Manage Recruitment Selection And Assessment Tool: Induction Process For New University Staff

Purpose of the Recruitment and Selection Procedures

Discuss about the Manage Recruitment Selection and Assessment Tool.

Every new staff at the University should undergo an induction process that will explain the benefits as well as the roles of joining the organisation. mention about the policy The induction will generally continue for a period of one week, and it will be differentiated into different parts like the facilities that are there for the employees, the leaves and the salary structure, the incentive structure and the organisational structure (Rashid & Yadav, 2015). In addition to that, the expectation of the organisational management from the employees are also explained to them in a proper manner. The new staff will also be informed about the workplace safety and the department where they can put forward their complaints in regards to any workplace related harassment.

The purpose of the procedures of recruitment and selection is recruiting the best talents of the industry to improve the working conditions of the University as well as for increasing the benefits of the students (Russell & Brannan, 2016). The induction process in the university would help the staff get acquainted with the workplace culture on the very first day, and the job roles and responsibilities of the newly recruited employees at the University would be to learn the new procedures and duties to perform, which would be explained to them by a compulsory training. During the period of probation, every new employee is expected to perform their duty in a proper manner.

On the other hand, the induction program gives a synopsis of the workplace harassment and the safety issues that the new staff have to follow throughout their job tenure. The purpose of the induction policy is to make sure about the duties of the new staff in regards to the workplace safety as well as the number of leaves and holidays that are assigned to the candidates (Arulrajah & Opatha, 2015). Every individual joining the University are entitled to receive casual leaves and the national holidays.

The target audience who are required for the joining as a new staff in the University consists of fresh graduates who can operate the University functions in various posts (Ségaliny & Mohamadi, 2015). The timeframe of the induction lasts for a day until a week. Most of the business organisations prefer to do the induction within a single day because an entire day is always enough to explain the different types of duties and responsibilities of the new staff (Wilson, 2018). However, the universities always continue the induction phase for over a week because it needs to explain many rules and regulations to the employees.  The new employees are required to follow certain rules like undergoing a training to become market ready, which will also be explained during the process of induction.

Roles and Responsibilities of University Staff

For example, the people who are recruited for the peons will not have a similar induction just like the people who are recruited for administration or accounts.

This section of the induction program will cover the specific roles and responsibilities of different staff, and the mandatory duties they require to perform in the University. The employees who are joining as a faculty member will be trained about the curriculum of the University, and there should also be a development of the teamwork that is in regards to the University (Forney, 2015). The employees joining in the accounts department of the school has the responsibility to do the calculation in a proper way, and the employees who are joining in the administration department has the responsibility of reducing conflicts between staff and making it a better place to work.

The workplace safety regulations based responsibility are in the security department, and their responsibilities are also explained during the induction process. The roles and responsibilities of the employees are undergoing the training, and maintain the 70 hours of duty every fortnight (Ranjan, 2017). In addition to that, the workers should also try to learn the things that are taught to them during the training period very fast because that is the method of getting permanent in the University.

The induction program is divided into three parts, which consists of the local workplace induction, university-wide induction and the work health & safety induction (Nickson & Warhurst, 2017). The local workplace induction is related to the explanation of the different types of responsibilities, duties, leaves and the facilities that are there for a particular team. The induction program is done in the University on the basis of dividing the program into several parts such as the induction for the accounts department, the administration department or the faculty department (Hurrell, 2016). On the other hand, the strategic operational plan overview of the 2015-2016 states that the induction program would explain the total rules and regulations of the University when the University-wide induction is taking place.

The facilities will be explained to them in the beginning because it is important to start any meeting on the positive note. The work health and safety induction will be conducted after that, which will mainly explain the safety measures that the employees are required to follow.

The attendance of every employee in the induction program is mandatory, and if an employee does not come in the induction program, then it is considered that the employees’ appointment is automatically terminated unless an emergency situation is thoroughly explained (Oke, 2016). In addition to that, the non-attendance induction program also explains how the non-informed absence takes a toll on the reputation of a particular employee. It is informed during this time according to the strategic operational plan overview of the 2015-2016 that every employee needs to inform before taking any leave from the management.

