BSBHRM405 Support the recruitment, selection and

induction of staff
Task 2
PLAN FOR RECRUITMENT
Recruitment Process

Recruitment is a process of finding and attracting the potential resources for filling up the
vacant positions in an organization. It sources the candidates with the abilities and attitude,
which are required for achieving the objectives of an organization.

Timelines for the recruitment process

 Recruitment Planning
Recruitment planning is the first step of the recruitment process, where the vacant
positions are analysed and described. It includes job specifications and its nature,
experience, qualifications and skills required for the job, etc.

o Identifying Vacancy
The first and foremost process of recruitment plan is identifying the vacancy.
This process begins with receiving the requisition for recruitments from
different department of the organization to the HR Department

o Job Analysis
Job analysis is a process of identifying, analysing, and determining the duties,
responsibilities, skills, abilities, and work environment of a specific job. These
factors help in identifying what a job demands and what an employee must
possess in performing a job productively. Job analysis helps in understanding
what tasks are important and how to perform them. Its purpose is to
establish and document the job relatedness of employment procedures such
as selection, training, compensation, and performance appraisal.

o Job Description
Job description is an important document, which is descriptive in nature and
contains the final statement of the job analysis. This description is very
important for a successful recruitment process. Job description provides
information about the scope of job roles, responsibilities and the positioning
of the job in the organization. And this data gives the employer and the
organization a clear idea of what an employee must do to meet the
requirement of his job responsibilities.

o Job Specification
Job specification focuses on the specifications of the candidate, whom the HR
team is going to hire. The first step in job specification is preparing the list of
all jobs in the organization and its locations. The second step is to generate
the information of each job.
 o Job Evaluation
Job evaluation is a comparative process of analysing, assessing, and
determining the relative value/worth of a job in relation to the other jobs in
an organization. The main objective of job evaluation is to analyse and
determine which job commands how much pay. There are several methods
such as job grading, job classifications, job ranking, etc., which are involved in
job evaluation. Job evaluation forms the basis for salary and wage
negotiations.

 Strategy Development
Recruitment strategy is the second step of the recruitment process, where a strategy
is prepared for hiring the resources. After completing the preparation of job
descriptions and job specifications, the next step is to decide which strategy to adopt
for recruiting the potential candidates for the organization.
While preparing a recruitment strategy, the HR team considers the following points −

o Make or buy employees

o Types of recruitment
o Geographical area
o Recruitment sources

The development of a recruitment strategy is a long process, but having a right

strategy is mandatory to attract the right candidates. The steps involved in
developing a recruitment strategy include −
o Setting up a board team
o Analysing HR strategy
o Collection of available data
o Analysing the collected data
o Setting the recruitment strategy

 Searching
Searching is the process of recruitment where the resources are sourced depending
upon the requirement of the job. After the recruitment strategy is done, the
searching of candidates will be initialized. This process consists of two steps −

o Source activation − Once the line manager verifies and permits the existence
of the vacancy, the search for candidates starts.

o Selling − Here, the organization selects the media through which the
communication of vacancies reaches the prospective candidates.
 Screening
Screening starts after completion of the process of sourcing the candidates.
Screening is the process of filtering the applications of the candidates for further
selection process. Screening is an integral part of recruitment process that helps in
removing unqualified or irrelevant candidates, which were received through
sourcing.

o Reviewing of Resumes and Cover Letters

Reviewing is the first step of screening candidates. In this process, the
resumes of the candidates are reviewed and checked for the candidates’
education, work experience, and overall background matching the
requirement of the job

o Conducting Telephonic or Video Interview

Conducting telephonic or video interviews is the second step of screening
candidates. In this process, after the resumes are screened, the candidates
are contacted through phone or video by the hiring manager.

o Identifying the top candidates

Identifying the top candidates is the final step of screening the
resumes/candidates. In this process, the cream/top layer of resumes are
shortlisted, which makes it easy for the hiring manager to take a decision.

 Evaluation & Control

Evaluation and control is the last stage in the process of recruitment. In this process,
the effectiveness and the validity of the process and methods are assessed.
Recruitment is a costly process; hence it is important that the performance of the
recruitment process is thoroughly evaluated.

