Norman Harvey Holdings' Selection Policy: Criteria And Procedures (Essay).

Linkages to legislation and other organisational policies

In this section, you must describe how privacy and confidentiality will be maintained in all aspect of this policy. You must include:

• WHY are confidentiality and privacy important to maintain regarding recruitment and selections
• WHO is accountable for privacy and confidentiality issues
• What legislation applies
• WHO is entitled to access what type of information
• WHAT processes will be used to ensure confidentiality and privacy is maintained.

In this section, you must describe and explain the issues and the processes that should be considered when selection committees/managers should consider when deciding on appropriate selection methodologies.  You should consider issues such as:

• Are you going to shortlist applications? – if so how are you going to do it?
• Are you always going to do interviews?
• If you are going to do interviews, then what sort of interviews are you proposing – will there be more than one interview?
• When will it be appropriate to do work/skill tests?
• Will you use assessment centres
• Are you going to outsource part or all of the process?

Note: this is not an exhaustive list – but you do need to think about for your organisation what is most appropriate).  

In this section, you must describe and explain the issues and the processes regarding the use of selection panels in your organisation.  You must consider issues such as:

• Composition of the selection panel
• Responsibilities  of the panel and of its members
• How are the panel members going to be trained to fulfil their responsibilities?

Note: this is not an exhaustive list – but you do need to think about for your organisation what is most appropriate).  

In this section, you must describe a full and detailed procedure for the 1st step of the recruitment process which is obtaining approval to recruit.  

You need to provide detailed and specific step by step procedures.  You will need to consider the following for each part of the procedure:

• WHAT is the action that will occur
• WHO is responsible
• WHO will be participating
• WHEN will the action/step be occurring
• WHAT type of information will be collected at each stage of the process
• HOW will the information from each part of the procedure be stored

In this section, you must describe a full and detailed procedure which will be implemented each time a vacancy arises and there will either be a need to create a new job description or revise an old one

You need to provide detailed and specific step by step procedures.  You will need to consider the following for each part of the procedure:

• WHAT is the action that will occur
• WHO is responsible
• WHO will be participating
• WHEN will the action/step be occurring
• WHAT type of information will be collected at each stage of the process
• HOW will the information from each part of the procedure be stored

In this section, you must develop a full and detailed procedure which describes how job vacancies will be advertised.

You will need to consider the following issues:

• internal advertising,
• external advertising
• you should discuss advertising the options available for advertising on the internet, e.g. use of social media, job ad websites, etc.

You need to provide detailed and specific step by step procedures.  You will need to consider the following for each part of the procedure:

• WHAT is the action that will occur
• WHO is responsible
• WHO will be participating
• WHEN will the action/step be occurring
• WHAT type of information will be collected at each stage of the process
• HOW will the information from each part of the procedure be stored

In this section, you must develop a full and detailed procedure which describes how referee reports will be utilised throughout the selection process.

Your procedure should summarise all steps from:

• why do you get the reports
• who you will be getting referee reports for
• who is responsible for getting the referee reports
• what sort of referee reports are you going to get (verbal/written)
• what do you do with them once you have them

You need to provide detailed and specific step by step procedures.  You will need to consider the following for each part of the procedure:

• WHAT is the action that will occur
• WHO is responsible
• WHO will be participating
• WHEN will the action/step be occurring
• WHAT type of information will be collected at each stage of the process
• HOW will the information from each part of the procedure be stored

In this section, you must describe a full and detailed procedure for the processes that will be used to confirm the decision of the selection panel officially.

You need to consider the following issues in your procedure:

• Does a formal report get written?  If so who write the report? – what type of information should be included in this report?
• What happens if the Selection Panel cannot agree on who should get the job?
• Who approves the selection panel report?

You need to provide detailed and specific step by step procedures.  You will need to consider the following for each part of the procedure:

• WHO is responsible
• WHO will be participating
• WHEN will the action/step be occurring
• WHAT type of information will be collected
• WHERE will the information from each part of the procedure be stored

In this section, you must describe whether or not your organisation is going to require police checks or medical checks before the successful applicant can be appointed.

You need to consider the following issues in your procedure:

• Are you going to request a police check?  If so, why is this important for your organisation, e.g. because they are going to be working with children or working with sensitive information etc.
• If you are going to do a police check – who organises this?  Who pays?  How will you do it?
• Are you going to request a medical check?  If so, why is this important for your organisation?
• If you are going to do a medical check – who organises this?  Who pays?  How will you do it?

