BSBHRM525 Manage Recruitment And Onboarding Project

Information for students

In this task, you are required to demonstrate your skills and knowledge by working through a number of activities and completing and submitting a project portfolio.

You will need access to:

• a suitable place to complete activities that replicates a business environment including a meeting space and computer and internet access
• your learning resources and other information for reference
• Project Portfolio template.
• Simulation Pack (if you need a case study).

Ensure that you:

• review the advice to students regarding responding to written tasks in the Business Works Student User Guide
• comply with the due date for assessment which your assessor will provide
• adhere with your SCSB’s submission guidelines
• answer all questions completely and correctly
• submit work which is original and, where necessary, properly referenced
• avoid sharing your answers with other students.

Deliver:

• Conduct an information and training session (Roleplay)
• Roleplay contacting shortlisted candidates to arrange an interview (Roleplay)
• Develop a suitable script for your roleplay meeting with Maggie (Roleplay)
• Train the Client Relations Manager in the use of the induction checklist at a short meeting (Roleplay)

Submit:

The Complete project-portfolio

Activities

Complete the following activities:

1. Carefully read the following:

   This project requires you to review and manage all aspects of the recruitment and onboarding process for two different individuals. As such, you must use the case study provided. As part of the assessment, you will be required to:

   • Conduct a review of existing recruitment and onboarding processes and update these
   • Manage recruitment processes
   • Manage onboarding processes
   • Collect feedback on processes and update as required

   You will be collecting evidence for this unit in a Project Portfolio. The steps you need to take are outlined below.

2. Preparation

   Make sure you are familiar with the case study organisation you are basing this assessment on and have read through the necessary background information. For the case study business, this is all of the documents included in the Simulation Pack.
   Read through the requirements of Section 1, 2 and 3 of your Project Portfolio.

3. Planning

   Complete Section 1 of your Project Portfolio, In this section you will conduct a review of organisational needs, conduct research and plan your policy updates and documentation required.
   Make sure you have answered all questions in Section 1. Submit to your assessor for review.

4. Develop and update documentation.

   Once Section 1 of your project Portfolio has been completed and approved by your assessor you are required to:

   • update the existing Recruitment, Selection and Induction Policy and Procedures based on your findings outlined in Section 1 of your Project Portfolio
   • develop a position description template that will support your policy and procedures. Use the Fair Work Australia Position Description to guide your work: https://www.fairwork.gov.au/ArticleDocuments/766/Job-description-template.docx.aspx As a guide, this document should be about one page and must include a position description form/template that can be used by managers to develop their own position descriptions.

   As a minimum, it should include the following headings:

   • Job title
   • Location
   • Reporting responsibilities (who is the manager/supervisor)
   • Main duties/responsibilities
   • Skills and experience
   • Performance goals

   The position description form should also provide brief notes under each heading to guide managers in completing the form.

5. Develop guidelines for conducting effective interviews that could be used to assist managers in conducting interviews with potential employees. As a minimum, the interview guidelines should include:
   • Developing interview questions
   • Note-taking during interviews
   • Getting the best out of candidates

   As a guide, this document should be about one page.

6. Develop an email to your manager (assessor) to obtain support for the documentation and approval to roll it out to managers.
7. Conduct an information and training session

   The Principal Consultant has asked you to present the new recruitment, selection and induction policy and procedures and supporting forms and documents to management. You are to conduct an information and training session with your colleagues.
   The focus will be on seeking support for the documents and providing information and training. It will also be an opportunity to get feedback on the forms and documents that you have developed.
   You will then use the feedback from your colleagues to update the documents,
   As part of this step, you are also required to answer the questions in section 3 of your project portfolio and submit your updated documents as attachments in this section.
   This meeting should take approximately 20 minutes but no more than 30 minutes. and be attended by three staff members (your assessor role-playing a Senior Consultant and two students role-playing another Senior Consultant and the Client Relations Manager).
   At the information and training session you will need to:

   • Carefully explain the importance of the new Recruitment, Selection and Induction policy in relation to the way the organisation manages its industrial relations.
   • Carefully explain the new Recruitment, Selection and Induction policy and procedures you have developed.
   • Carefully explain the position description template and interview guidelines you have developed.
   • Discuss any changes that need to be made to the documents.
   • Discuss the immediate and future recruitment needs of the business
   • Instruct the Client Relations Manager to create a PD for the Accounts Manager position after the meeting and ask them to send it to you before the end of the week.
   Prior to the information and training session you should source a job description as an example job description to input into the position description template. Use Seek or any other source to identify an example. The focus is on providing training to staff, rather than the job description itself.
   Staff members present at the session will ask you questions and provide feedback on the policy and procedures and supporting documents you have developed. You will need to incorporate this into the final versions, so you will need to take notes.
   You are to demonstrate effective communication skills including:
   • Speaking clearly and concisely
   • Using non-verbal communication to assist with understanding
   • Asking open questions to identify required information
   • Responding to questions as required
   • Using active listening techniques to confirm understanding
   Your assessor will advise you of the place, date and time that you will deliver your information and training session.
   After the meeting, make adjustments to your document based on the feedback provided and attach these to your portfolio in Section 3.
8. Manage recruitment activities

