Personnel Management

1. Job Analysis,
Recruitment of Employees,
&
Selection of Employees
Lumada, Aiah Brein N.

2. JOB ANALYSIS
- Job analysis is a systematic process that involves
examining and documenting the various components of a
job, such as duties, responsibilities, and qualifications
required for the position.
- It aims to identify the specific tasks, knowledge, skills, and
working conditions necessary for successful job
performance.

3. Purpose of Job Analysis:
- Job analysis serves as a foundation for creating job
descriptions and job specifications, which are crucial for various
HR functions like recruitment, training, job evaluation, and
performance management. It helps ensure that job
requirements are clearly defined and aligned with
organizational goals.

4. Methods of Job Analysis
1.Observation Method - This method involves observing
employees in their work environment to gather information about
job tasks and responsibilities.
2.Individual Interview Method - Conducting in-depth interviews
with individual job incumbents to gather insights into their roles,
tasks, and required skills.
3.Group Interview Method - Similar to individual interviews but
involving multiple job incumbents simultaneously to capture a
collective understanding of job roles.

5. Methods of Job Analysis:
4. Structured Questionnaire Method - Providing workers with a
standardized questionnaire to gather specific details about their job
tasks, skills, and working conditions.
5.Technical Conference Method - Engaging subject matter
experts, such as supervisors or team leads, to provide detailed job
characteristics and insights.
6.Diary Method - Requiring job incumbents to maintain a record of
their daily activities over a period to gain a comprehensive
understanding of their job responsibilities.

6. Process of Job
Analysis

7. Outcome of Job
Analysis:
 Job Descriptions
 Job Specifications
 Job Evaluations

8. Job Descriptions
 Detailed documents that outline tasks,
duties, responsibilities, and working
conditions specific to a job role.

9. Writing Effective Job
Descriptions:
• Job Identification - Clearly defining the job title and
reporting structure.
• Job Summary - Providing an overview of the position's
key responsibilities and purpose.
• Responsibilities and Duties - Detailing the specific
tasks and duties involved in the job.
• Authority of Incumbent - Outlining the level of
decision-making and responsibilities held by the job
holder.

10. Writing Effective Job
Descriptions:
• Standards of Performance - Setting
performance expectations and quality
standards.
• Working Conditions - Describing the
environment, hours, and any physical
requirements of the job.
• Job Specification - Outlining the required
qualifications, skills, and attributes for the role.

11. Outcome of Job
Analysis:
Job Specifications - A job specification is a statement of the skills or
qualities required for a job.
Here are some examples of job specifications:
Educational qualifications: This can include a high school diploma,
associate or bachelor's degree, or several years completed towards a
degree.
Required certification or credentials: This can include state-level
certification or licensure.
Required skills: This can include technical or job-specific skills, or skills that
reflect a candidate's character.

12. Required skills: This can include technical or job-specific skills, or skills
that reflect a candidate's character.
Personality traits: This can include qualities that reflect a candidate's
character.
Physical and other related attributes: This can include physique and
mental health, special attributes and abilities, maturity and dependability.
Technical and communication skills: This can include technical skills,
experience, and an personality traits they company desires for the person
filling the role.

13. Outcome of Job
Analysis:
Job Evaluations - Job evaluation is a systematic
process that determines the value of jobs in an
organization. The goal is to ensure that employees are
paid fairly for their work.

14. RECRUITMENT AND SELECTING OF
EMPLOYEES
- Recruitment is the process of finding and engaging
individuals that an organization needs. Selection, on the
other hand, involves deciding which applicants or
candidates should be appointed to specific job roles
within the organization.

15. Four Stages of Recruitment and
Selection:
1. Defining Requirements - Organizational needs are
assessed to create detailed job profiles and
specifications. This stage also involves setting the terms
and conditions of employment for potential candidates.
2. Planning Recruitment Campaigns - Strategies are
developed to effectively attract potential candidates who
meet the defined job requirements.

