BSBHRM506 Manage recruitment selection and induction processes Learner Instructions 1 (Report on recruitment and selection processes) Submission details Students Name Student ID Group Assessor's Name Assessment Date/s The Assessment Task is due on the date specified by your assessor. Any variations to this arrangement must be approved in writing by your assessor. Submit this document with any required evidence attached. See specifications below for details. Performance objective You must demonstrate your ability to analyse the policy and procedures of existing recruitment and selection processes for an organisation and to identify and apply the relevant legislation underpinning these recruitment and selection processes. Assessment description Healthcare United is a healthcare provider and currently employs 1,500 Healthcare professionals with two sites in Victoria and NSW. They recently developed a new strategic plan that involves opening another office in Hobart. Part of their HR plan is to employ 500 workers in three stages. You will need to write a report that compares the 2000 Healthcare United recruitment and selection guidelines against the newly developed 2010 Healthcare United recruitment and selection policy and relevant legislation. You also need to recommend changes necessary to improve procedures and the overall process, based on current research. You will be given copies of 2000 Healthcare United recruitment guidelines and the 2010 Healthcare United recruitment and selection policy. TAD31A BSBHRM506 Version: 2.2 Implemented: March 2020 To be reviewed: March 2021 Responsibility: Head trainer The Wales Institute Pty Ltd Page 1 of 21 BSBHRM506 Manage recruitment selection and induction processes Your report needs to cite relevant legislation and address the following key areas for each procedure: timeframes personnel involved documentation training monitoring and evaluation. Procedure 1. Analyse the 2000 Healthcare United Recruitment and Selection Guidelines addressing key areas for each procedure against the current 2010 Healthcare United Recruitment and Selection Policy and relevant legislation. 2. Identify and discuss key areas for each procedure that need revising because they are: a. contrary to 2010 policy b. outdated compared to current research and practice c. do not comply with current legislation. 3. List your recommendations for revising key areas of the 2000 Guidelines. 4. Write a hard copy of your report of no more than 3,000 words and, if necessary, attach relevant supporting documents. Specifications You must provide: a hard copy of your written report and any supporting documents to your assessor. Your assessor will be looking for the following in your report. an executive summary covering off the key findings and recommendations an analysis of the following key areas for each procedure in terms of the 2010 Healthcare United Recruitment and Selection Policy, the relevant legislation underpinning each procedure and current research: time frames personnel documentation TAD31A BSBHRM506 Version: 2.2 Implemented: March 2020 To be reviewed: March 2021 Responsibility: Head trainer The Wales Institute Pty Ltd Page 2 of 21 BSBHRM506 Manage recruitment selection and induction processes training and support monitoring and evaluation. Procedures to be analysed: vacant position analysis position description advertisement shortlist interview preparation interview applicant reference check job offer evidence and referenced sources, e.g. reading reference materials, internet research and direct research (contacting and interviewing organisations) that support your analysis conclusion discussing overall process a list of your recommendations to revise the 2000 Healthcare United Recruitment and Selection Guidelines a logical, formatted structure with an introduction, body and conclusion or with clear headings for each section. TAD31A BSBHRM506 Version: 2.2 Implemented: March 2020 To be reviewed: March 2021 Responsibility: Head trainer The Wales Institute Pty Ltd Page 3 of 21 BSBHRM506 Manage recruitment selection and induction processes Learner Instructions 2 (Recruitment and selection consultation) Submission details Students Name Student ID Group Assessor's Name Assessment Date/s The Assessment Task is due on the date specified by your assessor. Any variations to this arrangement must be approved in writing by your assessor. Submit this document with any required evidence attached. See specifications below for details. Performance objective You must demonstrate your ability to analyse the recruitment and selection needs of a business, develop a plan and recruitment and selection systems and processes to meet these needs and train staff to implement them. Assessment description Many small businesses lack well developed recruitment and selection systems. The resulting poor staffing decisions can cost businesses time and money and lead to worker frustration. Your role is to work as a consultant to a small business. You will need to identify a small business, a business with which you are familiar or a business agreed with your assessor and conduct research into that business' human resources needs (for both now and in the future). You will then develop and implement a plan to address the recruitment and selection needs of the business. TAD31A BSBHRM506 Version: 2.2 Implemented: March 2020 To be reviewed: March 2021 Responsibility: Head trainer The Wales Institute Pty Ltd Page 4 of 21 BSBHRM506 Manage recruitment selection and induction processes Procedure 1. Identify and select a small business as the subject for your project, and submit brief business profile in the format provided. Business Profile for................................................... Area