A chapter that tells about the recruitment process of an employee.

1. MGT340
CHAPTER 2:
RECRUITMENT
AND
SELECTION
(PART 1)

2. LEARNING
OUTCOME
Definition of Job Analysis, Recruitment and
Selection.
The importance of job analysis in the recruitment
and selection process
The steps in the recruitment process.
Techniques for Collecting Information on
Applicants.
The importance of the contract of employment.
Terms to be included in a contract of
employment.

3. DEFINITION
Selection Process of choosing the most suitable applicants to fill
an available job opening
Recruitment Process of finding or attracting suitable applicants for
the employer’s open position.
Job
Analysis
Job analysis is a technique of studying a job to identify
the skills, knowledge, experience and other requirements
necessary to perform a job and later to create :
1. Job Description (JD)
2. Job Specification (JS)

4. The importance of job analysis in the recruitment
and selection process
JOB ANALYSIS
studying a job to identify
the skills, knowledge,
experience and other
requirements necessary to
perform a job
JOB DESCRIPTION (JD)
A written narrative that
describes the general
tasks, or other related
duties, and
responsibilities of a
position.
A written narrative that
describes the general
tasks, or other related
duties, and responsibilities
of a position.
JOB SPECIFICATION
(JS)
A statement of employee
characteristics and
qualifications required for
satisfactory performance
of defined duties and
tasks comprising a
specific job or function.
JD & JS useful as a
guideline to identify the
right candidate to fill right
position.

5. JD
JD
JS
SAMPLE OF JD &
JS

6. POTENTIAL
COSTS OF A
BAD
RECRUITMENT
DECISION
What are consequences if manager hire wrong person???
 Cost of mistakes, accidents and loss of
customers caused by employees who cannot
cope with the job.
 Cost of lowered morale amongst the
employee’s supervisor and his or her co-
workers who have to rework his mistakes or
take over his tasks.
 Cost of defending a claim of dismissal
without just cause or excuse, once the
employee has been dismissed.
 Cost of recruiting a replacement.
 Cost of training a replacement.

7. The steps in
the
recruitment
process
Hold inductions
Offer employment
Choose The most suitable applicant
Collect information on applicants
Source applicants
Conduct job analysis
Make decision to recruit

8. STEPS 1: Make decision to recruit
HR Planning is important – to avoid shortage or surplus.
HR department will verify whether there really is a need for new staff. A vacancy caused by employee resigning
or dismissed is not necessarily to be filled. This is opportunity for organization reorganizing and not depend on
labour, employers will have seriously consider mechanizing and automating their operation.
Alternatively, a company may outsource the task, the task will be carried out by existing employees, automated
work or offer overtime
After analyse the situation, if HR department found there is necessary to hire new workers, so proceed to next
step….

9. STEPS 2: Conduct job analysis
• Analyse, document and re-analysed jobs (regular basis).
• Outcome: Job Specification & Job description.
• Use JS and JD to identify the right person to be hired.
Job descriptions
• Typical headings include:
• Job title, location and grading
• Brief explanation on the purpose of the job
• List of duties and responsibilities
• Terms and conditions of employment
Job Specification
Typical information included:
• Knowledge, skills and abilities
• Educational qualifications
• Work experience
• Physical requirements of the job, if any
• Personality requirements, where relevant
• Career path

10. STEPS 3: Source applicants
Internal recruitment.
 Promotion from within and transfer of existing staff.
 Help organization to retain the best and most versatile workers and reducing the
risk of a bad hiring decision
 Promotion from within and Transfer of existing staff.
Employee Audit or Inventory
Job posting and bidding
External Recruitment
• Employment agencies and consultants - Executive recruiter (headhunters)
• Campus recruitment - Firm may go to schools/colleges to conduct interview
• Employees Referrals Employees may recommend their relatives, friends etc. to
apply for job vacancies
• Unsolicited applicants
• The Internet
• Advertising in mass media
Advantages:
 Employment record of applicant available. Thus
accurate assessment possible.
 No induction needed.
 Little or no cost involved.
 Employees’ morale and motivation may be
increased.
Disadvantages:
 Filling a vacancy in one department
may lead to a more serious gap in
another.
 No suitable candidates may be
available.
 Supervisors may be reluctant to
release key employees.
Advantages:
 Avoid inbreeding.
 Possible to widen choice of applicants by
having a pool of candidates.
Disadvantages:
 High cost of recruitment process
 Frustration among existing employees.

11. STEPS 4: Collect information on applicants
• A short written description of your education,
qualifications, previous jobs, and sometimes also
your personal interests, that you send to an
employer when you are trying to get a job
Application
forms/Cover Letter and
curriculum vitae (CV) or
biodata or resume
• Many employers request names, address,
telephone numbers or references for the purpose
to verify information and gaining additional
background information of an applicant.
Reference checks

12. STEPS 4: Collect information on applicants
• Performance test -shows how much the candidates
have achieved or learned
• Aptitude Tests -whether the candidates are suitable
for the job
• Personality Test -does candidates’ personality suit
with the job
• Intelligence Test -that aims to measure how good
someone is at understanding problems and how to
solve them
• Medical Test-A medical tests enables employers to
recruit workers with qualifications that should
increase efficiency in order to know the healthy
level of selected applicants.
Tests

13. STEPS 4: Collect information on applicants
• The centre consists of test, exercise and other
activities including social events both formal
and informal.
• Activities to assessed communication and
language skills, social etiquette, leadership,
creativity, persuasiveness and ability to handle
stress.
• This to determine whether they have the
personality traits needed for the job being
offered.
Assessment
center
activities

