The Job Description of a Recruitment Specialist - Coursework Example

Name: Course: College: Tutor: Date: A recruitment specialist is responsible for attracting job candidates and matching them to permanent or temporary jobs with the client companies. The jobs may vary from entry-level positions to executives and directors. The role of a recruitment specialist entails working with client companies, building relationship for better comprehension of recruitment requirements and needs. The specialist attracts candidates by drafting advertising copies for using in a wide range of media and referral, recruiting and networking. The job description of a recruitment specialist includes recruiting personnel, collecting applications and resumes for jobs, assembling applicant files, performing background checks, interviewing applicants, administering pre employment assessments and tests, and placing employees. In short, the role of the specialist is to hire employees. The specialist orients new employees, educate employees about salary and benefits and assess department needs for staffing. In the entry-level position for recruitment specialist, the graduates carry out more paper based activities such as filing, organizing applicant files and other uncomplicated duties. More advanced activities and responsibilities such as interviewing come with experience. The key tasks of recruitment specialists support the organization to meet its own objectives. They key tasks are 1. Maintaining an updated register of participants placements and probable occupation chances 2. In charge of fast and effective employment processes externally and within 3. Responsible for offering the latest recruitment trends and knowledge within the overall market 4. Actively using recruitment tools such as hire system and job flow among others 5. Delivering recruitment needs by working closely with the assigned business HRMs 6. Suggesting appropriate and better media for approaching the right competence candidates 7. Following up and coordinating with recruitment channels 8. Executing prescreening and/or ultimate in person or phone interviews for mid level and junior positions 9. Submitting candidates offers and follow ups in software until placing 10. Coordinating with campuses and event in relation to targeted hires among others 11. Proactively coordinating with organizational department for interviews 12. Supervising and interacting closely with the staffing coordinator in charge of assigned hires and continuous follow ups with on-boarding 13. Supporting the Human Resource Managers with regular updates on the progress of recruitment 14. Reporting weekly to clients premises and when needed for recruitment and staffing regional management for progress and further instructions 15. Updating and delivering weekly metrics for assigned hires 16. Undertaking supplementary responsibilities that may progress in the future A recruitment specialist should be acquainted with the community resources and local employment marketplace to carry out his roles effectively. He or she should also be familiar with the state, city and federal codes, laws and regulations, which have to do with employment and equal employment prospect guidelines. He or she should have excellent written, verbal and interpersonal communication skills and be computer literate including basic familiarity with email and internet communications and basic software applications. Recruitment specialists normally have Bachelor’s degree in Communication, Marketing, Public Relations, Business Administration or any other related degrees. Working as an assistant recruitment specialist in the Al-Ain Hospital, my main roles were coordinating and conducting all activities related to manpower planning, recruitment and selection of employees in the Hospital and adhering to all the policy and procedure set by the Health Authority and SEHA. This is in line with some of the sixteen roles discussed above. For instance, coordinating with recruitment agencies and job portal agencies for sourcing of potential candidate matches with role number entailed active use of recruitment tools such as hire system and job flow among others. My second role was to maintain a database of various recruitment sources (job portal companies, recruitment agencies, universities, etc). This was made possible by maintaining an updated register of participants’ placements and probable occupation chances. The third role entailed coordinating with Division Directors/ Section Managers in posting selection criteria for candidates and ensuring that they were in line with the existing job descriptions. This made it possible to deliver appropriate recruitment needs by working closely with the assigned business HRMs. It also led to suggesting appropriate and better media for approaching the right competence candidates and following up and coordinating with recruitment channels. The fourth role entailed coordinating with the Public Relation Administrator in processing visa, employment contracts and travel related formalities of the new recruits. This was enabled by supervising and interacting closely with the staffing coordinator in charge of assigned hires and continuous follow-ups with on boarding. I was also supposed to evaluate the clinical Curriculum vitas based on the PQR “Personal qualification requirement.” This was in a bid to make sure that employees were matched appropriately with the client companies and that the desired workers were attracted to the hospital. The initial assessments of job applications or curriculum vitas evaluated people to see if their education, work experience and performance provided a good match for the hospital. As an assistant recruitment specialist I also had to check job references to establish which interviewees were best educated and trained for hiring by the hospital. I had full knowledge of the hospitals policies on benefits, wages and advancement chances so that I would explain the working expectation and conditions to jobs interviewees. This entailed writing job descriptions and communicating actively with the hospital managers so that I would have current information about the particular jobs that the hospital needed filled. All my roles were facilitated by cooperating with all Division Directors / Section Managers examples, Housing Section, Immigration Department, Support service section. The recruitment specialist role entails working with client companies so that the right job candidates would be matched to permanent or temporary jobs within the hospital. The external working relationships with Recruitment Agencies, Job Portal Companies, Universities, Colleges and Newspaper and other advertising agencies ensured that the hospital got the best staff that fitted the roles advertised. The advertising agencies provided a chance to choose the appropriate and better media for approaching the right competence candidates The skills and competence required to carry out this role was the ability to build up strategic networking with external and internal customers. This was effective in ensuring that I was in charge of fast and effective employment processes externally and within. Interview skills were also required because one of the major roles of a recruitment specialist entails prescreening and/or ultimate in person or phone interviews for mid level and junior positions for the hospital. Service excellence was also required so that the job candidates matched the permanent or temporary offered by the hospital. The desirable quality was knowledge of the health sector terminologists and understanding the health sector. This was quite important because for a specialist to procure his or her roles perfectly, he or she has to understand the laws and regulations, which