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Recruitment process


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Recruitment process

  1. 1. - Created By eRecruit Staffing Solutions - Presented By Dipak Bane
  2. 2. Overview• Phase 1: Before the interview  Step 1: Pick your top Candidates  Step 2: Conduct a Telephone Screen  Step 3: Create Interview Questions  Step 4: Create Interview Question Criteria• Phase 2: The In-Person Interview  Step 1: Before the Interview  Step 2: During the Interview  Step 3: After the Interview• Phase 3: Making the Offer  Step 1: Offer Checklist  Step 2: Have students come into the Office of Student Employment to fill out paperwork12/12/2012 eRecruit Staffing Solutions 2
  3. 3. Phase 1: Before the Interview  Step 1 : Pick your top Candidates  Step 2 : Conduct a Telephone Screen  Step 3 : Create Interview Questions  Step 4 : Create Interview Question Criteria12/12/2012 eRecruit Staffing Solutions 3
  4. 4. Step 1: Pick Your Top Candidates • Screen applications to determine who are the top applicants that you wish to interview (usually it can be 3-5 applicants or depends on numbers of openings) – Determine your “must haves”: Which knowledge, skills, abilities (KSA’s) you want the candidate to come in with, versus what KSA’s you would be willing to train for once hired. • Top applicants are those who can perform the essential job duties and meet the minimum requirements12/12/2012 eRecruit Staffing Solutions 4
  5. 5. Tips for Reviewing Resumes or Application Forms• Review the job description(s) for the position(s) you are attempting to fill. Note minimum requirements needed and refer to them often as you review resumes/applications.• Check work experience for applicability to the position for which they are applying, length of time in each position, promotions or awards received, reason for leaving each position.• Check educational background for qualifications necessary to successful job performance.• Note special skills (i.e. computer software, office equipment).12/12/2012 eRecruit Staffing Solutions 5
  6. 6. Cont….• Note any questions that arise when reviewing the resume/application and ask those during a telephone screen• Divide resumes into 3 groups – Those that closely match job requirements and for which a telephone screen is appropriate – Those who meet some requirements and may be considered secondarily – Those who do not meet the requirements at all.• If necessary, screen the top group again to further narrow down the candidates. On average, about 10 resumes per open position should be sufficient.12/12/2012 eRecruit Staffing Solutions 6
  7. 7. Step 2: Conduct a Telephone Screen• During telephone screenings, briefly Sample Phone Screen Questions describe the position, location, hours and salary range (if appropriate) and • Why are you interested in this position? ask if the candidate is still interested • What is your availability? in being considered. • Do you have any exposure on current• The phone screen allows you to asses opening? if the candidate’s experience, • What are the top three duties in the job qualifications, work preferences, etc. you now have or in your most recent are in line with those of the job? department/organization and the • What are some typical decisions that position they have applied for you make and how do you make them? – Can you give an example• Set aside a quiet place to talk • How can you useful for our organization• Allow at least 15-20 minutes for the that someone else wouldn’t? or What is screening your specialties that makes you – Remember you trying to different from other candidate? determine if the candidate has • How would you describe the pace at the “must haves” before offering which you typically work? an in-person interview12/12/2012 eRecruit Staffing Solutions 7
  8. 8. Step 3: Create Interview Questions• Interview questions should be job related and used to assess the knowledge, skills, and abilities necessary to perform the essential job duties• The interview process and questions asked should be structured: This will help ensure that all candidates are assessed based on the same criteria and help reduce bias that may occur – The interview should be conducted in the same manner and the same order for each candidate• There are three main types of questions that allow you to thoroughly assess candidate’s qualifications: 1. Behavioral Interview 2. Situational Questions 3. Job Related Questions12/12/2012 eRecruit Staffing Solutions 8
  9. 9. 1. Use behavioral interview (past behavior) questions to ask about specific experiences that the candidate may have that exhibits competencies needed for the job. Behavioral questions are designed to assess the critical knowledge, skills and abilities required for a job based on requirements in the job description. Past behavior is the best predictor of future behavior! Behavioral questions typically start with… Think about a time/instance when you… Tell me how you approached a situation where… Describe a situation when you were faced with a problem related to.. Examples Think about a time you had to work in a group to accomplish a task. Can you tell me about that experience? As part of this job, you will have frequent contact with students and or their parents. Can you tell me how you approached a situation where you to deal with an angry or upset client/parent/student Ask following up questions for further detail: Can you walk me through your decision process? What you were thinking at this point in the situation?12/12/2012 eRecruit Staffing Solutions 9
  10. 10. 2. Use situational questions (future behavior) to create a scenario that is representative of specific activities and responsibilities on the job. These questions are created from critical incidents (examples) of good, average and poor behavior regarding the essential job duties required for the job. Example You want to assess timeliness Scenario: You are supposed to be at work at 8:00am. When you get in the car at 7:45am, you realize your tank is nearly empty. What would you do?12/12/2012 eRecruit Staffing Solutions 10
