HR Generalist Practical Training with 100% placement
Recruit Right the 1st Time for Public
1.
2. Presented by Vlasta Eriksson
Your Presenter
Vlasta Eriksson
vlasta@signaturestaff.com.au
WELCOME
3. Recruit Right the 1st Time
Learn to Build a Successful Recruitment Strategy for Your
Business
4. Background
• Founder of Signature Staff in 1998
• Employed over 20000 people over 17 Years
• Managed a workforce up to 500+ people
• 2004 established a Recruitment arm
• 2010 established a HR and WHS consultancy
• 2010 Written an e-Book
• 2011 Established a HR/WHS Documentation Library
17. Job IdentityJob Description
Checklist - 10 critical points of a Job Description:
• Job Title
• Reporting Line (Relationships) from and to and Department
assignation
• Job Summary
• Responsibilities, Duties and Functions
• Key Accountabilities and Indicators of Effectiveness
• Skills, Qualifications and Attributes
• Tasks
• Environment and Physical requirements
• Work Health & Safety obligations (WHS)
• Acknowledgement
21. Job IdentityPersonality and Traits
Things to Consider
• Your Culture
• Your Values
• Their Personality
• Their Characteristic
• Their Behaviours
• Avail Tools and Resources
23. Job IdentityJob Advertising
6 Must Haves in a Job Add
1. Job Title
2. Salary & Benefits
3. Skills & Experience
4. Role Summary
5. Location
6. Company Summary
25. Job IdentitySourcing
The 5 things you need to know when
attracting the right employee:
1. Profile the position
2. Identify your target market
3. Find your candidates
4. Structure your advertisement
5. Choose the best medium
27. Job IdentityInterview Process
Did You know?
• Only just over third of the CV’s fact is
100% accurate
• 78% of all resumes are misleading
• 21% state fraudulent degrees
• 29% show altered employment dates
• 40% have inflated salary claims
• 33% have inaccurate job descriptions
• 27% give falsified references
30. Job IdentityBackground Checking
The 3 common Background Check Errors are:
1. Not establishing the authenticity of Referees
2. Only using one source of reference checking
3. Conducting only 1 or none Reference checks
31. Job IdentityBackground Checking
Types of Background Checks to Consider
1. Work
2. Character
3. Criminal
4. Physical
5. Drug and Alcohol
6. Technical
7. Online - Social Media
8. Psychological
9. Behavioural
33. Job IdentityEmployee Offer and Contract
The 8 organising principles of employment contract
will contain:
1. Personal Details
2. Position
3. National Employment Standards
4. Remuneration Package
5. Leave Entitlements
6. Duties and Responsibilities
7. Termination of Employment
8. Acknowledgements
34. Job IdentityEmployee Offer and Contract
Avoid the BIG Mistakes
• Not enough detail
• Unlawful content
• Not protecting your business
• Assuming that all salaried personnel are
award free
• Not including restraints
38. Job IdentityInduction Process
The 5 elements of an Induction Program
• Establish rapport
• Introduce the organisational culture
• Outline the organisational Vision and Mission
• Clarify job role and responsibilities
• Employees familiarisation
40. Job IdentityNeed More?
DYI – Online Documents and Templates
RPO – Recruitment Process Outsourcing
360 Recruitment
HR/IR Consultancy
Upcoming Workshops and Webinars
Recruit Right the 1ST Time Workshop – 11th of March 2015
Webinar on Workforce Management – 8th of April 2015
Book Now +61(7) 4050 3888 or vlasta@signaturestaff.com.au
Welcome to 1st of 5 webinar series for 2015 brought to you by Signature Staff and Cairns Chamber
Before we start getting into the webinar I like to find out from you, what do you find most frustrating/difficult about the recruitment process
Can you please write it Chat box
Defining the role
Writing the job ass
Interview Process
Finding the right candidate
Interview process
Reference checks
Know what you are doing is correct and legal
Hopefully this webinar will address these for you. Lets get moving through this webinar because we have a lot of content to get through. I have saved for QnA at the end of the webinar, hopefully I will be able to address all the questions however if not I will endeavour to email you those answers. I am recording this webinar which will be send to you via email as well. So lets get moving
Over the last few years in recruitment I have found that there are common mistakes that employers make in the Recruitment process and here are the top 5 – Blog post I have published last week and can be read on Signature Staff’s Blog
1st Mistake - Not clearly defining the role that they are recruiting for
To ensure that we get the right people applying for the position we must first understand what type of a person we are looking for.
