Best Practice Recruitment Selection Methodology And Tools

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best practicerecruitmentselectionmethodologyand tools

best practicerecruitmentselectionmethodologyand tools

Copyright State Government of Victoria State Services Authority 2007ii best practice recruitment selection methodology and tools—

The Victorian Government has vested the State Services Authority with functions designed tofoster the development of an efficient, integrated and responsive public sector which is highlyethical, accountable and professional in the ways it delivers services to the Victorian community.The key functions of the Authority are to:identify opportunities to improve the delivery and integration of government services and report onservice delivery outcomes and standards;promote high standards of integrity and conduct in the public sector;strengthen the professionalism and adaptability of the public sector; andpromote high standards of governance, accountability and performance for public entities.The Authority seeks to achieve its charter by working closely and collaboratively with public sectordepartments and usat the State Services AuthorityEmail: (03) 9651 1321Fax: (03) 9651 0747Postal Address:3 Treasury PlaceMelbourne 2007best practice recruitment selection methodology and tools— iii

5 best practice recruitment selection methodology and tools—

table of contents1 introduction. 31.1 purpose of this tool kit . 31.2 project context . 31.3 eRecruitment . 42 what is best practice? . 52.1 best practice recruitment selection process. 53 outline of this tool kit . 84 planning. 10overview of best practice . 10tools and techniques . 11P1: planning template. 12P2: assessment plan . 16additional resources and links. 175 job analysis . 18overview of best practice . 18tools and techniques . 19J1: job analysis process flow diagram. 20J2: how to determine the required knowledge, skills and attributes . 22J3: how to determine job outcomes or key result areas. 24J4: how to develop key selection criteria . 25J5: assessing person-organisation fit. 27J6: developing/revising position descriptions . 28position description template . 29additional resources and links. 316 recruitment – attraction . 32overview . 32factors for consideration . 32screening and short-listing. 35overview of best practice . 35tools and techniques . 36S1: standard application form. 37S2: short-listing plan . 38

additional resources and links. 397 interviewing and additional assessment . 40overview of best practice . 40tools and techniques . 42I1: turning key selection criteria into behaviour oriented interview questions . 43I2: how to use a descriptively anchored rating scale . 44I3: interview scoring template . 45I4: additional assessment techniques . 47additional resources and links. 508 reference checking. 51overview of best practice . 51tools and techniques . 52R1: reference check template. 53additional resources and links. 559 making a selection decision . 56overview of best practice . 56tools and techniques . 58M1: individual applicant scoring template . 59M2: comparative applicant scoring template . 61additional resources and links. 6310 onboarding. 64overview of best practice . 64tools and techniques . 65O1: structured induction process . 66O2: the buddy system . 70O3: managing job expectations . 72O4: probation periods. 73additional resources and links. 7411 gap analysis assessment tool . 7512 cost benefit tool. 78appendix A glossary of terms . 79ii best practice recruitment selection methodology and tools—

1 introduction1.1 purpose of this tool kitThis tool kit has been prepared to assist the the Victorian Public Service (VPS) and the broaderpublic sector (Sector) in the application of best practice in the recruitment selection process.This tool kit represents an end-to-end best practice recruitment selection process, from the start ofthe process (i.e. planning) to the end (i.e. evaluation).Tips, tools and techniques have been produced to assist human resources practitioners to workwith line management in the application of best practice recruitment selection. They can beadapted to suit specific organisation needs.1.2 project contextThe State Services Authority’s (SSA) publication Future directions for workforce planning: actionsto improve workforce planning outcomes across the Victorian Public Sector assessed the extent ofworkforce planning challenges facing the VPS and the Sector and proposed six strategic goals.One of these is to improve attraction and recruitment strategies.This approach is supported by the findings of the Victorian Auditor-General in his report: In goodhands: smart recruiting for a capable public sector (June 2005). The Victorian Auditor-General’sreport found that new and varied methods are needed to assess the suitability of applicants fordifferent positions.Arising from the recommendations outlined in the above mentioned reports, the SSA undertook aproject which involved two components: a literature review that identifies best practice and relevant models of recruitment selectionprocesses development of a methodology and tool kit to assist the VPS and the Sector with recruitmentselection.The SSA commissioned Monash University’s Associate Professor of Psychology, Psychiatry andPsychological Medicine, Sally A. Carless to undertake the literature review. The researchdocument Literature review on best practice recruitment selection techniques (Carless Report)identified best practice for each phase of the recruitment selection process.The SSA with Deloitte and SACS Consulting developed a methodology and tool kit based on bestpractice. Information from the Carless Report was used to: analyse current recruitment selection practice in the VPS against identified best practice develop tools based on best practice to assist human resources practitioners.The SSA will use this tool kit to promote best practices in recruitment selection techniques acrossthe VPS and Sector.3 best practice recruitment selection methodology and tools—

