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Recruitment and Hiring at ADH

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Recruitment and Hiring at ADH. Provider: Sandra Thomas. Supervision 101: Update Module IV. Policy. The Arkansas Department of Health is an equal opportunity employer. Ensures equal opportunity in recruitment and hiring by: Hiring and promoting qualified applicants based on: Job Functions - PowerPoint PPT Presentation
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Slide 1*
The Arkansas Department of Health is an equal opportunity employer.
Ensures equal opportunity in recruitment and hiring by:
Hiring and promoting qualified applicants based on:
Job Functions
Continued…
Policy
Purpose
To establish departmental guidelines for the hiring of all personnel for the Department of Health.
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When the Employee Relations Section (ER) of Human Resources determines that there is underutilization, ER must determine the cause of the underutilization and whether the underutilization is the result of discrimination.
Ef ER or a court makes a finding of discrimination, Human Resources must establish a plan, subject to approval by the ADH Agency Director/designee, to remedy the discrimination.
The plan may include Affirmative Action Hiring.
Arkansas Department of Health
Knowledge, Abilities, and Skills (KAS):
The factual information base, competencies, and proficiencies determined by the State Office of Personnel Management (OPM) to be necessary for satisfactory performance of the job at entry.
Continued…
Minimum Qualifications (MQs):
The least amount of education, training, and/or experience necessary for satisfactory performance of a job at entry as established by OPM. In addition, some job classifications require professional licensure as all or part of the minimum qualifications.
Continued…
Objective statements describing the criterion level for education, training, work experience, and knowledge, abilities and skills of pre-defined well-qualified or qualified applicant groups based on the OPM qualifications, the functional job description, and the hiring official’s knowledge of the requirements of the position.
Continued…
Terms
Classifications
The system of grouping job functions established by the Office of Personnel Management.
Closing Date
The last day an application for a vacant position may be submitted.
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Eligible Applicants
All ADH employees and non-ADH employees are eligible to apply for ADH positions except for the following:
ADH employees who are on a performance probation rating of unsatisfactory.
ADH employees who have accumulated six or more disciplinary points within the past 12 months before the closing date of the position.
Employees who have not completed six months in their present position.
Continued…
Equal Employment Opportunity:
Assurance that all applicants and employees are given an equal opportunity in treatment during recruitment, selection, placement, and other related actions.
Protected Class:
A group of persons of a particular race, color, religion, sex, age, national origin, citizenship status, or disability, whom the law protects from discrimination based on that group membership.
Continued…
Functional Job Description:
A narrative description of the tasks performed and KAS’s required on a specific job, or position.
Hire Packet:
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Verification of identity.
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SAY-
All persons selected for new employment or a change of employment with the Department must submit to a drug screening as a precondition of employment.
All hiring decisions in ADH are contingent upon satisfying these conditions.
Arkansas Department of Health
SAY-
All new hires, rehires, and appointments to any position in the Arkansas Department of Health must be informed that, as a condition of employment, the employee is required to accept payment of salary or wages by electronic warrants transfer.
Arkansas Department of Health
Conditions of Employment
Employee will not apply for other ADH position until satisfactory completion of the ADH new hire probationary period or obtain a waiver.
ADH new hire employees and those employees transferring or promoted must pass a drug screen.
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SAY-
Applicants accepting employment with the Arkansas Department of Health and those transferring or promoting from one position to another within ADH, will be subject to the following conditions of employment.
Arkansas Department of Health
Conditions of Employment
ADH employees (will be identified and advised of this requirement) must pass a formal state and/or federal criminal record check.
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SAY-
Immediate family member is identified as spouse, father, mother, sibling, or child.
Former member of the Arkansas General Assembly within the past two years.
Arkansas Department of Health
Job Vacancy Requests (JVR)
The JVR system is used to fill all vacant advertised positions and must be completed and submitted with appropriate signatures for the personnel action.
Continued…
Arkansas Department of Health
Job Vacancy Requests (JVR)
First Benchmarks, Justification, and Freeze request for vacant positions must be submitted with each Job Vacancy Request (HR-1138).
Continued…
Arkansas Department of Health
Job Vacancy Requests (JVR)
HR Class and Comp will submit all Freeze Requests for job vacancies to the Office of Personnel management (OPM) for approval prior to the vacancy being advertised.