The costs incurred in the recruitment process are to be evaluated and controlled
effectively. These include the following −

o Salaries to the Recruiters

o Advertisements cost and other costs incurred in recruitment methods, i.e.,

agency fees.

o Administrative expenses and Recruitment overheads

 o Overtime and Outstanding costs, while the vacancies remain unfilled

o Cost incurred in recruiting suitable candidates for the final selection process

Recruitment schedule

University of Green Hill is conducting the recruitment process for the post of HR advisor.
The post is required to be filled by the University in order to accomplish the goals and
objectives of University of Green Hill and the vision for growth and success.

Budget and/or
Milestone: Action Time
Person responsible resources
and/or objective required
(where applicable)

Identification of the 1 Week Person A (manager) -

need for vacant post

Advertising for the post 2 week Persons B&C (Marketing -

of HR Advisor as managers)
identified

Conducting interviews 1 week Person D (Owners) $ 400

Shortlisting of 3 weeks Persons E&F (Owners) -

candidates

Selection of suitable 1 week Persons G&H (Owners) $ 200

candidates and mailing
offer letter
JOB DESCRIPTION
Job title: HR Adviser

Salary: $ 75,000/annum

Hours: 40 hours per week

Job Type: Full time permanent

Location: Green Hill University Campus, Melbourne VIC

Job brief
We are looking for an HR Advisor to provide valuable guidelines on how to recruit, manage,
evaluate and retain employees. HR Advisor responsibilities include providing interviewing
tips to hiring managers, researching performance evaluation methods and designing
company policies. To be successful in this role, you should have an academic and
professional background in HR, along with good understanding of labor legislation.

Ultimately, you will ensure our Human Resources department nurtures a healthy work
environment and contributes to achieving our business goals.

Responsibilities
 Research and recommend performance evaluation methods (e.g. employee
appraisal systems)
 Design and help implement company policies
 Review and update job descriptions
 Train hiring managers on candidate interview evaluation techniques
 Conduct internal surveys to gather employee feedback and identify areas of
improvement
 Suggest new HR technology solutions to improve day-to-day operations (e.g. ATS and
HRIS software)
 Monitor key recruiting metrics, like turnover and retention rates
 Address employee requests and potential issues (e.g. grievances)
 Assist in organizing employer branding initiatives
 Act as the point of contact for hiring managers, employees and other HR team
members
 Requirements
 Proven work experience as an HR Advisor, HR Consultant or similar role
 Knowledge of labor legislation
 Hands-on experience with Human Resources Management Software (HRMS)
 Ability to design clear and fair company policies
 Excellent interpersonal and communication skills
 Problem-solving attitude
Qualifications and Experiences
 BSc in Human Resources Management, Business Administration or similar field or
MSc/MA in HR or Organizational Psychology is a plus
 2 Years of experience in a relevant field
 Excellent Communication skills is required

Eligibility:
 Candidate must be eligible to work in Australia
 100-point ID required

EMAIL
To: Human Resource Manager (Assessor)
Subject: seeking approval for position description
As per the University's workforce strategy and manager's advice, confirmation of
recruitment of HR advisor is required. As there is a need for an HR Advisor for the campus -
Melbourne VIC, that can provide valuable guidelines on how to recruit, manage, evaluate
and retain employees. Recruitment process and Recruitment schedule is provided.
University of Green Hill is conducting the recruitment process for the post of HR advisor.
The post is required to be filled by the University in order to accomplish the goals and
objectives of University of Green Hill and the vision for growth and success. please process
this as soon as possible and provide us permission. Salary for such position is $7500 per
annum. Schedule of recruitment is attached. Kindly review all the attachments and give us
permission for further process of recruitment.
Thank you.
Regards.
#Required documents are attached (as mentioned above)
Job Advertisement
The Company
Exciting opportunity to work for a well-known university The University of Green Hill as their
HR Advisor. This role will be working in a team-based environment that has a great culture
and ability to learn and grow.
Job title: HR Adviser
Salary: $ 75,000/annum
Hours: 40 hours per week
Job Type: Full time permanent
Location: Green Hill University Campus, Melbourne VIC

Job brief
We are looking for an HR Advisor to provide valuable guidelines on how to recruit, manage,
evaluate and retain employees. HR Advisor responsibilities include providing interviewing
tips to hiring managers, researching performance evaluation methods and designing
company policies. To be successful in this role, you should have an academic and
professional background in HR, along with good understanding of labor legislation.
Ultimately, you will ensure our Human Resources department nurtures a healthy work
environment and contributes to achieving our business goals.

