Executive Summary
The recruitment and retention process are the critical activity that ensures the organization has the right personnel with the qualities and skills that the organization demands to achieve its objective. This is clearly explained in the introduction part of this paper. The process needs a strategic plan to ensure its success hence the paper is giving the steps and activities to be useful in making the best recruitment for the post of human resource coordinator. There is job analysis that incorporates the full description of the position, and personal specifications we admire to see in our candidate. There is the section of applicant attraction; these are supported by the job analysis at appendix section. The next section is the selection process; it has the development of the selection criteria, the short listing documentation, selection devices that are the interview documentation and scoring method and the decision-making approach. The appointment process is also documented with the legal framework whereby we obeyed the rules and laws of Australia. The retention mechanism of the human resource strategy is part of this report too. It is an assurance that the resources that we will use during this process are not for granted, but we have a mechanism that would keep the coordinator for the organization. The evaluation of the task plan that we intend to use is recorded too to allow the management correct some areas that need corrections.
Executive Summary 2
Introduction 4
Job Analysis 4
Recruitment 4
Attracting applicants 5
Selection strategy and appointment 5
The legal framework 6
Retention strategy 7
References 8
Appendix 9
A. Job analysis for human resource coordinator 9
B. Sample of interview questions 10
C. Advertisement sample 11
Introduction
Within the human resource department, recruitment and selection process are primary activities that ensure an organization has the right necessary human skills, with the capacity and the right knowledge. For the organization to move and achieve its objectives, the recruitment and selection process should get the right person for the post. Getting these right personnel, there is a need to be concerned with the formalization keeping in mind the language of reliability, objectivity, and validity. The recruitment and selection method requires technology that maximizes the decision-making accuracy and performance relationship with the compensation for the service.
The success in recruiting, selecting and retaining the right staff is the backbone or the center of improving the performance of the organization. Therefore, the best practice in hiring the right staff for a vacant post at the right time and giving them their right roles is fundamental to achieve organization objective. The law requires there be a mechanism that shows a careful well-managed recruitment process with evidence of the vetting procedures. It will make sense the see the human resource department adapt the best procedure and policies during the hiring process. This paper shows the report to the Chief Executive Officer on the procedure that the human resource department will adopt to select a human resource coordinator for XYZ health center.
The recruitment, selection and retention of the human resource coordinator require a very well planned process as the post is critical. To avoid incurring more expenses shortly, there need to plan and ensure we get the best personnel who will be satisfied with our organization, and we get the services we want from him or her. The plan that we have to use in the recruitment process for the human resource coordinator includes the following sections that will make it a success and give the best human resource coordinator.
Job Analysis
The post of human resource director is a management job and for that case second in ranking in the human resource department. A sample of the full analysis is in the appendix of this paper where we have described fully the job and the personal specifications that we want from the applicants.
Recruitment
During this process, the human resource department led by the human resource manager has adopted a well-organized and practical approach that would make the whole process easy. Several steps will be followed to have the best and less expensive process for the human resource coordinator post. These steps include the following:
Definition of the vacant post
The department of human resource of XYZ health facility has seen the need to have an assistant human resource to assist the department in the duties above in the job analysis. Through a proper analysis, we planned to hire a human resource coordinator who would help the human resource manager achieve departmental goals and the entire organization mission. The need arose as a result of the loss of the former human resource coordinator who resigned last week. The vacancy calls the human resource to act and hire another director.
Selection of the selection panel member
The recruiting panel will be composed of three people one being the human resource manager who would chair the panel throughout the process. The operations director and the employee supervisor will occupy the other two positions for the panel. This will help in bringing views together so that we get the best person for this post.
Identify a job description
The job description identified is attached in the job analysis section, which is in the appendix of this paper. It clearly defines, organization name, job title, the purpose of the post, the duties of the position in our organization, immediate supervisor, pay and the standard hours of work for the post.
Personal specification
After the job description, we have the person specification as part of the job analysis. The specifications that we need as clearly shown in the appendix include qualifications and in this matter, the academic qualification, skills, and knowledge. The other personal specification is the personal qualities and a criminal record.
