Reference no: EM132818410

1 Write down the stages of the human resources life cycle and briefly explain each. Make sure you refer to the recruitment and section process in your answer.

2 Discuss why it is critical to an organisation for the recruitment and selection process to be effective.

3 Identify five documents that you would work on or complete during the recruitment, selection and induction process. Include the stage in the human resources life cycle that the document would be used in your response.

4 Identify five Acts that apply to recruitment, selection and induction. Briefly describe each one.

5 List five technology-based channels by which job vacancies can be advertised.

6 List five alternative methods to advertise vacancies that may not be dependent on technology.

7 Briefly describe four testing tools that employers can use in the selection process aside from interviewing.

8 Briefly describe the purpose of each interview type/technique below. For each one, give at least two pros and two cons.

Assessment Task 2: Recruitment

Instructions to students:
TASK SUMMARY
For this task, you are required to plan for recruitment. This will involve:
• meeting with your assessor to clarity the job requirements
• preparing a job description and writing the advertisement
• selecting where the vacancy will be advertised
• obtaining approval to move forward with recruitment.

RESOURCES AND EQUIPMENT REQUIRED TO COMPLETE THIS TASK
• Access to textbooks and other learning materials.
• Access to a computer with the Internet, a printer and applicable software (such as Microsoft Office)
• Recruitment and Selection policy and procedure (provided)
• Job description (electronic Microsoft Word copy).

WHEN AND WHERE SHOULD THE TASK BE COMPLETED?
• You will complete Part A of this task in the classroom. Part B of this task may be done in your own time as homework or you may be given time to do this task in class (where applicable).
• Your assessor will provide you with the due date for this assessment.

WHAT NEEDS TO BE SUBMITTED?
• Part A: students are not required to submit anything.
• Part B: memo/email along with job description and advertisement.

Read the case study below and complete all activities.

PART A
You work at Trucks N Cars an Automotive Workshop at Campbellfield in Melbourne as the Workshop Manager. One of your responsibilities is to ensure that there are sufficient motor mechanics available in the workshop to be able to complete all work on time. There has been an increase in the workload recently and Joe, one of the most experienced motor mechanic in the workshop has put in a request for a 6 month leave for knee surgery which is scheduled in two months' time.
You have discussed the current situation with Jason, the General Manager and he has informed you that they need to start looking for at least 4 motor mechanics to meet the current workload.
Jason wants to recruit the motor mechanics before Joe leaves so that he can train the new recruits and ensure smooth transition.
As the workshop Manager it is your task to assist Jason through the recruitment and selection process. You haven't assisted in recruiting motor mechanics before so it is a good time to read and familiarise yourself with the Recruitment and Selection policy and procedure.

Before you start the process, you will need to confirm the details of the positions with Jason. Your assessor will play the role of Jason.
During this meeting you must have a hard copy of the current position description for the motor mechanic role. You will need to write down any changes discussed. You will also be required to actively participate in the meeting, so be prepared to ask questions to clarify any information that is provided.
Your assessor will give you details about when this meeting will be held.

During the meeting, you will need to confirm:
• How soon the position needs to be filled?
• If there are any changes to the job that need to be reflected in the position description.
• If there are any qualifications that the new employees need to have.
• If there are any preferred skills or attributes that the new employee will need to fit into the workplace culture.
• How many hours the motor mechanics will be rostered per week?
• What needs to be put into the job advertisement?
• What award the motor mechanics will be covered by?

PART B
Now that you have confirmed the requirements for the job, it is time to prepare the job description and the advertisement.
As per the Recruitment and Selection policy and procedure (provided in this document), you need to get approval to recruit from the General Manager. As a part of this process, the job description and the advertisement are sent at the same time requesting approval.

1. You have been provided an electronic copy of the job description. It looks quite untidy and it is not easy to read.
You are required to:
• Clean up the document:
» put in appropriate headings
» check that things are in the right place
» check that information is correct (you can use examples from the Internet to structure the document).

• Read through the job description and ensure it makes sense - check for any errors.

• Add all the information obtained during your meeting with the Manager (your assessor) - make sure you put the information under logical headings.

• Check the Recruitment and Selection policy and procedure for other information regarding the workplace strategy that must be included in the position description. Include the information in a logical place.

• Job descriptions are to be formatted as per the procedures below:
» Document text is in Arial 10pt, black
» Headings are bolded and italicised
» The filename should include the position number (which is MM2B) and the date it is prepared
» The filename should be in the footer, formatted to Arial 8pt
» The person's name that last modified the document should be in the footer, formatted to Arial 8pt
» There should be no errors in the document.
• You must also check that the WHS requirements that the manager has asked you to include are correct and can be included in your state of operation.
If lifting 5kg is not able to be included in the job description, you will need to remove it. If it is allowed, it is recommended that you change the language of the statement to be more appropriate.

