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Recruiting And Interviewing
 

Recruiting And Interviewing

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This guide takes you through what you have to think about before and during the recruitment process, starting from deciding what you need and where you are going to recruit through to the interview ...

This guide takes you through what you have to think about before and during the recruitment process, starting from deciding what you need and where you are going to recruit through to the interview and the offer letter. It will also remind you that you must treat all candidates fairly and avoid discrimination - for example on grounds of their sex or race, age, sexual orientation, religion or belief, or because they have a disability.

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    Recruiting And Interviewing Recruiting And Interviewing Document Transcript

    • Recruiting and interviewing Table of contents Recruiting and interviewing 2 Introduction 2 Writing a person specification and job description 2 Where and how to find staff - advertising 3 Where and how to find staff - employment agencies 4 Where and how to find staff - Jobcentre Plus and government schemes 5 The application process 6 Drawing up a shortlist and inviting candidates to interview 7 Preparing for the interview 7 Carrying out the interview 8 Using other selection methods 9 Helplines 10 Related guides on businesslink.gov.uk 10 Related web sites you might find useful 10 Created by Business Link on 17 September 2009 09:45 You can personalise content from the Business Link website and download it in PDF format. This is a free service Recruiting and interviewing | Created by Business Link on 17 September 2009 09:45 è Crown copyright 2007 Page 1
    • Recruiting and interviewing Subjects covered in this guide Introduction Introduction When you take on new staff, identifying your Writing a person specification and job requirements and planning how to fill your description vacancy are important for ensuring you get the best person for the job. Where and how to find staff - advertising This guide takes you through what you have Where and how to find staff - employment to think about before and during the agencies recruitment process, starting from deciding what you need and where you are going to Where and how to find staff - Jobcentre Plus recruit through to the interview and the offer and government schemes letter. It will also remind you that you must treat all candidates fairly and avoid The application process discrimination - for example on grounds of their sex or race, age, sexual orientation, Drawing up a shortlist and inviting religion or belief, or because they have a candidates to interview disability. Preparing for the interview Carrying out the interview Writing a person specification and job description Using other selection methods Vacancies can't be filled successfully unless Helplines the job has been accurately defined in the first place. This is as helpful for you, the Related guides on businesslink.gov.uk employer, as it is for potential candidates. Think about what skills, knowledge and Related web sites you might find useful experience you are looking for. Writing a job description Preparing a job description is not a legal You can find this guide by navigating to: requirement but it can be useful for deciding the scope of the work, advertising the job, Home > Employing people > Recruitment and clarifying what applicants will have to do and getting started > Recruiting and in the job. It can also help to assess a new interviewing recruit's performance and determine training needs. A job description should include: • the job title • the position in the company, Recruiting and interviewing | Created by Business Link on 17 September 2009 09:45 è Crown copyright 2007 Page 2
    • Recruiting and interviewing including the job title of the person to whom the employee will report and of company. those who will report to them, if any • the location of the job For listed companies, the Financial • a summary of the general nature and Reporting Council's Combined Code on objectives of the job Corporate Governance recommends that a • a list of the main duties or tasks of nominations committee should oversee the the employee recruitment of new directors. The person specification Where and how to find staff - A person specification is not a legal requirement but will be useful when writing a advertising job advertisement and defining the qualities To find staff, you can advertise in national, you are looking for in a candidate. Include regional, local or trade press or one of the the knowledge, experience and skills you many UK internet job sites, or use an would like them to have, separating those employment agency or Jobcentre Plus to which are essential for the job from those recruit for you. which are desirable. It's essential not to discriminate - see our guide on how to prevent discrimination and value Advertising your vacancy diversity. Think about who you want to read the advertisement, how long it should run, how Managers fast you want a response and how much you want to pay. Options include: If you are recruiting a manager, you should identify what level of responsibility they will hold and draft the job description to reflect • newspapers and magazines - they that. can reach specific audiences within a sector or locality • internet sites - they can reach a wide The recruitment process should be audience quickly, and some have a structured to help you identify the candidate database of candidates that you can most able to do a job at this level, eg search whether they demonstrate leadership and strategic thinking. Check the costs - Internet sites can be Directors (executive and non-executive) cheaper than advertising in a newspaper - and time the advertisement carefully, eg The first directors are appointed when the avoid holiday periods. Remember to plan company is registered. Subsequent how you will deal with responses. directors should be recruited using a transparent and merit-based approach. A good job advertisement should: Make sure you select a director on the basis • be concise but give enough of merit, and not because of personal information so candidates can decide relationships or share ownership in the whether to apply, eg gives the Recruiting and interviewing | Created by Business Link on 17 September 2009 09:45 è Crown copyright 2007 Page 3
