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

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?

What laws should you not contravene in a job description?

When can unlawful discrimination happen in the workplace?

What is privacy?

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?

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

What are the pros and cons of each?

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?

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?

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?

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

Mary

Peter

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.

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

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?

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?

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.

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?

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

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?

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?

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?

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?

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

What is the importance of the induction plan?

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.

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?