1.3 eRecruitmenteRecruitment is an online system that provides recruiting processes to attract, screen and recruitsuitable job candidates. eRecruitment can reduce the cost of the recruitment process, time takento identify candidates and process the best candiate/s. The Victorian Government has invested inan eRecruitment system which can be used with the tips, techniques and templates provided inthis tool kit.For example, the eRecruitment system contains a standard application form that human resourcespractitioners can tailor to their needs. The eRecruitment system also includes a talent poolfunctionality, which includes details of candidates who can be contacted to apply for VPSpositions.Human resources practitioners can contact the SSA to determine how they can utilise therecruitment selection functionality in the eRecruitment system.4 best practice recruitment selection methodology and tools—

2 what is best practice?The Carless Report considers best practice from the perspective of predicting who would be thebest person for a role using a variety of selection methodologies.The tips, tools and techniques in this tool kit have been developed to assist in selecting the bestperson for a role. Applying best practice aligns with equity priciples, meaning that existingemployees are treated fairly and reasonably as only job related factors are considered in therecruitment selection assessment. In doing this, merit and other employment principles areinherent in the best practice recruitment selection process.More information about the Victorian public sector merit and other employment principles andstandards can be accessed on the SSA website at best practice recruitment selectionprocessA clearly defined methodology for recruitment selection processes helps ensure that all necessaryelements are given due consideration and occur in a timely and efficient manner to support aneffective yet swift selection process. Figure 1 provides an end-to-end best practice recruitmentselection process based on research.Figure 1 outlines the main process steps for each stage of the recruitment selection process: Stages 1 and 2 include the recruitment activities that occur prior to assessing candidates forselection i.e. planning the recruitment selection process, undertaking job analysis to determinethe recruitment criteria and developing key selection criteria and position descpritions basedon the job analysis.Attraction is undertaken in Stage 2. The tool kit provides a short overview of keyconsiderations for advertising. However, as attraction is a large subject area on its own, thistool kit provides some tips (in P1: Planning template) but does not comprehensively cover thisstage of the recruitment process. Stage 3 includes the specific selection steps which take place to make a selection decision i.e.the selection methods to make the right decision. Stage 4 includes the steps that need to take place to support the selection decision.Onboarding and evaluation of the selection methods and process are integral to a goodrecruitment selection process.The “activity” row includes key broad tasks associated with each step in the recruitment process.The “tools” row includes the references to the templates available in this tool kit to support theparticular recruitment selection step. For example, P1 refers to the planning template that isavailable in section 4 of this tool kit. The templates in this document also make reference to theother relevant tools provided in this tool kit by referring to the letter and number i.e. P1.5 best practice recruitment selection methodology and tools—

