Assessment 2: Part A
Citistores business plans include expansion in the retail market and forecasted growth in staffing requirements. With this in mind, the CEO has asked you to undertake a review of the current recruitment, selection and induction policies and procedures framework within the organisation, to ensure their alignment with organisation’s objectives, current legislation and best practice in industry.
(a) Firstly, you will need to identify current and future vacancies in the organisation. To do this you will need to refer to the information available in the staff database (in the Citistores documents folder). Extract the demographic data which will have a bearing on recruitment strategies and decisions to be made, when addressing vacancies and future recruitment needs across the organisation. This might include data on potential retirees and turnover trends. You must also include a table reflecting the current staff complement in the Perth store (on which structure of the new stores will be modelled) with projected numbers for each of the new planned stores and departments. Projections for staff in Head Office support roles must also be considered. Prepare your findings for reporting to the CEO shortly (Task 1e).
(b) The next step is the review of the recruitment system, which requires you to critically analyse Citistores’ existing policies, procedures and supporting documentation, currently used in the recruitment, selection, induction and probation processes. In the first part of your review you will need to research an external organisation and note examples of recruitment best practice in industry. Compare the examples researched with Citistores’ current Recruitment and Selection Policy (in the Citistores Documents folder) and record your findings and recommendations in the table provided (Table1). The table should reflect the issues you have identified with Citistores’ policies, procedures and documentation, as well as your recommendations, based on best practice ideas you have identified for inclusion.
Once you have completed your analysis, you must apply the changes to the Citistores Recruitment and Selection Policy, to ensure that it will provide clear guidance to stakeholders in the recruitment system and support the organisation in achieving its recruitment goals and objectives. (All changes to the policy must be highlighted, or included using the ‘Track Changes’ option in Word).
(c) Next, you will need to draft the new Recruitment, Selection, Induction and Probation Procedures to support the proposed revisions to your policy. Use the template provided (Table 2) to do this.
(d) Finally, you will need to ensure that the following supporting documents/letters, required for each of the four new procedures you have developed, are prepared, as follows:
i. Approval to Hire Form – current template requires improvements
ii. Job Analysis – current template requires instructions and one example to be included in each section, to guide managers on how to complete the document
iii. Person Specification – current template requires instructions and one example to be included in each section, to guide managers on how to complete the document
iv. Letter of Engagement (Contract) – a template must be developed for a full time, permanent employee, in a Sales Assistant position
v. Unsuccessful Applicant Letter (after interviews) – template must be developed
vi. Induction Checklist – template must be developed, which aligns with the procedure
vii. Probation Form – template must be developed, which aligns with the procedure
(e) Once you have completed your review tasks, arrange to meet with your CEO to discuss the staff projections and the findings recorded in your tables, as well as your revised policy and newly developed procedures and documents. Gain feedback and approval from your CEO on any further amendments that may need to be made to your documents and make your final amendments.
Your HR Director has instructed that the outcomes of the review of Citistores’ recruitment system must now be communicated to management and staff at Citistores to ensure that the policies, procedures are properly implemented. Accordingly, you are required to develop a promotional flyer that can be attached to an email communication to all managers and attached to staff notice boards. The flyer must be engaging, written in language appropriate to the target audience and include a synopsis of the newly created procedures and documents, as well as important changes made to the existing policies and documents. The flyer must also provide information on where to access recruitment policies, procedures and documentation. It must include HR contact details, and invite staff to seek further information on training opportunities on recruitment, selection and inductions processes in the organisation. Present your flyer to your HR Director for feedback and approval.
Assessment 2: Part B
(a) The CEO has requested an update on the progress and success of the Citistores Induction program. To facilitate the gathering of this information, you will need to:
i. develop a short participant survey where recent participants (i.e. new employees) involved in the induction process are required to provide feedback on their experience. Include an opportunity for them to offer their suggestions for improvement and to note any future training needs.
ii. develop a feedback form for managers (who have had new staff recently complete their induction) to provide feedback on the extent to which the Citistores’ induction process is meeting its objectives. Include an opportunity for them to offer their suggestions for improvement and to note any future training needs.
Provide your surveys to your HR Director for final approval.
(b) The CEO has also asked you to advise, via email, whether all departments are compliant with the requirement for all employees to attend the compulsory induction program. Check the appropriate induction records in the staff database (in Blackboard) and draft an email to the CEO setting out your findings and any recommendations you have to refine the induction policies and procedures and to ensure compliance.
It has been four months since the new recruitment policies, procedures and supporting documentation were implemented at Citistores. The HR Director has just received a complaint from a casual sales assistant regarding a part-time marketing assistant position that was recently filled without any internal advertisement. This particular employee had completed his Diploma of Marketing and was waiting to apply for the position. A brief investigation has revealed that:
• Gregory Peck was appointed to the position through an outsourced recruitment services provider that was on trial with Citistores
• The service provider no longer provides services to Citistores
• No HR staff were consulted or involved in the recruitment process
• Gregory was appointed by Peter Smith, the Marketing Director at Citistores, who is Gregory’s uncle.
The following documents related to the appointment of Gregory have also been located (in the assessment folder in Blackboard):
• Resume of Gregory Peck
• Reference letter for Gregory Peck
• Selection report for the assistant marketing position (no current position description or person specification attached)
• Letter of engagement for Gregory Peck
Carefully review the documentation and develop an email to the HR Director that sets out the following:
• A brief summary as to what appears to have transpired in the matter
• Details of the breaches of Citistores’ recruitment policies and procedures
• Details of document compliance issues you have identified
• The potential risks for Citistores as a result of these breaches
• Proposals on corrective action to be taken in this matter
• An outline of a proposed comprehensive training program on Citistores’ recruitment and selection processes, for management, which you have identified as crucial to ensure consistent and compliant practices in the future.