Description product and/or services clients human resources location future direction 2. Survey key stakeholders (relevant positions in the small business) and identify the HR needs of the business for the next 12 months. You must provide: the survey instrument used to identify current and future HR needs atleast two completed surveys conclusion from surveys about current and future HR needs 3. Develop a human resources (HR) plan to address the HR needs of the organisation and have the plan approved by the business manager and your assessor before proceeding further. TAD31A BSBHRM506 Version: 2.2 Implemented: March 2020 To be reviewed: March 2021 Responsibility: Head trainer The Wales Institute Pty Ltd Page 5 of 21 BSBHRM506 Manage recruitment selection and induction processes Note: HR plan must include: identification of needs or gaps, identification of key stakeholders and specialists, current status of human resources, recruitment and selection processes, and recommendations for improvements. 4. Develop job descriptions (using the templete below). Position description template Position title: Position reports to: Qualifications - essential Key objectives 1. 2. 3. 4. 5. Key position functions 1. 2. 3. 4. 5. Key selection criteria TAD31A BSBHRM506 Version: 2.2 Implemented: March 2020 To be reviewed: March 2021 Responsibility: Head trainer The Wales Institute Pty Ltd Page 6 of 21 BSBHRM506 Manage recruitment selection and induction processes OHS requirement Terms and conditions of employment 5. Develop an advertising policy and procedure, including checklist, which complies with organisational, legal and policy requirements. 6. Develop a selection policy and procedure, including checklists, that complies with organisational, legal and policy requirements for: a. external reference checking b. providing offers of employment (including advice about salary, terms and conditions, probation). 7. Review the procedures with key stakeholders and your assessor before proceeding. 8. Facilitate and evaluate some training on at least two of the procedures developed using the training evaluation form provided. Training evaluation form Task description Competent Not Yet Competent 1 2 3 TAD31A BSBHRM506 Version: 2.2 Implemented: March 2020 To be reviewed: March 2021 Responsibility: Head trainer The Wales Institute Pty Ltd Page 7 of 21 BSBHRM506 Manage recruitment selection and induction processes 4 5 Method of delivery (please circle): 1. presentation e.g. lecture 2. workshop e.g. classroom 3. one-to-one instruction 4. online interactive 5. other (please specify). Rate the training: unsatisfactory satisfactory Was sufficient time allowed for session? 1 2 3 4 5 Were there adequate resources? 1 2 3 4 5 Was method of delivery engaging? 1 2 3 4 5 Was instruction clear? 1 2 3 4 5 Was sufficient time allowed for discussion? 1 2 3 4 5 Were supporting documents useful? 1 2 3 4 5 What further training is needed with this task? ...................................................................................................................................... ...................................................................................................................................... ...................................................................................................................................... ...................................................................................................................................... ...................................................................................................................................... TAD31A BSBHRM506 Version: 2.2 Implemented: March 2020 To be reviewed: March 2021 Responsibility: Head trainer The Wales Institute Pty Ltd Page 8 of 21 BSBHRM506 Manage recruitment selection and induction processes ...................................................................................................................................... ...................................................................................................................................... ...................................................................................................................................... ...................................................................................................................................... ...................................................................................................................................... Are there any other areas/tasks that you would like training for? Please specify: ...................................................................................................................................... ...................................................................................................................................... ...................................................................................................................................... ...................................................................................................................................... ...................................................................................................................................... ...................................................................................................................................... ...................................................................................................................................... Are you interested in conducting training in any areas? Please