2ND Mistake – Employers have unrealistic expectation – We all want that Superman or that wonder woman, However we need to understand
(1) Unless you are Google you most likely don’t have a line-up of wonderful candidates ready and willing to work for you
(2) will they accept your offer or is your competitor offering better terms and;
(3) is your position is the only one they have applied for
Mistake #3 – Lacking in Interviewing Skills – Lets face it, interviewing does not come naturally and need lot of preparation if you want to do it well. Practice makes perfect and understand that the key to getting this right is preparation.
Mistake #4 - Not being due diligent with background checking – I see this too often, employers strike a good connection with the person during the interview process and proceed on “gut-feeling”. I am not saying that you shouldn’t listen to your gut feeling. Just saying, confirm it!
Last Mistake is Taking too long to make a decision – Good candidates are hard to find, so respect their time and remember they are applying for other position. So if you find that golden nugget make sure you communicate your intentions effectively. Ibn this webinar I will show you how to avoid these common mistakes and Recruit right the 1st time. What are we going to cover today?
What are we going to cover today?
Job Identity
Personality and Traits
I have allowed 3 to 5 minutes on each topic, so if you have any question on the particular topic please write it down and I will address those at the end
Job Ads
Sourcing
Interview
Background Checks
Employment Offer and Contracts
Rates of pay, Awards
Employee Induction
There are 2 key elements to Job Identity
Job Description - The Working Document
KPIs/Key Accountabilities
A job description is like a GPS that gives directions in a safe and accurate way, guiding your employee to the correct destination without wasting valuable time.
Job description needs to be a working document – What do I mean by that?
Current – revised every 6-12 months
Guideline for your employee to get for A to B
Safeguard yourself – I wasn’t told or I did not know scenarios
Used as a base for job Advertising
Managing Performance
Goal setting
Determining Wage increases and bonus eligibility
Checklist - 10 critical points of a Job Description:
Job Title
Reporting Line (Relationships) from and to and Department assignation
Job Summary
Responsibilities, Duties and Functions
Key Accountabilities and Indicators of Effectiveness
Skills, Qualifications and Attributes
Tasks
Environment and Physical requirements
Work Health & Safety obligations (WHS)
Acknowledgement
Other benefits include:
clearly defining the position before they start work
creating a foundation of understanding between the employee and the employer
clarifying the employee’s responsibilities
providing a guideline to Workplace Health and Safety protocols to ensure the wellbeing of all concerned
It’s a good guidelines to create your interview questionnaire
establishing key selection criteria
allowing all employees of the organisation to have insight into existing responsibilities/roles which could promote better understanding of each other and of course co-operation
increasing positive results
encouraging ownership and responsibilities
What are the KPI/Key accountabilities for your position, this is were you draw the Key Criteria also known as Selection Criteria and set the score matrix for it.
Skills – Need to type 60 words per minute
Attributes – Willing to assist disabled people
Knowledge – MYOB software
Qualifications – Cert 3 in Business
Behaviours – Customer orientated, Team player
Experience – Proven experience in hospitality management (careful not to mention period of time eg 3 years)
Now define how you going to score
I would suggest that you don’t set too many key Criteria max of 5, so find out what is most crucial for your role and then organise your Scoring Matrix 1 to 5
Which might look something like this
1 Not suitable
2 Possesses the skills/attitude to meet this Criteria, but needs relevant experience and/or training
3 Has relevant skills/experience/attitude to meet this Criteria
3.5 Has strong, relevant and readily transferable skills/experience/attitude to meet this Criteria
4 Meets the desired Criteria
4.5 Exceeds the desired Criteria
5 Outstanding skills/experience/attitude (industry leader) with regard to this Criteria
Don’t hire just on skill, knowledge and qualification alone
Define what personality, behaviours and characteristics you are looking for
Understand the culture and values of your workplace
Things to Consider
Your Culture
Your Values
Their Personality
Their Characteristic
Their Behaviours
Avail Tools and Resources
Consider Psychometric testing
Psychometric testing can provide key insights into a candidates ability to communicate or make decisions
Personality / behavioural profiling
These tend to measure an individual's relatively stable behavioural tendencies and preferences within an working environment. Something like DISC which is simple and takes approx 30 mins for your candidate to take. You receive 11 page report on
Work Style Preference
Working Style
Personal Style
Public Style
Key Traits
Work Adaptation
Respond to Pressure
Observable Strength
Observable Limitation
Communication Style
Relationship Dynamics
Planning Style
Decision Making Style
Suitability for Management
Suitability for Service
Suitability for Sales
Suitability for Technical Work
Suitable Jobs - Top 10
Suitable Jobs – Top 5 in detail
Selected Job match
It even give the % match to your specific role
Great tool for little investment
WE ARE HALF WAY THROUGH SHOULD BE 11.30
Job advertising; create an ad that will attract top talent (and not get you into trouble)
A job advertisement needs to be written in a specific way so that it attracts the right person for that vacancy, the same way as the candy store entices a child to walk in.
