BSBHRM405
Support the recruitment, selection and induction of staff
Learner Workbook
Observation/Demonstration
Throughout this unit, you will be expected to show your competency of the elements through observations or demonstrations. Your instructor will have a list of demonstrations you must complete or tasks to be observed. The observations and demonstrations will be completed as well as the activities found in this workbook. An explanation of demonstrations and observations:
Demonstration is off-the-job
A demonstration will require:
- Performing a skill or task that is asked of you
- Undertaking a simulation exercise
Observation is on-the-job
The observation will usually require:
- Performing a work based skill or task
- Interaction with colleagues and/or customers
Your instructor will inform you of which one of the above they would like you to do. The demonstration/observation will cover one of the unit’s elements.
The observation/demonstration will take place either in the workplace or the training environment, depending on the task to be undertaken and whether it is an observation or demonstration. Your instructor will ensure you are provided with the correct equipment and/or materials to complete the task. They will also inform you of how long you have to complete the task.
You should be able to demonstrate you can:
- Plan for recruitment
- Plan for selection
- Support selection process
- Induct successful candidate.
You should also demonstrate the following skills:
- Reading
- Writing
- Oral communication
- Navigate the world of work
- Interact with others
- Get the work done
Activities
Activity 1A
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Estimated Time |
15 Minutes |
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Objective |
To provide you with an opportunity to obtain approval to fill position, clarify time lines and requirement for appointment. |
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Activity |
What do you need to consider when you are developing a time line? |
Activity 1B
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Estimated Time |
30 Minutes |
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Objective |
To provide you with an opportunity to assist in preparing job descriptions that accurately reflect the role requirements, according to organisational policies and procedures, legislation, codes, national standards and work health and safety (WHS) considerations. |
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Activity |
Individually or in pairs, discuss the following questions: What is a job description? What does a job description do? What do 'consult', 'reflect', 'confirmation', 'prioritise' and 'keep it current' mean to you? Consult Reflect Confirmation Prioritise Keep it current You have discovered that a member of your team does not have a job description. Develop a job description under the headings of:
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Activity 1C
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Estimated Time |
Minutes |
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Objective |
To provide you with an opportunity to consult with relevant personnel about job descriptions and workforce strategy. |
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Activity |
Individually or in pairs, discuss the following questions: It is important that you consult with personnel about job descriptions. Who can give you the best responses? Why is it important to make sure that you comply with legislation when you develop a job description? |
Activity 1D
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Estimated Time |
20 Minutes |
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Objective |
To provide you with an opportunity to assist in ensuring that job descriptions comply with legislative requirements and reflect the organisation's requirements for a diverse workforce. |
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Activity |
Individually or in pairs, discuss the following questions: What laws should you not contravene in a job description? When can unlawful discrimination happen in the workplace? What is privacy? |
Activity 1E
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Estimated Time |
20 Minutes |
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Objective |
To provide you with an opportunity to obtain approvals to advertise position. |
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Activity |
Individually or in pairs, discuss the following questions: Why is it important to obtain approval to advertise a position? What type of candidates should approval for internal positions include? What benefits does job sharing offer? |
Activity 2A
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Estimated Time |
30 Minutes |
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Objective |
To provide you with an opportunity to choose appropriate channels and technology to advertise vacancies and/or identify potential talent pool. |
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Activity |
Individually or in pairs, discuss the following questions: What channels and technology have you used/are accessible to you to advertise vacancies? What are the pros and cons of each? |
Activity 2B
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Estimated Time |
30 Minutes |
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Objective |
To provide you with an opportunity to advertise vacancies for staffing requirements according to organisational policies and procedures. |
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Activity |
Individually or in pairs, discuss the following questions: You have been asked to advertise a professional position. What is the best way to reach the best personnel? When you write an advertisement what should you not forget? What is outsourcing? Why do organisations outsource? |
Activity 2C
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Estimated Time |
20 Minutes |
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Objective |
To provide you with an opportunity to consult with relevant personnel to convene selection panel and to develop interview questions. |
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Activity |
Individually or in pairs, discuss the following questions: Who are the relevant personnel that you should consult with to convene a selection panel? Why may a committee be required for a selection panel? What should a panel member do if there is a conflict of interest in the selection process? |
Activity 2D
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Estimated Time |
30 Minutes |
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Objective |
To provide you with an opportunity to assist in ensuring that interview questions comply with legislative requirements. |
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Activity |
Individually or in pairs, discuss the following questions: You have resigned from your position at work. Briefly explain your role. Now pretend that you are going to interview a person for the role. Complete the following tasks in regards to the outline for your position described above. You have been asked to design an interview plan. Develop an interview plan for your position.
