In this presentation, we will understand the difference between recruitment and selection, building block of a good recruitment process. We will discuss job analysis process with particular importance on the recruitment process, developing a job description and person specification document for a given role. We will also talk about, competency based approach to recruitment. To know more about Welingkar School’s Distance Learning Program and courses offered, visit: http://www.welingkaronline.org/distance-learning/online-mba.html

1. Learning Objectives
Explain the difference between
Recruitment & Selection
Understand building blocks of a good
recruitment process.
Describe the Job Analysis process, with
particular emphasis to the recruitment
process.
Develop a Job Description and Person
Specification document for a given role.
Discuss competency based approach to
recruitment.
Chapter Two Recruitment – An Overview 1

2. Structure
1. What is recruitment?
2. What is Human Resource Planning?
3. What is Job Analysis?
4. What is the Job Description?
5. What is Personal Specification?
6. What are competencies?
7. Weighting System.
8. Summary
Chapter Two Recruitment – An Overview 2

3. 2.1 What is recruitment?
Recruitment:
The activity that generates a pool of
applicants, who have desire to be employed
by the organization, from which those
suitable can be selected.
Recruitment is the phase that immediately
precedes selection.
The objective of recruitment process is to
attract genuinely suitable candidates and to
examine their credentials in order to
produce a short list for selection.
Chapter Two Recruitment – An Overview 3

4. 2.2 What is Human Resource Planning?
HR plan can be defined as “ A plan showing
the demand for labour over a period of time
which incorporates assumptions about
productivity and labour costs.”
The supply of labour available within the
organization and the shortfall that will
need to be made good will be revealed.
The plan will also incorporate key HR
issues, pointers to resolve them, all set
within a time frame and performance
standards.
Chapter Two Recruitment – An Overview 4

5. 2.3 What is Job Analysis?
“A job analysis is the process used to
collect information about the duties,
responsibilities, necessary skills, outcomes
and work environment of a particular job.”
It comprises of
1. Job Description.
2. Job Specification and
3. Person Specification.
Job Description and Person Specification
documents are essential for the recruitment
process while Job Specification is used for
training.
Chapter Two Recruitment – An Overview 5

6. 2.3 What is Job Analysis?
Main elements of job analysis –
1. Job Description :
Title
Objectives
Responsibilities
Competencies
Key Result Areas [KRA]
Reporting relationships
Employment conditions
Prospects.
Chapter Two Recruitment – An Overview 6

7. 2.3 What is Job Analysis?
Main elements of job analysis -
2. Person Specification:
Knowledge
Attitudes
Personal attributes
Age
Health
Qualifications
Experience
Special conditions
Chapter Two Recruitment – An Overview 7

8. 2.4 What is Job Description ?
Job Descriptions are written statements that
describe the duties, responsibilities, most
important contribution and outcomes needed
from a position, required qualifications of
candidates and reporting relationships and
co-workers of a particular job.
JDs are based on objective information
obtained through Job Analysis, an
understanding of the competencies and skills
required to accomplish needed tasks and the
needs of the organization to produce work.
Chapter Two Recruitment – An Overview 8

9. 2.4 What is Job Description ?
The best job descriptions
are living, breathing
documents that are
updated as responsibilities
change.
They do not limit employees ,
but rather , cause them
to stretch their experience,
grow their skills and
develop their ability
to contribute within organization.
Chapter Two Recruitment – An Overview 9

10. Checklist for writing a Job Description .
1. Basic Data Job Title, grade, location
numbers in the job.
2. Purpose Objective and relationship
to the aim of the
organization
3. Tasks Main & occasional tasks, Key
Result Areas.
4. Standards For effective performance of
tasks, Criteria and
competencies for effective
performance of jobs.
Chapter Two Recruitment – An Overview 10

11. Checklist for writing a Job Description .
5. Responsibilities Position in the
organization structure,
Managers to whom
accountable, staff for
whom responsible.
Responsibilities for
finance, materials ,
equipment. Classified
information.
6. Physical Particular job features.
7. Training / Training planned for
Education the job holder.
Induction program, job
rotation.
Chapter Two Recruitment – An Overview 11

12. Checklist for writing a Job Description .
8. Advancement For promotion,
Opportunities career advancement.
9. Conditions Salary and other
of employment emoluments, benefits.
10. Trade Union Appropriate association,
Institution memberships
11.Job Circumstances Pleasant or other
aspects of the job.
Chapter Two Recruitment – An Overview 12

13. 2.5 What is Person Specification ?
“ A document that outlines the skills the
job candidate must have to complete the
tasks of the job offered by the
company.”
A person specification can outline the
educational requirements , training
experience as well as more personal
qualifications that a candidate must
possess.
The person specification provides criteria
for assessing effective performance and
is the basis for job advertisements and
candidate details.
Chapter Two Recruitment – An Overview 13

14. 2.6 What are Competencies ?
Competencies are sets of behaviours, which
define how people use their knowledge and
skills in different situations at work.
They reflect work related personal
attributes, knowledge, experience, skills
and values that a person draws on to
perform his work well.
Certain set of competencies are seen as
important across the organization such as
team work, client care, communication,
planning & organizing, managing
relationships, gathering & analyzing data
and decision making.
Chapter Two Recruitment – An Overview 14

15. 2.6 What are Competencies ?
Competency based recruitment approach
focuses on actual behaviour - what a
person has done, can do or needs to do,
be able to do. In effect, this may allow
for the fact that different individuals
can achieve the same output, by using a
rather different approach because of
their different knowledge, skills and
abilities.
Competencies are a combination of
Personality, Aptitude, Motivation,
Values, Opportunities, Behaviour,
Experience and Attainments.
Chapter Two Recruitment – An Overview 15

16. 2.7 Weighting System.
To facilitate a comparative assessment among
candidates and minimize biases, weighting
system is applied to the criteria and
candidates are scored accordingly.
Before start of interview process , marks
desired under each criteria can be
finalized to specify a “ goal post’;
which candidates must reach to be short
listed.
Recruiters measure whether the candidate
satisfies the essential criteria for the
job. Thus a comparative analysis, devoid
of any bias, is available for short
listing.
Chapter Two Recruitment – An Overview 16

17. 2.7 Weighting System.
Rodger’s seven headings are used to clarify
selection criteria.
. Physical
Attainments
Make up
General
Circumstances
Rodger’s Seven Intelligence
Headings
Special
Disposition
Aptitudes
Interests
Chapter Two Recruitment – An Overview 17

18. 2.8 Summary
“First Things First” as Steven Covey
brilliantly describes in his book “ Seven
Habits of Highly Effective People”
For effective recruitment and selection, the
basis is the job description and the
person specification. Developing these
documents is one of the most dreaded
tasks by any manager and is always the
last in priorities.
The quality of final candidate depends
heavily on the quality of these
documents. As the old adage goes, “Well
begun is half done!”
Chapter Two Recruitment – An Overview 18

19. Thus we have come to an end to this session # 02
In the third session that follows
we learn
“ Sources of Recruitment“
Chapter Three.
Good Luck!
Chapter Two Recruitment – An Overview 19

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