2. When you have finished working on the job description, it is time to work on the job advertisement.
You might like to visit Seek or other employment websites to look at advertisements for ideas as to what to put into yours.
Make sure you include the diversity statement provided at the end of the advertisement and particulars from the job description.
The advertisement must be word processed and have a word count of 250-350 words maximum. Make the organisation sound dynamic and exciting to attract applicants. You may be creative with the details, such as employee benefits.
Applications are to close two weeks from the date you are completing this assessment. Remember that Trucks N Cars is located in Melbourne.
Job applicants should send their applications to you. Make sure the advertisement has your contact details - fictional or real.

3. Now that you have completed the job description and the advertisement, it is time to get approval to recruit from the General Manager, and advertise the role.
Write a memo or email addressed to the General Manager requesting the approval to move ahead with the recruitment. Your request should be written clearly and concisely and include the necessary information, including:
• The position title and number of positions requesting approval for
• The employment type (permanent/casual/contract, etc.).
• The preferred start date and potential end date.
• The hours of work.
• The name of the General manager and the business these roles will be deployed into.
• The Award that the role will be covered by.
• Where the vacancy will be advertised. You will need to select and recommend two channels to advertise.
Let the General Manager know that you have updated the job description and the advertisement, and make sure these documents are attached when you submit the request to them (your assessor).
Submit your memo/email along with the job description and job advertisement to your assessor.

Assessment Task 3: Selection

PART A
The job has been advertised and you have already had a number of calls.
The General Manager has requested that the interview panel consist of three people. The most appropriate people for the panel are:
• yourself
• Jason, the General Manager
• Joe the motor mechanic.
As part of the selection process, shortlisted candidates will undergo a medical and fitness test to determine their suitability for the range of usual manual and repetitive tasks required of this role.

PART B
You have received a number of applications for the motor mechanic vacancy. Below is a summary of their applications.
• Robert - did not provide a resume as he has never had a job before. Many spelling errors and ‘SMS' abbreviations throughout his cover letter. He has been responsible for servicing and repair his friend's cars, he is 18, lives 4 hours away but can move to Melbourne if he gets the job.
• Jack -is currently working for another automotive workshop as a motor mechanic and is looking to get into Trucks N Cars due to career progression opportunities and employer of choice status. He is currently working a 12-hour rotating roster but is happy to work over a 24-hr period. He has Certificate III and is currently studying Certificate IV in Automotive Mechanical Diagnosis.
• Matt - has just moved from Perth. He has all the qualifications and is an experienced motor mechanic. He has been awarded employee of the month on two occasions by another automotive workshop in Perth. He lives close by and is able to work flexibly and on the roster.
• John - has no experience as a motor mechanic neither does he have any qualifications. He has worked as an automotive helping hand in an automotive workshop. The 24-hour roster would suit him during the week, but he is unable to work weekends or public holidays due to family commitments.
• Zac - has 12 months' experience working in a small, automotive workshop. He was also responsible for supervising apprentices in the workshop. The hours also suit him.
• Ron- has worked at Toyota Motors for 10 years in Sydney. He has since then moved to Melbourne but has been out of work voluntarily for the last year. He is now ready to work again. He has the required qualification and can work on 24-hour roster.
• Tony - has been in the country for five years and has been working in an automotive workshop. He has completed a lot of training and his English is decent. He wants to leave his current job and join Trucks N Cars as it is closer to his home and it will cut down on travel time. He is able to work on the 24-hour roster; however, he needs to take care of his daughter on the weekends and so is unable to work on Weekends.

PART C
The General Manager has agreed with your recommendations and has asked you to schedule the interviews. He has informed you that interviews will need to be conducted in the afternoons due to service requirements.
He has requested two dates - Friday 15 October and Monday 17 October after 2pm. The interviews will be held in the Trucks N Cars Meeting Room A on the Friday and Meeting Room C on the Monday.
You have made the phone calls and have allocated the following days and times:
• Jack - 2.15pm on Friday 15 October
• Mat - 3.15pm on Friday 15 October
• Zac - 2.15pm on Monday 17 October
• Ron - 4pm on Monday 17 October
• Tony - 5pm on Friday 15 October.

Assessment Task 4: Interview and select preferred candidates

PART A
The day of the interviews has arrived. Mat, Tony and Jack are being interviewed today.

