BSBHRM405A SUPPORT THE RECRUITMENT, SELECTION AND INDUCTION OF STAFF

PRESENTATION OBJECTIVES

At the close of this session you will be able to:

1.1 Obtain approval to fill position and clarify time lines and

requirement for appointment

1.2 Assist in preparing job descriptions that accurately reflect the role

requirements, according to organisational policies and procedures

and legislation, codes, national standards and workplace health and

safety (WHS) considerations

1.3 Consult with relevant personnel about job descriptions and

workforce strategy

1.4 Assist in ensuring that job descriptions comply with legislative

requirements and reflect the organisation's requirements for a

diverse workforce

1.5 Obtain approvals to advertise position

OBTAIN APPROVAL

The first step is to obtain approval to commence the recruitment

process. Most organisations will have a procedure in place for

recruitment and the first step will direct you to gain approval. The

relevant authority will firstly consider:

• Is there still a business need for this role/position

• Has the role/position changed (i.e. is the Job Analysis still current?)

• Does the role/position still align with organisational needs (or

could the human resource be better utilised?)

• Is the employment type (fulltime; part time; casual) still current?

Once it is validated that this position must be filled, then the approval

to commence recruitment will be issued.

GETTING IT RIGHT

Getting your recruitment process right the first time

is imperative as, getting it wrong leads to a lot of

inefficiencies, loss of time and expense.

What is the impact of selecting the incorrect person

for the role?

• Negative impact on morale

• Decrease in productivity

• Expenses of advertising, outsourcing, interview

time, on-boarding costs, induction and training

time.

RECRUITMENT TIME LINES

It is necessary to understand your organisations recruitment time lines,

so that you know when to commence your recruitment process in order

to have a role filled by a target date (i.e. meet the business need)

Inefficient organisations can have a long drawn out recruitment

process. This is not a good impression to give a potential employee.

Consideration should be given to:

• Organisational goals and objectives

• Staff forecasting

• Labour market pressure and demand

• Advertising, interviewing, recruitment and induction time

JOB ANALYSIS

The first step is to conduct a job analysis for the role. A job analysis

evaluates why the “role” exists. It is not about the person. It focuses

on the role function and how this role is required to meet

organisational objectives.

It is an important first step which is often overlooked in a busy

organisation.

You must have a very clear picture of:

• why the role exists,

• what function does it provide to meet organisational objectives

• What tasks will be performed in this role

• What are the required skills, knowledge, qualifications and

experience for this role

METHODS OF JOB ANALYSIS

Some methods used for job analysis include:

• Review of job classification systems

• Supervisor interviews

• Expert panels

• Structured and open-ended questionnaires

• Observation, check list and work logs

WHAT IS A JOB DESCRIPTION?

A position (job) description defines the duties and tasks

comprising a specific job or function and identifies what a job

holder does, how it is done and why.

A position specification states the qualifications; experience; skills or

competencies; knowledge and abilities required for a person to perform

the job successfully.

The positon specification is often included in the Job Description

document.

The Job Description document will outline:

•Purpose

•Duties

•Responsibilities

TO WRITE A JOB DESCRIPTION...

1. Review the job analysis

2. Consult with stakeholders

3. Identify role tasks and duties

4. Identify role responsibilities

5. Identify qualifications required

6. Identify required competencies

7. Level of experience required

JOB DESCRIPTION SHOULD INCLUDE:

• Position Profile: the role tasks, duties,

responsibilities, qualifications,

competencies and experience

• Position summary

• Selection Criteria

• Legislation

ALIGN JOB DESCRIPTIONS AND WORKFORCE STRATEGIES

Workforce strategies may impact on the job descriptions and recruitment. For example,

if an organisational objective is to increase the workforce diversity. Then you will strive

to attract candidates from diverse cultures.

Targets for specific groups to ensure workforce diversity could include age, ethnicity,

experience, gender, qualifications, capabilities, attributes.

A targeted recruitment strategy to be relevant and compliant it needs to relate to:

• Company policies• Industry practices• Licensing requirements • Industry awards and codes• Workplace agreements• Job specifications• State and Federal Legislation such as Equal Employment Opportunity and Workplace

Health and Safety

LEGISLATION RELATING TO HR IN AUSTRALIAThere are important legislations, codes of practice and Acts that impact on the

recruitment and selection process. You must be aware of these legislations and

comply with the laws.

These include:

• Anti-discrimination Act

• Freedom of Information Act

• The Australian Human Rights Commission Act

• Federal- Fair Work Act

• Privacy Act

• Racial Discrimination Act

• Sex Discrimination Act

• Fair Work Act

• Workplace Health and Safety Act

WHS LEGISLATIONCommon to all WHS legislation in Australia are the following features:

• support for WHS in the workplace 

• provision of systems of work that are safe and without risk to health 

• prevention of injury and disease through the elimination or minimisation of

risks

• protection of the general public’s safety and health 

• workplace representation, consultation, co-operation and issue resolution

• inspectors 

• regulations 

• enforcement

Given the above there are many impacts on the recruitment, selection and

induction processes. For example, job design will need to be mindful of the

provision of system of work that are safe and without risk to health.

ANTI-DISCRIMINATION LEGISLATION

Possible impacts on recruitment, selection and induction:

• Unlawful discrimination (recruitment and selection processes)

• Unlawful harassment (recruitment and selection processes) which

can include:

• Hostile working environments (induction)

• Workplace bullying (recruitment and selection for internal

promotion)

DISCRIMINATION AND HARASSMENT IS NOT:

Workplace harassment or discrimination must not be confused with

legitimate comment and advice (including relevant negative

comment or feedback) from managers and supervisors on the work

performance or work related behaviour of an individual or group.

The process of providing feedback to staff during a formal

performance appraisal, or counselling staff regarding their work

performance, will not always be free of stress. Managers should

manage these processes with sensitivity, but they should not avoid

their responsibility to provide full and frank feedback to staff.

(https://www.humanrights.gov.au/what-workplace-discrimination-and-

harassment)

PRIVACY LEGISLATION

Privacy can refer to:

Personal information

• Information that helps identify you is personal information. This

information may include medical records, photos, videos, bank

account details, and information may include your opinions and

where you work. This includes any information that can assist you

in identifying who you are.

Your personal information privacy is different to other

concepts such as:

• Confidentiality

• Secrecy

• Freedom of information

APPROVAL TO ADVERTISE

Organisations should have a procedure in place for recruitment and

selection which will include a step to gain approval to advertise.

Before approval is given the relative authority should ensure the

content of the advertisement:

• Complies with legislation

• Aligns to the job description document

PRESENTATION SUMMARY

Now that you have completed this summary you will be able to:

1.1 Obtain approval to fill position and clarify time lines and requirement

for appointment

1.2 Assist in preparing job descriptions that accurately reflect the role

requirements, according to organisational policies and procedures and

legislation, codes, national standards and workplace health and safety

(WHS) considerations

1.3 Consult with relevant personnel about job descriptions and

workforce strategy

1.4 Assist in ensuring that job descriptions comply with legislative

requirements and reflect the organisation's requirements for a diverse

workforce

1.5 Obtain approvals to advertise position