Dandenong Health care is a provider of aged care services and currently employs 1000 employees with five centres in Victoria and seeks to expand its operations and open another office in Adelaide.

Dandenong Health care has recently revised the 2015 recruitment and selection policy and has been given responsibility for analysing the current 2012 recruitment, selection and induction guidelines of the organisation and identifies the areas which need to be updated as per the directives of the new policy.

Dandenong Health Care 2015 recruitment and selection policy

Dandenong Health care is a provider of aged care services and currently employs 1000 employees with five centres in Victoria and seeks to expand its operations and open another office in Adelaide. Part of their HR plan is to employ 150 workers in three stages.

Dandenong Health Carestrategic and organisation plan is to provide:

• the best qualified and trained human resources available for clients
• up-to-date technology in all services for both clients and staff
• Modelling best practices and using state of art facilities in a competitive environment.

Key tenets of our recruitment and selection policy are:

• Departmental managers will assume major responsibility for the recruitment and selection of staff, the training of required personnel and supporting documentation
• HR department will support managers in this role
• timeframe for recruitment and selection will be 4 weeks maximum
• position analysis followed by job description will be conducted on all vacant or new positions with the assistance of HR personnel
• all vacant and new positions will be advertised internally and externally for ten working days unless special exemptions apply and be advertised online on seekcom.au and in leading national newspaper, Morning Herald for at least 3 weeks, once a week.
• special exemptions to internal recruitment must be approved by the general manager
• all external applications which are not shortlisted in the initial process need to be notified via email before the end of the selection process
• all interviews must be conducted by a trained selection panel consisting of at least 3 members, with one HR person
• selection of staff is subject to reference checks conducted by the departmental manager
• Dandenong hospital is an equal opportunity employer

Dandenong Health care 2012 recruitment and selection guidelines

Policy statement: Dandenong Health careis an organisation that seeks to employ the best possible aged care professionals. It is an equal opportunity employer.

Purpose: The purpose of the recruitment and selection process is to ensure that Dandenong Health care has the best possible human resources available to effectively provide its service.

Dandenong Health carerecruitment and selection process has been developed in line with organisational strategies, relevant legislation and best practice recruitment.

Recruitment and selection process

The recruitment and selection process involves the following procedures:

1. position analysis
2. position description
3. advertisement
4. short-list
5. interview preparation
6. interview applicant
7. reference check
8. job offer

1. Analyse the vacant position

When a position becomes vacant it is important to analyse the position to determine whether it is still required.

Department Manager

Estimated timeframe: 2 days

When a position becomes vacant the following procedure must be completed.

Procedure

1. Manager notifies HR about vacant position and requests 'permission for position form'.
2. Manager completes their section of 'permission to recruit form' stating reasons why position needs to be filled and submits it to HR department.
3. Position needs analysis conducted by HR department who then completes rest of 'permission to recruit form'.

Note: HR may need to question manager about position.

1. Completed 'permission to recruit form' to be approved by senior management.
2. Once permission is obtained then HR department explore implications, options, legislative and award requirements.

2. Position description

A position description is an important prerequisite to successful recruitment and selection.

Estimated timeframe: 3-5 days

Procedure

1. Position descriptions are developed by HR department using a position description template and include:
2. position title
3. key objective
4. qualifications required
5. OHS component
6. Terms and conditions

Note: HR may consult with manager about position description if necessary.

1. Senior management to sign off on position description.

3. Lodge an advertisement

ABC Aged Care's advertising policy: unless there is special authorisation from senior management, all positions must first be advertised internally for a minimum of ten working days in the newsletter before being advertised externally for a period of ten working days.

The newsletter is distributed via the intranet every Friday morning and hard copies are also placed on noticeboards in offices and lunchrooms.

Timeframe: 20-25 working days.

Procedure

1. HR department creates advertisement for newsletter on intranet.
2. HR sends advertisement to publications department to post on the intranet.
3. HR creates advertisement for authorised external print media.
4. After advertisement has been posted internally for ten working days, HR organises for external print media.

4. Short-list applicants

Short-listing is a process of elimination. However, Dandenong Health carerequires that all internal applicants be interviewed.

Timeframe: 3 days minimum.