You need to provide detailed and specific step by step procedures.  You will need to consider the following for each part of the procedure:

• WHO is responsible
• WHO will be participating
• WHEN will the action/step be occurring
• WHAT type of information will be collected
• WHERE will the information from each part of the procedure be store

In this section, you must describe a full and detailed procedure for the HOW and WHEN the successful applicant will be notified and provided with feedback.  You also need to cover how the official appointment to the position is made.

You need to consider the following issues in your procedure:

• Who is going to notify the successful applicants?
• When will this happen?
• How will this happen?
• Are you going to offer them feedback?
• After you have notified them – who, how and when will the ‘official’ appointment be made – NOTE  you should refer the Advice to Successful Applicant letter you develop in Appendix 2

You need to provide detailed and specific step by step procedures.  You will need to consider the following for each part of the procedure:

• WHO is responsible
• WHO will be participating
• WHEN will the action/step be occurring
• WHAT type of information will be collected
• WHERE will the information from each part of the procedure be stored

In this section, you must describe a full and detailed procedure for the HOW and WHEN unsuccessful applicants will be notified and provided with feedback

You need to consider the following issues in your procedure:

• Are there various points in the process when notification occurs, e.g. after shortlisting, after, interviews, at the end?
• Who is going to notify the unsuccessful applicants?
• Are you going to offer them feedback

You need to provide detailed and specific step by step procedures.  You will need to consider the following for each part of the procedure:

• WHO is responsible
• WHO will be participating
• WHEN will the action/step be occurring
• WHAT type of information will be collected
• WHERE will the information from each part of the procedure be stored

In this section, you must describe a full and detailed procedure for the management of grievances or complaints for employees who are not happy with how the recruitment and selection process has been implemented, e.g. they may be unhappy with the performance rating they have been given or how any of the procedures have been applied to them.  Please note, this is NOT a general grievance procedure – it must be SPECIFIC for recruitment and selections

You need to provide detailed and specific step by step procedures.  You will need to consider the following for each part of the procedure:

• WHO is responsible
• WHO will be participating
• WHEN will the action/step be occurring
• WHAT type of information will be collected
• WHERE will the information from each part of the procedure be stored

This paper shall entail a detailed description of the selection policy at Norman Harvey Holdings. The organization is one of the leading online retailers of furniture, computers, communication devices as well as other electronic appliances. The multinational company operates as a franchise (Ashforth and Kreiner, 2010). The management is keen on enhancing an effective work place characterized by high efficiency with minimal errors and a good return on investment. This explains why the selection policy has been put in place to ensure that the employees who finally achieve a position within the organization have the right skills, experience and attributes necessary for maintaining the company’s competitive edge especially at an international level. Proper recruitment policies therefore play a crucial role in ensuring effectiveness employees.  Selection and recruitment strategies are equally essential in enhancing quality service delivery which in turn enhances consumer satisfaction and market stability.

The job selection and recruitment policy is a detailed document which covers each level of the company’s structure. The reason why the policy has been standardized to serve all purposes is to ensure no individual is discriminated or unfairly sidelined by specific elements of the policy (Acocella, 2010). The policy regulations are therefore similar for both the managers and other employees within the organization.

The following terms are essential for a better understanding of this policy:

• Selection criteria
• Selection panel
• Personal attributes
• Academic qualifications
• Job experience
• Hiring season
• Hiring manager
• Contract details
• Termination procedure
• Motivation and reward system

Linkages to legislation and other organisational policies

The job selection and recruitment policy at Norman Harvey Holdings is framed within the confines of legislative requirements. There are employment regulations established by the government to control the procedures implemented by organizations (Collings and Wood, 2009). The policy goes in line with the employment act, salary and wages regulations and gender equality just to mention but few. The selection policy carefully factors in other organizational policies to ensure the processes do not interrupt and affect flow of policy procedures. For instance, the company has a policy which oversees motivation of employees through promotion and reward systems. The selection policy equally factors in this aspect of the organization by outlining quality service delivery and staff loyalty as one of the considerations before promotion (Arai, 2010). The selection policy is also linked with other human resource policies at the organization which include training and empowerment.

Policy Statement

The policy has been divided into three portions. The criteria for selection shall be based on education, personal attributes and experience. The details of the policy have been summarized below.

Policy Statement

Education

• The applicant needs to have at least a high school diploma
• The diploma should be attained at a college level preferably on  management  as well as other related field
• The applicant needs a certificate on computer knowledge which include MS word, Internet and Excel

Experience

• At least a two year work experience in the field for which the application is made.
• There is vital need for experience in online based management procedures and use of related technology devices.
• There is also need for experience in the legal aspects of online payments which shall serve as an added advantage.