Induction Program for New University Staff

The actions that would be taken if an employee does not attend the induction is making the employees reappear for the interview to get selected. If the employee could not attend the induction due to a certain type of emergency, then the employee needs to provide a written explanation to the management (Collins-Christie, 2016). It should be declared during the interview that the attendance during induction is compulsory for joining the University, and no leaves will be tolerated during the period of induction either from the side of the new employees or from the side of the management who are going to conduct the interview.

Relevant Legislation related policies, procedures,and documents:-

The induction related policies that should be followed by the University is that it should not be just for a single day, but it should at least continue for a week (Arulrajah & Opatha, 2015). The induction should begin with the standard structure of the organisation and the business objectives along with the functions of every department. In addition to that, the roles and responsibilities of each employee are explained during the induction. According to the Australian Industrial Relations Act (1996), it can be said that no employees can be made to work for a period of more than 8 hours.

In addition to that, the Australian Fair Pay Act (2005) states that every organisation should pay a minimum amount of at least $10 per day to all the employees (Jayaraman, et al., 2014). So, the University will make sure during the induction that the labour laws are strictly followed. Along with that, the workplace health and safety regulations are also followed by the University so that no individual in this particular university will have any sort of physical danger of any sort.

The local WHS induction procedure of University of Great Australia will explain about the objectives of the procedures that is to ensure participation of each and every employee. The induction process will also explain about safety, health,and well-being of staffs, students,and contractors. In the induction process it will be made clear that all the norms and procedures of emergency and evacuation will be governed by ECO, Emergency Control Organisation (Gill, et al., 2015). The induction will be explaining about the safety of building occupants in any situations and emergency cases. Through the induction process, the employees will be informed about the Does and Don’ts in emergency and evacuation time. The following emergency guidelines have been explained to the employees during induction procedures. During the induction process it will also be told that making checklist is essential as because it provides a proper idea about managing the resources of the activities that are necessary during and emergency and evacuation process. Small demo of evacuation will be demonstrated via video session so that every employees of university can understand and follow the same instruction during the emergency and evacuation process.

Attendance Policy for Induction Program

Does

• Employees should react proactively when hearing the evacuation alarm from buildings, inductor also explained that employees should secure their personal materials and valuables, collect belongingness and shut down electrical appliances.
• Assisting any person with a disability to help them to leave the premises.
• Following the instruction of warden in emergency situations.

Don’ts

• Do not use lift during evacuating in emergencies
• Do not re-enter the building until they are instructed to do so.

Check list

Activities	Yes	No
Evacuation alarm	ü
Instruction diagram	ü
Special arrangement for disable people	ü

During the induction period in University of Great Australia, it becomes necessary to inform the workers about the injury and first aids which provides safe working environment and adequate facilities for welfare of their workers. The inductor needs to make the employees realize potential work-related injuries and illness that requires first aid. The induction process will make the employees familiar with the regulatory body that is work health and safety regulations 2011 who regulates norms and policies in this department (Jayaraman, et al., 2014). The induction process will lay down norms and policies that will make the employees familiar with safety regulations, which are as follows. Induction process will also briefly describe about the process and stages that are needed to carry during injury such as arranging first aid process and making emergency call so that during such cases medical help can be arranged at earliest possible way.

• Providing first aid equipment and making sure that every worker has access to the equipment
• Access to facilities to administer first aid
• Providing training to an adequate number of employees in regards to using first aid
• Ensuring workers are aware of information and know how to carry out first aid.

Further, the induction process will discuss the code of practices on first aid in the workplace. Which are as follows.

• Low risks workplaces- One first aid box for every 50 workers
• High risks workplaces- One first aid box for every 25 workers

Activities	Yes	No
Hygiene items	ü
Flashlight and extra batteries	ü
Extra keys	ü

Describing the ergonomics and workstations in the induction procedure of University of great Australia includes ACU ergonomics presentations (Konz, 2017). Which are as follows. The ergonomics and workstations are arranged for employees safeguarding and keeping them from falling sick in workplace.