What legislative requirements do you need to consider when you develop the interview plan? Ask seven different types of questions for your job role which you could use during the interview if candidates do not demonstrate sufficient experience in your position? |
Activity 2E
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Estimated Time |
20 Minutes |
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Objective |
To provide you with an opportunity to assist in short-listing applicants. |
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Activity |
Individually or in pairs, discuss the following questions: When you match criteria, what may the panel be matching? With a colleague, you are to use the score rating below to determine which worker is the best person for the role of administrative retail clerk. Use the space provided to determine which worker you would recommend. Consider why and where you would put them. 1 = No skills 2= A few skills 3 = Average skills 4 = Above average skills 5 = Superior skills Paul
Mary
Peter
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Activity 2F
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Estimated Time |
20 Minutes |
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Objective |
To provide you with an opportunity to schedule interviews and advise relevant people of times, dates and venues. |
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Activity |
Individually or in pairs, discuss the following questions: Your organisation's procedures are to schedule interviews for the following Monday between 10.00am and 3.00pm at the Vaseline Centre, 56 Dry Hurst Street, Carlisle, NSW 2056. You must ring the client and book the appointment. Write a dialogue for the telephone calls below. Design an email dialogue that you will send to the candidate. |
Activity 3A
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Estimated Time |
20 Minutes |
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Objective |
To provide you with an opportunity to participate in interview process and assess candidates against agreed selection criteria. |
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Activity |
Individually or in pairs, discuss the following questions: Why is it important to make sure that the candidate is comfortable during the interview? In your own words, briefly explain the steps of the interview process, including opening the interview, The stages of the interview to the interviews close. Prepare for the interview Opening the interview Stages of the interview |
Activity 3B
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Estimated Time |
15 Minutes |
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Objective |
To provide you with an opportunity to discuss assessment with other selection panel members. |
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Activity |
Individually or in pairs, discuss the following questions: Why do you think it is important to thank the candidates for coming to the interview? Who are the key stakeholders in the assessment of the candidates? |
Activity 3C
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Estimated Time |
20 Minutes |
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Objective |
To provide you with an opportunity to correct any biases or deviations from agreed procedures and negotiate for preferred candidate. |
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Activity |
Individually or in pairs, discuss the following questions: What are the aims of the applicant in the interview process? What should occur straight after an interview? What is the purpose of structured communication during the consensus? |
Activity 3D
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Estimated Time |
20 Minutes |
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Objective |
To provide you with an opportunity to contact referees for referee reports. |
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Activity |
Individually or in pairs, discuss the following questions: Why do you need to obtain permission from the candidate before you contact a referee? Briefly explain the steps to obtaining a reference for a candidate. Include the steps you would follow for a telephone interview. |
Activity 3E
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Estimated Time |
20 Minutes |
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Objective |
To provide you with an opportunity to prepare selection report and make recommendations to senior personnel for appointment. |
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Activity |
Individually or in pairs, discuss the following questions: What is the purpose of a selection report? What is the selection report a report of? If there is no suitable applicant, should the company make do with the second best choice? Why? Why not? What should you do if you provide feedback on the candidates’ application? |
Activity 3F
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Estimated Time |
10 Minutes |
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Objective |
To provide you with an opportunity to advise unsuccessful candidates of outcomes and respond to any queries. |
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Activity |
Individually or in pairs, discuss the following questions: How would you advise a candidate that you are unsuccessful in their application? |
Activity 3G
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Estimated Time |
15 Minutes |
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Objective |
To provide you with an opportunity to secure preferred candidate's agreement. |
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Activity |
Individually or in pairs, discuss the following questions: What could be the impact if the recruitment process is too long? What can happen if an agreed salary cannot be agreed upon? How can you ensure that this problem does not arise? |
Activity 3H
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Estimated Time |
20 Minutes |
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Objective |
To provide you with an opportunity to complete necessary documentation according to organisational procedures, observing confidentiality and privacy requirements. |
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Activity |
Individually or in pairs, discuss the following questions: What documentation may you be charged with processing when a candidate has been chosen? What should you do with confidential waste when you no longer need to keep it? If you decide to keep a record of the candidates’, what should you do? How should it be secured? Why? |
Activity 4A
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Estimated Time |
20 Minutes |
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Objective |
To provide you with an opportunity to provide successful candidate with employment contract and other documentation. |