specify. ...................................................................................................................................... ...................................................................................................................................... ...................................................................................................................................... ...................................................................................................................................... ...................................................................................................................................... ...................................................................................................................................... ...................................................................................................................................... ...................................................................................................................................... TAD31A BSBHRM506 Version: 2.2 Implemented: March 2020 To be reviewed: March 2021 Responsibility: Head trainer The Wales Institute Pty Ltd Page 9 of 21 BSBHRM506 Manage recruitment selection and induction processes Specifications You must provide: a brief business profile that outlines: product and/or services location clients future direction human resources survey report HR plan position descriptions advertising and selection policies advertising, external reference checks, offers of employment procedures, including checklists training evaluations for two procedures. Your assessor will be looking for the following in your survey report: a summary of existing HR processes including policies and procedures a well-designed survey instrument that identifies current and future HR needs completed survey instruments conclusion from surveys regarding current and future HR needs. Your assessor will be looking for the following in the HR plan: key areas that need to be addressed signed endorsement of the plan by the business manager identification of key policies and procedures to be developed job descriptions. Your assessor will be looking for the following in the policy and procedures: at least three procedures related to recruitment and selection (these can be improvements on existing procedures, or new procedures) each procedure to include: purpose, policy, step-by-step instructions and checklists procedures must comply with legal and organisational requirements. Your assessor will be looking for the following in the training evaluations: TAD31A BSBHRM506 Version: 2.2 Implemented: March 2020 To be reviewed: March 2021 Responsibility: Head trainer The Wales Institute Pty Ltd Page 10 of 21 BSBHRM506 Manage recruitment selection and induction processes suitability of tasks covered effective methods of training delivery effective supporting documentation. TAD31A BSBHRM506 Version: 2.2 Implemented: March 2020 To be reviewed: March 2021 Responsibility: Head trainer The Wales Institute Pty Ltd Page 11 of 21 BSBHRM506 Manage recruitment selection and induction processes Learner Instructions 3 (Induction process project) Submission details Students Name Student ID Group Assessor's Name Assessment Date/s The Assessment Task is due on the date specified by your assessor. Any variations to this arrangement must be approved in writing by your assessor. Submit this document with any required evidence attached. See specifications below for details. Performance objective You must demonstrate your ability to research and develop a set of guidelines for an induction program that complies with, and addresses, the induction policy and procedures of your subject organisation. Assessment description Research, develop and write a set of guidelines for a one-day induction program at your organisation, an organisation with which you are familiar or an organisation approved by your assessor. Your guidelines need to reflect current research and comply with relevant legislation. The induction guidelines need to include: induction program training methods and support overseeing of probationary employees. Research may include examination of existing induction processes, documents, interviewing organisations, consulting experienced Human Resource personnel or managers, reading reference materials and internet research. TAD31A BSBHRM506 Version: 2.2 Implemented: March 2020 To be reviewed: March 2021 Responsibility: Head trainer The Wales Institute Pty Ltd Page 12 of 21 BSBHRM506 Manage recruitment selection and induction processes Procedure 1. Conduct research on induction procedures and program content and prepare a draft policies and procedures for each stage of induction process that suit the organisation and comply with relevant legislation. Your draft must include: a. policy statement b. objectives c. program outline d. procedures e. documents 2. Obtain feedback from participants and relevant managers on induction process and make refinements to induction policies and procedures where necessary. 