Sit-stand desk information

• Encourage team/unit, events and encourage staff to launch breaks away from the office. Induction process also raises awareness of the risks of sitting and measures to reduce sitting time throughout the organisations.
• The induction process will also discuss standing-friendly culture is promoted and supported.
• Informing them about the meeting agenda and encourage the staffs to participate in meetings.
• Encouraging meeting between workforce and management
• New buildings/refurbishments to include provision of adjustable workstations.

What can you do?

• Taking micro-breaks to conduct appropriate stretches.
• Dispose of waste, collect printing more frequently
• Step outside for fresh air
• Walk laps of the floor at regular intervals to break up the day.

Activities	Yes	No
Encouraging team members	ü
Workstations	ü
Events	ü

Induction program that has been conducted by University of Great Australia tells about the working conditions of jobs that are governed by National Employment Standards, which sets out minimum employment standards. The induction program stated that before accepting to the job conditions the employees should check the working conditions. Such as leave and holidays and level of pay (Armstrong, et al., 2015). Making the work environment, facilities and amenities were being explained to the employees in the induction process. In the induction process work ethics are also being introduced so that employees can maintain the work ethics and follow the rules to maintain high coordination among employees. The following work environment is as follows.

This process depends upon the amenities and facilities and the work being performed and the equipment that will be used. For example- Persons handling chemicals or accessing shower and change room facilities.

Size and location of the work area

The work environment also depends upon the place of the area such as in buildings and remote areas that sets out the size and nature of the business.

Activities	Yes	No
Audit for newly completed project	ü
Qualified personnel	ü
Managing budgets, plans and financial supports	ü

Relevant Legislation Related Policies and Procedures

During the induction period, the inductor will briefly describe the incident, about the hazards and reporting of the injury, this process will help in reducing hazards in the workplace. In the induction process employees are instructed to act accordingly that has been set out below so that evaluation process can be taken up more efficiently.

Do’s

• Move to a safer place
• Call emergency number for help
• Helping others in needs
• Switching off electrical devices

Don’ts

• Do not pain under hazards
• Do not seek shelter under buildings
• Do not pay attention to the rumors

Activities	Yes	No
Electrical panels	ü
Fixtures	ü
Appliances	ü

Technology options	Advantages	Disadvantages
KPI	KPI was used by the HR managers to focus on the performance of the individual workforce and measures their outputs in the business firms. KPI also sets out a benchmark for the employees which drives them towards achieving highest business success so that they can excel their individual performances and get appraisals	KPI sometimes reflects little feedback and affects the widgets of the procedures which result in lower management performance in terms of measuring and analysing data.
KRA’s	KRA is being used by the university managers to identify risks, protect their assets and manage their employees resourcefully so that highest possible results can be gained for their business venture.	KRA uses too much complex data sets which makes the procedures lengthy to complete. Therefore with if the KRA is evaluated for a longer period then it slows down the procedures resulting in the poor monitoring process.
Heuristic algorithm mic	Heuristic algorithm mic which evolves itself with changing business as the up gradation is made in that manner. Through this technology, the firm can provide quick and inexpensive feedback to their HR team to implement higher changes. The HR team can also use it for usability testing methodologies.  The advanced technology also provides information about business dynamics and productivity level of each employee.	If the server or networking systems goes down then the whole systems can crash and internal functions can be halted resulting in business failures.
Cloud computing	Cloud computing aids in determining the higher sets of data and interpret it to gain a higher amount of business success. Similarly, cloud stores big data of University which makes it easier to make it usefulforfuture business purpose.	Due to constant threats from data hackers, it becomes impossible for the user to monitor it regularly. Which fails to give prior signal before it goes under attack which can result in data loss for big time.