Attracting applicants
The appendix has a sample of the advertisement that the human resource department has used to the public to allow them to know about the vacancy. Through the daily newspaper, we managed to advertise twice for two consecutive weeks. Our communication team has also given an upper hand in advertising through our website and other social media like Facebook, which reaches most population currently. We took advantage of free advertisement with the online market which included our advertisement to attract customers for their products. Since the online market needs many people to view their products, they developed a free job advertisement so that job seekers could see their products regularly as they seek their fortune with employers posting jobs there. This created room for less cost in the whole recruitment process. As management, we are in line with the organization objective of reducing costs.
Selection strategy and appointment
There would be an uplift test for the many applicants who are applying for the job. Those who qualify will be notified through phone calls so that they come for a sitting interview where we will have an interview for the shortlisted candidates. Upon the meeting, the panel will give a recommendation about all the candidates then we will choose the best candidate based on the resolutions made by the interviewing committee. Therefore, the rationale for the recruitment strategy is that there will be an interview committee composed of three personnel, and the human resource manager would chair the committee.
After all the applications, the committee will have a separate sitting to go through all the papers or certificates to check their validity according to the laws of Australia. The legislation of this country are against forgery, and thus, it is for the employee to report such cases so that we fight all sorts of false documents in the state (Katzenellenbogen et al., 2013). Although a candidate may have the best papers, their defense during the panel interview will be considered because if your papers are so good but you cannot defend them it shows that you may not be the rightful owner of the certificates (Kenyon and Dawkins, 1989). The best candidate will then be notified through a phone call and give him or her the directions on how he or she will come and start the job as our new human resource coordinator. In not more than one week, the new coordinator will be in office for continued service. A sample of the interview questions is in the appendix.
The Legal Framework
Discrimination and Specific Acts
There are three types of discrimination commonly experienced in Australia recruitment process. These include age discrimination, race discrimination, and sex discrimination.
Age discrimination- there is unfair treatment in the recruitment process in Australia. The Age Discrimination Act of 2004 protects the Australians from this discrimination (Australian Human Rights Commission, 2016). Hence, those who are facing this kind of discrimination are expected to report to the commission for legal measures. The public receive training and education on their legal obligations and their rights especially in the workplace.
Race discrimination- there many different cultures in Australia who are still evolving causing more culture diversity. Despite this strength as a nation, some people face discrimination because of their race. The racial discrimination Act of 1975 promotes equality to different people of different social and cultural backgrounds (Australian Human Rights Commission, 2016).
Sex discrimination- in the recent years, Australia has achieved gender equality although women are facing discrimination and unfair treatment in the work setting. The Australian Human Rights Commission (2010) articulates that the sex discrimination Act of 1984 protects all genders and requires all employers to have a fair treatment in the recruitment process. Our strategy is to give equal opportunity to all candidates. Gender is not a mention during the process, but we will choose the best candidate irrespective of gender.
Privacy
The recruiting agencies are not discriminative when offering employment to the applicants, but all they do is giving job opportunities on merit basis. The age discrimination is highly rampant, but employers are claiming it should be ignored because persons may miss employment chance to serve in a given position yet they are the best. The documents and the answers of all the candidates should remain private to the interviewing panel. They should never be given to an outside part. In case a candidate finds that his or her papers were exposed to other people; they have the right to sue the interviewing company. Thus, the organization will endeavor to avoid discrimination when seeking to recruit new employees according to the guidelines stipulated by the Australian Human Rights Commission (2010). All recruitments need to comply with all the statutory obligations, which our recruiting team has obeyed. The law is not discriminative to those with right age that matures age; therefore, any licensed body that discriminates mature age job seeker face the repercussion of the discrimination law. The interviewing panel will tear and burn all the papers of unqualified candidates after the interview to avoid exposing them to any other person.
Industrial relations
The industrial relations in Australia are as per Commonwealth Parliament. It uses the fair work commission to enact the relationships like the enterprise bargaining and dispute resolutions. There are different employees to this organization and thus giving the rights to them to know the legal framework of the organization would create good industrial relations amongst workers. To ensure good relations, we will introduce the qualified candidate to all department to make him or her known. If everyone gets to know their managers and supervisors, they maintain good relations with them are hence taking the organization a step further.