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Activity |
Individually or in pairs, discuss the following questions: What is a letter of offer? How many copies of the employment contract are usually sent with the contract of employment? Why? List the information that you will provide the candidate with? |
Activity 4B
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Estimated Time |
20 Minutes |
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Objective |
To provide you with an opportunity to advise manager and work team of new appointment; and advise managers and staff of candidate's starting date and make necessary administrative arrangements for pay and employee record keeping. |
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Activity |
Individually or in pairs, discuss the following questions: Your administrative clerk has shown you a list of documents and is unsure of what she should do with them. What will you tell her? Should an administration clerk have access to this information? Why? Why not? What would you do as a manager if this problem arose? How would you communicate the new appointment with management and staff? |
Activity 4C
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Estimated Time |
15 Minutes |
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Objective |
To provide you with an opportunity to arrange successful candidate’s induction according to organisational policy. |
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Activity |
Individually or in pairs, discuss the following questions: What is the purpose of feedback and evaluation in the induction process? What is the importance of the induction plan? |
Skills and Knowledge Activity
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Estimated Time |
60 Minutes |
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Objective |
To provide you with an opportunity to demonstrate your knowledge of the foundation skills, knowledge evidence and performance evidence. |
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Activity |
Complete the following individually and attach your completed work to your workbook. The answer to the following question will enable you to demonstrate your knowledge of:
Answer the question in as much detail as possible, considering your organisational requirements for this. Your organisation does not have any policies or procedures in the recruitment of staff. You have the task of developing the policies and procedures for employing a personal assistant. Use the general outline of the description for this position below (in italics). The new candidate will be assigned to assist you in your growing department. Complete the following and present it as a portfolio: PA Jobs Looking for personal assistant jobs? You’ve come to the right place. Personal assistant (PA) jobs require you to work closely with a senior manager or director to provide administrative support. You will often be trusted with confidential material and be relied upon by managers/directors to ensure that everything they need is in place. An experienced PA in Melbourne can earn $90,000. A full job description is detailed below. Latest PA jobs - see below PA Job description: Typical responsibilities
What qualifications do I need to be a PA? For PA jobs a degree or diploma in Business or Management may increase your chances of entry, although some subjects are more relevant for certain industries e.g. English Literature for Publishing. Entry without a degree or diploma is possible as personal qualities, experience and office skills are generally considered more important. Year 10 certificate English and maths (or equivalent), word processing skills and knowledge of software packages, however, are all essential. Shorthand and audio typing are also beneficial. A pre-entry postgraduate qualification is desirable for more responsible PA jobs. Most PA jobs require a minimum of two years' office experience. This can be gained by working in a clerical capacity, although more extensive experience may be required. Salary details
Top personal assistant jobs in London can command premium salaries of $80-90k with additional benefits. These jobs, however, are quite rare. Develop:
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Major Activity
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Estimated Time |
60 - 120 Minutes |
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Objective |
To provide you with an opportunity to demonstrate your knowledge of the entire unit. |
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Activity |
This is a major activity – your instructor will let you know whether you will complete it during class or in your own time. Attach your completed answers to the workbook. You must individually, answer the following questions in full to show your competency of each element:
1. What is the process that your organisation uses for obtaining approvals and clarifying time lines to fill an appointment? 2. When preparing job descriptions, what legislation and national standards does your organisation have to take into account? 3. Who would you consult about the relevant attributes needed to carry out any particular role in your organisation? 4. What is the relevant anti-discrimination legislation relating to your organisation? 5. What approvals for advertising positions does your company require? 6. Which channels does your organisation use to advertise vacancies? 7. When writing an advertisement for a position how should it read? 8. Does your organisation use a selection panel? If so, who are the likely members? If not, what departments or individuals are involved in the selection process? 9. When designing questions for the interview what questions should you ask yourself? 10. When short-listing applicants you will be required to pinpoint certain personality traits, what should you look for? 11. When inviting applicants to an interview, what information should you give them? 12. Before the interview, the interviewer or selection panel should review the selection criteria, why is this? 13. Who are the stakeholders of the review process in your organisation? 14. To reach a consensus when there are deviations and biases, what should structured communication be used for? 15. How would you prepare questions for contacting a referee? 16. What documents does your organisation use when making a selection report? 17. What should you do when advising unsuccessful candidates of outcomes? 18. How can you minimise recruitment process delays? 19. How does your organisation dispose of confidential waste? 20. What are the components of an employment contract? 21. Why would you advise the HR department of new appointments? 22. Why would you advise the finance department of new appointments? 23. Inductions are arranged so that new employees can learn what? |
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