3. Write final copy of guidelines following format stated in the following specifications. Specifications Your assessor will be looking for guidelines that are complete, clearly written in plain English with all sources correctly referenced using in-text referencing or footnotes and a bibliography. They must be presented in the form of a bound document and adhere closely to the following format. Format for guidelines: Title page Contents Introduction: brief organisation profile induction policy statement and objectives. Induction program: program outline with session titles, facilitators, location, times, methods of delivery induction toolkit contents checklist induction process checklist evaluation form. Induction training and support: TAD31A BSBHRM506 Version: 2.2 Implemented: March 2020 To be reviewed: March 2021 Responsibility: Head trainer The Wales Institute Pty Ltd Page 13 of 21 BSBHRM506 Manage recruitment selection and induction processes objectives based on organisational policy training tasks list of staff and methods for training staff checklists for facilitating training training evaluation form. Overseeing of probationary employees: objectives based on organisational policy probation procedure checklist for procedure probation process evaluation form. Appendix: templates sample documentation bibliography. TAD31A BSBHRM506 Version: 2.2 Implemented: March 2020 To be reviewed: March 2021 Responsibility: Head trainer The Wales Institute Pty Ltd Page 14 of 21 BSBHRM506 Manage recruitment selection and induction processes Additional Information Healthcare United 2010 Recruitment and Selection Policy Healthcare United aims to be the number one provider of Healthcare professionals in Australia. Healthcare United is an organisation that currently employs 1500 Healthcare professionals with two sites, in Victoria and NSW and seeks to expand its operations and open another office in Hobart. As an organisation our vision is to provide: the best qualified and trained human resources available for clients up-to-date technology in all services for both clients and staff innovative best practices and procedures from both inside and outside the organisation best facilities and procedures in a competitive environment. To address the future needs of the organisation, Healthcare United aims to recruit a further 500 of the best possible healthcare professionals available, in three stages, over the next five years. Key tenets of our recruitment and selection policy are: managers will assume major responsibility for the recruitment and selection of staff, the training of required personnel and supporting documentation HR department will support managers in this role timeframe for recruitment and selection will be two to three weeks maximum position analysis will be conducted on all vacant or new positions all vacant and new positions will be advertised internally and externally for ten working days unless special exemptions apply and be advertised online and in leading national newspapers special exemptions to internal recruitment must be approved by the general manager all interviews must be conducted by a trained selection panel selection of staff is subject to reference checks conducted by the manager Healthcare United is an equal opportunity employer. TAD31A BSBHRM506 Version: 2.2 Implemented: March 2020 To be reviewed: March 2021 Responsibility: Head trainer The Wales Institute Pty Ltd Page 15 of 21 BSBHRM506 Manage recruitment selection and induction processes Healthcare United 2000 Recruitment and Selection Guidelines Policy statement: Healthcare United is an organisation that seeks to employ the best possible healthcare professionals. It is an equal opportunity employer. Purpose: The purpose of the recruitment and selection process is to ensure that Healthcare United has the best possible human resources available to effectively provide its service. The Healthcare United recruitment and selection process has been developed in line with organisational strategies, relevant legislation and best practice recruitment. Recruitment and selection process The recruitment and selection process involves the following procedures: 1. Vacant position analysis 2. Position description 3. Advertisement 4. Short-list applicants 5. Interview preparation 6. Interview applicants 7. Reference check 8. Job offer 9. Feedback to unsuccessful applicants. 1. Vacant position analysis When a position becomes vacant it is important to analyse the position to determine whether it is still required. Manager Estimated timeframe: Two to three days. When a position becomes vacant the following procedure must be completed. Procedure 1. Manager notifies HR about vacant position and requests 'permission for position form'. TAD31A BSBHRM506 Version: 2.2 Implemented: March 2020 To be reviewed: March 2021 Responsibility: Head trainer The Wales Institute Pty Ltd Page 16 of 21 BSBHRM506 Manage recruitment selection and induction processes 2. Manager completes their section of 'permission to recruit form' stating reasons why position needs to be filled and submits it to HR department. 3. Position needs analysis conducted by HR department who them completes rest of 'permission to recruit form'. Note: HR may need to question manager about position. 4. Completed 'permission to recruit form' to be approved by senior management. 5. Once permission is obtained then HR department explore implications, options, legislative and award requirements. 2. Position description A position description is an important prerequisite to successful recruitment and selection. Estimated development and validation timeframe: three to five days. Procedure 1. Position descriptions are developed by HR department using a position description template and include: a. position title b. key objective c. qualifications required d. WHS component e. terms. Note: HR may consult with manager about position description if necessary. 2. Senior management to sign off on position description. 3. Advertisement Healthcare United's advertising policy: unless there is special authorisation from senior management, all positions must first be advertised internally for a minimum of ten working days in the HU newsletter before being advertised externally for a period of ten working days. The newsletter is distributed via the intranet every Friday morning and hard copies are also placed on noticeboards in offices and lunchrooms. Timeframe: 20-25 working days. Procedure 1. HR department creates advertisement for HU newsletter on intranet. TAD31A BSBHRM506 Version: 2.2 Implemented: March 2020 To be reviewed: March 2021 Responsibility: Head trainer The Wales Institute Pty Ltd Page 17 of 21 BSBHRM506 Manage recruitment selection and induction processes 2. HR sends advertisement to publications department to post on the intranet. 