    • Recruiting and interviewing location and pay range • clearly state the skills and experience Where and how to find staff - needed based on your person specification and job description employment agencies • be attractively designed • be non-discriminatory If you decide to use an agency you should • explain how the applicants should agree fees - including advertising costs - respond to the advertisement, eg by and terms before you appoint. Be clear sending a CV or completing an about whether you want to recruit a application form permanent or temporary worker and the • include a deadline for responses length of time needed. Employment agencies Agencies have databases of candidates and can advertise on your behalf. If you do Employment agencies have databases of not appoint, you do not usually have to pay potential candidates and can advertise on a fee. your behalf. See our page in this guide on where and how to find staff - employment What to tell the agency agencies. • Name and nature of your Jobcentre Plus and government organisation. schemes • Date of work commencement and duration. Jobcentre Plus provides the same services • Position and type of work. as an employment agency but at no direct • Location, and terms and conditions cost to employers. Jobcentre Plus also of the job. manages government schemes, offers • Risks to health and safety known to advice and may be able to provide financial you and preventative measures. support for employers taking on staff. See • Experience, training, qualifications our page in this guide on where and how to and any authorisation needed or find staff - Jobcentre Plus and required by law or any professional government schemes. body. • Expenses payable by or to the Other sources worker. • Length of notice the worker would These include: give or receive. • Selection criteria. • colleges and schools • Whether your company name should • internal noticeboards be used in advertisements in the • word of mouth early phases of recruitment. • headhunters and recruitment consultants Advantages of using employment • local advertising, eg newsagents or agencies outside your own premises • local radio • It saves time. • You can try out temporary workers Recruiting and interviewing | Created by Business Link on 17 September 2009 09:45 è Crown copyright 2007 Page 4
    • Recruiting and interviewing before employing them permanently. However, you may need to pay a fee Jobcentre Plus brings together benefits, if a transfer from temporary to help and jobseeking services previously permanent takes place. delivered separately through Jobcentre and • There is no temporary to permanent Social Security offices. transfer fee if you employ the worker on a permanent basis eight weeks The Jobcentre Plus service for employers after the temporary contract has operates in the same way as employment ended or 14 weeks from the start of agencies, but is provided at no direct cost to that contract, whichever is later. employers. With access to a large pool of • The agency will pay the temporary job-ready candidates, Jobcentre Plus can workers and take care of tax issues. help employers find the right person quickly. • Often you can get a rebate for Sometimes you can arrange for a work trial unsuitable candidates (within before taking someone on. specified time periods) or be provided with another candidate. You can call Employer Direct provided by • It preserves anonymity when Jobcentre Plus on Tel 0845 601 2001 to recruiting for sensitive jobs. advertise your job and you will be helped with your recruitment by a vacancy service Disadvantages of using employment manager or an account manager. They can agencies offer advice on the local labour market and the best way to fill your vacancy. You can • Lost time if they are not able to find a also email your job vacancy to Employer suitable candidate. Direct online via the Jobcentre Plus • Expensive - you may have to pay an website - Opens in a new window. agency up to 30 per cent of the employee's annual salary (or equivalent for temps). Jobs will be posted on the Jobcentre Plus • Temporary workers who work on an website within two hours of receipt. Your obvious ongoing basis may be vacancy will also be shown on the regarded as your employees. This touchscreen Jobpoints - used by more than may be important in tribunal cases. 1.5 million customers looking for work each week. How to complain about an agency Jobcentre Plus may also offer extra You can complain about the conduct of services, for example: an employment agency at the Department for Business, Innovation & • use of interview rooms Skills (BIS) website - Opens in a new • help with sifting applications window. • job fairs Government support for employers Where and how to find staff - Jobcentre Plus and government Jobcentre Plus can provide advice and financial support for employers and schemes employees, including information and advice Recruiting and interviewing | Created by Business Link on 17 September 2009 09:45 è Crown copyright 2007 Page 5
    • Recruiting and interviewing on good employment policies and practice in to fill in and have clear instructions. recruitment, retention, training and career • You pay the cost of producing and development of disabled people as well as sending them out to applicants. help with redundancies. • A form can put some applicants off. New Deal is delivered by Jobcentre Plus What to include in an application form through its network of Jobcentres and Jobcentre Plus office around the country. • Name and address of organisation. Under New Deal you may be able to get • Job applied for. financial support for taking on a new • Name, address, telephone numbers employee and training them. and email address of candidate. • Educational and professional qualifications. You can also search our Grants and • Work experience. Support Directory of grants, subsidies • Other relevant information and skills, and advice. eg languages, clean driving licence. • Names and addresses of referees. The