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BSBHRM405

Support the recruitment, selection and induction of staff

Learner Workbook

Table of Contents

Table of Contents 2

Candidate Details 3

Assessment – BSBHRM405: Support the recruitment, selection and induction of staff 3

Competency Record to be completed by Assessor 4

Observation/Demonstration 5

Activities 6

Activity 1A 6

Activity 1B 7

Activity 1C 10

Activity 1D 11

Activity 1E 12

Activity 2A 13

Activity 2B 14

Activity 2C 15

Activity 2E 19

Activity 2F 20

Activity 3A 21

Activity 3B 23

Activity 3C 24

Activity 3D 26

Activity 3E 27

Activity 3G 30

Activity 3H 31

Activity 4A 33

Activity 4B 34

Activity 4C 35

Skills and Knowledge Activity 36

Major Activity 39

Candidate Details

Assessment – BSBHRM405: Support the recruitment, selection and induction of staff

Please complete the following activities and hand in to your trainer for marking. This forms part of your assessment for BSBHRM405: Support the recruitment, selection and induction of staff.

Name: _____________________________________________________________

Address: _____________________________________________________________

_____________________________________________________________

Email: _____________________________________________________________

Employer: _____________________________________________________________

Declaration

I declare that no part of this assessment has been copied from another person’s work with the exception of where I have listed or referenced documents or work and that no part of this assessment has been written for me by another person.

Signed: ____________________________________________________________

Date: ____________________________________________________________

If activities have been completed as part of a small group or in pairs, details of the learners involved should be provided below:

This activity workbook has been completed by the following persons and we acknowledge that it was a fair team effort where everyone contributed equally to the work completed. We declare that no part of this assessment has been copied from another person’s work with the exception of where we have listed or referenced documents or work and that no part of this assessment has been written for us by another person.

Learner 1: ____________________________________________________________

Signed: ____________________________________________________________

Learner 2: ____________________________________________________________

Signed: ____________________________________________________________

Learner 3: ____________________________________________________________

Signed: ____________________________________________________________

Competency Record to be completed by Assessor

Learner Name: _______________________________________________________

Date of Assessment: _______________________________________________________

The learner has been assessed as competent in the elements and performance criteria and the evidence has been presented as:

Assessor Initials

Authentic

Valid

Reliable

Current

Sufficient

Learner is deemed: COMPETENT NOT YET COMPETENT (Please circle)

If not yet competent, date for re-assessment: ____________________________________

Comments from Trainer / Assessor:

__________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________

Assessor Signature: ________________________________________________________

Observation/Demonstration

Throughout this unit, you will be expected to show your competency of the elements through observations or demonstrations. Your instructor will have a list of demonstrations you must complete or tasks to be observed. The observations and demonstrations will be completed as well as the activities found in this workbook. An explanation of demonstrations and observations:

Demonstration is off-the-job

A demonstration will require:

Performing a skill or task that is asked of you

Undertaking a simulation exercise

Observation is on-the-job

The observation will usually require:

Performing a work based skill or task

Interaction with colleagues and/or customers

Your instructor will inform you of which one of the above they would like you to do. The demonstration/observation will cover one of the unit’s elements.

The observation/demonstration will take place either in the workplace or the training environment, depending on the task to be undertaken and whether it is an observation or demonstration. Your instructor will ensure you are provided with the correct equipment and/or materials to complete the task. They will also inform you of how long you have to complete the task.

You should be able to demonstrate you can:

1. Plan for recruitment

2. Plan for selection

3. Support selection process

4. Induct successful candidate.

You should also demonstrate the following skills:

Reading

Writing

Oral communication

Navigate the world of work

Interact with others

Get the work done

Activities

Activity 1A

Estimated Time

15 Minutes

Objective

To provide you with an opportunity to obtain approval to fill position, clarify time lines and requirement for appointment.

Activity

What do you need to consider when you are developing a time line?

Activity 1B

Estimated Time

30 Minutes

Objective

To provide you with an opportunity to assist in preparing job descriptions that accurately reflect the role requirements, according to organisational policies and procedures, legislation, codes, national standards and work health and safety (WHS) considerations.

Activity

Individually or in pairs, discuss the following questions:

What is a job description? What does a job description do?

What do 'consult', 'reflect', 'confirmation', 'prioritise' and 'keep it current' mean to you?

Consult

Reflect

Confirmation

Prioritise

Keep it current

You have discovered that a member of your team does not have a job description. Develop a job description under the headings of:

· Position profile

· Position summary

· Selection criteria

· Legislation/ codes of practice/awards & enterprise agreements/professional associations

· Standards

Activity 1C

Estimated Time

Minutes

Objective

To provide you with an opportunity to consult with relevant personnel about job descriptions and workforce strategy.