Responsibilities
 Research and recommend performance evaluation methods (e.g. employee
appraisal systems)
 Design and help implement company policies
 Review and update job descriptions
 Train hiring managers on candidate interview evaluation techniques
 Conduct internal surveys to gather employee feedback and identify areas of
improvement
 Suggest new HR technology solutions to improve day-to-day operations (e.g. ATS and
HRIS software)
 Monitor key recruiting metrics, like turnover and retention rates
  Address employee requests and potential issues (e.g. grievances)
 Assist in organizing employer branding initiatives
 Act as the point of contact for hiring managers, employees and other HR team
members
 Requirements
 Proven work experience as an HR Advisor, HR Consultant or similar role
 Knowledge of labor legislation
 Hands-on experience with Human Resources Management Software (HRMS)
 Ability to design clear and fair company policies
 Excellent interpersonal and communication skills
 Problem-solving attitude

Qualifications and Experiences

 BSc in Human Resources Management, Business Administration or similar field or
MSc/MA in HR or Organizational Psychology is a plus
 2 Years of experience in a relevant field
 Excellent Communication skills is required

Eligibility:
 Candidate must be eligible to work in Australia
 100-point ID required

To Apply
Interested in applying? We’d like to hear from you! Simply, send us your resume by clicking
on the apply button below. Please note your application will be assessed within 3 working
days and we will only get in touch with shortlisted applicants.

Application Closing Date: 27/10/2019 at 5:00 PM

EMAIL
To: Human Resource Manager (Assessor)
Subject: Recommendations for advertisement options
I am attaching job description and job advertisement as the title of the job is HR Advisor for
full time permanent job, at $75000 annum, working hours are 40 hrs. per week at Green Hill
University Campus, Melbourne VIC. as we are looking for an HR Advisor to provide valuable
guidelines on how to recruit, manage, evaluate and retain employees. HR Advisor
responsibilities include providing interviewing tips to hiring managers, researching
performance evaluation methods and designing company policies. To be successful in this
role, you should have an academic and professional background in HR, along with good
understanding of labor legislation. Job description can be advertised through Facebook,
Newspapers and through local recruiters as well.
Regards
# Required Documents are attached

Interview Questions
1. Can you tell me about yourself?
2. How did you hear about the position?
3. What do you know about the company?
4. Why do you want this job?
5. Why should we hire you?
6. What are your greatest professional strengths?
7. What do you consider to be your weaknesses?
8. What is your greatest professional achievement?
9. Why are you leaving current job?
10. Where do you see yourself in five years?
EMAIL
To: Human Resource Manager (Assessor)
Subject:
The steps to be taken in order to decide the suitability of the candidate for the job will
consider the points about their qualification and experience in the field. The decisions will
be based on interview and the selected applicants will be informed sending selected
candidates the offer letter through emails. Decisions will be made on the basis of Selection
and Induction Policy and questions that can be used at the interview to find out as much as
you can about the candidate in relation to the job. questions are attached with this e-mail.
As these questions obtain information that can be used to assess the applicant’s suitability
against the selection criteria and position description. these are not result in the
discrimination and biasness.
Kindly review the attachments/ questions as soon as possible
Thank you
Regards
# Required documents are attached.