Date- 6^th of June 2018

From- [email protected]

To- [email protected]

CC- [email protected]

Subject- position description and advertising of HR assistant

Dear applicant

Greetings from University of Great Australia, we are pleased to inform that we have one vacant post of HR assistant in our university, which invites applicants to submit their C.V in our university portal of [email protected] Applicants are instructed to follow all the rules and regulations when they submit their C.V’s over there. The job position of the HR assistant is as follows.

• Answering employee questions
• Processing income mail
• Providing customers service to organisational employees
• Setting appointments and arrange meetings
• Maintaining calendars of HR management team
• Maintaining payroll and benefit administration
• Record maintenance

Skill sets required

• Must possess strong interpersonal skills
• Must be able to prioritise and plan work activities as to use time efficiently
• Must be organised, accurate, and able to monitor work for quality

Advertisement of position

HR assistant

• Master degree or equivalent from a recognised university with at least 5 years of experience
• Willingness to take up challenging job roles
• Knowledge of computer

Interested Candidates may apply with recent size passport size photograph and CV mentioning the position they applied for, with 15 days of advertisement in the following email id- [email protected]

Thanks and regards

Bruce Banner

Senior HR department manager

University of Great Australia

Interview Questions:-

There are five questions that would be asked to the candidate who is coming for the position of an HR assistant. The questions will be mainly psychological, and it would test how far the candidate is suitable for handling different situations in the workplace as given below:-

• What is the worst situation you have faced during your career and how did you handle the situation?
• What are the changes that you would possibly bring about after joining the University as an HR assistant?
• What is your way of resolving any type of workplace conflict?
• Where do you see yourself in the next 5 years?
• Do you clearly know your roles and responsibilities after having this job, and what are those?

There will be five group members in our team, and we would be interviewing the prospective candidate for the position of an HR assistant. I would prefer to ask the fourth question because I will be able to judge the seriousness of the candidates’ goal by the help of that question. In the same way, the other members will ask those questions and judge the truthfulness of those statements by the help of their body language. At last, I will keep a track of the answers, and I will also check whether the candidate knows about the roles and responsibilities of an HR assistant or not.

Firstly, the body language and the gesture of the candidate will be considered. If the candidate comes by wearing a casual dress, then it should be considered that the person is very casual about the job. Moreover, the spontaneous reply to all the interview questions will make us think that the candidate is speaking the truth, and sharing about his or her life experience. Lastly, the question about the roles and responsibilities will make me understand whether the candidate is fit for the position or not. The goal of the candidate in 5 years will help me understand the seriousness of the candidate in this particular job.

Active participation in the interview and direct questions to the shortlisted candidate:-

We will actively participate in the interview by getting prepared about the possible answers to the interview questions. Different answers help in judging the personality of the candidate differently, and this will be studied by us for taking the interview and evaluating the personality of the candidate by means of direct questions. On the top of that, I will also encourage the members of the group to ask more questions, which are based on the answers of the candidate. This will make the interview process completely interactive. It will also help in taking the interview of the HR candidate in a proper manner.

Recording the shortlisted candidate’s responses:-

The shortlisted candidate’s responses to the primary questions asked during the interview board should be written down by me or any one of our group members. The responses will be extremely essential for the critical analysis of the personality of the candidate, which is important to ensure that the candidate is fit for the job.

Documenting the selected outcome:-

After the interview process gets over, we need to make one decision on whether the candidate is selected or rejected. The selection process of the University is quite lenient because the HR needs to be improved, and so, unless the candidate’s knowledge falls below the mark, we would definitely select the candidate.

University of Great Australia

6/6/2018

Candidate’s Name:

(Position – HR Assistant)

Dear Candidate’s Name,

We are very pleased to inform you that you have been selected for the post of an HR Assistant in our esteemed University of Great Australia. We feel that your qualification and skills will be a great asset to our HR team.

According to our discussion at the interview board, your position will be a full-time HR assistant in our University, and the ranking according to our University norm would be Level 6 and Step 1, from where you can be promoted to a position of Level 7 according to your performance.

