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Support the recruitment, selection and induction of staff

This presentation supports a bended delivery strategy for learners undertaking BSBHRM Manage the recruitment, selection and induction of staff. edited 09 Oct 2015

Tracie Regan

on 23 June 2016

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Transcript of Support the recruitment, selection and induction of staff

5 recruitment stages
Specify - 5 stages of HR cycle
Make your job advert stand out
Select an appropriate media channel and design your job advertisement accordingly.
As business needs change, so does the workforce strategy. Staff may need help in transitioning to new roles, or be considered for alternative employment options.
Select your candidates
Support the recruitment, selection and induction of staff
Understand Australian workplace laws
Develop a welcome pack
Induct your new recruit
Once the new recruit has been inducted, a performance development plan should be developed. This PDP should include short term and long term career goals, training options and key performance indicators. All work effort should align to the business goals.
Retain your employee's pay related records for 7 years
Review and record
Determine the need
Develop job description
Review workforce strategy
Analyse job requirements
P18 - 24
Research existing job descriptions
Use company template (if available)
Evaluate responsibility against pay point
Include relevant legislation:
Equal Employment Opportunity
Awards or Employment Agreements
Consult with team and supervisors
Consult with other peers of vacancy
Develop a skills matrix for department
Determine level of responsibility
Check organisational chart
key skills for position
qualifications or licences
desired skills
intangible qualities
Job analysis
Job description
6 Key stages of recruitment
Could this vacancy be predicted?
Has it resulted from a business change or change in technology or change in customer expectation?
Obtain the approval to fill the position
Develop a sound business case for consideration by someone with the delegated authority. Include -
Expected duration of role
How the position will be financed – budget
Impacts on other team members
Job analysis
Job description
HR planning
Determine the need
HR planning
A workforce strategy is a plan that describes the labour requirements of an organisation. It assists in identifying any recruitment needs.
Can the vacancy be filled from the existing workforce?
Labour Forecasting
Anticipating recruitment needs can minimise the disruption and loss of productivity that can occur when staff leave and need to be replaced.
Labour forecasting can involve reviewing succession plans, understanding employment trends - these may be cyclical due to maintenance schedules, and forecast productivity plans.
HR departments should also review industry skills shortages and identified training incentives.
Develop a recruitment schedule
finalise recruitment details
Shortlist applicants
Make selection
Check referees
P28 - 32
Align ads with corporate values.
QR code to Fair Work website
practice writing job adverts
Shortlist candidates
Interview type
Plan your interview type:
group interviews
single person interviews
panel interviews
series interviews
Design interview questions and sequence
Schedule your interviews:
check availability
allow time between interviews
contact applicants
provide documents to panel
Develop your selection criteria for a shortlisting of initial applications.
This should be on the position description:
required skills and knowledge
demonstrated experience
proven ability
required qualifications
required licences
Do you have the required qualification?
Can you give me an example of how you dealt with a similar situation previously?
Explain how you would solve a common ICT support request.
This position requires some travel using a company car. Do you have a current drivers licence?
Open, closed, behavioural, probing, technical or hypothetical.
Be mindful of not using inappropriate questions.
Conduct interviews
Interviews can be a stressful task for both the person being interviewed and the person conducting the interview. Being prepared and knowing what to expect during the interview will help.
advise schedule for interview in advance
let the candidate know you will ask questions
introduce the interviewer and their background
explain you will take notes for later referencing
welcome any questions at the end and
ask for feedback on the interview process
Videos on interview techniques
Watch this 3 min video on bad interview practices.
Watch this 4 min video on conducting a good interview.
Can you spot what went wrong?
Interview techniques Activity.
Negotiate your preferred candidate
If part of an interview panel, you may need to persuade the panel members on your preferred candidate.
Always consider who has the best skills for the job described.
Select your preferred candidate
Many companies will use a weighted, rated scale for impartial scoring.
Discuss any parameters in advance, and let your candidates know.
Complete reference checks
Reference checks help protect your organisation from a potential mistake of hiring someone with a bad reputation, false employment background, criminal record (where this affects the job role), falsified training records.