It’s all about the presentation of the content.
However don’t oversell the role, be upfront and honest
We want to attract the RIGHT candidate
Make your job ads easy to read and understand
communicate key points in a simple and direct style
Have the Basics in the add – job title, location
Be Specific – what is the job about
Tell them what they need and like to know
6 Must Haves in a Job Add
Job Title
Salary & Benefits
Skills & Experience
Role Summary
Location
Company Summary
OTHER THINGS TO think about
Use your Job Description to write an add it provides you with a solid foundation.
When you trying to entice a specific generation consider the language they use – Savvy, Dynamic
When you structure an add that targets the right people, you will receive better quality of applicants
Use catchy words or phrases to help you capture the attention of your intended audience.
Be careful about being too technical or give too much info on your company this might put some applicants off - Think about the position you are recruiting for
Is there a call to action? If so state it ie key criteria.
Don’t forget to tell them “what’s in it for me” tell your candidates about the benefits
Make sure not use anything that could potentially be used against you in a court of law
Grounds of discrimination
Breaches of human rights by any Commonwealth body or agency and discrimination in employment on the basis of race, colour, sex, religion, political opinion, national extraction, social origin, age, medical record, criminal record, marital status, impairment, disability, nationality, sexual preference, trade union activity.
Sourcing; where do you find your candidates
It is like finding that Needle in a haysack
Hence we should make the most use of emerging technologies and platforms such as LinkedIn
Networks
Forums
Where do you candidates hang out
The 5 things you need to know when attracting the right employee:
1. Profile the position – Job Identify use reverse DISC
2. Identify your target market – through assessing the skills, characteristics and appropriate age group you need to recruit.
3. Find your candidates – via your Target Market, as this will indicate where they hang out; what kind of material they read; any associations they may belong to and what kind of on-line presence they may have.
4. Structure your advertisement – with a catchy headline and teaser text. Outline specific skill requirements and the job’s benefits. Keep to the point with a brief summary of the business and include a call to action. What language works with what generation
5. Choose the best medium for your job advertisement – through knowing your Target Market and their likely preferences for job seeking. This could be print media, social media, job boards, associations or forums etc.
An interview is often your first opportunity to meet the candidate face to face this is where you confirm their skills, qualifications, temperament and personality.
Are they the right fir for your business.
I am sure you heard the saying
You can never tell the book by its cover, so why do it when looking through the CV’s. Take your time and study the CV in detail. You never know when you find a gem. So take the time when you selecting your suitable candidates to next stage being the interview process
I give you some statistics to consider
Only just over third of the CV’s fact is 100% accurate
78% of all resumes are misleading
21% state fraudulent degrees
29% show altered employment dates
40% have inflated salary claims
33% have inaccurate job descriptions
27% give falsified references
The 3 keys to conduct a successful interview:
Aim – Who have you progressed into the interview stage, interview the people who are the best match for your key criteria
Preparation – Organise yourself for the interview day,
do preliminary reference checks,
Study each candidate’s resume prior to the interview and write down specific questions you want them to answer
Have a general template of questions for all interview candidates to answer
arranging an interview time with a candidate, if there are any specific question you like them to prepare for this is the time to ask them.
Tell What they need to bring with them
Structure –
How much time do you want to assign to this interview
Have your interview templates ready and any specific questions ready as well as know everything that pertains to the position.
The best foundation for a successful interview is a relaxed environment. By putting your candidate at ease, they are more likely to answer questions in an open and honest manner
Include behavioural-style questions within the interview to identify characteristics such as loyalty, values, teamwork, leadership, time management and problem solving
Use open questions that encourage the interviewee to speak about themselves. This maximises your opportunity to understand their character, personality and capabilities
Be careful to comply with Anti Discrimination and Privacy Laws when asking questions in order to avoid any lawsuits.
Respect your applicants
Body language can provide hints to their character, engagement level, honesty and confidence. However it is possible to misinterpret these signals, so don’t lose sight of your main criteria for assessment
An interview is a two-way exchange of information. Encourage applicants to ask questions as well.
Close the interview by thanking the candidate. Inform them of the next step in your recruitment process and shake their hand.
When doing a background check you really need to consider yourself as a Private Eye, so use number of resources not just referees that have been supplied by the applicant.