  11. 11. 3. Ask job related-questions to assess necessary knowledge, skills and abilities (KSA’s) Example Questions to Assess KSA’s Ability: Time management Question: You have A, B, C projects to complete by the end of the week along with several meetings; How would you handle multiple projects/tasks simultaneously ? How do you determine which task to complete first? Skill: Computer/software skills Question: You have listed on your resume that you worked with program X. Can you tell me about your experience with that program? Knowledge: Project management (others: Microsoft Office, computer programming, theories/laws regarding a particular field of study, etc.) Question: Can you describe how you would manage project X12/12/2012 eRecruit Staffing Solutions 11
  12. 12. Step 4: Create Interview Question Criteria• Develop criteria for interview questions in order to determine if an answer is good, average or poor – You want to create a standardized framework from which to distinguish between good, average and poor candidates.• Creating criteria for possible answers to interview questions, will help to mitigate subjectivity in the selection of a candidate. – This will help distinguish candidates and give you a measure for what determines a “good” candidate. – Qualifiers should be decided on by the hiring manager, as well as team members the applicant would be working with if hired, as well as person who may be in the current position• The chart below displays elements that determine what factors would qualify as a good , average or poor answer from a candidate Example Criteria for interview answers Dimension Good Average Poor Works well in groups, Has worked in a group Prefers to work aloneWorking in a group help a group leader and but will work in groups position Was terminated from Is on time or a fewTimeliness Is early or on time previous job for minutes late tardiness12/12/2012 eRecruit Staffing Solutions 12
  13. 13. Phase 2: The In-Person Interview  Step 1: Before the Interview  Step 2: During the Interview  Step 3: After the Interview12/12/2012 eRecruit Staffing Solutions 13
  14. 14. Step 1: Before the Interview• Contact candidates to set up an interview-give at least one day notice• Remind the candidate of a request to bring a resume to the interview, confirm date, time, & location – If they will be meeting with more than one person, provide names and titles• Read all paperwork-including cover letter, resume, and application. Make notes based on the paper work and determine what job related questions to ask• Make sure you have a room and time set aside so that you will not be interrupted in the middle of an interview12/12/2012 eRecruit Staffing Solutions 14
  15. 15. Step 2: During the Interview• Greet the candidate; ask them to have a seat. – Main goal is to make them feel comfortable and welcome.• If you have required a resume, ask them for a copy• Go over a brief outline of what you will be going over during the interview so they know what to expect Example: “ I am going to go over the job description with you and answer any questions you may have. Then I will ask you a few questions and answer any questions you may have”• Ask the structured interview questions you have developed• Remember to ask all candidates the same questions• Do take notes during the interview Goal: To gather information and assess the candidate’s past experiences, knowledge, skills, and abilities, as it relates to the job. Remember, past behavior is the best predictor of future behavior!!!12/12/2012 eRecruit Staffing Solutions 15
  16. 16. Step 3: After the Interview• After conducting interviews, you are able to narrow down the list down to few candidates you would like to hire-now what? – The very next step is to conduct a reference check.• Make sure you set aside a quiet place to talk with minimal distractions and as few interruptions as possible• Make sure you also communicate with those students whom you did not hire. Sample Communication: Dear {Insert Name}, It was a pleasure meeting with you to discuss your background and interest in the [Job Title] position within our department. We appreciate your time, throughout the interview process. We did have several highly qualified candidates for the position and it has been a difficult decision, but we have chosen to pursue another candidate who we feel is best qualified. We do thank you for your interest in [Company Name] and we wish you the best of luck in your future endeavors. Sincerely, Enter Name Title12/12/2012 eRecruit Staffing Solutions 16
  17. 17. What to ask?• When conducting a reference check, your main goal is to get an idea of the duties and responsibilities that candidate had in their last job, as well as rapport with management and co-workers. Do note that answers may be limited due to company policy Reference Check: Sample questions 1. When did (enter name) work for your company? Can you give start/ending dates? 2. What was her/his position? Can you describe the job duties and responsibilities? 3. How would you describe his/her relationship with management? Co-workers? 4. Did (enter name) have a positive work attitude? 5. What were his/her strengths on the job? Weaknesses? 6. Would you recommend (enter candidate’s name) for this position?12/12/2012 eRecruit Staffing Solutions 17
  18. 18. Phase 3: Making the Offer  Step 1: Offer Checklist  Step 2: Have students come into the Office of Student Employment to fill out paperwork12/12/2012 eRecruit Staffing Solutions 18
  19. 19. This is the final stage of the interview process! After shortlisting of candidates it is final process to hire! Step 1: Job Offer Checklist:  Job Title  Rate of pay and pay frequency  Hours of work  Start Date-make sure you select a date allowing enough time for students to fill out the necessary paperwork before they are hired. If you are unsure what date to use, leave this section blank on the Student Employment Action Form (SEAF) and the Office of Student Employment will work with you to assign a date.12/12/2012 eRecruit Staffing Solutions 19
  20. 20. Cont… Step 2: Have students come into the Office of Student Employment to fill out the following forms:  State/federal tax forms State and Federal Tax Forms  I-9 Form and provide appropriate identification  Inform employee about I-9 and bringing appropriate identification  Remind him/her to bring emergency contact information to fill out form on first day of work- Remind him/her to bring a VOID check and bank information for direct Deposit NOTE: Students can change their emergency contact and direct deposit information through Campus Connect once they are hired.12/12/2012 eRecruit Staffing Solutions 20
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