Shortlisting of candidates

According to shortlisting guidelines for the position and based on the position requirement.
such as-
 BSc in Human Resources Management, Business Administration or similar field or
MSc/MA in HR or Organizational Psychology is a plus
 2 Years of experience in a relevant field
 Excellent Communication skills is required

Two candidates are shortlisted Anne Barnes and Samiya johns, as Anne Barns is an Events
Officer at the Australian Human Resources Institute. She has been in this position for 10
years managing a range of human resources workshops and conferences. She is keen to
move into a HR focused role. She has a Bachelor of Business specializing in Events
Management.
Samiya has recently moved from Brisbane to Sydney and is seeking a new job because of her
change of location. Samiya was previously employed with the University of Brisbane as a HR
Officer. She was in the position for 2 years and only just recently resigned due to the move
to Sydney. Samiya has an Advanced Diploma of Human Resources Management. Samiya
came to Australia from India as a student and is now an Australian Citizen.
Both of them are qualified enough to get the job.

EMAIL
To: HR manager
Subject: Recommendation for shortlisting of candidates
As per the guidelines in the Recruitment and Selection Policy and Procedure and the
position description. Two candidates have met these policies and descriptions. As Anne
Barns is an Events Officer at the Australian Human Resources Institute. She has been in this
position for 10 years managing a range of human resources workshops and conferences.
She is keen to move into a HR focused role. She has a Bachelor of Business specializing in
Events Management. Samiya has recently moved from Brisbane to Sydney and is seeking a
new job because of her change of location. Samiya was previously employed with the
University of Brisbane as a HR Officer. She was in the position for 2 years and only just
recently resigned due to the move to Sydney. kindly review the attachments.

regards
# Required documents are attached.

LETTER: Interview invitation

Subject: Invitation to Interview
Dear candidate
Thank you for applying for the position of office administrator with University of Green Hills,
Melbourne. We would like to invite you to come to our office to interview for the position.
Your interview has been scheduled for 5 Nov 2019, 1 pm, at 123 main street, Melbourne.
Please call me at 123456789 or email me at [email protected] if you have any
questions or need to reschedule.
Sincerely
Interviewer
Email
To: HR manager
Subject: Interview Schedule
We are inviting a candidate who are shortlisted for the interview. Two candidates are
shortlisted for the interview as notified earlier. Interview is going to be on 5 Nov 2019, at 1
pm, at 123 main street, Melbourne. Candidate can reschedule his interview by notifying the
given number. Please review the attachment (Invitation to interview letter) so that we can
proceed further. Thank you.
Regards.
BSBHRM405 Support the recruitment, selection and
induction of staff
Task 3
Participate in interviews
As per the needs and requirement of the objectives of University of Green Hills, the two candidates
that have been selected for the post of HR Advisors are Anne Barnes and Samiya johns. These
candidates are the most suitable candidates for the post of HR Advisor.

Submit your amended interview guide with completed applicant responses and scores

Samiya Johns
Question Questions Applicant’s responses Weight Score
Total
categories (1-2) (0-5)

Work 1. Where have University of Brisbane

history you worked? 1 5 6

2. How many 2 years

years’
experience do 1 4 5
you have in this
industry?

Education 3. Have you No

and undergone any
1 3 4
training training program
in this field?

Personality, 4. What will you I will manage the

motivation, do if you have supplementary products for the 2 3 5
short of supplies customers.
at the time of
 Question Questions Applicant’s responses Weight Score
Total
categories (1-2) (0-5)

and serving
character customers?

5. How will you I will listen to the complaints of

handle the the customers politely and use
1 4 5
customers’ interpersonal communication
complaint? skills to resolve their queries.

Total score (skills and knowledge) 25

Referee contact details:

Mr. Peter Keith, General Manager

THE FARM, INC., Broadmeadows

The questions asked by the applicant

1. What would be my role and responsibility in this job profile?

2. Authorities whom this post is accountable to?

Anne Barnes
Question Questions Applicant’s responses Weight Score
Total
categories (1-2) (0-5)

Work 1. Where have you Australian Human Resources

history worked? Institute 1 5 6
 Question Questions Applicant’s responses Weight Score
Total
categories (1-2) (0-5)

2. How many 10 years

years’ experience
do you have in this 2 3 5
industry?

Education 3. Have you Yes, S Australian Human

and undergone any Resources Institute, Melbourne, 2 4 6
training training program in VIC
this field?

