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National 5 Business Management > Management of People > Flashcards

Management of People Flashcards

1
Q

What is recruitment

A

Recruitment is the process of identifying vacancies and attracting the right candidates to apply for a job vacancy in a business.

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2
Q

What are the stages of recruitment?

A

Identify a Job Vacancy

Conduct a Job Analysis

Prepare a Job Description

Prepare a Person Specification

Advertise the Job Vacancy

Issue Application Forms/Request CV’s

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3
Q

Describe identifying a job vacancy

A

The HR department will perform a review and consider where and if vacancies exist.

A job vacancy may arise as a result of;

  • An employee leaving the business, e.g. retires or resigns
  • An employee is on long term absence, e.g. maternity leave or sick leave
  • New position is available as a result of growth in the business
  • Temporary vacancy to cover busy period e.g. Christmas
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4
Q

Describe conducting a job analysis

A

Performing a job analysis is a good opportunity to identify whether the job available will continue to be the same or if tasks and duties should be changed.

Information can be gathered from previous job holder, supervisors and colleagues.

The job analysis will outline;

  • Tasks, duties and skills required for the job
  • Areas of responsibility
  • Areas of accountability
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5
Q

Describe creating a job description

A

This document gives applicants information about the vacancy. The document will include;

  • Job title
  • Where the job is based
  • Tasks and duties
  • Responsibilities
  • Pay
  • Contract – permanent or temporary
  • Working Hours
  • Holiday Entitlement
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6
Q

Describe creating a person specification

A

This document identifies the type of person what would be suitable for the job vacancy. It will include;

  • Skills e.g. communication and organisational skills
  • Qualities e.g. friendly
  • Qualifications e.g. Highers, Degree
  • Experience e.g. 6 months experience in a similar role

Some may be essential, whereas, others may only be desirable.

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7
Q

Describe advertising the vacancy

A

The advertisement will include information from both the job description and person specification e.g. job title, salary, qualifications and experience needed

When choosing how to advertise the job the business will consider the budget available, position being advertised and the availability of staff within the business.

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8
Q

Describe Issuing Application Forms/Request CV’s

A

The business will compare the information provided in the application forms/CVs to the job description and person specification. Those who meet the criteria will be selected for interview.

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9
Q

Describe CV’s

A

A CV is prepared by a candidate to ‘sell’ themselves to a potential employer.

It should include personal details, work experience, qualifications and referees.

A CV is unique to each candidate, making it more difficult to compare candidates.

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10
Q

Describe internal recruitment

A

This is when the job vacancy is filled by a person who already works for the business. Methods used include e-mail, notice boards, staff meetings, intranet

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11
Q

What are the advantages of internal recruitment?

A

Little induction is needed as the employee is already familiar with the business

Strengths and weaknesses of the employee are already known by the employer

It is a cost-effective form of recruitment e.g. low advertising costs

It can improve staff morale and motivation

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12
Q

What are the disadvantages of internal recruitment?

A

Limited pool of candidates to choose from

No fresh ideas or new skills brought into the business

Will create another vacancy within the business

Can demotivate unsuccessful candidates

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13
Q

Describe external recruitment

A

This is when the job vacancy is filled by a person from outside the business. Methods used include internet adverts on the business’s website, job centre, recruitment agency, online job sites e.g. S1jobs and myjobscotland

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14
Q

What are the advantages of external recruitment?

A

A larger range of people can apply for the job

The business has more candidates to choose from

External candidates may bring fresh ideas to the business

And new skills

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15
Q

What are the disadvantages of external recruitment?

A

Expensive and more time consuming – process of recruitment, selection and induction training can take several months

Higher risk as new employee is unknown to the organisation

Takes more time for new employees to settle in

A longer training period is required as new employees

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16
Q

What is selection

A

Selection is the process of choosing the best candidate for the vacancy.

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17
Q

What are the stages of selection?

A

Select Candidates for Interview

Interview Candidates

Testing/Assessment Centres

Select Best Candidate

Reference Check

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18
Q

Describe selecting candidates for interview

A

Candidates will submit their application form and/or curriculum vitae (CV).

The business will compare the information provided in the application forms/CVs to the job description and person specification. Those who meet the criteria will be selected for interview.

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19
Q

Describe interviewing candidates

A

At the interview all candidates will be asked the same questions to ensure a fair and equal process and to make is easier to compare candidates.

Interviews can be over the phone, Zoom/Teams, one-to-one, group or panel interviews..

20
Q

What are the advantages of interviewing candidates?

A

Interviewer can directly compare candidates

They can see how candidates act under pressure

The interviewers will also get an insight into the personality of the candidates

Judgments can be made about the candidate based on their appearance and body language.

21
Q

What are the disadvantages of interviewing candidates?

A

Candidates may be nervous so may not act confidently

Interviewer may not see the best in the candidate

Personal prejudices can influence the interviewers’ choice of candidate

Just because someone performs well in the interview it doesn’t mean they would be good at the job

22
Q

Describe testing/assessment centres

A

In a large business, candidates may be taken to an assessment centre for several days where they will take part in a number of tests including team building and role play.

These tests are designed to show the candidate’s social skills, leadership qualities, problem solving skills and personality traits and help the business to identify the best candidate for a vacancy.

Used for recruitment in the Army, Police and graduate training schemes.

