Recuitment and selection
...ensuring that the file are correctly fololowed. Papers includes in the file are: 1. Recommendations arising from review of vacancy 2. Further Particulars including the Job Description and Employee Specification 3. Correspondence regarding company approval for filling vacancy 4. Copy of advertisement and list of where advert placed 5. List of all the Selection Committee members 6. All completed application forms/c.v.s and supporting letters 7. Any notes/complete matrices from shortlisting 8. Notes from pre-selection tests and interviews 9. References 10. Correspondence regarding company approval for appointment 11. Copy of letter of appointment Moreover, before starting any recruitment selection, manager should verified the need for the job. And manager also need to draw out a budget and hand it to the Financial Department to see whether the company has enough funding for recruiting new employee. 2. Recruiment and Selection process (reviewing with a case study) i.Defining stage: An open position is an invitation to make positive changes in workforce structure. So the major and first step for recruiting process is defining the vacant post. It is beneficial to the company and also to the applicants to draw firstly a job analysis. Suppose that there is a vacant position for lecturing Power Electronic and related modules in the Electrical and Electronics and Computer System Department, Univerity of Birmingham after the leaving of that module lecturer. (This is the real situation happened this year). Starting with Job Analysis, it is the fact that the post need to be fulfilled by a new lecturer in order to continuously running courses require Power Electronic and related modules. In general talk, the post holder not only need to lecturing but also running tutorial and designing assessments such as laboratory sessions, examminations… Potential candidates should be the one who have experiences in teaching and some related industrial experiences. Academic qualifications may be the key point for recruiting this position because it seems to be impossible to give any trainning for the position rather than just accessing the candidate to find the relevant person. Once the job analysis is completed, manager (Head of Department in this case) also need to draw out the Job Description based on those analysis. Well-developed job description are extremely important in addressing many personnel issues. A job description is made in order to establish salary ranges, state the purpose, duties and responsibilities of the job. In this statement, all information on the knowledge, skills, experience and abilities that an acceptable candidate should possess are all included. Following is a job description (example, may be more detail in real life situation) for our required Lecturer position Title: Lecturer in Power Electronics and related modules Department: Electrical, Electronics and Computer System, The University of Birmingham Main purpose of the job: To carry out research, teaching and administration within the Department, especially in the area of Power Electronics. Main duties and responsibilities: 1. To teach at undergraduate and graduate level in areas specified above and reviewed from time to time by the Head of Department. 2. To carry out research and produce publications, or other research outputs, in line with personal objectives agreed in the Staff review process. 3. To supervise or assist with supervision of undergraduate, taught graduate (Masters) or research graduate (MPhil/PhD) students. 4. To contribute to the development, planning and implementation of a high quality curriculum. 5. To assist in the development of learning materials, preparing schemes of work and maintaining records to monitor student progress, achievement and attendance. 6. To participate in departmental and faculty seminars aimed at sharing research outcomes and building interdisciplinary collaboration within and outside the department. 7. To participate in the development, administration and marking of exams and other assessments. 8. To provide pastoral care and support to students. 9. To participate in the administration of the department’s programmes of study and other activities as requested. 10. To contribute to departmental, school, or ‘University of Birmingham’-wide working groups or committees as requested. 11. To maintain own continuing professional development. 12. To actively follow and promote the University of Birmingham policies, including Equal Opportunities. 13. To maintain an awareness and observation of fire and health and safety regulations. 14. To carry out any other duties commensurate with the grade and purpose of the post. This is a permanent/fixed term position and the commencing salary will be on the following scale for teaching/academic Staff, depending on experience, skills and qualifications, together with USS/College Pension benefits if required. Grade : £28k to £40k per annum (pro-rata). Hours: 40 per week, include teaching, running tutorial and designing, assessing any required assesments. Together with job description, a ‘Personal Specification’ or job profile which states the necessary and desirable criteria for selection need to be build. In general, specifications should include details of: • skills, aptitude, knowledge and experience • qualifications (which should be only those necessary to do the job - unless candidates are recruited on the basis of future potential eg graduates) • personal qualities relevant to the job, such as ability to work as part of a team. In general, there are 2 plans which a company might choose from in order to draw up their person specification. Rodger’s Seven Point Plan 1. Physical make up: health, physique, appearance, bearing, speech, manner. 2. Attainments: education, qualifications, experience. 3. General intelligence 4. Special aptitudes: mechanical, manual dexterity, facility in the use of words and numbers. 5. Interests: intellectual, practical, physical, artistic, social. 6. Disposition: acceptability, influence over others, steadiness, dependability, self-reliance. 7. Circumstances: domestic, family. Munro-Fraser`s Five Fold grading system 1. Impact on others: physical make up, apperance, bearing, speech, manner. 2. Acquired qualifications: education, training, work experience. 3. Innate abilities: natural quickness of comprehension, aptitude for learning. 