have to do with employment and equal employment prospect guidelines. Knowledge of the hospital terminologies and health sector would make sure that the role was well procured. Most recruitment specialists must have a Bachelor’s Degree in Communication, Marketing, Public Relations, Business Administration and other related field. However, this education has to be supplemented with familiarity with laws and regulations such as those that have to do with people with disabilities, equal employment chances regulations and affirmative action. In this case, it was important to understand the laws and regulations that had to do with the health care sector so that I would stay current on knowledge of employee benefits and requirements. Manpower planning is an imperative constituent of my role as a recruitment specialist. A systematic evaluation of the present resources and the future estimated resources had to be done to make sure that staffing was most favorable. With understaffing, the hospital loses customers and profits among other advantages. Alternatively, overstaffing leads to losses in terms of competence and salaries. Manpower planning entails coming up with strategies to go with the staff requirement and the available job positions. A recruitment specialist should have a complete knowledge of the plans of an organization and thus manpower planning is functional to the organization and employees. Manpower planning would be done once each quarter. The coordination with the manpower committee would include the concerned department head, budget accountant, recruitment Head and the HR director. It would be conducted one month to determine the exact ratio of manpower in each department in the Hospital. If each department within the hospital met its own department objectives and targets, it would affect delivery of objectives and have an impact on the department performance. The planning would enhance the ability to analyze each department needs for staff and enhancing the planning competency, knowledge of civil service law and computer literacy. The recruitment would be on going and would be done through Interviews- through Video conference, Telephone interviews, face-to-face conference, assessment centers and psychometric test. The interview would take 30 minutes to one hour per candidate and would even take more for some senior positions. This would enable the specialist to recruit the right fit for the organization. The interview would be conducted in assessment centers and interview centers within the center. A yearly performance appraisal would be done to determine whether an internal candidate could deliver the expected outcome. Low performance would be revealed by the background check. The ability to analyze personalities would depend on the ability to recommend and disapprove staff based on visible experience. This would make the roles of recruiting personnel, collecting applications and resumes for jobs, assembling applicant files, performing background checks, interviewing applicants, administering pre employment assessments and tests, and placing employees easier for the recruitment specialist. The job analysis above offers a clear picture of what being a recruitment specialist entails. The purpose of this analysis is to determine the skills, dimensions, competencies, attributes and job performance indices important to job success. All the responsibilities and respective tasks done on a daily, weekly, monthly and yearly basis that make up the recruitment specialist role have been identified. A thorough job analysis results in a complete picture including the duties, tasks, general knowledge, skills and competencies needed to be successful and important resources required to perform the role in an effective manner. In conducting a job analysis, various methods are used in obtaining information. One of the methods is through interviews. The interview entails a series of questions to unearth what a person does on the job. for instance one can conduct an interview one on one with the person or the supervisors. The major disadvantage of using interviews is that a person may encounter difficulties revealing what he or she does. Nonetheless, interviews are a good method when one requires a high-level overview of the job and not the task details. Survey or questionnaires can also be used in job analysis. A survey can be conducted using questionnaires to collect information about a particular job. Questionnaires have an advantage over face-to-face interview because a person may be at ease writing down certain aspects than telling the interviewer in an interview. This method may be disadvantageous in that it is cumbersome to fill out in detail. Observation can also be used to be use to collect information about a certain job. it involves sitting with the job performer and observing or taking note of all tasks as they take place. The disadvantage of this method is that it is time consuming because job performers rarely perform every task in their job description in the span of one day. The other disadvantage is that the presence of the observer may cause skewed behavior. The advantage if that the analyst will have firsthand knowledge of the tasks being performed and can ask questions along the way. Since the focus of a job analysis is on the ‘what of a job’, observation is perhaps the better suited for the task analysis of the role. A focus group is also a method of collecting relevant information about a certain job. A focus group is a group of performers who come together to come up with all of the duties and tasks of their job. It is in essence a big group interview. The groups allow the participants to use each other as sounding boards to generate the task list. It is time consuming as the group can jointly think of the tasks carried out on the job on the spot. From the above analysis, it is evident that job analysis is advantageous as it offer a purposeful, systematic process that provides descriptive, important job-related information that distinguishes the job being analyzed from other jobs. It breaks the job down into significant constituents. Sackett and Laczo (2003) termed job analysis as an expression employed to illustrate an extensive array of methodical course of actions for investigating, documenting and coming up with deductions concerning work activities, worker characteristics, and work environment. The analysis is mostly seen as a method that would outline the foundation of some other employees’ tasks (for example devising a selection test or an instrument for performance evaluation). The Job analysis of a recruitment specialist offers an array of comprehensive information about the job. The challenge with job analysis lies in recognizing the most practical information sources and also selecting and putting in application the methods for getting it together and then organizing it in a significant manner. Job analysis is the foundation of Human Resource Management because the information it assembles serves so many HRM functions. When completed, a job analysis results in a written report that summarizes the information obtained from the analysis of the individuals tasks or activities. HR managers use these data to come up with job descriptions and job specifications. The analysis is also helpful as it assists organizations to establish the job relatedness of its selection and performance requirements. It assists both the small and large employers in meeting their duties. The documents are in turn used to perform and enhance the diverse HR functions such as the development of performance evaluation criteria or the content of training classes. The critical role of job analysis is to improve the performance and productivity of the organization. Read More