Procedure

1. Administration staff to collate all resumes and give to HR department.
2. HR to read over position description and advertisements.
3. HR personnel and departmental manager to read each external applicant'srsumand divide them into 'yes', 'no' and 'maybe' piles.
4. HR and departmental manager to then reread 'yes' and 'maybe' resumes and complete short-list chart for external applicants.
5. HR and departmental manager reads all internal applications and completes the short-list chart.
6. HR and departmental manager then collates all documentation from internal applicants and shortlisted external applicants.
7. HR organises administration staff to send all external applicants not short-listed a standard letter by post.

5. Interview

Dandenong Health careuses the interviewing selection technique with interviews being conducted at head office onlyDandenong Health carerequires a selection panel of two personnel from the related department to interview applicants.

Interview preparation

Timeframe: interview preparation 1-2 days

Procedure

1. HR requests administration staff at head office to organise:
2. comfortable and quiet location
3. food and beverages for interview panel
4. Interview schedule.
5. HR to organise interview documentation which includes:
6. position description
7. resumes for each shortlisted candidate
8. consent to check and release police record form
9. standard interview questions for HR members of interview panel
10. interview assessment forms for interviewers
11. Use checklist for documentation.
12. HR organises interview panel: two members of HR department and one staff member from the job-related department with one of the HR members being the chairperson.

6. Interview applicants

Interviews are to be conducted only at head office. Interviews are to be 30 minutes in duration with a 5 minute break in between. No more than 12 interviews should be conducted in a day.

Timeframe: scheduled interviews 1-2 days depending on number of applicants.

Procedure

1. Selection panel greets candidate and makes introductions.
2. Chairperson opens interview.
3. HR members of panel ask applicant a series of standard interview questions.
4. Staff member from job-related department asks three questions.
5. Chairperson asks applicant if they have any questions.
6. Chairperson informs the candidate of the process.
7. Panel thank candidate for attending.
8. Panel complete interview assessment.
9. Panel select applicant.
10. Gain approval from senior management - subject to reference check.

7. Reference checks

Reference checks are an important part of the selection process. Dandenong health Care reference checks must be conducted on both internal and external applicants by the HR department.

Timeframe: 1-2 days depending on number of applicants.

Procedure

1. Phone workplace of applicant and speak to manager/referee.
2. Introduce self, organisation and purpose of call.
3. Ask standard questions about applicant's knowledge and skills.
4. Ask about applicant's personality.
5. Ask manager for their opinion of applicant's standard of work.
6. Ask manager if there have been any problems with applicant.
7. Discuss references with other HR person on interview panel.

8. Job offer

Job offer needs to be made immediately after Reference check.

Timeframe: 1-5 days.

Procedure

1. HR department organise written contract to be drawn up with terms and conditions.
2. Administration to post contract to applicant.
3. Upon receipt of signed contract HR post new employee advice about induction program.

9. Feedback to unsuccessful applicants

Dandenong Health Care requires all unsuccessful internal applicants to be provided feedback in individual meetings with a member of the HR department.

Timeframe: 1-2 days depending on number of applicants.

1. HR department ask administration to schedule 30 minute meeting with each unsuccessful internal applicant.
2. HR department representative to conduct feedback meetings with unsuccessful internal applicants.
3. HR department representative to phone unsuccessful external applicants and offer feedback.
4. HR department to file hard copies of notes about unsuccessful applicants

Task 2

1. Describe ways that technology can improve the efficiency and effectiveness of recruitment and selection processes.

1. Case study

High-end(HE), a small sized entrepreneurial engineering firm based in Australia, is experiencing high volume of sales but is facing difficulty in attracting qualified engineers due to the current shortage of qualified engineers in the market. Whilst being innovative in production & design of engineering equipment and services, HE still relies and uses traditional recruitment and selection methods.

Sue Wan, the HR Manager, decides to trial a range of new and different ways of recruiting. Tim decides to introduce a new career website with capability of managing a talent pool supported by a process of encouraging employee referrals. The initial investment in this new website and the ongoing costs of the employee referral system is predicted to be less that the current recruitment spending.

Questions:

• Describe the approach that Sue could take to obtain support from senior management for these new policies and procedures.
• How could Sue communicate these changes to management and staff?
• What training and support would be required to ensure these new approaches were successful and adopted by the organisation?