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Key Topics
Requirement
Job analysis, person specification and selection methods of Human Resource Assistant
Solution
Introduction
This report aims to identify the key components for the job of ‘Human Resources Assistant’ and draw up the person specifications in the detail with the essential and the desirable criteria for a person in this job. It will be beneficial to match the employees with the suitable skills desired for the suited position of the job. Every position has different necessities and needs in order to fulfill its uniqueness in the organization. Every job required skills, educational qualifications and past experiences. The job analysis helps the organization to understand the requirements of the job in order to fix the responsibilities, duties and authority for the proposed positions. The analysis is usually performed by the Human Resource Department for each job profile present in the organization and suitable employees are appointed using various tools and evaluation measures.
This report presents the job analysis of a Human Resources Assistant’ and the attributes that the person in this position should have will be included in the report. The attributes presented in the study also provide the desirable and essential attributes required in the person specifications. Also, the reasons for choosing the criteria and the way in which the measurement for the same will happen will be explained in this report.
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Recruitment Process
STAGE DESCRIPTION
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Staffing Plan When the vacancy arises, the impact of that position will be considered with respect to the Workforce Plan and the Human Resource Department. The re-designing of the job and the opportunity for reshuffling the staff or replacing/recruiting the staff member will be performed.
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Job Analysis The whole process will be clearly understood by outlining the tasks, duties, responsibilities and the competencies, qualification and aptitude of the candidate. The company will therefore derive a clear Person specification and job description.
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Sourcing Candidates The organization will try to source the candidates using various advertisement and related platforms in the allowed time scale along with the job type and the nature of the business so as to find a suitable candidate.
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Selection Programme The applicants will first be short-listed using the CV, followed by a personal interview. The applicants will also go through the aptitude test and the MBTI test. The organization will ensure that all the selection processes are performed with utmost fairness.
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Evaluation of the whole process After a considerable time, the selection process and its faults will be assessed and considerations on what could have been done for improving the effectiveness of the whole selection and recruitment process will be performed.
The job description will be used for setting out the overall role of the human resource manager along with the main tasks to be performed by them. The person specifications will help in detailing the experience and skills which are required for performing the job effectively. The job description and person specifications will help in assisting the selection of the suitable human resource manager. This will help in clearly setting out the main accountabilities and enabling in the potential applicants for matching all the experience, skills and aptitude as provided in the selection criteria.
The applicants will be able to understand the role in terms of the complexity and responsibilities under the job level descriptors of the human resource manager (Snell, S. A., Morris, S. S., & Bohlander, G. W., 2015).
Responsibilities and Duties:
Take the duty of supporting in the functions of recruitment and selection which comprises of invoice processing, advertisement placing, chasing references, interview arrangement, rechecking of pre-employment records, and others.
Acts as a member of panel at the time of recruitment and contributes towards the hiring of right candidate for the particular job.
Undertake the responsibility for supporting the utilization of HR.net Enterprise which comprises of mailing relevant contractual information, processing honorarium, pursuing queries with the team managers and others.
Take a responsibility of administrative duties which includes the support in various process of HR. It comprises of paternity and maternity leave, panel of job evolution, procedure of probation, special leave forms and others.
Take the responsibility of supporting in the organizational culture of learning and development which comprises of collaboration of individual appraisals with individual learning and correlate the information with the training evolution.
Take the responsibility of supporting the manager of Human resource in delivering the culture of safety and health within the organization and it comprises of maintain the records of training related to the culture of health and safety.
Take the responsibility of supporting the HR team in administration which comprises of information distribution, taking minutes of meetings and organize them, update the page of intranet related to the HR environment and word processing.
Maintain the HR information system and generation different types of letters through regular using of information technology.
The financial Responsibility includes maintaining of expenditure records and processing the payment of invoices on a regular basis.
Stationery ordering responsibility with the maintenance of use of material within the team members.
Non-Financial Assets are also included in responsibility
Responsibility of developing the confidential information of a particular employee by using the software system of human resource and paper files.
Responsibility for securing confidential information.
Responsible for updating the webpage of the company.
Responsible for attaching the standard requirement of the job.