   The Client Relations Manager has emailed you the newly created PD for the Accounts Officer role:
   Job Title: Accounts Officer
   Job Type: Part time job share – 5-day fortnight
   Salary: 60,000 pro-rata
   Location: Sydney
   Supervisor or Manager: Clients Relations Manager
   Main Duties and Responsibilities:

   • Daily Bank and Credit Card Reconciliations
   • End to end Accounts Payable & Receivable
   • Debt Collection
   • Assisting in Cashflow Monitoring and Budgeting
   • Responding to client queries, via telephone and email correspondence
   • General reports to manager
     • Certificate IV or Diploma in Business Admin or Accounting degreeExperience:
     • • 2-5 years’ previous experience in a similar role/industry
       Skills:
       • Intermediate to advanced Microsoft Office skills (Word, Excel, PowerPoint and Outlook)
       • Excellent verbal and written communication
       • Organised and able to meet deadlines
       Performance goals;
       • Complete administration tasks on time
       • Deal with clients, suppliers and other employees professionally at all times
       Ensure office is clean and presentable at all times
       It’s now time to start the formal recruitment process for the Accounts Officer role which will include recruiting two candidates as part of the job share arrangement.
       Complete the following activities:
       • Review the Accounts Officer position description above to decide if it meets requirements (work into your portfolio in Section 3)
       • Develop an advertisement for the position in line with the organisational and legislative requirements as specified in the Recruitment, Selection and Induction policy and procedures that you developed. Include the remuneration amount (include as an attachment in your portfolio).
       • Research two specialist recruitment agencies that would be able to help fill the vacant position in your organisation if it were necessary (work into your portfolio in Section 3)
       • Develop a template for telephone screening for the role (work into your portfolio in Section 3)
       • Develop a script for contacting short-listed candidates to arrange an interview (work into your portfolio in Section 3).
       
       As part of this step, you are also required to answer the questions in section 3 of your project portfolio and develop and submit the relevant attachments as indicated.
       Make sure you have answered all questions in Section 3 and developed and attached all relevant attachments. You will not submit it at this stage but continue on to the next activity.
     • Manage selection process

       The Human Resources department has now received some applications for the position of Accounts Officer, and you need to manage the selection process to ensure that the selection procedures are followed.

       • Develop an email to the line manager to indicate that applications have been received and that the files are available for them to review. In your email, you should use the opportunity to remind the line manager of the selection process and. You should provide a brief overview of the selection procedures in your own words as set out in the information above.
       • Assume the interviews have now taken place. Review the applicant information in the Simulation Pack from the selection panel. You need to review the Selection Report produced by the selection panel following the interview for the position of Accounts Officer and decide whether to endorse or not endorse their selection of the preferred candidates for the role of the Accounts Officer. When you have read the Selection Report and the Selection Approval procedure, make a decision as to whether you should endorse the selection panel’s decision or not. Copy the report over to a new Word document and complete as the HR Manger to endorse their decision. Attach this document to your portfolio.
       Roleplay contacting shortlisted candidates to arrange an interview.
       You are required to complete the role-plays at the time and date advised by your assessor.
       During the roleplays, you will need to demonstrate effective communication skills, including speaking clearly and concisely, responding to questions and active listening.
       The roleplays will be conducted over the phone with your assessor playing the roles of the two successful candidates. You can do these one after the other but they must be two separate phone calls.
       Develop a letter of offer for the selected candidate.
       Use the Letter of Offer Guidelines in the Simulation Pack to guide your work.
       This letter will be for the new appointment, so it has to advise of salary and terms and conditions of appointment.
       Include the basic employment terms and conditions as per the National Employment Standards. You will need to research these standards in order to input the information.
       You will also need to explain the purpose of the employee contract to the new employee.
       You will be assessed as to whether your letter of offer includes all the relevant information based on the position description given.
       Develop a standard letter of offer for the two selected candidates for the Accounts Officer job share role.
       Develop a standard letter to be sent out to all unsuccessful candidates.
       Make sure you have answered all questions in Section 3 and developed and attached all relevant attachments. Submit to your assessor for review.
     • Manage onboarding