Personality, 4. What will you do I will try to convince them to try the
motivation, if you have short of specialty item for the institute.
and supplies at the 2 3 5
character time of serving
customers?

5. How will you I will provide the feedback forms

handle the and work on it to resolve their
1 4 5
customers’ problems.
complaint?

Total score (skills and knowledge) 27

Referee contact details:

Mr. Ross David, General Manager

The questions asked by the applicant

What is the growth opportunities in the field?

Selection Report
The selection panel of Green Hills includes owners and the current HR manager of the University.

1. Person A (Owner)
2. Person B (Owner)
3. Person C (Current HR Advisor)

The negotiation was done with the selection panel to consider the two applicants among the
received resumes of the applicable candidates. The two most suitable resumes were selected on the
basis of the criteria decided according to the objectives of the University. The questions were
decided as per the requirements of the University and were based on the desired qualifications and
experienced needed for the post and specified by the owners and the current manager. The
questions were asked considering the laws and legislations as applicable to the industry and there
was no violence of the acts applicable. My role in conducting the applicant was the selection of the
questions to be asked of the candidates. The panel asked the questions and was satisfied with the
selection of the two candidates and found them suitable for according to the roles and
responsibilities specified by them towards the post of HR Advisor for University of Green Hills. Anne
Barns has got 27 marks and Samiya Johns got 25 Marks. As mentioned above in the table.

EMAIL
TO: CEO

Subject: Selection Repot

The selection panel of Green Hills includes owners and the current HR manager of the University.
The negotiation was done with the selection panel to consider the two applicants among the
received resumes of the applicable candidates. The two most suitable resumes were selected on the
basis of the criteria decided according to the objectives of the University. The questions were asked
considering the laws and legislations as applicable to the industry and there was no violence of the
acts applicable. My role in conducting the applicant was the selection of the questions to be asked of
the candidates. All the required documents and Selection Report is attached. Kindly review all the
attachments.

Thank you.

Email to unsuccessful candidates

Subject line: HR Advisor position at University of Green Hills

Dear,

Thank you for meeting with us to discuss the HR Advisor position at University of Green Hills. We
enjoyed meeting you and learning more about your skills and achievements. Unfortunately, you
have not been selected for further consideration for this position. We had many excellent
candidates apply for this position, however we can only select one person to fill the role and had to
make a difficult decision between our top candidates. I would be happy to answer any of your
questions if you are interested in specific feedback about your interview or application. Now that we
have had the opportunity to get to know you and find out more about your work history and talents,
we will keep your resume and information on file for any future job openings that might be a good
fit.
Thank you again for applying for a position at University of Green Hills.

Regards

EMAIL to the Queries of Unsuccessful Candidates

Dear

We regret to inform you that University of Green Hills will not be pursuing your candidacy for this
position. Though your qualifications are impressive, the selection process was highly competitive
and we have decided to move forward with a candidate whose qualifications better meet our needs
at this time. We thank you for your interest in University of Green Hills and wish you all the best in
your future endeavours.

Hope for your satisfaction.

Thank you

Regards

Employment contract
Name: Anne Barns

Position: HR Advisor

Commencement date: Tuesday, October 28, 2019

Location:

You will be employed at University of Green Hills, Melbourne

Hours of work:
Full-timework week covering 38 working hours or part time working Tuesday to Saturday or
Wednesday to Saturday

You will be provided a 5 minutes break per day

Responsibilities and duties

Responsibility 1 –To manage staff is the responsibility that is required to be practiced by the
manager. For the purpose of which, the manager is to be competent in maintaining the excel sheet
for recording the data for the employees.

Responsibility 2 –The manager is responsible for providing the in-house training and arranging the
induction programs for the staff of the. He is required to be competent in managing the affairs of the
event and provide the desired training to the staff.

Responsibility 3 –The manager should be responsible for conducting the performance appraisal of
the employees of on the regular time intervals. If any deviations are found, necessary measures are
to be taken by the manager.

Responsibility 4 –Another responsibility for the manager is to conduct the staff meetings and is to
be competent to maintain the inventory records.