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Types of Positions
Regularly Advertised Positions
Career Service (Exempt) status grades C117 and up will be advertised for 10 working days.
Career Service (Non-Exempt) status grades C116 and below will be advertised for five working days.
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SAY-
Regularly Advertised Positions—All positions will be advertised when a vacancy occurs and HR has received all required paperwork.
Continuously Advertised Positions—Determination of Continuously Advertised Positions classifications will be based on such factors as frequency of job vacancies, availability of qualified applicants, special recruitment and departmental needs.
Arkansas Department of Health
Types of Positions
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Dates to run concurrently with the www.ARStateJobs.com website advertisements.
Starting and closing advertising dates must be included in the advertisement.
Contact should be the Recruitment Office.
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SAY-
The Recruitment section of HR must approve, in writing, all classified advertisements and media used.
The Recruitment section of HR will review the advertisement to ensure compliance with minimum qualification statements, special requirements, etc.
Arkansas Department of Health
Payment for advertisement is the responsibility of the requesting Center.
All classified advertisements will contain the phrase “An Equal Opportunity Employer (EEO/AA/M/F)” at the end of each advertisement.
Continued…
Newspaper Advertisements
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Applications are accepted for all advertised positions when position vacancies occur.
Applicants can view current job opening statewide via the internet at www.arstatejobs.com with access to a computer.
Continued…
Accepting Applications
All applications must be submitted by 4:30 p.m. on the closing date of the specific advertisement period.
Continued…
ADH Office of Human Resources
ADH Local Health Units, or
Apply via the Internet at www.arstatejobs.com
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Accepting Applications
Applicants who are submitting applications in person are responsible for ensuring that the completed application is received in the Recruitment Section of ADH Human Resources before the closing date of the advertisement.
Continued…
Accepting Applications
ALL applications picked up from health units must be mailed or faxed to:
The Arkansas Department of Health
4815 West Markham, Slot 26
Little Rock, AR 72205-3867
ADH Health Units may NOT accept completed applications.
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Internet Applications
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Regularly Advertised Positions:
Active for the period of time from the date the position opens through the closing date.
Continued…
Application Status
An application will be removed from further consideration for the position when the applicant:
Fails to attend a scheduled interview.
Cannot be contacted by the hiring official at the telephone numbers or address given.
Continued…
Application Status
Note: The hiring official is required to make at least three attempts to contact applicants by phone over a 2 day period during different times of the day.
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Recruitment will evaluate the applications for the OPM Minimum Qualifications.
Applicants will be notified of status to the email address used on arstatejobs.com:
Received
Incomplete
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Unmarried widows or widowers of veterans
To a preference in hiring over other applicants, provided the individual possesses substantially equal job qualifications.
Continued…
SAY-
ADH HR Recruitment Personnel will evaluate the documentation submitted by applicants seeking veterans’ preference and mark the application as veteran or disabled veteran.
Arkansas Department of Health
Veterans’ Preference Law
Applicants may have five points added to score if they are:
Honorably discharged war veterans and submit Form DD-214.
The widows or widowers of war veterans and submit documentation on their spouse’s enlistment, induction or entry to active duty, marriage license and death certificate.
Continued…
Veterans’ Preference Law
Applicants may have ten points added to score if they are:
Service-connected disabled war veterans and their spouses must submit Form DD-214 and a disability letter from the Veterans Administration dated within the last six months.
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Benchmarking Guidelines
When there are ten or more applicants on the list, the benchmarking method may be utilized.
There is no minimum number of applications required for each benchmark category group.
Three Groups:
Well Qualified (Normally Acceptable).
Minimally Qualified (Barely Acceptable).
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By comparing the education/training and work experience data on each application with job related benchmarks.
Arkansas Department of Health
Group C – Minimally Qualified
Basically the minimum qualifications for the job class established by OPM.
Continued…
This is the point that the preferences are added.
Preferences must be clearly stated in the job advertisement.
Continued…
This group builds on Group B.
Build on the preferences from group B.
Remember preferences must be clearly stated in the job advertisement.
NOTE: Supervisors may submit the HR-1158 (Job Description) to the Recruitment Coordinator by email to be posted in the advertisement on arstatejobs.com.