14. STEPS 4: Collect information on applicants
• A one-on-one interview consisting of a
conversation between a job applicant and a
representative of an employer which is conducted to
assess whether the applicant should be hired.
• Types of job interview:
• Traditional one on one job interview
• Panel interview
• Behavioural interview
• Group interview
• Phone/online Interview
Interview

15. The steps in the recruitment process…..cont.
STEP 7
Hold induction once employee report for duty
• induction programmes should also be provided for individuals when they
first enter the organisation (eg: transfer, short course)
STEP 6
Offer employment to successful applicant
Inform that applicant through phone or email and provide official offer letter.
Offering a contract of employment
STEP 5
Select the most suitable applicant.
• Select the best applicant after screening process.

16. Offering a contract of employment
A contract of employment is an agreement whereby an employer agrees to
remunerate an employee for services or work performed and the employee
agrees to work for the employer.
Important of contract of employment
• Minimize disputes
• Ensures employees know what is expected of them
• Shows the benefits entitled
• Minimize inquiries
• Avoid misunderstandings

17. Terms And Conditions Of Employment
Terms and conditions
• comply with the
employment laws, where
relevant,
• be clear and easy to
understand, and
• be attractive.
Express Term
• terms agreed to by the
parties, whether by way of
oral agreement or in
writing.
• Such as:
The job holder’s occupation
The wage rates, allowances
and overtime rates payable.
The working hours
The holiday and paid
annual leave entitlement
Other benefits
Implied Term
• An employee’s obligation to
serve the employer with
care, faithfulness and
obedience.
• An employer’s obligation to
provide a safe workplace
and to pay the agreed
wages.

18. SAMPLE
OF
EMPLOYMENT
CONTRACT

19. CHANGING THE
TERMS OF AN
EMPLOYMENT
CONTRACT
The terms of a contract of
employment can only be
changed by mutual consent.
Any unilateral change
amounts to a breach of
contract.

20. Types of Employment Contract
Types of
Employment
Contract
Duration/
Basis
Indefinite/
Permanent
Fixed-term/
Temporary
Working
Hours
Full-time
Part-time

22. CHAPTER
OUTLINES
The issues and problems
relating to recruitment and
selection.

23. ISSUES AND PROBLEMS RELATING TO
RECRUITMENT & SELECTION
Is nepotism to be encouraged or discouraged?
Should children be permitted to work?
Should older workers be recruited?
Is there any discrimination issues in recruitment and selection?
What problems are faced by employers when they hire foreign workers?

24. ISSUE / PROBLEM
i) Nepotism
• The hiring of family members or
close friends to fill vacancies in an
organization.
• Also called as ‘string’ or ‘cable’
pulling.
• This practice is the norm in small
family businesses.
• This practice looked negatively by
others who had struggle to get their
jobs.
• Affected to teamwork in an
organization.

25. ISSUES / PROBLEMS…
ii) Employment of Children
• This practice not to be recommended in any circumstances. But, it
becomes a norm to poor families in certain countries.
• In Malaysia, we have Children and Young Persons (Employment) Act
stated:
• Children under 15 can only work; as follows;
• The employment must be in their family’s business.
• The work must be light and suitable to the capacity of the child.
• The working hours must not be more than six per day.
• The child cannot work between 8.00pm – 7.00am.
• Young persons aged 15 – 18 years of age can only work; as follows:
• The employment must be suitable to the capacity of the young
person.
• The working hours must not be more than seven per day.
• The young person cannot work between 8.00pm - 6.00am.

26. ISSUES / PROBLEMS…
iii) Hiring older workers
• Current trend in many countries. This is because is
most developed nations the entire population is
aging. E.g.: Korea, Japan
• Thus, employers must be willing to employ older
workers and make any necessary adjustments to jobs
so that older workers can cope.
• They have many experience and valued knowledge
and skills, but some of them have health problem.
• Practically in Malaysia, compulsory retirement age is
60, and for those who willing to work after retire, only
for contract basis.

27. ISSUE / PROBLEM
iv) Discrimination
• There is no legal prohibition on discrimination
currently, but this practice unethical.
• The most common prejudices related to the
gender, age, religion or race of candidates.
• Also happened for candidates who overweight
and other appearance.

28. ISSUE / PROBLEM
v) Employment of foreign
• Malaysian employers are permitted to hire foreign
only in specified industries and only from certain
countries (eg: Nepal, Bangladesh, Indonesia)
approved by authorities.
• Main purpose to solve the shortage of workers in
certain industries.
• The problems occurred when employers do not
comply with employment regulation and social
issues aroused.

29. IMPORTANCE OF CONTRACT OF EMPLOYMENT
• It minimize disputes between the employee and
his employer
• It ensures that the employee knows what is
expected of him
• It states the minimum benefits for the employee
within their scope
• It minimizes enquiries from the employee to the
human resource department
• To avoid any misunderstanding before the
employee reports duty
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30. Express Terms Of The Contract
Written terms are usually included in the employee’s letter
of appointment, a collective agreement where the
workers are represented by a trade union or a company
handbook.
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Express terms are those terms agreed to
by the parties, whether by way of oral
agreement or in writing.

31. summary
• In this chapter, it is very important for a student to understand the
steps in recruitment and selection process which are making decision
to recruit, conduct job analysis, collect information on applicants,
choose most suitable applicants, offer employment and lastly to hold
inductions.
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