This part of the task requires you to role play panel interviews.
Your two classmates will work with you as interview panellists and play the roles of the General Manager and the motor mechanic.
Your assessor will play the roles of all the applicants/interviewees (Matt, Tony and Jack).
Each panellist is required to take turns to ask questions. Prior to the interview sessions, you should meet with your panellists and talk about your questions - decide who is asking which question, and be clear about the selection criteria.
You are free to revise the questions or to ask other appropriate questions during the interviews.
Ensure that you take notes against the selection criteria during the interviews.

During each interview, your assessor will be looking to see that you can:
• greet the applicant appropriately
• communicate politely and respectfully at all times (with both your fellow panellists and the interviewee)
• listen carefully to what the applicant is saying (you may need to ask them to clarify themselves or it may give you an opportunity to ask further questions on the spot)
• take notes during the interview - document what the applicant says, how they behave, their attitude, and so on
• keep the interview moving (don't let discussion veer off track, stay focused, make sure each panellist remains interested and focused, and so on)
• give the interviewee time to ask their own questions and to respond to these appropriately
• thank the applicant for their time and provide an appropriate farewell.

PART B
Assume it is now Monday and all the interviews have been completed.
You now need to ring the referees and meet with your panellists to discuss the assessment of the interviewees and agree on the preferred candidates.
Your role as the Workshop supervisor is to ensure that the preferred candidates are selected based on merit - how they meet the selection criteria and how well they answered the questions in the interview. You need to ensure there is no bias or discrimination in the decision-making process.
Summaries of the other interviews are:
• Zac - has 12 months' experience working in a small, automotive workshop. He was also responsible for supervising apprentices in the workshop. The hours also suit him.
• Ron- has worked at Toyota Motors for 10 years in Sydney. He has since then moved to Melbourne but has been out of work voluntarily for the last year. He is now ready to work again. He has the required qualification and can work on 24-hour roster.
The shortlisted candidates were also sent to complete the medical and fitness test. Tony was the only candidate that didn't pass the tests.
In preparation for this part of the assessment, you are required to write a script that you will use to telephone the successful candidates. The scripts should be short and concise.
You will need to include in your script the following:
• The offer of the role to the candidate
• Asking for their acceptance of the role
• Confirming they are still able to start immediately
• The start time for the first day (9 am)
• That they will receive a letter/email from you with all the details, including what to wear and bring on their first day, and a contract for them to sign
• An offer to contact you if they have any questions.

You will need to use this script later in this task.
1. You first need to contact the candidate's referees - the referee reports will help the panel to make the final decision on the preferred candidates.
You are required to ‘call' one of the referees and record the conversation in a Referee Check Report (provided at the end of this task). Your assessor will play the role of the referee. You should remain professional and polite and ensure you do not engage in negative, biased or discriminatory conversations.

2. During the meeting with your panellists (your classmates) and your assessor, you are required to demonstrate your ability to negotiate and persuade others and influence their opinions on the preferred candidates. The purpose of this meeting is to select the four preferred candidates.
All panellists must agree on the outcome, based on the notes you wrote during the interviews and the information above regarding Robert, John and Tony's interviews, the selection criteria and the job description.

3. Once the four candidates have been agreed by the panel, you are required to complete the Preferred Candidate Report (provided at the end of this task). This form will be submitted to the General Manager, who will make the final decision to appoint.

4. You are to now assume that the General Manager has accepted your recommendation of preferred candidates and has given approval for you to offer them the position.
You will need to make a telephone call to one of the successful candidates and offer them the position. Use your prepared script (either another student or your assessor will play the role of the successful candidate). You will need to demonstrate appropriate verbal and non-verbal communication skills by smiling when you talk, and being warm, friendly and welcoming in the words, volume and tone of your voice.

5. As part of your Human Resources Officer role, you are required to advise the unsuccessful interview applicants of the outcome.
The Recruitment and Selection policy and procedure indicates that this must be done in writing. You are to create a template of a letter that would be sent to each applicant informing them that they were unsuccessful. It is recommended that you research the Fair Work website for suggested wording and format.

PART C
Following your letter to the unsuccessful applicants, one has emailed and asked for feedback on why they were not successful and recommendations for improving their interview skills.
Write an email/memo to one of the unsuccessful candidates and provide the reasons why they were unsuccessful. Give at least one suggested improvement for future interviews.
Your letter should be written professionally and with sensitivity, and provide genuine feedback.

PART D
You now need to prepare for the new employees to commence their employment with Trucks N Cars.
You are required to notify the General Manager and Joe the motor mechanic, Payroll officer and IT department. This is so they can be prepared by creating profiles in the payroll system, organising employee IDs, creating user profiles for the computer systems and the like.
You are also required to send a formal offer of employment and contract to the new employees.