23
Q

Describe selecting the best candidate

A

Once the interviewers/assessors have come to an agreement, the preferred candidate will be offered the position subject to satisfactory reference checks. Once the candidate has accepted the offer, they should receive a Contract of Employment

24
Q

Describe the contract of employment

A

The Contract of Employment will include similar information to the job description e.g. job title, pay, hours of work, start and end date, holiday entitlement and pension scheme. Every employee is legally entitled to a contract of employment.

25
Q

Describe reference check

A

References are used to confirm that the information the candidate has given is true and accurate. References will be given by previous employers (and schools/colleges for those still in education). Questions will relate to;

  • Work history
  • Work ethic
  • Attendance/time keeping
26
Q

What is training?

A

Training is teaching workers new skills or improving their existing skills.

27
Q

Describe the importance of training

A

Once a member of staff has been recruited to the business it is important to offer them opportunities for training and development as this will mean;
- Skills are up to date
- New skills can be
developed
- Improved job satisfaction and motivation
- Tasks will be carried out to the best possible standard

Trained staff will perform more effectively, and the business will become more efficient which will improve customer satisfaction.

28
Q

What are the main types of training?

A

Induction training

On the Job

Off the Job

29
Q

Describe induction training

A

This is given to all new employees when they begin employment. The purpose is to make the new employee feel comfortable in their job and to ensure they become productive as soon as possible. Induction training;

  • Develops an awareness of the organisation’s policies and procedures e.g. Health & Safety
  • Gives an opportunity to become familiar with working environment and colleagues e.g. tour of the building, introduce colleagues
  • Introduction to the job and duties involved e.g. demonstration on IT systems, issue login details.
30
Q

What are the advantages of induction training?

A

Employees feel at ease in their new job and more confident in their role

Employees will become familiar with the people they are working with and the surroundings

Employees will become aware of the businesses policies and procedures

31
Q

What are the disadvantages of induction training?

A

Employees who provide the training are not able to do their own tasks which reduced productivity

32
Q

Describe on the job training

A

This takes place at the employee’s normal place of work while the employee is doing the job. Methods include;

  • Observation – one employee watches and learns as another carries out tasks - “Sitting Next to Nellie”
  • Demonstration – experienced employee demonstrates a task and then the trainee carries out the task
  • Coaching – an employee is observed by a more experienced colleague and given advice and support to complete tasks
  • Job Rotation – an employee moves to different departments carrying out different tasks.
33
Q

What are the advantages of on the job training?

A

Training is flexible for employees and the business

Is more relevant to the business specific training needs

Normal work may be able to continue

More cost effective than off the job training e.g. saves money on travel costs etc.

34
Q

What are the disadvantages of on the job training?

A

Bad habits might be passed on to other employees

Training is not done by a qualified instructor

35
Q

Describe off the job training

A

This takes place away from the employees’ normal place of work, e.g.

  • Employee may attend college or university on day release/part time to gain a qualification while still working in the business.
  • Employee may attend a conference
  • Employee may attend a training centre to develop specialist skills

Off the job training is more expensive than on the job training as the business will usually have to pay fees and travel costs.

36
Q

What are the advantages of off the job training?

A

Delivered by qualified and trained instructors – high standard

A formal qualification or certificate may be achieved at the end of the course

Current staff are not hindered by the employees training around them

37
Q

What are the disadvantages of off the job training?

A

More expensive than on-the-job training – fees, travel, hotel, food etc.

Temporary staff may be needed to cover for employees who are attending training

Can be time consuming and take a long time (e.g. degree takes at least 3 years)

38
Q

Describe the factors which depend the type of training selected

A

The method of training selected will vary depending on the needs of the employee and the business. However, training must;

  • Benefit the employee by developing skills and confidence, possibly resulting in promotion
  • Benefit the employer by improving the skill base of its workforce so they can cope with changes in the work environment e.g. technology
  • Ensure health and safety in the workplace
  • Ensure quality control
39
Q

What are the costs of training?

A

Financial cost of training can be high

Output is lost when staff are being trained

After training staff may request a pay rise

Once trained, staff may leave for better paid jobs

40
Q

What are the benefits of training?

A

Employees become more flexible – can undertake a range of tasks/roles

Changes become easier to introduce in the business

Fewer customer complaints

The organisation’s image improves

41
Q

What are the ways in which technology can be used in HR?

A

Internet
Video Conferencing
E-mail
Social Media

42
Q

Describe how internet is used in HR

A

Advertising vacancies online – large number of applicants

Online application forms for applicants to complete

Keeping up to date with new and changing legislation

43
Q

Describe how video conferencing is used in HR

A

Meetings can take place between employees in different geographical locations

Travel costs and time are reduced/removed

Urgent meetings can be arranged very quickly

44
Q

Describe how E-mail is used in HR

A

Can communicate with a large audience (employees) at once

Inform candidates of interview times/offer of appointment

Send links to online training, tests etc

45
Q

Describe how social media is used in HR

A

Advertising vacancies

Researching applicant’s social media pages

46
Q

What are the costs of using technology in HR?

A

Financial costs, including initial set-up as well as ongoing replacement of hardware and software

Employees in the HRM department will need training and support when implementing the use of new technology

47
Q

What are the benefits of using technology in HR?

A

Better monitoring and control is possible through the use of specific software

Training can be better supported, making it easier to provide and administer

National 5 Business Management (6 decks)

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