Download Job Specifications

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Learning Objectives
• Cite factors that must be considered
when determining staffing needs.
• Differentiate among job specifications,
job descriptions, and job analyses.
• Write a job specification, a job
description, and a job analysis.
• Discuss how such factors as regional
workforce, financial resources, and
other environmental conditions might
influence staffing.
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Learning Objectives
• Describe various recruitment methods
that are available.
• Determine which recruitment methods
are best for each of several different
positions.
• Differentiate between an unstructured,
a semi-structured, and a structured
interview.
• Write an interview schedule for a
specific job.
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Learning Objectives
• Discuss the pros and cons of the group
interview.
• State the factors that should be
considered when making a hiring
decision.
• Describe how to check references.
• Discuss how compensation levels are
set.
• State how benefits and benefit
packages can relate to the employment
process.
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Overview
• Human Resources
– The people who work in an organization.
• Human Resources Department
– The department within an organization that
is responsible for personnel matters, setting
policy and procedures related to employees,
and training managers in how to deal with
human relations issues.
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Determining Staffing Needs
• Staffing
– The determination of the type and
number of employees that are
needed to carry out the work of an
organization.
• Reductions in Force (RIFs)
– A decrease in the workforce, also
called layoffs. Employees may be
either transferred or terminated.
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Determining Staffing Needs
• The jobs
– Job Specifications - Lists of
requirements for a specific job, that
can be evaluated objectively and that
apply to all candidates for that job.
– Job Descriptions - Listings of the
general duties related to a job or job
classification.
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© 2006 Thomson-Wadsworth
Determining Staffing Needs –
The Jobs
• Job Analysis
– A detailed description of the daily
duties to be carried out in a specific
job, often including time frames for
each job activity.
• Job analysis ex: breakfast cook in
hospital...
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Determining Staffing Needs –
The Jobs
– 5:30 Begin shift. Preheat ovens and grill.
– 5:35 Pick up production schedule from
supervisor’s office; review menu items.
– 5:40 Assemble ingredients for breakfast
menu.
– 5:50 Start breakfast preparation.
– 6:25 Deliver hot foods to patient trayline.
– 6:55 Deliver hot foods to cafeteria line . . .
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Determining Staffing Needs –
The Jobs
• Job analysis ex: clinical dietitian
– 8:00 Check in.
– 8:00–9:00 Review changes since end of last
day worked. Set patient care priorities for
day.
– 9:00–12:00 See highest priority patients;
carry out patient care activities.
– 12:00–1:00 Conduct meal rounds.
– 1:00–1:30 Lunch.
– 1:30–4:20 Continue patient care activities.
– 4:20–4:30 Taste test for dinner trayline.
End of shift.
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Determining Staffing Needs –
The Jobs
• Job analysis
– Best source of information about a
job is the incumbent.
• Incumbent - The person who currently
holds the position.
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Determining Staffing Needs –
The Jobs
• The issue of flexibility
– Adaptations are necessary when employees
do not match their positions exactly.
– Succession Planning - A staffing strategy
that anticipates what jobs will open due to
retirements and promotions, and prepares
other individuals to be eligible to move into
these positions.
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The Recruitment Process
• Recruitment
– The process of finding qualified
applicants for open positions in an
organization.
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The Recruitment Process
• Advertisement
– A job recruitment method in which the
organization has complete control over the
content.
– Job Hot Line - A telephone service that
lists employment opportunities.
– Paid advertisements appear in/on:
• Newspapers
• Web sites
• Radio/television
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The Recruitment Process
• Networking
– Word of Mouth - An informal
method of information exchange that
relies on verbal communication
between individuals.
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The Recruitment Process
• Recruitment agencies
– Recruiting Firms - Agencies that
specialize in matching qualified
candidates to available jobs.
• Hiring Incentives
– Rewards or bonuses that are given to
job candidates to entice them to
accept a position.
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Interviewing
• Paper Review - An initial
screening of the applications to
eliminate candidates who do not
meet the job specifications.
• Secondary screening process
selects candidates to interview.
• Interviews are scheduled and
conducted.
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Interviewing
• Unstructured Interview
– An interview that resembles an
informal conversation.
• Semi-Structured Interview
– A type of interview that takes on a
conversational tone but is somewhat
organized by an outline of topics to
be covered and an idea of how
questions will be asked.