Responsibility 5 –The manager has the duty to keep the area clean. The manager is also responsible
for keeping the records of materials used.

Responsibility 6 –Welcoming the customers, communicating with them and handling customers’’
complaint.

Supervision

The manager is required to report the Manager.

Remuneration

$24.50 an hour

Additional 150% will be paid in the compensation of the working.

Leave

Annual leave: Four weeks annual leaves per annum

Sick leave: As per the requirement of the Fair Work Act, 2009, you are applicable for 10 days paid
leaves as sick leaves.

Other leaves: As per the requirement of the Fair Work Act, 2009, you are an entitlement for
parental and compassionate leave.

Notice period

Not more than 6 months 15 days

More than 6 months, but not more than a year 1 month

 More than a year 2 months

Confidentiality

It is the duty of the employee to protect and maintain the confidentiality of the information of
University of Green hills. The employee has to hand over the records and documents of Green Hills
at the time of termination.

Acceptance

If you accept the offer, please return the attached copy of the letter within 15 days of your
acceptance

Signatures

Signed by Person A (owner)

Signature: ............................................................................ Date: October 27, 2019

Signed by Employee

I accept the offer of employment and agree to the terms and conditions as stated in this contract.

Signature: ………………………………………………….. Date: October 27, 2019

A letter/email to unsuccessful candidates

Dear XYZ,

Thank you for coming and participating in the recruitment procedure being conducted at Green Hills
for the post of manager.

We regret to inform you that you have not been selected for the post of HR Advisor as your
qualifications and experience have not met the desired requirements for the post. Though your
credentials were impressive but the candidates who have met the requirements better have been
preferred.

We thank you for coming to the organization and wishing you luck for your future projects.

Regards

Email to Successful Candidate After Interview Template

Subject line: Your interview with [Company Name] for the [Job Title] position

Hi Anne Barns,

Thank you very much for meeting with us to talk about the open HR Advisor position. It was a
pleasure getting to know you. We have finished conducting our interviews. On behalf of University
of Green Hills, I am delighted to inform you that we have determined that you are the best
candidate for this position. If you decide to accept this offer, please reply to this email within 3
working days. Please reach out to me if you have any questions.

I am looking forward to your response,

Regards,

An email Green Hills staff informing them of the new appointment

To,

The staff, University of Green Hills

I would like to inform the staff of the Green Hills that as per the selection procedure being
conducted by the management of the, Anne Barns has been appointed to the post of HR Advisor.

The staff is requested to welcome the new manager in the Admin Area and support her in
performing the managerial tasks effectively.

Regards

An induction plan

On your first day, you will

Date Item Relevant Resources Notes Completed?

Personnel required Y/N

November Introduction to Current Documents of The manager

14,2019 the staff University the University met with the
members Manager employees and
staff members.

November gaining Current HR University Online portals

knowledge of the Manager documents have been
14,2019
items offered studied.

November Understanding Owners of booklet of The information

14,2019 the goals and University rules and about the laws
objectives of regulations and legislations
University to applicable to the
work accordingly University was
gained.

In the first week, you will

 Date Item Relevant Resources Notes Completed?
Personnel required Y/N

November Assigned duties to HR Records of data The records

20, 2019 other staff manager of employees are to be read
members by the HR
manager

November Supervision to the HR Performance The activities

20, 2019 role of other manager record of each of the staff
employees of employee in members are
University university to be
supervised

Within the first month, you will

Date Item Relevant Resources Notes Completed?

Personnel required Y/N

November Performance HR Financial Monthly appraisal

25, 2019 appraisal of manager reports of of the
employees University performance of
the employees to
be conducted.

November Evaluation of Owners Comparison in If any deviations

25, 2019 performance of and the set are found in the
each department marketing standards and performance of
manager actual financial employees and
position. the set targets,
measures are to
be taken.

Policies and Procedures

Please ensure you have read and understood the following Read Signature
Policies/Procedures (Date)

Policy regarding laws applicable to the University.

Policies regarding managerial staff operations.

The timings of the University and services offered.

I Anne Barnes, have read the instructions, policies, and procedures of University of Green Hills and
agree to follow them as well.