3. HR creates advertisement for authorised external print media. 4. After advertisement has been posted internally for ten working days, HR organises for external print media. 4. Short-list applicants Short-listing is a process of elimination. However, Healthcare United requires that all internal applicants be interviewed. Timeframe: Five days minimum. Procedure 1. Administration staff to collate all resumes and give to HR department. 2. HR to read over position description and advertisements. 3. HR to read each external applicant's rsum and divide them into 'yes', 'no' and 'maybe' piles. 4. HR to then reread 'yes' and 'maybe' resumes and complete short-list chart for external applicants. 5. HR reads all internal applications and completes the short-list chart. 6. HR then collates all documentation from internal applicants and shortlisted external applicants. 7. HR organises administration staff to send all external applicants not short-listed a standard letter by post. 5. Interview preparation Healthcare United uses the interviewing selection technique with interviews being conducted at head office only. Where possible, Healthcare United requires a selection panel of two HR personnel and a representative from the related department to interview applicants. Timeframe: interview preparation one to two days. Procedure 1. HR requests administration staff at head office to organise: a. comfortable and quiet location b. food and beverages for interview panel c. interview schedule. 2. HR to organise interview documentation which includes: TAD31A BSBHRM506 Version: 2.2 Implemented: March 2020 To be reviewed: March 2021 Responsibility: Head trainer The Wales Institute Pty Ltd Page 18 of 21 BSBHRM506 Manage recruitment selection and induction processes a. position description b. resumes for each shortlisted candidate c. consent to check and release police record form d. standard interview questions for HR members of interview panel e. interview assessment forms for interviewers f. use checklist for documentation. 3. HR organises interview panel: two members of HR department and one staff member from the job-related department with one of the HR members being the chairperson. Note: It is preferable that the staff member from the job-related department is experienced. 4. Chairperson (HR) chooses and advises the staff member of their role as 'expert' and requests that they think of three job-related interview questions. 6. Interview applicants Interviews are to be conducted only at head office. Interviews are to be 30 minutes in duration with a five-minute break in between. No more than 12 interviews should be conducted in a day. Timeframe: scheduled interviews one to two days depending on number of applicants. Procedure 1. Chairperson greets candidate and makes introductions. 2. Chairperson opens interview. 3. HR members of panel ask applicant a series of standard interview questions. 4. Staff member from job-related department asks three questions. 5. Chairperson asks applicant if they have any questions. 6. Chairperson informs the candidate of the process. 7. Panel thank candidate for attending. 8. Panel complete interview assessment. 9. Panel select applicant. 10. Gain approval from senior management - subject to reference check. TAD31A BSBHRM506 Version: 2.2 Implemented: March 2020 To be reviewed: March 2021 Responsibility: Head trainer The Wales Institute Pty Ltd Page 19 of 21 BSBHRM506 Manage recruitment selection and induction processes 7. Reference check Reference checks are an important part of the selection process. Healthcare United reference checks must be conducted on both internal and external applicants by the HR department. Timeframe: one to two days depending on number of applicants. Procedure 1. Phone workplace of applicant and speak to manager/referee. 2. Introduce self, organisation and purpose of call. 3. Ask standard questions about applicant's knowledge and skills. 4. Ask about applicant's personality. 5. Ask manager for their opinion of applicant's standard of work. 6. Ask manager if there have been any problems with applicant. 7. Discuss references with other HR person on interview panel. 8. Job offer Job offer needs to be made immediately after Reference check. Timeframe: one to five days. Procedure 1. HR department organise written contract to be drawn up with terms and conditions. 2. Administration to post employee contract to applicant. 3. Upon receipt of signed contract HR post new employee advice about induction program. 9. Feedback to unsuccessful applicants Healthcare United requires all unsuccessful internal applicants to be provided feedback in individual meetings with a member of the HR department. Timeframe: one to two days depending on number of applicants. Procedure 1. HR department ask administration to schedule 30-minute meeting with each unsuccessful internal applicant. 2. HR department representative to conduct feedback meetings with unsuccessful internal applicants. TAD31A BSBHRM506 Version: 2.2 Implemented: March 2020 To be reviewed: March 2021 Responsibility: Head trainer The Wales Institute Pty Ltd Page 20 of 21 BSBHRM506 Manage recruitment selection and induction processes 3. HR department representative to phone unsuccessful external applicants and offer feedback. 4. HR department to file hard copies of notes about unsuccessful applicants. TAD31A BSBHRM506 Version: 2.2 Implemented: March 2020 To be reviewed: March 2021 Responsibility: Head trainer The Wales Institute Pty Ltd Page 21 of 21