Personality

• Good time keeping abilities

Effective communication skills   

• Need for flexibility to team dynamics and an effective leader especially during crisis
• Should be calm and sober in decision making and problem solving processes
• Appropriate leadership attributes especially on supervision and delivery responsibilities
• Need for integrity and ability to keep confidential information as private as possible.

Stakeholder Responsibilities

CEO ·The CEO is instrumental in the formulation and design of the policy.

• The CEO provides the specific guidelines along which the policy shall be formulated.
• He Forms part of the selection panel
• The CEO is to be consulted in the process of separation and termination of employee contracts

Managers and Supervisors ·The manager and Supervisors are to oversee the implementation of the policy.  

• They monitor the selection process in order to ensure that each element of the policy is strictly adhered to.
• Managers play a vital role in the separation and termination of employee contracts

HR Manager ·The HR monitors and facilitates policy reviewing and updating.

• The HR managers and their staff work with employees to identify any HR issues relevant to their work

HR Team ·The team is responsible for the delivery of communication and training strategies.

• The team has input to the development of a reward system which is linked to the selection and recruitment policy.

Unions ·Checks the policy procedures to ensure they are compliant with the quality required legal and ethical standards

• Ensures the rights of employees are addressed during the recruitment process
• Assist during cases involving applicant complaints

In order to improve the policy, there is an inevitable need for consistent evaluation and review of the policy. At Norman Harvey, the selection policy is often reviewed after a period of one year. This process is overseen by a panel comprising the CEO, Managers, and employee representatives (Bettig, 2010). The main purpose of the review and evaluation and review process is to identify and dislodge the various points of weakness within the policy. These portions are then amended and adjustment in a bid to enhance the overall effectiveness of the policy in meeting the company’s objectives (Gomez-Mejia and Robert, 2008).

Training Needs

Skills/Knowledge Required Methods for training staff in the required skill

Interview skills To impart these skills, the managers are exposed and trained through conferences, individual empowerment and exhibitions.

Communication skills This training involves managers being taken through refresher courses in communication skills, methods and approaches.

Selection skills The managers are exposed to benchmarking on the necessary selection skills which would give them the skills to identify what is required from the applicants during the recruitment process

Formal documentation Training on how to complete the various documents required in the recruitment and selection process. Documentation forms an intergral part of the recruitment process. It is important therefore for the involved parties to be equipped with the necessary skills.

Who are you going to communicate with? What issues are you going to communicate about? How will it be communicated?

Manager and Supervisors Instructions from the CEO regarding employee rights and regulations and the specific details to be communicated to the individuals below them ·Through verbal communication in a formal meeting.

• Through official letters

HR Managers Gets instructions from the manager regarding the policy requirements, rights and regulations. The communication details what needs to be implemented ·Direct verbal transmission in an official meeting.

• Through letters signed and ascertained by the CEO

Employees Receives detailed instructions from their respective supervisors regarding rights and company policy regulations. The communication also details an changes on the policy which may affect the employees ·Through circulars placed at strategic points within the organization.

• Official letters sent to individuals with details of the regulations.

Stakeholder Responsibilities

Direct verbal but formal communication.

11.Confidentiality

Confidentiality is a crucial element for successful management. The information regarding the candidates who have come up for selection ought to be kept confidential. The employee credentials and outcomes of the selection criteria shall only remain the property of the selection panel and not any other individual within the organization.

 The CEO, directors and managers are therefore solely responsible for maintaining confidentiality in relation to the selection policy (Burk and Mark, 2009). As a legislative requirement, the applicants are entitled to privacy with regard to their personal information. This implies that only the stakeholders involved in the selection process are allowed access to this form of information. The details are then stored in the company’s online database to which only the CEO and managers have access. Confidentiality is also vital in protecting the organization’s intellectual property from invasion by criminals (Klerck, 2009).

PART B – PRINCIPLES AND PRACTICES

12.Selection Methodology

The selection methodology shall involve short listing the applicants before they are invited for interviews. Gaining insight about the applicants shall therefore involve the use of interviews. The policy relies on two interviews hence the successful applicants for the first phase are contacted and invited for the second interview. In order to deduce information regarding individual personal attributes and skills, the policy shall also incorporate the use of skill tests and work tests (Dubin, 2009). To minimize the cost implications of the exercise, the process shall not be outsourced.