application process Be careful to avoid possible discriminatory You must make it clear in your questions, eg asking them to indicate if they advertisement, or your brief to the have childcare responsibilities. See our recruitment agency, how you want guide on how to prevent discrimination candidates to apply. You can get information and value diversity. on applicants by: You may wish to ask for additional • providing an application form - information, eg leisure interests. designed by the employer or bought from a stationery supplier Registered employers in Northern Ireland • requesting a CV with a covering with more than ten full-time employees have letter or email - a brief account of the a legal duty to monitor the composition of person's education, qualifications their workforce and of those applying to fill and previous work experience vacancies. Download a guide to monitoring your workforce and Advantages of application forms applicants in line with fair employment regulations from the Equality • You can decide exactly what Commission for Northern Ireland website information you need to know. (PDF) - Opens in a new window. • It is easy to compare the skills and experience of different applicants. Advantages of requesting CVs • You can re-use the form for future vacancies. • There's no need to produce and send out a form to every applicant. Disadvantages of application forms • You can tell something about candidates' abilities by the way they • They are time-consuming and can be present their CV. tricky to design as they must be easy Recruiting and interviewing | Created by Business Link on 17 September 2009 09:45 è Crown copyright 2007 Page 6
    • Recruiting and interviewing • A covering letter can give you a hint candidates, then you could weigh of their suitability for the job. them up against the desirable qualities you are also looking for. Disadvantages of requesting CVs • Don't discriminate against applicants on the grounds of sex, race, age or • It is much more difficult to compare disability, sexual orientation, religion the skills and experience of different or belief - see our guide on how to candidates than it is using a standard prevent discrimination and value application form. diversity. • Gaps in education or work can be • Ensure you are consistent in the way hidden more easily. you use personal data to draw up the shortlist. • Get more than one person to compile Drawing up a shortlist and inviting the shortlist to avoid possible bias. candidates to interview Inviting candidates to interview When you have the replies to your advertisement: Invite the most suitable candidates for interview by letter, telephone or email - for the last two, confirm arrangements in • compare applications against a job writing. description and person specification outlining the skills and experience you need You should say: • eliminate applicants who do not have the basic requirements for the job • when, where and how long the • draw up a short list - a list of interview will be candidates to interview - based on • how to get there - provide a map if the applicants who most closely necessary - and whether you will pay match your needs travel expenses • consider notifying candidates who • what documents the candidate you will not be inviting for interview should bring • who the candidate should ask for on How do I make a shortlist? arrival • the names and job titles of the • Include only the number of applicants people conducting the interview you will have time to interview - • if there will be a test to take, or a usually no more than three to four presentation and if so, its type and people a day. Allow time for duration preparation and discussion before and after the interview. You should also ask candidates to tell you if • Draw up a table listing each they have any special needs that you will candidate against the essential need to cater for. requirements of the job. Those that meet all the essential personal criteria could form your shortlist. • If there are too many possible Preparing for the interview Recruiting and interviewing | Created by Business Link on 17 September 2009 09:45 è Crown copyright 2007 Page 7
    • Recruiting and interviewing • Make sure that the interview room is The more preparation you do for the properly prepared, with drinks and interview, the easier it will be for both you stationery available. and the candidate. • It's best not to hold the interview sitting behind a desk, or use a higher Plan the questions chair than the person being interviewed - sit at a round table if • Use information from the candidate's possible. application form or CV to prepare a • Find out if a candidate has any set of questions. special needs before they arrive. • Look for any gaps in education or • Make sure there will be no employment, or things that don't interruptions, for example, switch off seem to add up. mobile phones. • Beware of possible discrimination in • Brief other members of staff, such as the questions you ask, which could receptionists, to expect the mean you miss the best candidate candidate. and may be unlawful. See our guide • Allow enough time for the interview on how to prevent discrimination so you don't have to rush. and value diversity. • Come to each interview with an open • Know the job description and person mind. specification really well so that your questions help you compare candidates. • If two or more people are Carrying out the interview interviewing, decide who will deal Prepare your questions in advance of the with what topics. interview. Your aim is to get quality • Think about what information information from the candidate so you can candidates may want about the job assess them fairly and fully against your and your organisation. needs. Prepare some open-ended questions - ones • Welcome the candidate - try to put which need more than a 'yes' or 'no' to them at ease. answer - to ask all candidates, for example: • Introduce yourself and other people present. • What were/are your main • Explain the structure of the interview. responsibilities in your • Outline the company background previous/current job? and role, and where the job fits. • Why did/do you want to leave your • Encourage the candidate to talk previous/current job? about how their skills and experience • Where do you see yourself in five apply to the vacancy. years' time? • Ask open-ended questions - ones • Looking back at your career, what that cannot be answered with a yes would you have done differently? or no. • Allow the candidate time to think and Making arrangements for the interview speak. • Keep control of the interview. If you Recruiting and interviewing | Created by Business Link on 17 September 2009 09:45 è Crown copyright 2007 Page 8
