New Employee Induction Policy For The Great University

Introduction to the university and area of work

New Staff Induction Programme

The new staff induction process lists activities to be covered from the first day to the end of the probation period. 

Policy and Procedure Headlines	Details
Purpose Save Time On Research and Writing Hire a Pro to Write You a 100% Plagiarism-Free Paper. Get My Paper	This policy outlines the induction process that all new employees joining The great University must participate in before commencement of their employment.
Application of Policy	This policy will be applied to new employees across all departments
Role and responsibilities	The director Human resource management will appoint a line manager to carry out the recruitment process a week before employee’s first day of work
Introduction to the university and area of work	The Objectives ,Mission and Vision, of the area of work and the university Familiarization with University offices , Library, Catering facilities and Institutional Bank Familiarization of  how the area of work is aligned with the organization mission and objectives
Introduction to other University employees	Introduction to the University Chart Visiting main Contacts within the work area Familiarization with the general staff roles and responsibilities
Introduction to other departmental teams within the university	Familiarization with the roles and responsibilities played by other departmental teams Familiarization with how other teams fit within the University’s overall mission Familiarization with how other departments fit into the university
Employment terms and conditions	Familiarization with all the necessary information on terms and conditions of employment for new employees
Introduction to required standards of performance	Familiarization with the description of the role Familiarization with role expectations, objectives and goals Familiarization with the applicable performance review and employee development processes
Introduction to organization Culture	Familiarization with working hours, leave procedure, appropriate dressing code, meals arrangement and overtime working hrs. Familiarization with the usage of the University’s email, internet, packing spaces etc
Introduction to Office Systems	Familiarization with the process of using office equipment Familiarization with the usage of various job related software and computer security
Introduction to employee job training and development	Reviewing of specific needs related to the employee’s role to facilitate planning of the appropriate training as per the employee’s duties Familiarization with the use of performance appraisals in determining development needs related to the task Familiarization with the for training and development opportunities available for employees of the University   Familiarization with the use of personal development training tools
Introduction to Employee Health and Safety	Familiarization with the university first aid and fire training arrangements ,Usage of VDU, Fire alarms and exits etc
Induction Program Monitoring and Evaluation	The Induction program will be monitored and reviewed Regular meetings will be held to facilitate necessary adjustments
Probation	The University’s probation policy will be used
Non attendance	Failure to attend the induction process will result to automatic disqualification
Relevant legislation	WHS ACT
Related policies, Procedures and Documents	Induction Checklists

WHS Checklist for Induction for New Staff at the University of Great Australia

Name of Employee
Title		Position
FAN		Payroll No
Work phone No		Room No
Start Date		Completion date
Name of Supervisor

 
This check list is aimed at providing new employees and their supervisors on the WHS activities to be undertaken in the first day of the induction process.

The checklist notes the mandatory activities and provides room for inclusion of additional activities for the new employee if need be

WHS Induction Activities–First Day	Indicate when Completed
Introduction to the work environment and  risks associated with the position
Explain about specific WHS Procedures relating to Emergency and evacuation
Explain  requirements for compliance with the University WHS procedures
Explain about specific WHS Procedures relating to Injury and fist aid
Show all fire exits and fire assembly points to the new employee
Explain about specific WHS Procedures relating to ergonomics and work station
Explain about specific WHS Procedures relating to work environment
Provide Contact information for University’s first aid officers
Explain the appropriate methods for responding to job related  hazards and accidents
Explain the University employee’s WHS responsibilities
Explain the University’s procedure for dealing with  risks
Explain about specific WHS Procedures relating to hazard and accident reporting
Identify WHS training needs of  New employee
Introduction to risks associated with workplace machinery and equipment
Listing of specific WHS training relevant to the position

All First day WHS Induction activities have been successfully completed as per the checklist 

Signed:  (New employee)

Signed:  (Supervisor)

There are several technological options that the university can use to satisfy in recruitment and selection needs  

Social media Sites

The University can make use of social media to satisfy its recruitment and selection needs. The most common social media sites that the University can use are Twitter, Facebook, and LinkedIn. Social media can facilitate recruitment of candidates with the requisite skills by enabling the University to announce job openings and attract potential candidates (Aswathappa & Dash, 2008).

Advantages

Increases job visibility to the huge number of social media users. For example, Facebook has over 2 Billion users

Improved quality of hire by allowing targeting based on Employment history, interests and skill s as well as by peer group and employee demographics

Minimized cost. Compared to other recruitment strategies, social media is relatively cheaper

Allows employers to engage with potential candidates and establish their suitability for the vacant positions (Bratton, 2012).