16. Four Stages of Recruitment and
Selection:
3. Attracting Candidates - Various sources, such as
advertising, e-recruiting, agencies, and consultants, are
utilized to generate interest among a wide pool of potential
applicants both within and outside the organization.
4. Selecting Candidates - This stage involves screening
applications, conducting interviews, conducting tests, and
assessing candidates' suitability for the roles. Employment
offers are made, references are collected, and contracts are
finalized to bring selected candidates on board.

17. Sources of Recruitment:
● Internal Sources of Recruitment
● External Sources of Recruitment

18. Internal Sources of Recruitment:
● Employee Referrals and Recommendations - Existing
employees refer potential candidates, leveraging personal
networks to attract talent.
● Internal Job Postings - Promoting job openings within the
organization to consider internal candidates for suitable roles.
● Rehiring - Re-engaging former employees who are familiar with
the organization and its culture.
● Succession Planning - Identifying and nurturing internal
candidates for future leadership roles within the company.

19. External Sources of Recruitment:
● Advertisements - Utilizing various advertising platforms to reach a
wide audience of potential applicants.
● Employment Agencies - Collaborating with external agencies to
streamline the recruitment process and reach a larger pool of
candidates.
● Campus Placements - Recruiting fresh talent directly from
educational institutions to bring in new perspectives and skill sets.
● Job Fairs - Participating in job fairs to actively engage with potential
candidates and promote the organization as an employer of choice.

20. External Sources of Recruitment:
● Online/Web-based Recruitments - Utilizing digital platforms to
conduct recruitment activities, reach a broader audience, and
streamline the application process.
● Walk-ins - Hosting open recruitment events to allow interested
individuals to apply directly, promoting accessibility in the
recruitment process.

21. SELECTION OF EMPLOYEES
● The aim of selection is to assess the suitability
of candidates by predicting their ability to
successfully carry out a role.
● Without qualified employees, an organization
is less likely to succeed.

22. Methods of Selection:
● Individual Interviews - Both structured and unstructured
interviews are commonly used to assess candidates.
- Structured interviews are like following a set list of
questions and criteria for all candidates. It's fair and
consistent because everyone gets asked the same things.
- Unstructured interviews are more casual and flexible.
The interviewer can ask different questions and have a
more natural conversation with each candidate. It's less
structured and can vary from person to person.

23. Methods of Selection:
● Interviews through Panels - Multiple interviewers
evaluate candidates to ensure a more comprehensive
assessment.
● Assessment Centers - Assess candidates through various
activities and simulations to gauge their skills and
competencies effectively.

24. Process of
Selection:

25. Process of Selection:
1. Preliminary Screening - facilitates the manager of the
organization to shortlist the candidates and eliminate those who
are not suitable for the job based on the details mentioned in the
application form. The candidates are questioned by the interviewer
on account of their qualifications, experiences, etc.
2. Selection test - This type of test is a method that is either a
written test or an exercise that tries to find out some particular skill
or ability of the employees either based on their mental ability,
personality, physical capacity, or mindset.

26. Process of Selection:
3. Employment interview: - The candidates are questioned by the
interviewer on account of their qualifications, experiences, etc.
4. Reference and Background Checks - Personal details of
references such as teachers, professors, or ex-employers are
requested to gather additional information about candidates.
5. Selection Decision - Candidates who pass tests, interviews,
and reference checks are reviewed by the hiring manager, who
makes the final selection.

27. Process of Selection:
6. Medical Examination - Before a job offer is made, candidates undergo
a medical examination to ensure they are physically and mentally fit for
the role.
7. Job Offer - Personal details of references such as teachers,
professors, or ex-employers are requested to gather additional information
about candidates.
8. Contract of Employment - Once the job offer is accepted, both the
employer and candidate complete necessary documents,. A contract of
employment is also prepared, outlining details like job title, responsibilities,
pay rates, disciplinary procedures, working hours, and termination
conditions.