13.Selection Panel

The selection panel at Norman Harvey is made up of the CEO, board of directors, managers and supervisors as well as a HR manager. The panel has the collective responsibility of overseeing the selection process which starts with announcing the job vacancy, accepting applications, invitation for interviews and communication of successful applicants. To enhance their skills regarding the various elements of the selection process, the panel members are taken through a period of training on interview, communication and documentation skills (Stone, 2015).

PART C - PROCEDURES

14.Approval to Recruit

While seeking for approval for recruitment, the following procedures are followed:

• The gaps in the human resource section are identified to establish the need for replacement and possible adjustments.
• The identified shortfalls are communicated to the HR manager with recommendations for replacement or recruitment of new personnel.
• The manager, based on the situational assessment presents the needs and recommendations for employment to the general manager.
• The general manager, on discussion with the CEO and other key stakeholders identifies the need for recruitment.
• Based on the assessment, permission is accorded for the commencement of the selection and recruitment process.

15.Creating the job description

In case a vacancy arises, the organization outlines the specific problem to be resolved. Depending on the nature of the challenge, a new job description is done based on the review completed by the human resource manager. In other cases, an old one is revised to fit the nature of the problem. The job description is strictly guided by the problem to be solved hence ensuring that the end of the recruitment process leads to a long lasting resolution (Goldstein and Reese, 2010).

Evaluation and review process

16.Advertising the vacancy

This is a responsibility that is left mainly for the human resource manager after consultation with the CEO and other managers. Advertising of vacancy is done once the job description is complete. The company uses various options which include both internal and external advertisement. Circulars and notice board posts are used for internal advertisement (Wood, 2014).  However, being an online retailer, the organization conducts most of its advertisement procedures using online platforms like the social media and company website. While selecting the advertisement model, the company considers the target audience. The type of advertisement used is therefore aimed at reaching as many individuals as possible.

17.Referee Reports

Details of referees should be included in the applicants’ resume. The selection panel needs to access the referees and obtain reports from them regarding the applicants. Confirmation of information about the applicants from their referees enhances honesty and transparency. The referee reports are not necessary for every stage but only for the successful applicants shortlisted for interviews. Obtaining referee reports is a responsibility given to one of the individuals within the selection process, in most cases it is done by the manager.

18.Approval of Selection Panel Decision

This is done by the CEO and involves the following steps:

• The selection panel writes a report of the process
• The report entails a list of the suggested successful applicants

The recommendations are reviewed by the CEO and approved based on the level to which they address the objectives of the selection procedure.

19.Police/Medical Checks

Police and medical checks are necessary to obtain some background information about the employee. These details assure the organization that the employee has no bad criminal records hence possesses the right attributes. The medical checks also ensure the employee is in the right state of health to effectively perform their organizational responsibilities.

20.Notification to the Successful Applicant and the appointment process

At the end of the selection process, the successful applicants are to be notified through various channels. This includes the use of phone calls and transmission of official letters. This procedure is often done by a representative within the selection panel within a period of a week once the selection process is over. The details of appointment including date and employment terms are also communicated through a letter signed by the CEO.

21.Notification to Unsuccessful Applicants

At the end of the selection process, the unsuccessful applicants are to be notified through various channels. This includes the use of phone calls and transmission of official letters. This procedure is often done by the HR within a period of a week once the selection process is over. The procedure for giving feedbacks is documented as part of the policy

Grievance or Complaints Process

Once the selection process ends, the unsuccessful applicants may launch complaints especially when there are established breaches on the employment regulations.

 These complaints are received and addressed accordingly through the help of the company lawyers in cases where court proceedings are involved.

References

Acocella, N. (2010). Social pacts, employment and growth: Heidelberg: Springer Verlag

Ashforth, B. E. and Kreiner, G. E. (2009). How can you do it? Dirty work and the challenge of constructing a positive identity. Academy of Management Review, 24(3), pp. 413-434.

Collings, D. and Wood, G. (2009). Human resource management: A critical approach. Human resource management: 2(1), pp. 1-16

Dubin, R. (2009). The World of Work: Industrial Society and Human Relations. Englewood Cliffs: Palgrave.

Gomez-Mejia, R. and Robert, L. (2008). Management, People, performance and Change. New York: McGraw Hill

Johnason, P. (2009). Human resource management in changing organizational contexts.  Human resource management. 2(1), pp. 19-37

Klerck, G. (2009). Industrial relations and human resource management.  Human resource management. (1), pp. 238-259.

Stone, R. (2015). Human Resource Management. Milton: John Wiley

Wood, J. (2014). Organisational Behavior: A Global Perspective. Milton: Wiley.