Continued…
Health Services Specialist II – Benchmark Criteria
Group A: High school plus 2 years of college/tech, 4 years working experience in office setting and customer service, 3 years Mathematical/Accounting procedures, 3 years computer skills or data entry.
Group B: High School plus 1 year college, 3 years working experience in office setting and customer service, 2 years Mathematical/Accounting procedures, 2 years computer skills or data entry.
Group C: High School diploma, 2 years of general office experience.
Continued…
Grouping
Education
Group A
The formal education equivalent of a high school diploma plus 2 years college
4 years working experience in office setting and customer service
3 years proficiency in Mathematical/Accounting procedures
3 years experience in computer skills or data entry
Group B
The formal education equivalent of a high school diploma plus 1 year college
3 years working experience in office setting and customer service
2 years in Competence Mathematical/Accounting procedures
2 years experience in computer skills or data entry
Group C
2 years general office experience
n/a
Benchmarking Guidelines
Must be written in advance of application evaluation and must be submitted with the Job Vacancy Request (JVR).
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Must be a part of the hire packet personnel record.
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Functional job description (HR-1158).
See Activity
Develop a questionnaire similar to an interview.
Ask job-related questions.
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Supplemental Application Information Questionnaire (Optional)
Mailed to all qualified applicants to be returned in a reasonable time – usually one week.
Sort into the three grouping method for Benchmarking.
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Job Advertisement.
Performance Evaluations/Merit Increases.
SAY-
Writing a job description is not a casual matter, because the contents serve as meaningful and relatively permanent guides for management actions.
There is no best way to prepare to write a job description.
However, it seems unlikely that any description could be written without being rewritten at least once after it's been allowed to set a day or two.
Most important is that the description be written in a manner which is concise and exact
Leave the details of how to accomplish a duty to your procedures manual
Use of unnecessary technical language also creates a problem
Arkansas Department of Health
Will Assist You In
Job duties that should be included in advertisements of vacant positions.
The essential functions of the job.
Writing appropriate interview questions.
List all tasks that are fundamental to the position.
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3 - 6 duty areas.
Less than 15% must be critical to the position.
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Avoid long and seldom used words.
Write as simply as you can.
Keep asking the question:
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Answer multi-line phone system.
Check office voice mail.
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Photocopy, fax and mail.
Maintain office appearance (supply room, storage, kitchen, conference rooms).
Continued…
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Works on special projects.
Sends out written material.
Arkansas Department of Health
Health Services Specialist II
Takes, transcribes, and edits dictation. Dictation may be direct, over the phone, or from a machine. Editing of dictation includes research for the completion of correspondence and/or reports involved
Handles all incoming and outgoing telephone calls, opens, reroutes, and disposes of all routine correspondence
Establishes, maintains, and revises the supervisor’s files
Maintains the supervisor’s calendars and makes appointments as instructed
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Types memos, letters, reports, charts, forms, tabs, and evaluations;
Proofreads and corrects typed material;
Prepares files;
Performs Office Duties: 30%
Answer multi-line telephone system
Process and distribute mail
Verify and ensure financial activities are correct
Secure funds collected
Obtain dual initials on End of Day reports for fees collected
Enter handwritten fee system receipts at the start of the day
Obtain approval to makes refunds
Human Relation Skills: 10%
Support agency policy
Respond to patients, staff and the public needs
Use interpersonal skills
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Three attempts must be made to contact all applicants.
Contacts must be attempted at various times over a minimum of a two-day period.
Document by recording three attempts made to notify by telephone on the Applicant Referral Form (HR-1160).
Continued…
Scheduling Interviews
Send applicants with no telephone a letter inviting them for an interview (ADH Notification Letter).
Provide alternate formats upon request (large print, audiotape, etc.).
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Arkansas Department of Health
What’s the Purpose?
Employment interviewing is the open exchange between persons of unequal status for the purpose of filling a vacancy.
Know how well a person will do on the job.
Match the person to the job.
Know the person.
Give information and get information.
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Decide or recommend who to hire.
Considering who will be hired out of a group of applicants.
Controlling the environment of the interview.
Continued…
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To maintain control of the interview, in order to get relevant information.
Balance it out
Interviewers sometimes over emphasize negative presentations or data from the applicant which may not be as “bad” as it really is.
Negative judgment stems from one or more of the interviewers’ personal beliefs, values, or perceptions of others.