4. Motivation: the kind of goals set by the individual, consistency, determination. 5. Adjustment: emotional stability, ability to withstand stress, ability to get on with people. The document formed from the person specification can be used to inform the criteria a manager use to shorlist applicants. However, both Roggers and Munro-Fraser plans are guidelines to get written personal specification and have not to follow. In our specific case of a lecturer, a personal specification for selecting candidate may be described as follow: 1. Knowledge Essential: Power Electronics. Desirable: Electrical and Control System. 2. Skills Essential: Teaching and other forms of public presentation. Proven record of ability to supervise academic work by undergraduates, masters and doctoral students. Proven record of ability to manage time and work to strict deadlines. Excellent interpersonal, oral and written communication skills. Proven record of ability to conduct high quality research which is reflected in the authorship of high quality publications, or other research outputs, in the areas of Power Electronics. 3. Aptitude Essential: Ability to work collaboratively. Ability to share in organisation and management of masters programmes. 4. Qualifications Essential: Masters Degree/PhD Desirable: PGCE (Postgraduate Certificate of Education) or other teaching qualification 5. Previous Experience Essential: Researching or teaching or other employment in Power Electronics Desirable: Assessment of student work. Curriculum design. Pastoral care of students. 6. Personal Qualities Essential: Commitment to academic research. Commitment to high quality teaching and fostering a positive learning environment for students. Commitment to continuous professional development. Commitment to the University of Birmingham’s policy of equal opportunity and the ability to work harmoniously with colleagues and students of all cultures and backgrounds 7. Other requirements Essential: Membership of a relevant professional organisation. ii.Recruiting: The process of attracting applications At this stage, manager’s aim is trying to attract applicants to respond to the vacant post. The main sources of candidatures are: • Internal • External advertisement • Private employment agencies • Job centres • Education and training establishments • Unsolicited letters and calls Firstly, let’s critisize the difference between internal and external advertisement as well as their advantages and disadvantages. The CIPD Survey Recruitment, retention and turnover 2005 have found that 84% of UK organisations had a policy of advertising all vacancies internally by using tools such as their intranet, notice boards, team meetings and the staff magazine. This high percentage could be explained by several benefits of hiring internal employee. First of all, hiring an existing employee could create internal growth opportunities and may result in greater employee retention and staff loyalty. Moreover, existing employee are likely to have a greater company knowledge base. They will be fully aware of the company’s needs and will be able to approach a new position with the added perspective of his or her previous position. Lastly, using internal recruitment may also be less disruptive and expensive, and also it is a sort of “re-invested” in the company by keeping existing talent within the company area. However, the disadvantages of hiring from the existing employee base is that it means a limited pool of qualified candidates. Within the current employee bank, especially if that bank is relatively small, there may not be a person qualified to fill the position, or there may not be a person who wants to fill the position. In contrast, taking in a new employee from outside the company will bring a fresh outlook for the company. They will create new way in approaching things in the company. This might be risky to the company at first. But if success, this could be a benefit for the company. Moreover, existing employee within the company might not have the skills, experiences or level of education required for a position’s demands. However, bringing new employee to the company might be expensive because of the high learning curve. Company need to give them full training and at the start, they could not give a lot back to the company because new employees will need at least 2 months to adapt to new culture and working’s environment. So, infact, there are plenty of chance to get an existing staff to fulfill the position of a lecturer in Power Electronics in our case. This can be moving staff from other school, department or faculty to cover vacant position or simpler promoting a teaching assistant to be lecturer subject to condition that the potential candidate meet the personal specification required and able to carry out the duties, responsibilities specified in job description. If the Head of Department decides to attract external applicants, there are several methods of advertisement that he/she could use. 1. Advertisements in professional journals, newspapers, and electronic bulletin boards. 2. Establish a presence at job fairs 3. Post notices at senior citizen centers 4. Contact area employement agencies 5. Post job openings with job banks Advertisement methods need to be choosen carefully depending nature of advertising job and budget for recruitment. Job’s advertisement no need to be a long article but necessary be clear and noticible Example of an advertisement article for our case study: (advertisement article should be a short listed combination of job description and personal specification and should include: outline requirements of the job, necessary and the desirable criteria for job applicants to limit the number of inappropriate applications received, nature of the organisation’s activities, job location, reward package, details of how to apply) Engineering lecturer The Electrical, Electronics Department and Computer System in the Univerity of Birmingham is looking for lecturers in Power Electronic Description: To teach at undergraduate and graduate level in areas specified above, carry out research and produce publications, or other research outputs, supervise or assist with supervision of undergraduate, taught graduate (Masters) or research graduate (MPhil/PhD) students and so on… Requirement: Masters Degree/PhD in Po...