Reference no: EM132956492

BSBHRM405 Support the recruitment, selection and induction of staff

Assessment - Project 1 -Plan for recruitment and selection of staff

Part A - Role play: Consult senior management to plan for recruitment

Scenario

CrossFit Endurance has three CrossFit gyms in Brisbane area - Brisbane CBD, Fortitude Valley, and Indooroopilly.

Brisbane CBD and Fortitude Valley centres are smaller and are managed by each of the co- owners of the business - Vanessa Choi and Arvin Krishnan.

The Indooroopilly centre is the largest, and has its own centre manager, who reports to the owners.

The membership numbers at Indooroopilly are growing, in accordance with the company's strategic plan. In order to help the company meets its Strategic Goals for 2020-2021, the owners of the business have determined the need to hire some new staff, including:
• a full time receptionist/ administration officer at the Indooroopilly centre
• a part time accounts officer (3 days per week) to assist the Finance Manager Arvin Krishnan, who will also be located at Indooroopilly as the facility has a bigger office space to accommodate another staff member

The timelines for recruitment, selection and induction are as follows:
• Recruitment must start as soon as possible.
• Recruitment ads can run for 2 weeks. Applications close on last day of ads.
• Both positions must be filled and employment must commence within 4 weeks.

You are the Maria Lorenzo, the Centre Manager for the Indooroopilly branch of CrossFit Endurance. The owners of the business would like you to support them in the recruitment, selection and induction process for the two new roles that have been created.

Task

Meet with Arvin Krishnan, Finance Manager and co-owner of CrossFit Endurance, to identify recruitment needs.

Before the meeting, you must:
• read the extract of the CrossFit Endurance Business Plan in Appendix A, to gather information about the company's organisational structure and operations
• read the Recruitment and Selection Policy and Procedure in Appendix B to familiarise yourself with the recruitment process
• research and prepare some dot points on the general role and position description of both the accounts officer, and the receptionist/ admin. staff

During the meeting, you must:
• seek inputs from the business owner on the organisation's workforce strategy to understand rationale for recruitment
• discuss the roles of the accounts officer, and the receptionist/ admin. assistant, based on your research, and confirm this understanding with the owner
• confirm that the timelines for recruitment, selection and induction are still relevant
• seek inputs on key selection criteria
• seek inputs on the remuneration for both positions, that is to be advertised
• obtain formal approval to fill positions
• take notes of the discussion to help you prepare a position description in Part B of this task

You will be assessed on your ability to:
• demonstrate effective communication techniques, such as:
o asking questions and listening carefully to gather, interpret or evaluate information
o using appropriate vocabulary to present ideas or persuasive arguments

This is a role play. Your assessor will play the role of Arvin Krishnan, Finance Manager and co- owner of CrossFit Endurance.

Part B - Develop and seek approval for job descriptions

Scenario

This is a continuation of the scenario in the previous part.

Following the meeting with the Finance Manager/ co-owner of CrossFit Endurance to determine the recruitment requirements for the two new positions, you must develop a job description for each role.

Task

1. Use the CrossFit Endurance Job Description Template in Appendix C and prepare job descriptions in accordance with the Recruitment and Selection Policy and Procedure (Appendix B) for the following roles:
• Full time Receptionist/ Administration Assistant for the Indooroopilly centre
• Part time Accounts Officer

The two job descriptions should:
• identify the key responsibilities of each role
• include the selection criteria for each role
• accurately reflect work requirements according to organisational policies and procedures, legislation, codes, national standards and work health and safety (WHS) considerations

The job descriptions should be no longer than 300 words each.

2. Write and email to the Finance Manager, asking for approvals for the position descriptions you have developed. You must attach your position descriptions to the email.

Your email must:
• introduce the two position descriptions you have developed and attached to the email
• ask if the documents have captured the requirements discussed during your meeting
• seek approval for going ahead with the advertising process for the two positions based on the job descriptions you have prepared
• demonstrates your writing skills to use clear, specific language and formats suitable to the workplace

Part C - Develop advertisements for vacancies and recommend advertising media

Scenario

This is a continuation of the scenario in the previous part.

Assume that the senior management has approved the position descriptions you had emailed them.

Now you must develop advertisements for the two vacancies, according to organisational policies and procedures. You must also research and recommend two most suitable advertising options for these vacancies.

Task

1. Develop the text for a job advertisement for each of the two positions using the Job Advertisement Template in Appendix D

Each advertisement should:
• contain the relevant information including job summary, duties and responsibilities, benefits, and remuneration, etc.
• include only the content of the approved job descriptions
• follow the guidelines on format given in the organisation's Recruitment and Selection Policy and Procedure
• be able to capture the attention and interest of the potential talent pool
• be able to create desire for the position and encourage people to apply
• follow the requirements for adherence to EEO and anti-discrimination legislations

The contact email address for sending applications to should be given as [email protected].

2. Prepare an email to the owners of the business in which you must:
• recommend two suitable channels and technology to advertise the vacancies and provide a brief rationale for your recommendations
• attach the advertisement copy for both jobs for review and approval

Part D - Assist in interview panel selection and prepare interview questions

Scenario

This is a continuation of the scenario in the previous part.

Assume that you have placed the advertisements and you have already started receiving applications.

At this stage, you need to:
• shortlist applicants for interview
• draft interview questions for each position
• recommend the members of a selection panel to interview candidates and finalise appointments (you will also be a member of the selection panel)

Task
1. For each of the two positions to be filled, develop at least five (5) interview questions to be used to interview candidates, to gather information about how each candidate meets the selection criteria and the job description. Your questions should:
• include open, closed, situation and behaviour questions
• not be biased or discriminatory
• not be leading the interviewee to a particular answer

2. Consult the organisation's Recruitment and Selection Policy and Procedure (Appendix B), and:
• Identify the requirements for a selection panel
• Identify one other staff member who would be suitable for the selection panel along with you

3. Prepare an email for the finance manager in which you must:
• introduce the interview questions you have prepared for them and attach questions to email
• seek approval to use questions during interview
• summarise the selection panel you are proposing and the rationale for proposal
• seek approval for selection panel
• demonstrate your writing skills to:
o use clear, specific and culturally appropriate language
o use appropriate formats, and structure

Part E - Assist in shortlisting applicants and scheduling interviews

Scenario

You have received four applications and CVs for each position advertised. These have been summarised in table format in the Application Shortlisting Matrix in Appendix E.

The matrix contains information about each applicant's qualifications and work experience.

Task

1. Complete the Application Shortlisting Matrix in Appendix E by indicating, against each applicant, whether the applicant has been shortlisted or not, and providing a rationale for your decision.
2. Prepare a schedule for interviewing the shortlisted candidates. Each interview will be 30 minutes long, during office hours. Ensure that the schedule reflects the timelines for recruitment identified by the Finance Manager in Part A.

In your schedule, you must include:
• names of interviewees and position being interviewed for
• dates, times and durations of interviews
• location of interviews

3. Prepare an email informing members of the selection panel of the applicant shortlist and the interview schedule, and requesting the members to be available for the interviews.
4. Research and draft a template of an interview email for a shortlisted applicant, which
includes information about:
• their progress to interview stage
• the location (Indooroopilly centre) and time (office hours) of their interview (refer to the Business Plan in Appendix A for this information)

In your email, you must also:
• ask candidates to confirm that they can attend the interview
• seek information about access needs in accordance with anti-discrimination legislation This is only a template of a letter and does not need to be addressed to any individuals
5. Research and draft the template of an email to inform unsuccessful applicants of the
outcome of their application, based on the Recruitment and Selection Policy and Procedure (Appendix B).