Arkansas Department of Health
Responsibilities of the Interviewer
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To maintain control of the interview, in order to get relevant information.
Balance it out
Interviewers sometimes over emphasize negative presentations or data from the applicant which may not be as “bad” as it really is.
Negative judgment stems from one or more of the interviewers’ personal beliefs, values, or perceptions of others.
Arkansas Department of Health
Pitfalls to Avoid when Conducting an Interview
Failure to prepare or review the current job description as well as job requirements.
Beginning an interview without a plan.
Continued…
Permitting interruptions.
Failure to probe for objective evidence of skills; knowledge; past successes and failures; dependability; attitude toward work; co-workers; supervisors; clients.
Pitfalls to Avoid when Conducting an Interview
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Pleasant appearance.
Flexible and tolerant of others.
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Violation of EEO laws.
Biased evaluation of candidates qualifications.
Continued…
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Biases are not limited to prejudice against people because of their race, religion, or sex. They may be based on long-held beliefs or stereotypes. They may be caused by our personal tastes or idiosyncrasies. Such as bowties, University of Arkansas – Fayetteville vs. University of Arkansas – Little Rock Characteristics.
Arkansas Department of Health
Halo effect:
Is the assumption that because of one outstanding characteristic, all of an applicant’s characteristics are outstanding.
Pitchfork effect:
You assume that because one characteristic is poor, the person is not satisfactory in every aspect of his background.
Five Things the Interviewer Should Avoid
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Functional Job Description:
Ask Open ended questions.
Ask Information gathering questions.
commitment;
Explain the placement process.
Are you legally authorized to work in the U.S.?
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These two questions MUST be asked of ALL applicants interviewed for any position with the Arkansas Department of Health.
These exact questions must be included as the first two questions of the pre-determined interview questions document.
If the response to the first question is ‘NO’ and the response to the second question is ‘YES’, the hiring official should contact HR Employee Relations to determine the next step.
If the answer to the first question is ‘YES’ and the response to the second question is ‘YES’, the hiring official should contact HR Employee Relations to determine the next step.
A copy of the interview questions for all applicants must be included in the hire packet.
The Arkansas Department of Health must consistently ask these questions of ALL applicants interviewed for a position.
Also, “All offers of employment are contingent upon verification of identity and work authorization in the U.S.”
Arkansas Department of Health
QUESTIONS NOT TO ASK
Are you planning to have a baby?
Are you living with someone to whom you are not married?
Continued…
Have you used drugs in the past?
Continued…
Have you experienced any serious illness in recent years?
Have you ever been hospitalized?
Have you ever been injured on the job?
Have you ever filed a workers’ comp claim?
QUESTIONS NOT TO ASK
ADA: Medical Conditions (cont’d)
Have you ever had to miss work because of medical problems or sickness?
How often have you had to miss work to care for a sick child or other family member?
QUESTIONS NOT TO ASK
References
*
A negative reference report shall trigger further inquiry and may not be used solely to reject an applicant.
Arkansas Department of Health
Promotions
Transfers
An offer letter of conditional employment will be provided upon passing the Drug Screening Test within a 48-hour time frame.
Pre-Employment Drug Testing
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Drug and alcohol testing are used to maintain a drug free work force, and all persons selected for new employment or a change of employment with the Department must submit to a drug screening as a precondition of employment.
Arkansas Department of Health
Job Offer
Applicant with the highest KAS rating may be offered the position.
Acceptance of a position cancels all the applicant’s active applications.
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Initiate drug test and criminal record check.
Submit hire packet.
Continued…
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Prepare and mail a confirmation of hire letter to the Selectee and notice of non-selection letters to the other applicants.
Issue ADH property (ID badge, access cards, computer/IT access, etc.)
Arkansas Department of Health
Hiring Official’s Responsibilities
Make sure new employees complete HIPAA training.
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Prepare and mail a confirmation of hire letter to the Selectee and notice of non-selection letters to the other applicants.
Issue ADH property (ID badge, access cards, computer/IT access, etc.)
Arkansas Department of Health
Complete the Hire Packet
HR-1159, a list of qualified applicants,
is authorized for 30 calendar days
from the date it is sent from the
Recruitment Office. After 30 days the
hiring official may request an extension
in writing with justification to complete the hiring process.
See Hire Packet Checklist.

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