    • Recruiting and interviewing feel the candidate is going off-track, turn the conversation back to the • practical tests information you need. • psychometric tests • At the end of the interview, ask the • assessment centres candidate if they have any questions. • biodata • Inform them of the next stage in the recruitment process, eg appointment, Tests can be done before or at the time of second interviews, tests and the the interview, but should not be used as the estimated timescales. sole method of candidate selection. Keep in • Thank the candidate for their time. mind that such tests could also be unlawful if they discriminate against candidates of a Keeping records of the process particular race, sex or age or who have a disability. • Back up interviews with a detailed record of the procedure, written as You should use such tests only if they are: soon as possible after the interview. • Only record what has been said in the interview and how the selection • relevant to the job decision was made, not your beliefs • well designed or thoughts about the candidate. • Be aware that candidates who later When thinking about using any kind of test, make a complaint to an employment you should also weigh up the benefits tribunal have the right to ask for against the costs of organising them. copies of any notes made during the interview, and that you may need Practical tests them for defending any possible discrimination case relating to the These test ability and are usually done for: process. • manual jobs - trade skills Only record or keep personal data after an • secretarial jobs - word processing interview if it is necessary and relevant to skills the recruitment process, or in respect of a • those working in call-centres or in discrimination challenge. Data that is kept telesales - telephone skills should be securely stored. Download a guide for small businesses to the Psychometric tests Employment Practices Code from the Information Commissioner's Office (ICO) Psychometric tests can be useful when website (PDF) - Opens in a new window. choosing a candidate from a group of people who do not have easily comparable skills or experience. They are more likely to Using other selection methods be used when a manager is being sought. Psychometric tests can be used to measure As well as interviewing, there are other ways intelligence, personality or aptitude for to select the best candidate. Options specific tasks, such as: include: • reasoning/problem solving Recruiting and interviewing | Created by Business Link on 17 September 2009 09:45 è Crown copyright 2007 Page 9
    • Recruiting and interviewing • decision making • interpersonal skills 0800 917 2368 • confidence Equality and Human Rights Commission You should bear in mind that these tests: Helpline - England • are not always a good indicator of 0845 604 6610 future performance • should not be used unless there is a proven need and a suitably qualified Equality Direct Helpline person to administer them 0845 600 3444 • often require a fee when you use them Assessment centres Related guides on These are generally used by large businesslink.gov.uk organisations, particularly when making senior appointments. Individual and group Use our interactive tool to check your exercises take place, sometimes over a few legal responsibilities when taking on new days, often including an interview, staff | Manage your personal list of psychometric tests, group discussions and starting-up tasks with our Business tasks, written exercises and presentations. start-up organiser | Use our interactive They can be expensive and tool to help you comply with the law time-consuming. when taking on staff | Prevent discrimination and value diversity | Biodata Employment status | Flexible working - the law and best practice | Taking on This test takes the form of a multiple-choice staff - the options | Recruiting directors | biographical questionnaire and is more likely Develop your management team | to be used by large organisations. Take care Operate a year-round PAYE system | not to breach data protection or National Insurance: the basics | discrimination laws. See our guides on how Recruiting and employing disabled to prevent discrimination and value people | Privacy and data protection in diversity and comply with data direct marketing | protection. Related web sites you might find Helplines useful Acas Helpline See the guidance notes on recruitment 08457 47 47 47 and induction on the Acas website - Opens in a new window Pay and Work Rights Helpline Download guidance notes on sexual Recruiting and interviewing | Created by Business Link on 17 September 2009 09:45 è Crown copyright 2007 Page 10
    • Recruiting and interviewing orientation and the workplace from the Acas website (PDF) - Opens in a new window Download guidance notes on religion or belief in the workplace at the Acas website (PDF) - Opens in a new window Employment agency standards on the BIS website - Opens in a new window Recruitment advice on the Recruitment and Employment Confederation website - Opens in a new window Find out about putting equality into practice at the Equality and Human Rights Commission website - Opens in a new window Equal opportunities and business law courses on the learndirect business website - Opens in a new window Download advice on keeping employment records in the Quick Guide to the Employment Practices Code on the ICO website (PDF, 1813K) - Opens in a new window Psychological testing advice on the British Psychological Society website - Opens in a new window Chartered Institute of Personnel and Development (CIPD) - Opens in a new window Recruiting and interviewing | Created by Business Link on 17 September 2009 09:45 è Crown copyright 2007 Page 11