Reference checks may include social media activity.
watch this 2 min video on the impact of social media on employment
What is your online reputation?
16% candidates lost out on desired jobs from perceived negative online activity
Everyone with an online presence should active monitor their online reputation. If not for your current needs, perhaps for the future.
recommended reading
Signed Letter of Offer
Employment Contract
Fair work Information Statement
TFN Declaration form
Payroll bank details form
Superannuation booklet and forms
Job Description
Uniform order form (if applicable)
Secure login request form
Employee handbook

Watch this 7.5 min video
Using the Fair Work website. Locate the relevant Award for these roles:
Contract office cleaner
Concrete labourer
HR Manager of a QLD Government Dept
Aged Care worker (untrained)
Practice activity
Letter of Offer
This is a formal legal document. It is important to ensure all information contained is correct!

Write a selection report activity
Advise candidate of result
Before you send any
check references
confirm qualifications
confirm citizenship
obtain medical results (if required)
confirm proposed appointment is still approved
Practice writing a selection report.
Practice activity
Record a Gami advising the successful candidate of their application. Send a link to your Trainer.
Advise the unsuccessful candidate
All applicants should be advised of the outcome of the selection process in writing.
Some applicants will contact you to find out why they were unsuccessful. It’s a good idea to keep the notes you’ve taken from the selection process to help you answer any questions you get.
It’s important to remember that it’s unlawful to not employ someone because of a discriminatory reason, such as their race, age or family or carer’s responsibilities.
It's respectful to give good feedback to successful candidates.
Watch this 2 min video
If you are having difficulty writing the Letter of Offer you can try the format given at
The letter of offer should include:
date of the offer
name of employer
job title or position name
location of position
expected start date
any probationary period
salary being offered
frequency and method salary will be paid
hours of ordinary work including start time
leave entitlements
allowances or other payments
National Employment Standards
Employment contracts
An employment contract is an agreement between an employer and employee that sets out terms and conditions of employment. A contract can be in writing or verbal. An employment contract cannot provide for less than the legal minimum set out in:

the National Employment Standards (NES)
awards, enterprise agreements or other registered agreements that may apply.
Employer Contract
Working conditions
Advise others of the new recruit
Keeping all areas updated with staff changes will assist in a smooth induction process and encourage a positive team culture.
Senior management
All staff
Depending on the size of the organisation, it may be appropriate to send an email advising everyone of the new starter, their position and contact details.
Complete induction
A well-prepared and comprehensive induction program can help staff quickly understand their responsibilities any expectations of them. Existing staff should support a new staff member throughout the induction process (e.g. by explaining key duties, introducing them to key staff and helping set up their workspace and intranet access).
Staff changing positions will also need an induction into a new role and team envionment.
induction package
What are the elements of a good induction checklist?

Incentives and skills shortages
There are many incentives offered to businesses to encourage a diverse workforce.
Research both Federal and State incentives to find what is currently available and discuss how this might fit in a workforce strategy.
Traineeships and Apprenticeships
Many businesses benefit from supervising and encouraging young people and those wanting to change careers through Traineeships and Apprenticeships.
Skills shortages
You may have trouble attracting people with the exact skill your business needs. A business might consider hiring staff from overseas, providing they have the correct type of visa
Review your recruitment process regularly.
Gather feedback form those involved to use as part of continuous improvement.
Labour Capital is the most valued asset of a company. Set personal performance targets and regularly discuss training and development with the workforce.
You should now have a sound understanding of this subject to attempt any assessments.
Developed by Tracie Regan July 2015
Capture the interest of your job applicant
Include key duties and working conditions
List the key skills required for the work group.
Match each team members' skills to find any gap.
Use the skills matrix to develop a job description for vacant positions
team leader
team member 3
team manager
Reports to
The Team Manager supervises the Team Leader
Team Member 3 reports to the Team Leader
Consider the essential and desirable skills a person should possess to perform the job to the expected standard of work.
Consider the qualities that would ensure the best person for the job would be recruited.
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