1. Complete the Appointment Notice template (provided at the end of this task) - you may make up the required information. Submit the notice to your assessor.
2. Prepare a memo/email to the General Manager and the motor mechanic to confirm the details of the successful candidates and their start dates.
3. Prepare a letter of offer to one of the successful candidates. Use the Letter of Offer template. You will require an electronic copy of this document so that you can customise the letter (red text). Your assessor will give you a copy of the Word file.
You are also required to prepare a memo/email with all the details regarding the first day of work, as promised on the telephone.
Your memo/email should be clear, concise and welcoming, and include the following information as a minimum:
• Start date - 5 November
• Start time for the first day - 9am
• Where to go - Reception desk at Trucks N Cars; the receptionist will direct them to the meeting room
• What to bring - tax file number, photo identification (licence/passport), bank details, superannuation details (if nominating their own super fund), emergency contact details
• What to wear - overalls, safety shoes
• Advise that lunch will be provided on the first day

Assessment Task 5: Arrange induction for new employees

Read the case study below and complete all activities.
New employees are inducted into Trucks N Cars automotive workshop on their first day of employment.
The day usually starts with the workshop supervisor, where employees learn about the company and everything HR that they need to know, including timesheets and pay.
They usually meet one or more of the senior management team for morning tea; after this, they tour the workshop, complete a workplace health and safety induction, have their photos taken for their ID badges and get fitted for their uniforms.
Lunch is also provided on the day.

1. Use the Induction Checklist template (provided by your assessor) to fill out the details for one of the new employees. You will need an electronic copy of the template for this assessment.
The plan needs to be completely filled in and you will need to undertake some research to find out what other topics hospitality establishments cover in their induction program.
Make sure you include the following points in the induction topics:
• New employee paperwork requirements
• Access (security) requirements
• Mandatory learning (Code of conduct, privacy, anti-discrimination, etc)
• The activities mentioned in the case study information above.
Submit your completed induction checklist to your assessor.

Assessment Task 2: Part B
Job Description - Motor Mechanic

Job Title: Motor Mechanic
Reports To: Workshop Manager

Position Summary:
Automotive mechanics work on the mechanical parts of motor vehicles, including the engine, transmission and suspension systems. They fix, maintain, reassemble, restore and overhaul these components and also talk to the vehicles' owner about issues they may be having. Common tasks might include the testing and repairing of electrical lighting systems, the replacement of damaged parts in the engine, or the inspection of vehicles in order to render them safe for the road. Automotive mechanics work right across the state, in service stations, vehicle dealerships, for public authorities such as local governments or defence, transport firms, organisations with fleets of vehicles that need to be maintained and for themselves in their own businesses.

Duties and responsibilities:
• Ability to meet KPIs
• Inspect vehicle engine and mechanical/electrical components to diagnose issues accurately
• Inspect vehicle computer and electronic systems to repair, maintain and upgrade
• Conduct routine maintenance work aiming to vehicle functionality and longevity
• Inspect vehicle engine and mechanical/electrical components to diagnose issues accurately
• Inspect vehicle computer and electronic systems to repair, maintain and upgrade
• Conduct routine maintenance work (replacing fluids, lubricating parts etc.) aiming to vehicle functionality and longevity
• Schedule future maintenance sessions and advise motorists on good vehicle use
• Repair or replace broken or dysfunctional parts and fix issues (e.g. leaks)
• Provide accurate estimates (cost, time, effort) for a repair or maintenance job
• Keep logs on work and issues
• Maintain equipment and tools in good condition

Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities and activities may change at any time with or without notice.

Knowledge, skills and abilities:
• the ability to work well with manual hand tools
• problem-solving skills
• good vision and hearing
• to hold a current drivers license
• technical aptitude

Essentials
• Excellent knowledge of mechanical, electrical and electronic components of vehicles
• Working knowledge of vehicle diagnostic systems and methods
• Ability to handle various tools (e.g. pliers) and heavy equipment (e.g. lift)
• Willingness to observe all safety precautions for protections against accidents, dangerous fluids, chemicals etc.
• Excellent physical condition

Education: Certificate III light and heavy automotive vehicle and Certificate IV in Automotive Mechanical Diagnosis.
Experience: Proven experience as auto mechanic
Award: Vehicle Manufacturing, Repair, Services and Retail Award 2010 [MA000089]
We are proud to be an equal opportunity employer. We have a diverse workforce whose contributions are welcomed and enrich our work processes. All qualified applicants will receive consideration for employment without regard to age, race, gender, gender identity, religion, sexual orientation, disability, age or family status

Attachment:- Support the recruitment.rar