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You are the Fellowship Programme Coordinator. You are responsible for scheduling and organising the new Fellow recruitment. The required outcome is a shortlist of candidates who successfully complete all stages and that we then present to our government partners to select.

There are various stages to the process:

  • Application period
  • Skype interviews
  • Panel interviews
    • In two locations: UK (OPM’s office in Oxford) and South Africa (OPM’s office in Pretoria)
  • Shortlist and presentation to government partners

Use the following assumptions when planning:

  1. We receive 100 applications
  2. We conduct 30 Skype interviews
  3. We conduct 20 interviews in person (10 in UK and 10 in South Africa)

Other assumptions:

  1. The panel interviews have a panel of three people: two internal to OPM, one external
  2. Two staff from the UK office will travel to South Africa for the panel interviews
  3. One external will travel from Kenya to South Africa for the panel interviews there
  4. Applications will open on 01 December for two months
  5. The final list of candidates from the panels will be finalised by 31 May

You need to produce three products as part of the planning:

  1. A workplan (including timeline) for the recruitment process
  2. A first draft budget to accompany the workplan
  3. A draft email for candidates unsuccessful at the first round of interview (Skype)
Stages in the Process

Recruitment is the most important and critical activity for any of the organisation. It is essential for the businesses to execute an effective plan for conducting recruitment processes and extract positive and efficient results out of it. The below report depicts the details about the process to follow for the recruitment of new candidates. It includes the work plan of recruitment, budget and the timeframe required for the entire process.

The recruitment process for hiring new candidates includes the activities such as receiving an application, conducting an interview through Skype, panel interviews, shortlisting the candidates and finalising the same. The management initiates the acquirement of applications where nearly about 100 applications are invited for the recruitment (Vogt and et al., 2018). The application would be classified on the basis of the requirements, and 30 candidates would be selected for Skype interviews. Further 20 candidates out of the interview would be selected for personal interviews where 10 in UK and ten interviews in South Africa would be commenced. Planning for the recruitment requires to be focused in many ways like cost and time efficiencies resulting in the fruitful process for the business. It would also include the travelling of professionals from the UK to South Africa for initiating panel interviews. One external expert would also travel from Kenya to South Africa to be a part of the panel interview.  The recruitment process would take almost 2 to 3 months to be completed and avail the required candidates. The recruitment authorities would ensure that the process is carried out systematically and reach towards the goals efficiently (Babu and Rao, 2018). 

The recruitment process includes the wide range of activities which requires substantial financial resources and planning of the same. It is essential to manage the financial resources effectively so that to balance the fund and make optimum use out of it (Wilson and et al., 2018). Preparing a budget requires having a list of activities to be undertaken throughout the process and make sure about the completion of the same.  It is estimated that the entire recruitment process would consume almost $6000 overall (Stockman and Van Hoye,  2017).  Following is the budget for recruitment process:

Activities

Amount

Telephone calls (Skype)

$ 200

Internet

$300

Accommodation

$500

Flights

$1000

Accommodation for Candidates

$500

Flights for Candidates

$1000

Visa Costs

$1500

Catering

$500

Printings

$500

Total

$6000

The unsuccessful candidates would be informed with the help of email about their rejection in the first round of interview, i.e. Skype interview. The candidates who are not shortlisted at the first round of interview would be communicated with the mail so that to make them sure about the further activities (Nadda and et al., 2017). Following is the mail:

Assumptions

Hello candidates,

This is to inform you that with the completion of first round of interview, the selection of candidates is completed. Here it is stated that you are not selected for the specific vacancies as do not fulfil the requirement of the job roles. The HR managers seek more specific knowledgeable and appropriate candidates for the vacancies. It is important to meet the roles and job description of the fellowship so that to justify the responsibilities effectively. This is positive feedback and must be taken as the information (Vinayaka and Ramaswamy, 2017). Wishing good luck for your future opportunities and making sure to make your ways towards new avenues.

With regards,

HR team

Application phase

Below is the detailed arrangement of activities and schedule of the entire recruitment process. It depicts the framework of time consumption and the activities to be carried out for the fellowship programme (David and et al., 2017). It is essential for the managers to follow the tasks and manage to accomplish the same within the set period.

Table 1: Project plan for recruitment process

WBS

Task Name

Duration

Start

Finish

Predecessors

1

New Fellow Recruitment Project

152 days

Thu 11/1/18

Fri 5/31/19

2

   Arrange and diaries a meeting with manager

1 day

Thu 11/1/18

Thu 11/1/18

3

   Meeting with manager/s for a planning

3 days

Fri 11/2/18

Tue 11/6/18

2

4

   Create a Doodle Poll for application

4 days

Wed 11/7/18

Mon 11/12/18

3

5

   Notify committee

1 day

Tue 11/13/18

Tue 11/13/18

3,4

6

   Checking of invitation

3 days

Wed 11/14/18

Fri 11/16/18

3,5

7

   Set up a meeting in the calendar

5 days

Mon 11/19/18

Fri 11/23/18

6

8

   Interview dates for Skype

3 days

Mon 11/26/18

Wed 11/28/18

3,7

9

   Notify committee of Doodle

1 day

Mon 11/26/18

Mon 11/26/18

7

10

   Check invited accept the invitation for both interviews

1 day

Thu 11/29/18

Thu 11/29/18

8

11

   Set up a meeting with selection committee

1 day

Fri 11/30/18

Fri 11/30/18

9,10

12

   Book the venue for the selection committee

4 days

Thu 11/29/18

Tue 12/4/18

8

13

   Book the venues for the in person interviews in Oxford and Pretoria and arrange catering

5 days

Fri 11/30/18

Thu 12/6/18

10

14

   Check flights and accommodation options

25 days

Fri 12/7/18

Thu 1/10/19

12,13

15

   Communicate with the Kenyan Agent regarding flights and accommodation. Get necessary information for visa.