Activity

Individually or in pairs, discuss the following questions:

It is important that you consult with personnel about job descriptions. Who can give you the best responses?

Why is it important to make sure that you comply with legislation when you develop a job description?

Activity 1D

Estimated Time

20 Minutes

Objective

To provide you with an opportunity to assist in ensuring that job descriptions comply with legislative requirements and reflect the organisation's requirements for a diverse workforce.

Activity

Individually or in pairs, discuss the following questions:

What laws should you not contravene in a job description?

When can unlawful discrimination happen in the workplace?

What is privacy?

Activity 1E

Estimated Time

20 Minutes

Objective

To provide you with an opportunity to obtain approvals to advertise position.

Activity

Individually or in pairs, discuss the following questions:

Why is it important to obtain approval to advertise a position?

What type of candidates should approval for internal positions include?

What benefits does job sharing offer?

Activity 2A

Estimated Time

30 Minutes

Objective

To provide you with an opportunity to choose appropriate channels and technology to advertise vacancies and/or identify potential talent pool.

Activity

Individually or in pairs, discuss the following questions:

What channels and technology have you used/are accessible to you to advertise vacancies?

What are the pros and cons of each?

Activity 2B

Estimated Time

30 Minutes

Objective

To provide you with an opportunity to advertise vacancies for staffing requirements according to organisational policies and procedures.

Activity

Individually or in pairs, discuss the following questions:

You have been asked to advertise a professional position. What is the best way to reach the best personnel?

When you write an advertisement what should you not forget?

What is outsourcing?

Why do organisations outsource?

Activity 2C

Estimated Time

20 Minutes

Objective

To provide you with an opportunity to consult with relevant personnel to convene selection panel and to develop interview questions.

Activity

Individually or in pairs, discuss the following questions:

Who are the relevant personnel that you should consult with to convene a selection panel?

Why may a committee be required for a selection panel?

What should a panel member do if there is a conflict of interest in the selection process?

Activity 2D

Estimated Time

30 Minutes

Objective

To provide you with an opportunity to assist in ensuring that interview questions comply with legislative requirements.

Activity

Individually or in pairs, discuss the following questions:

You have resigned from your position at work.

Briefly explain your role.

Now pretend that you are going to interview a person for the role.

Complete the following tasks in regards to the outline for your position described above.

You have been asked to design an interview plan. Develop an interview plan for your position.

· Type of interview

· Objectives

· Approach and style

· Format

· Subjects

What legislative requirements do you need to consider when you develop the interview plan?

Ask seven different types of questions for your job role which you could use during the interview if candidates do not demonstrate sufficient experience in your position?

Activity 2E

Estimated Time

20 Minutes

Objective

To provide you with an opportunity to assist in short-listing applicants.

Activity

Individually or in pairs, discuss the following questions:

When you match criteria, what may the panel be matching?

With a colleague, you are to use the score rating below to determine which worker is the best person for the role of administrative retail clerk. Use the space provided to determine which worker you would recommend.

Consider why and where you would put them.

1 = No skills

2= A few skills

3 = Average skills

4 = Above average skills

5 = Superior skills

Paul

Name

1

2

3

4

5

Retail

Key Board Skills

Customer Service

Mary

Name

1

2

3

4

5

Retail

Key Board Skills

Customer Service

Peter

Name

1

2

3

4

5

Retail

Key Board Skills

Customer Service

Activity 2F

Estimated Time

20 Minutes

Objective

To provide you with an opportunity to schedule interviews and advise relevant people of times, dates and venues.

Activity

Individually or in pairs, discuss the following questions:

Your organisation's procedures are to schedule interviews for the following Monday between 10.00am and 3.00pm at the Vaseline Centre, 56 Dry Hurst Street, Carlisle, NSW 2056.

You must ring the client and book the appointment. Write a dialogue for the telephone calls below.

Design an email dialogue that you will send to the candidate.

Activity 3A

Estimated Time

20 Minutes

Objective

To provide you with an opportunity to participate in interview process and assess candidates against agreed selection criteria.

Activity

Individually or in pairs, discuss the following questions:

Why is it important to make sure that the candidate is comfortable during the interview?

In your own words, briefly explain the steps of the interview process, including opening the interview, The stages of the interview to the interviews close.