27% GIVE FALSE REFEREES
The 3 common Background Check Errors are:
Not establishing the authen-ti-city of Referees
Only using one source of reference checking
Conducting only 1 or no Reference Check
Cross-reference dates and duties with previous employer
Establish that a Referee is not a personal friend or co-worker of the applicant.
Delegate the responsibility of Reference Checks to the person who will be managing the employee.
Align your questions to Referees with the candidate’s interview questions, so you can get a different perspective of the same story.
Going beyond the work references
Work
Character
Criminal
Physical
Drug and Alcohol
Technical
Online - Social Media
Psychological
Behavioural
checks such as criminal / health / drugs are recommended but this depends on the role you are recruiting for – it needs to demonstrate relevance to the role.
Whilst its not illegal to check people’s social media profiles, to hire or not hire someone based on age, marital status or sexuality etc is. These are all factors that candidates do not need to reveal when applying for jobs, but may be found online. So, make sure you are within the boundaries of the Anti-Discrimination Act and Privacy Laws.
Once you have selected your ideal candidate, now it comes to the job offer and an Employment Contract these will ensure clarity and agreement in the employer/employee relationship.
This subject deserves a webinar of its own, so I am just giving you outlines
A specific Employment Contract provides security and benefits for both the employee and employer through:
Providing a qualifying period
Giving the new employee defined timeframes to achieve desired outcomes
Helping employees understand what is expected of them, including defined working hours, codes of behaviour and protocols regarding confidentiality
Setting out Entitlement, terms and conditions
Establishing protocols about the confidentiality of business information in relation to client data, trade secrets and business competitors
Should have clearly written procedures on termination
indicate of what constitutes a breach in their employment which in turn provides proof of grounds for dismissal - should the event arise
The 8 organising principles of employment contract will contain:
Personal Details
Position
National Employment Standards
Remuneration Package
Leave Entitlements
Duties and Responsibilities
Termination of Employment
Acknowledgements
Not enough detail – leaving to interpretation by 3rd parties, so stipulate terms and condition of the employment
Unlawful Content – words/language/clauses are contra to NES, Discrimination, privacy and other laws
Not protecting your business – not having confidentiality clause to protect your confidential information and goodwill from misuse by your current and former employees. This protection starts with the inclusion of specific terms and conditions in your employment contracts
Myth: all salaried personnel are award free
If an employee earn over $133,000 per year, they don’t under a modern award however that employee is still covered under the NES. This also applied to managers and professionals that are not covered by the Modern Awards.
Not Including Restraints – should be defined be by action, time bounded and geographically ie If u employ a sales person in Cairns a reasonable restraint that could be enforceable would be not to approach your current customers within the Cairns region in the 6 months span. Unreasonable restraint would be can’t be employed as a Sales person in QLD the next 3 yrs.
Ensure you follow the NES
Visit FWC/FWO to find information on Modern Awards, contractors information
FWO Statement should be given to each employee – Download it from our website About Us – Download
IFA – Better off overall test - BOOT
IFA – Link to Best practice guide for IFA
Suggestion if you are using other than Modern Awards I suggest to get expert advice
Where do you find the help?
FWC
FWO
Awards and Agreements
Pay rate calculators
Signature Staff
An effective Induction process will:
• Provide an Official Welcome to help new employees gain a sense of belonging, and quickly integrate within your team environment
• Give a foundation of knowledge about the company which ultimately increases an employee’s confidence and reduces any anxiety
• Enhance employee self-esteem, morale and motivation
• Foster positive attitudes, increases job satisfaction and ensure a sense of commitment
• Establish maximum productivity
• establishing good communications between the relevant manager/supervisor and the employee
• Reveal your workplace culture, values and visions
• Ensure that information remains current and relevant to the work area
• Motivate existing employees through their involvement with the Induction process
The 5 elements of what should an Induction Program do?
• Establish rapport – by accelerating a sense of acceptance and belonging to the organisation.
• Introduce the organisational culture - “how things really work around here” punctuality, dress codes, work hours and codes of behaviour.
• Outline the organisational Vision and Mission - new employees need to have a sense of the big picture and an insight to the organisational achievements.
• Clarify job role and responsibilities - explaining reporting lines, delegations, levels of authority and decision making, and outlining how good performance will be assessed, measured and rewarded.
• Familiarise employees with conditions of employment, facilities and amenities, policies and procedures,
whilst avoiding information overload - by prioritising what needs to be done and providing information in a staged approach.
Induction Process would take few days or even weeks
Obtain feedback on the effectiveness of the induction process - by encouraging feedback from inductees throughout the induction process, supporting continuous review and improvement to existing induction policies and procedures and ensuring that the objectives of the induction are met.