According to the Australian Law Reform Commission (2016), the Fair Work Act of 2009 covers the workplace laws. The framework for work relations is that there is a safety minimum terms and conditions of employment contacts. The industrial relations in Australia as per the Commonwealth Parliament uses the Fair Work Commission to enact the relationships like the enterprise bargaining and dispute resolutions. Employment is a form of contract hence there is a signing agreement for employees to show a legally valid contract. It can be signed in a law court or before the lawyer of a company, and this will be enhanced during our recruitment process by use of the organization layer to legalize and validate the contract. There are different employees to this organization and thus giving the rights to them to know the legal framework of the organization would create good industrial relations amongst workers. The spent conviction would allow the qualified eligible candidates to have it spent after ten years.
Common Law
The Australian employment law stresses more on the relationship and arrangements structure. The government has prolonged the workforce to curb the unemployment problem in the country. The law requires all people of mature age to secure and job so improved economy as reported by MacDermott (2011). All mature job seekers face the difficulty of entering the workforce and thus they have ended up joining the private sector (Australian Human Rights Commission, 2010). The government has given licenses to private bodies to recruit qualified candidates and represented them to employees. Although the recruiting agencies in Australia are selecting all the qualified candidates to the employers, it is important to know that the company carries another interview to confirm that the candidates they get have the skills and are up to the standards they want. The law depicts that the underage should not be employed as necessary law measures would be taken to any employer who is using child labor according to Australian Law Reform Commission (2016).
Common law and spent convictions
The Australian Human Rights Commission (2016) articulate that a convict can only get employment if he or she has been incarcerated for not more than six months. Employment is a form of contract hence there is a signing agreement for employees to show a legally valid contract. It can be signed in a law court or before the lawyer of a company, and this will be enhanced during our recruitment process by use of the organization lawyer to legalize and validate the contract. There are different employees to this organization and thus giving the rights to them to know the legal framework of the organization would create good industrial relations amongst workers. The spent conviction would allow the qualified eligible candidates to get employment after ten years.
Retention strategy
According to Holland et al. (2007), to keep the human resource coordinator for a longer period or even to retire from here, the following procedures are undertaken.
Hiring the best candidate and leaving the rest. According to Career Advice Monster (2016), the retention process begins during the interview. Thus, we need a recruitment process in the best professional way so that we make the employees feel our organization as the best workplace.
Giving the assistant director a metrics, they need. As entrepreneur belief, that people desire most to see success in all their endeavors, there is a need of an enabling environment for the incoming coordinator to succeed in all his plans for the organization (Casey et al., 2012).
Recognizing a healthy work and lifestyle balance for employees. The employee is human and needs leisure time thus we would allow him or her to have some free time as he or she cannot work like a robot all day and night (Career Advice Monster, 2016).
Choices for employees. Job training session needs to be offered to the employees so that they grow professionally and help in expanding the company (Australian National University, 2016). Our human resource coordinator will enjoy the training sessions in our business so that they acquire the necessary knowledge and skills to the XYZ health facility a step.
References
Australian Human Rights Commission. (2016). Our Work. Retrieved 29 April 2016, from https://www.humanrights.gov.au/our-work/
Australian Human Rights Commission (2010). Take on Age Discrimination—Exposing the Hidden Barrier for Mature Age Workers. Accessed on 28 April 2016, from https://www.humanrights.gov.au/our-work/age-discrimination/publications/age-discrimination-exposing-hidden-barrier-mature-age
Australian Law Reform Commission (2016). The Fair Work Act 2009 (Cth). Retrieved 28 April 2016, from http://www.alrc.gov.au/publications/4-recruitment-and-employment/fair-work-act-2009-cth-0
Australian National University 2016. Available at: https://services.anu.edu.au/human-resources/recruit/preparing-the-advertisement/writing-an-effective-job-advertisement. Accessed April 28, 2016.
Career Advice Monster. (2016). Available at: http://www.monster.com/career-advice/article/100-potential-interview-questions. Accessed April 28, 2016.
Carless, S. A. (2007). Graduate recruitment and selection in Australia. International Journal of Selection and Assessment, 15(2), 153-166.
Casey, M. M., Payne, W. R., & Eime, R. M. (2012). Organizational Readiness and Capacity Building Strategies of Sporting Organizations to Promote Health. Sports Management Review, 15(1), 109-124.
Holland, P., De Cieri, H. and Sheehan, C. (2007). Attracting and retaining talent: Exploring human resources development trends in Australia. Human Resource Development International, 10(3), 247-262.
Humphreys, J., Jones, J., Jones, M., Hugo, G., Bamford, E., & Taylor, D. (2001). A critical review of rural medical employees retention in Australia. Australian Health Review, 24(4), 91-102.
