two people in order to avoid bias and ensure that the recruitment process is to be fairness to every applicant.
2.6) Step 6: Arrange interviews and selection tests
After undergo the short listing process, the recruitment process is entering into the step of interview and selection test process. A job interview is a process that a potential employee is evaluated by an employer. Interview is an important way to finding out more information about the applicant whether they meet the criteria or having the ability to fit for the job. For Kuo Kuang primary school, it is require the applicant conduct a presentation of their teaching method, this can be regarded as a knowledge and skill test.
2.7) Step 7: Preparing the letter of offer
The final step of the recruitment process in Kuo Kuang is to prepare the latter of offer. The latter of offer is done by the department of human resource management in order to inform the winners of the job interviews and welcome them to join the organization. For Kuo Kuang primary school, there are certain thing must be included in the latter of offer such as the position, the salary, and any other benefits that the applicant has negotiated or has agreed by the company.
From the above, a simple understanding of the recruitment process within Kuo Kuang primary school has been introduced. The recruitment process in Kuo Kuang primary school is having seven steps which include identifying the human resource needs, prepare the job description and specification, advertising the vacancy, managing the application process, prepare for short listing, arrange interviews and selection tests and finally preparing the letter of offer.
Overall, Kuo Kuang primary school has a good recruitment process but I would like to suggest another two methods to improve the recruitment process in order to make the recruitment process become more perfect.
Firstly, Kuo Kuang may be able to try to match the online recruitment into the traditional recruitment process together in order to make its recruitment process more effectively. Online recruitment is refers to the use of technology or the internet tools to help the recruitment process run smoothly. The tools may include a job website like JobsMalaysia.com, or the corporate web site of the organization. The internet is treated as a source of recruitment and using by many big and small organizations. These organizations advertise the job vacancies through the internet.
The benefit of online recruitment is that it is very convenience for the job seekers to post their resume easily and view the progress of their application through the internet. Besides that, the jobs vacancies can be posted on the web site immediately and it is also cheaper than advertise this post in the newspapers by saving the design and print costs.
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Secondly, Kuo Kuang may be able to try the outsourcing recruitment. Outsourcing recruitment refers to the organizations is outsourcing its recruitment process to an external consultant in which are providing the recruitment services. The benefit of outsourcing recruitment is that it help the organization to save most of the recruitment costs and the organization can improve the speed and the quality of the whole recruitment process with the help of the experienced consultants. In this way, the organization is able to be more concentrate to develop the strategy for managing people resources rather than wasting the efforts, time and money on this recruitment process.