The flexibility is expected from the individuals in performing the roles and responsibilities of the job. The individual may need to perform the general responsibity which are not enclosed in the job requirements.
The individuals are expected to be flexible with the changes in the demands of the job and involved in the activities of learning and development.
The individual is responsible for health and safety of self and others and to comply with Housing’s Health and Safety policies of Herefordshire and any other service related to the job.
The promoting of equality is the part of job and no discrimination must be made among the individuals.
The individual must perform their duties and responsibilities in order to attain the organizational commitment in providing high quality service to its customers.
Reasons for the selection tools
The CV will help in identifying the educational qualifications, reasons for looking job in this field, skills, interests and previous experiences. The CV will help in assessing the acquired experience, the position held in the previous organization and the contribution of the candidate during the time of working. The CV of the candidate will help in reflecting the capabilities and potential of the candidate. The CV will further direct the strengths of the candidate personifying his area of expertise and relevancy with the job profile. The accomplishments of the candidates can also be taken into account while considering the best suitable option among all the candidates. Therefore, CV forms a foundation of the job analysis and plays a critical part in selection of the candidates. Additionally, the CV is the direct reflection of the candidate and his overall personality and will help the organization to identify the suitability of the person for a particular desired position. (Gatewood, R., Feild, H. S., & Barrick, M., 2015).
Interview will help in identifying the suitability of the candidate for this particular position. The trustworthiness, personality and the way of handling different situations can be judged in the interview (Brinkmann, S., 2014). Further the organization can narrow its field by taking interview in case it receives a heavy volume of applicants. The interview will categorize the employees on the basis of their skills and intelligence. The interview further helps in evaluating the additional desirable skills like speaking skills and confidence level of the candidates along with analyzing the social behavior of the candidate. The profile of an HR assistant manager demands the candidate to have good speaking skills, social behavior and high level of confidence. This step will help in selecting the best candidates out of all the suggested ones. (Shackleton, V., 2015).
The MBTI will be carried out to determine the personality treats of the person. The result will be beneficial in developing their leaders and identifying the candidates that require more experience. The behavior and workplace needs of the employees can also be assessed. This test type helps the organization by working as a filter and helping the HR department of company for selecting a suitable candidate for the organization. The strengths and weakness of the employees can be evaluated and the organization fill the strengths of the candidates with the weakness prevailing in the organization (Costen, W. M., 2012). It will further help in discovering the team style of the candidate so as to place him effectively in the organization. This will help the organization to understand the psychological profile of the candidate in order to establish the kind of work and profile suiting him best. The organization will accept the candidates ranging from 50 to 75percetile in their MBTI test (Luo, C., 2013).
Test will help in judging the actual knowledge related to the IT systems, the previous experiences, and use of HRIS etc. This will help in evaluating the aptitude and knowledge of the candidate and to evaluate the effectiveness of the desired skills along with subject knowledge. Additionally, the aptitude of the candidate can also be measured and the decision-making and analytical skills of the candidate can be evaluated. This will help in identifying the application of basic concepts in the complex situation for judging the analytical skills of the candidate. The degree of grasping of the skill can easily be assessed in the skills (Townley, B., 2014). Merely boasting of having a skill in the interview does not provide an adequate knowledge of the aptitude of the applicant.
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Brinkmann, S. (2014). Interview (pp. 1008-1010). Springer New York.
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Costen, W. M. (2012). Recruitment and Selection. The Encyclopedia of Human Resource Management: Short Entries, 379-387.
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Gatewood, R., Feild, H. S., & Barrick, M. (2015). Human resource selection. Nelson Education.
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Luo, C. (2013). The Application of MBTI Theory in Hiring Sales Staffs. In The 19th International Conference on Industrial Engineering and Engineering Management (pp. 703-709). Springer Berlin Heidelberg.
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Shackleton, V. (2015). Recruitment and selection. Elements of Applied Psychology, 153.
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Snell, S. A., Morris, S. S., & Bohlander, G. W. (2015). Managing human resources. Nelson Education.
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Townley, B. (2014). Selection and appraisal: reconstituting. New Perspectives on Human Resource Management (Routledge Revivals), 92.
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