Katzenellenbogen, J., Dury, A., Haigh, M., and Woods, J. (2013). Critical success factors for recruiting and retaining health professionals to primary health care in rural and remote locations: a contemporary review of the literature. Rural Health West, Nedlands Western, Australia.
Kenyon, P., & Dawkins, P. (1989). A Time Series Analysis of Labor Absence in Australia. The Review of Economics and Statistics, 232-239.
MacDermott, T. (2011). Challenging Age Discrimination in Australian Workplaces: From Anti-Discrimination Legislation to Industrial Regulation. UNSWLJ, 34, 182.
mATURE, A. G. E. (2011). Aging and the Barriers to Labor Force Participation In Australia.
Appendix
Job analysis for human resource coordinator
Job description
Purpose of the post
Key areas
Develop a routine to ensure all the administration of the employees and the relationship with one another and with the management is of the best quality
Responsible to
Human resource manager
Hours of work
Monday to Friday, 8 hours per day
Pay
$20 per hour
Primary duties and responsibilities
Facilitating all the human resource processes at the health center
Administering the health and welfare of employees that is all workers of the XYZ health center
Acting as a liaison between the employees of XYZ health facility and the insurance service providers
Resolving employee benefit related problems
Ensuring that all the plans related to human resource services and programs are effectively utilized
Being the administrator of all welfare plans and health plans inclusive of enrollments, terminations, and changes or transfers
Giving employees answers to their questions and requests
Assisting in the process of hiring new employees to the health center
Reconciling all benefit statements of the organization
Together with the finance department, conducts payroll audits and recommending the corrective measures to be taken.
Assisting with recruitment of any employee to the organization and in the interview process
Doing performance review for the workers to terminate contracts of underperforming employees
Personal specification
Qualifications
Holders of Bachelor’s degree in human resource management from an Australian university
Holders of a Diploma in Management course specifically human resource with professional course in either secretariat or accounts
Candidates with other professional courses like management in addition to the above qualifications will have an added advantage
Experience
Three years of working experience in the same field for degree holders
Five years’ work experience for Diploma holders
Skills
Competence skills in Microsoft office skills that is word, excel, outlook and power point
Excellent communication skills that is spoken and written communication
Teamwork player
Good interaction skills with all kinds of people
Organized and ability to meet deadlines
Performance goals
Full administration tasks on time
Professional dealing with clients and all employees to the organization
Criminal record
No case to answer before a court of law, and must not have been jailed for more than six months
Sample of interview questions
General questions
In less than one hundred words, tell us more about yourself.
What are your strengths and weaknesses?
Why do you think you are the best candidate for this post?
What do you intend to do for our company in the next five years?
Why should we hire you and nobody else? How did you know about this vacancy?
What value are you planning to add to our facility when we give you the opportunity?
Behavioral questions
What is the last project you have undertaken and were the results of the project positive? Please elaborate.
Give an example of activity that you did for your former company the shows that you went beyond the call of duty.
What tool can you implement to keep yourself organized?
What are your lifelong dreams as a manager?
What is the awkward encounter did you have with your service and the mechanism you used to resolve the situation?
Salary questions
What salary are you seeking with our organization?
What is your salary history since you became an employee?
Decision-making questions
At what stage do you find it necessary to consult other people in making decisions?
Advertisement Sample
Human Resource Coordinator
The XYZ Healthcare is a private hospital established in the year 2000 under the Australian law for private ventures. The healthcare is responsible for offering both inpatient and outpatient services. We are looking for experienced, reliable and enthusiastic personnel to join the human resource department.
The human resource coordinator will have at least three years of experience in HR services including staff recruitment, compensation management, payroll, and well elaborate understanding of Australian public service core values and terms of service.
The person we seek must show excellent organizational and communication skills. He or she must have good relations with other employees and a multi-tasker due to the nature of the job. A team player who demeans himself or herself to see all HR projects flourish is our desire.
If you are in possession of the qualities mentioned above, we are looking for you! Make a bold step to visit our website www.xyzhealthcare.org.au and complete the section criteria. After this, email your resume and cover letter to quoting the reference number J67453.
Applications close on May 3, 2016.
For more information, contact our customer care:
Ann Hayes
HR Head Communication Department
Telephone: (3) 3426 6758