3 days

Fri 11/30/18

Tue 12/4/18

10

16

   Apply for South African Visa for Kenyan agent as this can take up to 3 months

24 days

Wed 12/5/18

Mon 1/7/19

12

17

   Communicate with Oxford Agents for travel to Pretoria and accommodation

7 days

Fri 1/11/19

Mon 1/21/19

14

18

   Visa in place, arrange Travel for Kenyan Agent to Travel to Pretoria and accommodation

30 days

Fri 12/7/18

Thu 1/17/19

13,15

19

   Place job advertisement

7 days

Tue 1/8/19

Wed 1/16/19

16

20

   Applications received

45 days

Mon 12/3/18

Fri 2/1/19

10,11

21

   Final applications for review to shortlist

10 days

Tue 1/22/19

Mon 2/4/19

17

22

   Prepare an email for all first round

2 days

Fri 1/18/19

Mon 1/21/19

18

23

   Present email and candidate

5 days

Tue 2/5/19

Mon 2/11/19

20,21

24

   Send emails to candidates

2 days

Tue 2/12/19

Wed 2/13/19

23,22

25

   Ensure each response is recorded on the spreadsheet

15 days

Thu 2/14/19

Wed 3/6/19

23,24

26

   Making arrangements for the Skype Interview

10 days

Thu 3/7/19

Wed 3/20/19

25

27

   Conducting Skype Interview

6 days

Thu 3/21/19

Thu 3/28/19

26

28

   Short listing process

2 days

Fri 3/29/19

Mon 4/1/19

27

29

   Making preparation for the final Panel interview

10 days

Tue 4/2/19

Mon 4/15/19

28

30

   Panel Interviews of selected candidates

7 days

Tue 4/16/19

Wed 4/24/19

29

31

   Short listing process

5 days

Thu 4/25/19

Wed 5/1/19

30

32

   Final selection of the candidates

12 days

Thu 5/2/19

Fri 5/17/19

31

33

   Documentation and project closing

10 days

Mon 5/20/19

Fri 5/31/19

32

Figure 1: Gantt chart

Gantt chart is one of the important project management tool that helps in monitoring the progress of the every activity of the project. It shows the start and end date of the whole project. As per the above project schedule and Gantt chart report has found that fellowship recruitment project will start on 1st November 2018 and final select of the candidates will be completed on 31st May 2018. Therefore, this project will finish in 152 days and this duration will comprise the preparation and implementation of the whole recruitment fellowship programme.

Conclusion

The above report concludes with the activities to be conducted throughout the recruitment process. The work plan, budgeting and time frame plays an important role in making the recruitment process successful and avail positive results out of the same. References

References:

Babu, N.V. and Rao, A.V., 2018. RECRUITMENT STRATEGIES IN MANAGING/EFFECTING THE RECRUITMENT PROCESS. PARIPEX-INDIAN JOURNAL OF RESEARCH, 7(5).

David, R., Banerjee, P. and Ponnam, A., 2017. Risks perceived regarding recruitment process outsourcing: stakeholder concerns. Journal of Global Operations and Strategic Sourcing, 10(1), pp.112-136.

Nadda, V., Rafiq, Z. and Tyagi, P., 2017. Effectiveness and Challenges of Recruitment process outsourcing (RPO) in the Indian Hotel Sector. International Journal of Academic Research in Business and Social Sciences, 7(2), pp.218-236.

Stockman, S. and Van Hoye, G., 2017. Social Recruiting: Word-of-Mouth in the Recruitment Process. In European Association of Work and Organizational Psychology-Enabling Change through Work and Organizational Psychology.

Vinayaka, M. and Ramaswamy, S., 2017. Recruitment Process and Practices Undertaken in IT Sector: A Comparative Analysis of Selected Indian and MNC Companies. Imperial Journal of Interdisciplinary Research, 3(2).

Vogt, L.J., Ruehlin, M., Gisi, D., Imoberdorf, R., Pless, M. and Ballmer, P.E., 2018. Recruitment process of a multimodal study and reasons for refusal participation in palliative cancer patients. Clinical Nutrition, 37, pp.S310-S311.

Wilson, C., Rooshenas, L., Paramasivan, S., Elliott, D., Jepson, M., Strong, S., Birtle, A., Beard, D.J., Halliday, A., Hamdy, F.C. and Lewis, R., 2018. Development of a framework to improve the process of recruitment to randomised controlled trials (RCTs): the SEAR (Screened, Eligible, Approached, Randomised) framework. Trials, 19(1), p.50.

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"Process For New Fellow Recruitment - Work Plan, Budget And Timeline." My Assignment Help, 2021, https://myassignmenthelp.com/free-samples/fblu046-business-management/work-plan-for-the-recruitment-process.html.

My Assignment Help (2021) Process For New Fellow Recruitment - Work Plan, Budget And Timeline [Online]. Available from: https://myassignmenthelp.com/free-samples/fblu046-business-management/work-plan-for-the-recruitment-process.html
[Accessed 19 June 2024].

My Assignment Help. 'Process For New Fellow Recruitment - Work Plan, Budget And Timeline' (My Assignment Help, 2021) <https://myassignmenthelp.com/free-samples/fblu046-business-management/work-plan-for-the-recruitment-process.html> accessed 19 June 2024.

My Assignment Help. Process For New Fellow Recruitment - Work Plan, Budget And Timeline [Internet]. My Assignment Help. 2021 [cited 19 June 2024]. Available from: https://myassignmenthelp.com/free-samples/fblu046-business-management/work-plan-for-the-recruitment-process.html.

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