Prepare for the interview

Opening the interview

Stages of the interview

Activity 3B

Estimated Time

15 Minutes

Objective

To provide you with an opportunity to discuss assessment with other selection panel members.

Activity

Individually or in pairs, discuss the following questions:

Why do you think it is important to thank the candidates for coming to the interview?

Who are the key stakeholders in the assessment of the candidates?

Activity 3C

Estimated Time

20 Minutes

Objective

To provide you with an opportunity to correct any biases or deviations from agreed procedures and negotiate for preferred candidate.

Activity

Individually or in pairs, discuss the following questions:

What are the aims of the applicant in the interview process?

What should occur straight after an interview?

What is the purpose of structured communication during the consensus?

Activity 3D

Estimated Time

20 Minutes

Objective

To provide you with an opportunity to contact referees for referee reports.

Activity

Individually or in pairs, discuss the following questions:

Why do you need to obtain permission from the candidate before you contact a referee?

Briefly explain the steps to obtaining a reference for a candidate. Include the steps you would follow for a telephone interview.

Activity 3E

Estimated Time

20 Minutes

Objective

To provide you with an opportunity to prepare selection report and make recommendations to senior personnel for appointment.

Activity

Individually or in pairs, discuss the following questions:

What is the purpose of a selection report?

What is the selection report a report of?

If there is no suitable applicant, should the company make do with the second best choice? Why? Why not?

What should you do if you provide feedback on the candidates’ application?

Activity 3F

Estimated Time

10 Minutes

Objective

To provide you with an opportunity to advise unsuccessful candidates of outcomes and respond to any queries.

Activity

Individually or in pairs, discuss the following questions:

How would you advise a candidate that you are unsuccessful in their application?

Activity 3G

Estimated Time

15 Minutes

Objective

To provide you with an opportunity to secure preferred candidate's agreement.

Activity

Individually or in pairs, discuss the following questions:

What could be the impact if the recruitment process is too long?

What can happen if an agreed salary cannot be agreed upon? How can you ensure that this problem does not arise?

Activity 3H

Estimated Time

20 Minutes

Objective

To provide you with an opportunity to complete necessary documentation according to organisational procedures, observing confidentiality and privacy requirements.

Activity

Individually or in pairs, discuss the following questions:

What documentation may you be charged with processing when a candidate has been chosen?

What should you do with confidential waste when you no longer need to keep it?

If you decide to keep a record of the candidates’, what should you do? How should it be secured? Why?

Activity 4A

Estimated Time

20 Minutes

Objective

To provide you with an opportunity to provide successful candidate with employment contract and other documentation.

Activity

Individually or in pairs, discuss the following questions:

What is a letter of offer?

How many copies of the employment contract are usually sent with the contract of employment? Why?

List the information that you will provide the candidate with?

Activity 4B

Estimated Time

20 Minutes

Objective

To provide you with an opportunity to advise manager and work team of new appointment; and advise managers and staff of candidate's starting date and make necessary administrative arrangements for pay and employee record keeping.

Activity

Individually or in pairs, discuss the following questions:

Your administrative clerk has shown you a list of documents and is unsure of what she should do with them. What will you tell her?

Should an administration clerk have access to this information? Why? Why not? What would you do as a manager if this problem arose?

How would you communicate the new appointment with management and staff?

Activity 4C

Estimated Time

15 Minutes

Objective

To provide you with an opportunity to arrange successful candidate’s induction according to organisational policy.

Activity

Individually or in pairs, discuss the following questions:

What is the purpose of feedback and evaluation in the induction process?

What is the importance of the induction plan?

Skills and Knowledge Activity

Estimated Time

60 Minutes

Objective

To provide you with an opportunity to demonstrate your knowledge of the foundation skills, knowledge evidence and performance evidence.

Activity

Complete the following individually and attach your completed work to your workbook.

The answer to the following question will enable you to demonstrate your knowledge of:

· Reading

· Writing

· Oral communication

· Navigate the world of work

· Interact with others

· Get the work done

· Documentation required for recruitment, selection and induction

· Human resources life cycle and the place of recruitment and selection

· Legislation relevant to recruitment, selection and induction of staff

· Channels and technology to advertise vacancies

· Range of interviewing techniques and other selection processes and their application

Answer the question in as much detail as possible, considering your organisational requirements for this.

Your organisation does not have any policies or procedures in the recruitment of staff. You have the task of developing the policies and procedures for employing a personal assistant. Use the general outline of the description for this position below (in italics). The new candidate will be assigned to assist you in your growing department. Complete the following and present it as a portfolio:

PA Jobs Looking for personal assistant jobs? You’ve come to the right place.