       It is two weeks later and Maggie and James, will be commencing their employment the following week.
       Assume that you have decided to implement an induction checklist to be used by all staff as part of the induction process to ensure that the induction process is comprehensive and systematic.
       When you have finished developing the checklist, you are required to provide training to the Client Relations Manager on the use of the checklist, as he will be inducting the new employees the following week.
       Develop an induction checklist
       Research and develop an induction checklist that could be used to support the induction process for new staff members.
       The induction checklist should be between one and two pages long.
       Your checklist should cover the following:

       • Explanation of purpose of new induction checklist.
       • Overview of the induction process as per the Recruitment, Selection and Induction policy and procedure
       • Outline of each of the checklist items and clearly explain requirements.
       • Duration (how long it should take to fill the checklist out).
       It should also include brief guidance to managers about completing the checklist.
       Attach to your portfolio.
       Train the Client Relations Manager in the use of the induction checklist at a short meeting.
       The Client Relations Manager will soon provide Maggie and James’ induction, so explain the use of the induction checklist to them (your assessor) first.
       During this short meeting (about 15 minutes), you are to provide an overview of the induction process you previously developed as set out in the Recruitment, Selection and Induction policy and procedure. You should also indicate that you are able to provide ongoing support regarding the induction process and at least one way in which you will provide this.
       You should bring a printed copy of your induction checklist to the meeting to provide to the Principal Consultant, as well as a copy for yourself.
       During the meeting, you are required to demonstrate effective communication skills including:
       • Speaking clearly and concisely
       • Using non-verbal communication to assist with understanding
       • Asking open questions to identify required information
       • Responding to questions as required
       Using active listening techniques to confirm understanding
       It is a month later, and you meet with the Client Relations Manager to discuss the performance of the new Accounts Officers, Maggie and James, as they are both on a 3-month probation period.
       The line manager indicates that while he is happy with Maggie’s performance overall, she doesn’t seem to be as productive and motivated as he would like. He explains that she sometimes seems to be waiting for direction instead of getting on with things. He would like you to meet with her to discuss this. There are no issues with James and the Client Relations Manager has had a performance review discussion with him and indicated his satisfaction with James’ performance during the probationary period.
       Develop a suitable script for your roleplay meeting with Maggie (your assessor), including the purpose of the meeting, probationary terms and feedback to be provided.
       You will be using the meeting as an opportunity to gain feedback on the induction process so as to determine whether the process is meeting the required objective of ensuring all employees understand their job role and responsibilities.
       Ensure that your script allows for Maggie to provide feedback.
       Work into your Portfolio in Section 4.
       Your assessor will advise you of the date and time of the meeting.
       Meet with your assessor, roleplaying Maggie, to discuss her performance using the script that you have developed.
       During the meeting, you are required to demonstrate effective communication skills including:
       • Speaking clearly and concisely
       • Using non-verbal communication to assist with understanding
       • Asking open questions to identify required information
       • Responding to questions as required
       • Using active listening techniques to confirm understanding
       You will need to demonstrate appropriate non-verbal communication skills to show that you are open to Maggie’s views, as well as being empathetic.
       Given Maggie’s feedback on the induction process, assume that you have also decided to review the induction process and seek feedback from managers on the extent to which the induction process is meeting its objectives. So, the objective of the email is to obtain feedback from managers on the induction process.
       The text of the email should be in grammatically correct English, written in an appropriate (polite, business-like) style. Attach this to Section 4 of your portfolio.
       Develop recommendations for improving the induction process in your Portfolio Section 4. Refer to your portfolio for additional guidance.
       Use the outcomes of the meeting with Maggie, as well as the Induction Process Feedback in the Simulation Pack to develop recommendations for improving the induction process.
       Update the company’s Recruitment, Selection and Induction policy and procedures based on your recommendations developed in the previous step. Attach to Section 4 of your portfolio.
       You have received a report from human resources (Induction Data Report in the simulation pack) that gives information on inductions that have been conducted, and that you want to check that they have been conducted according to the required timeframe, which is within one week of the employee’s commencement of employment and then a further follow up induction within one month of the employee’s induction.
       Review the Induction Data Report and the Recruitment, Selection and Induction Policy and Procedures to identify whether the induction processes are being completed as required. Draft an email to the responsible staff member. Refer to your portfolio in Section 4 for more details and work into your portfolio.
       Make sure you have answered all questions in Section 4 and developed and attached all relevant attachments. Submit to your assessor for review.
     • Submit your completed Project Portfolio

       Make sure you have completed all sections of your Project Portfolio, answered all questions, provided enough detail as indicated and proofread for spelling and grammar as necessary. Remember to submit all necessary attachments as indicated.

    

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