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© 2006 Thomson-Wadsworth
Interviewing
• Structured Interview
– An interview that follows a
predetermined agenda.
– Interview Schedule - A list of all of
the questions that will be asked of
each candidate in an employment
interview; the agenda for the
interview.
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Interviewing
• Group Interviews
– Interviews in which more than one person
interviews the candidate.
– Civil Service Examination - A highly
structured group interview used for
candidates for governmental positions.
– Search Committee - A group of personnel
who form a team to screen and interview
candidates for some upper management,
administrative, and academic positions.
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Interviewing
• Taking notes
– Especially important when multiple
interviews occur within a short period
– Recording devices may be used if
candidates are informed
– For group interviews, 1 person may
be assigned to take notes
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Interviewing
• What not to ask
– Age
– Sexual orientation
– Marital status
– Parental obligations
– Anything not directly related to the
job
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Interviewing
• The content of the interview
– Questions to gather information about the
candidate relevant to the job
– Provision of information about the
job/organization to the candidate
– Opportunity for candidate to ask questions
• Closing an employment interview
– Indicate when hiring decision is expected
– Allow extra time, so that if first choice
refuses job offer, alternate candidate may
be offered the job
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The Hiring Decision
• Hiring Decision - The selection of the
best candidate for the position.
• Checking references
– Types of references: employment,
education, personal
– Verify you are speaking with an appropriate
person when checking references over the
telephone
– Recognize that company policy may limit
the reference information is provided
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The Hiring Decision
• Compensation
– The salary given for work performed.
– Considerations include:
•
•
•
•
•
Organizational salary ranges for the position
Candidate's current salary
Equity among similar employees
Economic conditions
Negotiation for benefits
• Equal opportunity/affirmative action
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The Offer
• Benefits
– Include such items as insurance, paid time
off, employee assistance programs, wellness
programs,etc.
– Perks - Include items like expense
accounts, cars, company credit cards, etc.
– Cafeteria Package - A selection of benefits
offered to employees from which they can
pick and choose according to individual
needs.
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The Offer – Benefits
• Leave
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The Offer – Benefits
• Leave
– Vacation Time Paid time off from
work designated
for leisure
activities or rest.
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The Offer – Benefits
• Leave
– Sick Time - Paid time off to be used for
illness or injury.
– Bereavement Time - Paid time off when
there is a death in the family.
– Paid Time Off (PTO) - The time an
employee can be absent from work with
pay.
– Buy Back - An option in which the
employer pays the employee for accrued
time off that was not used.
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The Offer – Benefits
• Insurance
– Statutory coverage: Social Security,
Unemployment Insurance, Worker's
Compensation
• Social Security Administration at www.ssa.gov/
– Voluntary coverage: health insurance, life
insurance, a retirement program, dental
insurance, vision insurance, disability
insurance, accidental death insurance, legal
insurance
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The Offer – Benefits
• Other
– ex: product discounts, memberships,
subscriptions, tuition reimbursement
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The Offer
• Acceptance or rejection
– Candidate is allowed reasonable
period to make a decision
– Upon rejection, another candidate is
offered the job
– Upon acceptance, a start date is
arranged
– Other candidates should be notified in
writing
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Conclusion
• Staffing should be undertaken in a
planned, deliberate manner,
whether it involves hiring a single
employee or building an
organization from the ground up.
• The jobs to be done are outlined in
job specifications, job descriptions,
and, sometimes, job analyses.
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Conclusion
• A variety of recruitment tools are
available to HR departments and
to hiring managers to publicize
available jobs.
• The employment interview should
be planned in such a way that
candidates can be compared with
one another.
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Conclusion
• The hiring decision is made based
on the qualifications of the
candidates and other factors such
as compensation, diversity goals,
reference checks, and so on.
• An employment offer often
includes benefits such as paid time
off, insurance, and the like.
© 2006 Thomson-Wadsworth
The National Search
• HR determines that someone is
needed for a particular job
• HR prepares job specification and
job description
• HR advertises and utilizes
networking to identify candidates
• HR collects and evaluates resumes
to narrow pool
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The National Search
• HR conducts telephone interviews of
selected candidates to further narrow
pool
• Search committee conducts personal
interviews of candidates
• HR makes offer and negotiates details
of employment
• HR informs other candidates that
position is filled
© 2006 Thomson-Wadsworth