After the joining, you will work for a period of 70 hours in a fortnight with 1 hour of lunch break per day, and you will work only for 5 days a week. As discussed during the interview, your salary would be $81,900 including the benefits of superannuation, which will be paid to you every fortnight.

Your superannuation benefits will be under the legal framework of 17% Unisuper, which can be found from the website [email protected] However, your probation period will be for 6 months, which indicates that you can be terminated without notice if you fail to provide a standard of performance during the first 6 months of your joining.

As an employee, you will be eligible to get several benefits from the University after the completion of your probation periods like the Medical Insurance (Medibank), On-Site Gym, Dental Insurance, and the Retirement Plan. You will also be able to get the facility of parking as well as the UGA optometrist clinic where the booklet will be provided by all the HR representative. The University does not operate during the Christmas Eve and during the time of New Year, and so, the employees will be able to take their annual leave during this period of time.

In addition to that, you should also know that the University has the legal right to transfer the employee in any particular place like the relocation, which is consistent with the scope and contract of your employment. All your employment conditions would be covered under the UGA Enterprise Agreement 2013-2016. You are required to bring your Tax File Number, Bank details,and Passport along with the offer letter for the final confirmation of your employment. This particular offer letter will only be valid for a period of one week from the date of issue.

You need to bring this offer letter directly to the Human Resource Division, and report to the person named Mark Webber who is a Human Resource Representatives.

In case of any type of problem, you can write an email directly to [email protected], or you can even call directly at the number of (+612) 9876 1976.

Yours Sincerely,

The HR Team.

From the workflow diagram, it can be understood that the overall pattern of recruitment and selection is considered as a unique type and the induction is a different type. The recruitment is done with the help of short-listing the CVs that are sent to the University whereas the interview techniques are used for the process of selection. The induction is done by the explaining about the policies and legislation to all the employees who are there in the University. As a whole, it can be observed that the induction process should include the benefits and responsibilities of the employees coupled with the WHS induction, which explains the safety measures in work.

The recruitment and selection are done by the HR department of the University. The HR department mainly gives a job advertisement, and the candidates apply for the respective jobs on the basis of qualification (Jepsen, 2018). In other words, the short-listing is a part of the recruitment where the selected candidates are called for the interview. The ultimate selection of the candidates is done by the interview board when the members talk about the previous experiences or the goal of a fresher candidate and understands the ability of the candidate to work.

The induction process happens after the joining where the new employees are explained about their job roles and responsibilities along with the rules, which they are required to be followed.

The supplementary selection methods for the University includes testing those skills and qualities that cannot be decided from the interview alone (Okewu & Misra, 2016). The supplementary selection methods include the grades that a person has received in regards to the qualification along with the schooling of a particular candidate. In addition to that, the supplementary selection process also considers the ability of a candidate by the number of years a person has the experience in a particular field along with the number of years the candidate has particularly worked in a specific company.

The University management continuously provides feedback to all the employees who are under the probationary period because their employment is still in a testing phase (Connor, 2018). So, the employees are continuously provided a feedback in regards to their performance along with keeping a track on their regular performance. If the performance of the candidate is not up to the mark, then the employees within the probation period are terminated by saying that their performance did not meet a specific standard of the University. Otherwise, if the performance meets the specific standard, then the employment is confirmed and a permanent appointment letter is given to the particular candidate.

The employee contracts are made for the sake of clarifying the lawful communication with the employees according to the legal provisions of the land. The number of hours an employee has to work along with the number of leaves and the salary is mentioned in the employment contract, or the offer letter (Collins-Christie, 2016). After the completion of 6 months’ probation period, the employee gets a permanent appointment letter that consists of facilities and the benefits that the employee is going to receive. So, the purpose of the employment contract is improving the industrial relations between the employees.

The induction related to the WHS is not performed during the initial induction, and it is found that most of the new staff knows nothing about the workplace safety procedures. So, the induction about WHS induction checklist should be used again for this induction where the employees will be informed about the workplace safety norms in Australia and the departments where the employees can complain in regards to any type of harassment made by the employees. 

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