Disadvantages

The number of responses from a job posted on social can be overwhelming at times with many of those responses coming from unqualified and uninterested parties

Since sites such as Facebook and Twitter are mostly used for chatting with friends and families, recruiters are required to work on improving the visibility of their job postings

Challenges in contacting candidates. With social media, it can be difficult to contact candidates at times. For example, it is not possible for a recruiter to send a private message to a potential recruit who is not a connection on LinkedIn and who has not followed them on Twitter (Nieto,2014).

Minimizing information. Some sites like Twitter only allow users to post 140 characters which would not be adequate to cover an entire job description including the requisite skills, education and roles, and responsibilities.

Introduction to other University employees

Internet Job Boards

Internet Job boards are recruitment tools which provide an opportunity for potential employees to meet potential employers and vice versa. They make it possible for job seekers to post their resumes online so that they can be reviewed by potential employers to ascertain their suitability for various positions. Some of the widely used internet job boards are monster, indeed.com, Career Builder and Dice (Khanka, 2015).

Advantages

The main advantage of Internet Job Boards is that they avail a variety of options to choose from for both employers and job seekers

There are no chances of an employee’s CV being lost

Enables employers to get in touch with potential employees at any time that they have a vacancy

Disadvantages

Receiving of unwanted postings. The moment a job seeker posts their CV on a job board, the possibility of their inboxes being filled with junk mails become a reality

It does not allow recruiters to put filters on where their job postings can be viewed so candidates even from unwanted regions can view job postings (Nieto,2014).

Teleconferencing and video conferencing

This occurs where the selection committee engages the potential candidate via conference telephone call or video call

Advantages

The method is cost effective as it does not involve any travel expenses for either the recruiter or the candidate

It also offers the benefit of face to face communication between the applicant and selection team

Disadvantages

It might be challenging to identify non verbal cues which are important in job interviews

Differences in time between different zones may cause communication challenges between the recruitment team and the candidate.

Interactive voice response technology

IVR technology is a technology that facilitates interaction of the recruiter and candidates via a telephone, voice recognition devices or a computer

Advantages

It is cost effective when screening a large pool of job applicants

It is affordable for most applicants because large percentage of the population have phones

Disadvantages

It might be challenging to follow lengthy instructions via telephone calls

It does not present the objectiveness available in face to face communication. 

Task 1: Position Description

Job Title: Executive Administrator

Position Summary

The University of Great Australia is seeking to recruit a highly motivated Office Administrator to join our fast growing institution. The Administrator will be responsible for providing administrative support and managing various administrative tasks such as greeting and directing visitors, Mentoring office assistants  responding to emails and answering calls, bookkeeping and  coordinating office activities .He or she will also be responsible for facilitating smooth operation of the University’s offices  and ensuring sustainable growth. Successful candidates will be those who possess outstanding written and verbal communication skills, a positive attitude, able to multitask, work under minimal supervision, able to pay attention to details and of a friendly character.

Familiarization with general staff roles and Responsibilities

Duties and responsibilities

• Coordinating University’s activities and operations, ensure institutional efficiency and compliance with University’s policies
• Offer assistance to other employees when necessary
• Respond to phone calls, emails and letters
• Regularly Submit  reports to the University’s management and make proposals as instructed
• Create and update University’s databases and records with the relevant data
• Coordinate travel arrangements, manage agendas and appointments for the University’s management
• Act as the supervisor for the Administrative members of staff and assign responsibilities and maintain high performance levels.
• Place orders for various offices when necessary and support bookkeeping and budgeting procedures
• Assist in preparation of departmental budgets
• Maintain and monitor equipment for various offices within the University and monitor office operations.
• Attend to office conflicts and enquiries

Office Administrator Requirements and Qualifications

• A PHD in Business Administration, Business management or any other related field
• 10 years working experience in  a similar position or a related field
• Desirable Verbal and written communication skills
• Ability to multitask and work effectively in a demanding environment
• Proficiency in Computer Applications(Excel, MS Office and PowerPoint)
• Professional Certification in Office management will be an added advantage.
• Detail oriented and ability to work with high levels of accuracy
• Ability to multitask and meet irregular deadlines

Salary

Expected Starting salary for the position will be $80,000 to $85000

The salary can rise to $87000 to $90000 with experience and increase in responsibilities  

Other terms and Conditions

Successful candidate for the position will be expected to work from 8 am to 6 pm for 35 to 40 Hrs every week. Overtime arrangements will also be made depending on prevailing circumstances. The work will be mostly office based and majorly supportive

Interview Invitation

To: [email protected] 

Subject: Invitation for a Job interview  

Dear John,

Following your successful application for the position of Executive Administrator, I would like to invite you for an interview on November 28 at our office in the great Hall, Room 203 at 10 am.

The Interview will last for about 30 minutes and will be carried out by Peter Williamson, the Director human resources. You are required to come with three referees and academic credentials and any other materials relevant for the position.

