Step 1: Identification of a Vacancy3Step 2: Review the need for the position and to fill the vacancy3Step 3: Determine the most effective recruitment strategy4Step 4: Prepare a Request to Recruit form4Step 5: Establish Selection Panel & determine selection methodology4Step 6: Receive and collate applications5Step 7: Commence selection by reviewing applications and determine a shortlist of candidates5Step 8: Assess short listed candidates5Step 9: Recommend Outcome6Step 10: Verbal offer of employment to preferred candidate and discuss employment terms and conditions6Step 11: Make written offer of employment to candidate6Step 12: Advise unsuccessful candidates7Step 13: Arrange appointment and commence induction process7Step 1: Identification of a VacancyThe front office manager of Crowne Plaza Canberra has identified a vacancy for a new team member in reception. The position is for a receptionist as one of the full time staff members has handed in their resignation.
Step 2: Review the need for the position and to fill the vacancyAs the position is a full time position it is important that it is filled. The hotel relies on receptionists for guest check ins and check outs and also the basic running of the hotel. The Crowne plaza has 295 rooms, so it is important there is staff available as the hotel is constantly busy. The hotel relies on 4 fulltime and 4 casual receptionists.
The need for the new full time receptionist is high and as front office manager, the budget needs to be reviewed before hiring a new staff member. If staffing costs are too close to the budget a part-time or casual may be required or if the staffing costs are well under budget the full time position can be filled.
The current requirement for the position is needed and will be needed in the future as there may be long term staff members taking holidays, staff retiring or unexpected staff changes. The hotel has a relatively high occupancy rate year round, this is good for the business as the higher the occupancy, the higher the revenue and there is a higher budget for staffing. This makes the hotel capable of top service with the optimum amount of staff at reception.
Step 3: Determine the most effective recruitment strategy
The front office manager will work together with the HR department to devise the best way of attracting the appropriate people for the position. Methods used to advertise and attract candidates include:Internal advertising – advertising on the staff board and within the HR department. The position will be open to internal staff members wishing to be promoted or change departmentsRecruitment agency – the position will be advertised with recruitment agencies such as Red Hot Recruitment, etc.
Internet – a job position advertisement will be put on job websites such as www.seek.com.au and www.mycareer.com.au. This makes the position open to most of the population and one of the most effective ways of advertising and attracting candidatesStep 4: Prepare a Request to Recruit formThe front office manager will fill out a “request to recruit” form and pass it on to the HR manager so the position advertisement and recruitment plan can be confirmed and recruitment action can be started. (Actual “request to recruit” form was unavailable)Step 5: Establish Selection Panel & determine selection methodology
The HR manager and Front office manager will organize the selection panel, comprising of the Front office manager and the HR manager. Both staff members must have agreed on meeting times and the role and duties of the position. Other factors that the Front office manager and the HR manager must contemplate:The selection criteriaMethod for short listing candidatesThe candidate’s interviewThe candidate’s reference checkThe candidate’s presentationStep 6: Receive and collate applicationsThe HR manager will receive and collate applications. This will include the list of applicants, position description, recruitment process check list and the selection panel guide.
Step 7: Commence selection by reviewing applications and determine a shortlist of candidatesThe Front office manager and the HR manager will collate all applications and shortlist the preferred candidates for the position. This will be done by the Managers meeting to discuss and compile the candidate’s assessments. They will be ranked in order of most suitable for the position. At this point, depending on how competitive the candidate’s are, a second interview phase will be decided, but only if necessary. The unsuccessful candidates will be notified via phone or letter that they were unsuccessful in receiving the position.
Step 8: Assess short listed candidatesThe candidate’s that were short listed will be assessed a second time so the Front office manager and the HR manager acquire the perfect applicant. The secondary assessment will be either another interview, skills test or reference test. The shortlisted applicants will be ranked once again based on their results.
Step 9: Recommend OutcomeThe Front office manager and HR manager will compile all results into a selection report. The report will include information on:The short listing processesSummary of assessments for each candidateThe chosen candidate and employment terms to be offeredRelocation budgetDocumentation of referees and their comments
Step 10: Verbal offer of employment to preferred candidate and discuss employment terms and conditions. The Front office manager will get into contact with the successful applicant via the telephone and inform the candidate that they were successful and have the position. The manager will also explain the salary, roster, starting date, and the terms and conditions of the employment. The manager will organize a date to start induction and training shifts. The date to start induction and training should be immediate or as soon as possible.
Step 11: Make written offer of employment to candidateThe HR manager will arrange for a written offer of employment and terms of employment contract. This will be given to the successful applicant within 2 days of the approved selection report.
Step 12: Advise unsuccessful candidatesThe unsuccessful applicants will be notified via a written letter from the HR manager as soon as the successful applicant is chosen.
Step 13: Arrange appointment and commence induction processThe Front office manager will arrange with the successful candidate of an induction and training date to start. The Front office manager is to contact HR on the chosen date and confirm the induction and training process. HR is to ensure the employment contract is signed, a staff file is created and the induction process is planned and conducted.
Human resources service center, recruitment and appointment, viewed 18/08/2008, http://www.hr.ecu.edu.au/rec/html/step-by-step_recruitment_guide_1.cfmRaymond. J Stone (2008) ‘Human Resource Management 6th edition, John Wiley and Sons, AustraliaDan Ward, Human Resource Planning, 01/03/1996, viewed 18/05/2008 http://www.allbusiness.com/human-resources/568478-1.html
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