Personal assistant (PA) jobs require you to work closely with a senior manager or director to provide administrative support . You will often be trusted with confidential material and be relied upon by managers/directors to ensure that everything they need is in place. An experienced PA in Melbourne can earn $90,000. A full job description is detailed below. Latest PA jobs - see below 

PA Job description: Typical responsibilities

· Screening telephone calls, enquiries and requests, and handling them when appropriate

· Organising and maintaining diaries and making appointments

· Dealing with correspondence and writing letters, taking dictation and minutes

· Organising and attending meetings, and ensuring the manager is well-prepared for meetings

· Dealing with incoming email, faxes and post

· Producing documents, briefing papers, reports and presentations.

What qualifications do I need to be a PA?

For PA jobs a degree or diploma in Business or Management may increase your chances of entry, although some subjects are more relevant for certain industries e.g. English Literature for Publishing. Entry without a degree or diploma is possible as personal qualities, experience and office skills are generally considered more important. Year 10 certificate English and maths (or equivalent), word processing skills and knowledge of software packages, however, are all essential. Shorthand and audio typing are also beneficial.

A pre-entry postgraduate qualification is desirable for more responsible PA jobs. Most PA jobs require a minimum of two years' office experience. This can be gained by working in a clerical capacity, although more extensive experience may be required.

Salary details

· Typical PA starting salaries range from: $30-40 k

· Senior level/with experience (e.g. after 10-15 years) PA jobs range from: $60 - $75 k

Top personal assistant jobs in London can command premium salaries of $80-90k with additional benefits. These jobs, however, are quite rare. 2011

Develop:

· A timeline for the appointment of the PA.

· A job description reflecting the information supplied above and your organisation.

· The selection criteria.

· What key personnel should you consult with?

· What legislative requirements should you consider when you develop the job description?

· Write an advertisement for the PA position. Given the industry you work in, how would you advertise this position? Why?

· Questions for the interview.

· How would you short list the applicants?

· Review your interview questions. Did you breach any legislative requirements? If so, where? How could you better ask the question?

· A document that could be used to process and assess candidates against agreed selection criteria.

· How would biases and deviations be negotiated and corrected?

· Procedures for referee reports and the template that should be used for the report.

· Design a selection report and give suggestions on how you can make recommendations within the report to senior personal

· The procedure to advise to unsuccessful candidates and respond to any queries including why they are unsuccessful.

· The procedures to secure the preferred candidate.

· What documentation should you collect?

· An induction plan.

Major Activity

Estimated Time

60 - 120 Minutes

Objective

To provide you with an opportunity to demonstrate your knowledge of the entire unit.

Activity

This is a major activity – your instructor will let you know whether you will complete it during class or in your own time.

Attach your completed answers to the workbook.

You must individually, answer the following questions in full to show your competency of each element:

1. Plan for recruitment

2. Plan for selection

3. Support selection process

4. Induct successful candidate

1. What is the process that your organisation uses for obtaining approvals and clarifying time lines to fill an appointment?

2. When preparing job descriptions, what legislation and national standards does your organisation have to take into account?

3. Who would you consult about the relevant attributes needed to carry out any particular role in your organisation?

4. What is the relevant anti-discrimination legislation relating to your organisation?

5. What approvals for advertising positions does your company require?

6. Which channels does your organisation use to advertise vacancies?

7. When writing an advertisement for a position how should it read?

8. Does your organisation use a selection panel? If so, who are the likely members? If not, what departments or individuals are involved in the selection process?

9. When designing questions for the interview what questions should you ask yourself?

10. When short-listing applicants you will be required to pinpoint certain personality traits, what should you look for?

11. When inviting applicants to an interview, what information should you give them?

12. Before the interview, the interviewer or selection panel should review the selection criteria, why is this?

13. Who are the stakeholders of the review process in your organisation?

14. To reach a consensus when there are deviations and biases, what should structured communication be used for?

15. How would you prepare questions for contacting a referee?

16. What documents does your organisation use when making a selection report?

17. What should you do when advising unsuccessful candidates of outcomes?

18. How can you minimise recruitment process delays?

19. How does your organisation dispose of confidential waste?

20. What are the components of an employment contract?

21. Why would you advise the HR department of new appointments?

22. Why would you advise the finance department of new appointments?

23. Inductions are arranged so that new employees can learn what?

Monash Short Courses Phone: 03 9905 3180

Room 159, 21 Chancellors Walk Website: monashshortcourses.com

Monash University Clayton, Vic 3800

BSBHRM405 V3 24.01.19