In case the time and date stated for the interview is not convenient for you please contact me in advance via my phone 911-555-0001 or email, [email protected] for arrangement of another appointment.

Looking forward to seeing you,

Best regards,

Peter Williamson

Director of Human Resources 

Q1. In this University, all employees are encouraged to embrace team work and view themselves as a team focused on achieving similar goals. How would you feel supervising multiple employees, across departments?

Answer: I am an individual who greatly enjoys working with diverse teams. In the years that I have worked as an administrator, one of my successes has been ability to facilitate team based communication and improve the productivity of the various teams that I have worked with. My ability to effectively work with teams has enabled me to assign tasks to various team members with ease which has led to completion of tasks in time.

Q2:  Which strength do you consider to be your greatest and how will it be of relevance to this position?

Answer. One of my greatest strengths is my ability to work effectively with diverse teams. My profound communication and team work skills have made me an efficient Administrator over the years in various organizations that I have worked for. Because this position is majorly centered on team work in believe that my interpersonal, written and verbal communication skills will make me the most suitable candidate for the position.

Introduction to other departmental teams within the university

Q3. How would you manage work related stress and pressure?

Answer .Over the years in my career I have not had any problems with handling stress and pressure. I have been able to maintain this by ensuring that I focus on the task at hand and complete it before embarking on another. I would therefore manage work related stress and pressure by listing my responsibilities in the order of the most important to the least important and completing one at a time until all tasks are4 completed. 

Q4. What is your greatest weakness?

Answer: My greatest weakness is that sometimes I become very impatient with employees who are not able to complete tasks assigned to them in time. I have however been able to overcome this in my career by establishing strict and clear deadlines for all tasks followed by reminders before the deadline

Q5: Would you be available to work extra hours if needed?

Answer: I derive my greatest joy in ensuring that all tasks whether planned for or coming abruptly are completed without any postponement, I would therefore do anything to ensure any particular day’s work is completed including working for extra hours.

Dear Mr Louis

Due to the successful engagement that we had on the 28^th Day of November 2017, we are delighted to offer you the position of Executive Administrator of the University of Great Australia a position which you will serve at the pleasure of the top management.

As the Executive Administrator for the University your annual salary will be $81,900, for fulltime Employment. This amount includes 17% superannuation. Your starting level will be level 5 which is subject to improvement with time and experience. Your required working hours will be 35 hrs per week or 70 hrs per fortnight excluding weekends. The appointment will become effective on 1^st January 2018 with 6 months probation.

Employee benefits associated with the position include Onsite gym, UGA Optometrist clinic, Dental Insurance, Medical Insurance, Parking, Retirement plan and Childcare. The HR representative will provide the employee Benefits booklet.

You will have a single annual leave during the Christmas/New Year eave a period which the university remains nonoperational unless in the case of critical services. Further details will be communicated by the Human Resource Representative.

The University reserves a right to transfer you to a different position which is within the scope of the employment and consistent with the employment contract. The Employment will include a compulsory UGA online Orientation before actual commencement. The conditions of employment will be enclosed in the UGA Enterprise Agreement 2013-2016. You will be required to bring your bank details, a passport and tax file number.

This offer is valid for a period of one week from the day of issue.

If you find that this offer is acceptable please sign a copy of the letter and hand it over to me and keep the other copy for your future reference.

Looking forward to your acceptance of this offer

Yours sincerely

Peter Williamson

Director of Human Resources 

I accept the offer, as outlined in this letter.

Work-Flow Diagram

Hiring Manager	Director of HRD	Timelines
Identification of need for recruitment and assessment of the job requirements
Discussing with the University’s management to obtain formal approval
Create a role analysis, job description and person specification for the position	Evaluate role analysis and confirm the requisite grade	Within 7 working Days
Organizing short listing and appointing Panel
Producing position advertisement and entailing recruitment timelines  , short listing and interview dates
Sending  electronic copies of job description, person specification and advert to the Human Resource Division
Short listing successful candidates in line with the University’s recruitment and selection guidelines	Reminding  recruitment and selection panel to commence short listing  in writing upon close of applications
Conducting Interview and selection for the shortlisted candidates		Minimum 14 working day after receiving short listing notification
Making an offer to the successful candidate	Providing a contract of employment and sending 2 copies to the successful candidate and a copy to the recruitment manager	Minimum two days after receiving all required documentations
Informing the Unsucessful Candidates		Maximum two weeks after the interview process
Planning Induction Arrangements	Assessment for occupational health and fitness to work
Providing feedback on process
discussion on the supplementary selection methods: -Social media Sites -Teleconferencing and video Conferencing -Interactive Voice response technology -Internet Job Boards