The timeline1 outlined in Figure 1 are the recommended timeframes for each stage of therecruitment selection process. Basing recruitment activity on these timeframes provides a moreefficient process for both the organisation and the applicants.TIP :Add specific mandatory checks e.g. police checks into the process outlined in Figure 1 as relevant to yourorganisation. For example for child protection roles, applicants should have either completed police check toapply for the role or only candidates who reach interview stage would be asked to undergo a police check.1The timeframes are based on the Australian Public Service Commission’s publication Better, Faster: streamliningrecruitment in the APS.6 best practice recruitment selection methodology and tools—

Figure 1 Best practice recruitment selection processTimelineToolsActivityProcessStage 1Planning Planselectionprocess eother peopleinvolved inselectionprocessP1P2Day 1Job analysis Collate tasks,and KSArequired toperform therole Prioritise themostimportanttasks/KSAStage 2Positiondescription&key selectioncriteria Turn tasks/KSAinto KSC DeveloppositiondescriptionStage 3Stage ionprocessReferencecheckSelectiondecision Identifyand attracta poolof qualifiedcandidates Use astandardapplicationform Conductinterviewand/or otherassessmenttechniques Undertakereferencechecking Combineselectiondata Arrange astructuredinduction Use ratingmethod toscoreresponses Identifyapplicantwho bestmeets theselectioncriteria. Arrange abuddy Record andacknowledgeapplications Develop ashort-listingplan Developassessmentsmeasuringthe tasks/KSA Use aratingmethod toassessapplicantsOnboardingEvaluation Evaluateselectionprocesses Obtain formalfeedback fromnew starter Monitor andmanageprobationJ1J2J4J6Day 2Day 3S1S2Week 1-4Week 4I1I2I3I4Week 5R1M1M2Week 5Week 5O1O2O3O4Week 7OngoingKSAs knowledge, skills and attributesKSC key selection criteria7 best practice recruitment selection methodology and tools—

3 outline of this tool kitThis tool kit follows the best practice recruitment selection process outlined in Figure 1 (see above)and provides further information on how to undertake the following key process steps:Planningplanning should take place prior to any recruitment selection process.Job analysisjob analysis is critical to selection best practice. It involves analysing the job tounderstand it in terms of the requisite knowledge, skills, and attributes that willresult in successful outcomes.Screening and short-listingscreening and short-listing supports an efficient assessment process ofapplicants through assessing candidates against relevant criteria to reducing theapplicant pool to a more manageable size.Interviewing and additionalassessmentbehaviourally based interviewing techniques and additional assessments (i.e.psychometric assessments) give a rounded understanding of applicants andinsight into past experience.Reference checkingreference checking is used to clarify and confirm information gathered throughthe other stages by asking structured questions of an applicant’s formeremployers and the like.Selection decisionstatistically combining recruitment selection data (by aggregating applicants’scores) rather than making a global decision about the best applicant is the mosteffective method of decision making.Onboardinga formal onboarding program facilitates a newcomer’s adjustment into anorganisation, which in turn positively influences job performance and intention toremain.Each section in the tool kit is supported by: a summary overview of what constitutes best practice for each recruitment selection stage tips, tools and templates to assist in the implementation of best practice recruitment selection techniquesand practices reference to additional resources.The accompanying CD includes: the research document Literature review on best practice recruitment selection techniques this tool kit the cost benefit tool and user guide user friendly templates referred to in the tool kit.additional toolsGap analysis assessment toolcan be used to assess and score recruitment selection processes against thosedefined as best practice. This tool assists in identifying recruitment selectionareas for practice recruitment selection methodology and tools—8

Cost benefit toolcan be used to calculate the incremental value of the application of best practice.This tool assists understanding the costs and benefits of changing from existingrecruitment selection techniques to those identified as best practice.A glossary of terms is included in Appendix practice recruitment selection methodology and tools—9

4 planningoverview of best practicePlanningJ

2.1 best practice recruitment selection process A clearly defined methodology for recruitment selection processes helps ensure that all necessary elements are given due consideration and occur in a timely and efficient manner to support an effective yet swift selection process. Figure 1 provides an end-to-end best practice recruitment

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