Section VII

Human Resource Management

Specific objectives:
 Describe the functions of the Human Resource Management office
 Identify the duties and attributes of a clerk in the Human Resource Management
office
 Identify the benefits of legislation related to workers’ welfare
 Maintain records used in a human resource office
 Describe the factors that contribute to employee/labour turnover in an
organization

Human Resource Management is the process of managing people in organizations in a

structured and thorough manner.

Functions of the Human Resource Management office

i) Recruitment
ii) Induction
iii) Deployment
iv) Appraisal
v) Training
vi) Staff welfare
vii) Disciplinary procedures
viii) Job description

Recruitment and Selection of New Employees

Employing suitable qualified people in the right positions in the organization can give the
business an edge over its competitors. Recruitment is concerned with attracting, screening
and selecting the number and quality of workers to fit a job who can help the organization
achieve its goals and objectives.
Before the Human Resource Manager decides to recruit staff he/she must first decide on the
following:
- The method that will be used to attract staff
- If there are any internal staff that can fill the post
- Method of employment, whether the job is temporary or full time
- The skills, experience and qualification needed for the job
Recruitment Options
To recruit staff, there are many methods that can be used such as:
- In-house recruitment
- Niche agencies
- Employment agencies
- Recruitment websites or applications
- Headhunters

In-house Recruitment
This is a division in the HR department who is focused on recruiting new employees instead
of using an external agency. They may advertise job vacancies on their own websites, setting
up recruitment drives, internal employee referrals etc

Niche agencies
These are firms that recruit for a specific occupation of workers. For example: teachers,
doctors, lawyers

Employment agencies
These agencies are known as employment bureaus. Candidates will visit these agencies
where they will be tested and interviewed to see whether or not they are employable and
which job is best suited for them. When there is a suitable job opening for this candidate, they
will be contacted by the agency and then sent to an interview. If this candidate is successful
in receiving the job, they will be required to pay a fee to the agency dependent on the
agreement made at the time the contract was signed.

Recruitment websites or applications

These websites are used by organizations to advertise job vacancies. Interested candidates
can follow the guidelines posted on the website to apply for the job.

THE RECRUITMENT PROCESS

1. Identify Job Vacancies
This includes a job analysis. Recruiters will gather information about the requirements
needed for the job to create a job description.

2. Job description
 SEE RECRUITMENT NOTES. This is written based on the job analysis. They might
include the salary range and the person to whom the employee should report.

3. Advertise Vacancy
This is where the organization will use different methods to advertise the job (job
advertisement). They may use websites, newspaper, television, in-store, radio,
billboards, magazines, etc. A good job advertisement should inform prospective
candidates about the company, what it does, duties and responsibilities of the job, title
of the job, qualifications, experience, how to apply for the job etc.

4. Short list
This is the process of deciding which applicant should be offered an interview and
which should be ruled out immediately. It should be done based on what is listed in
the job advertisement.

5. Arrange interviews
A job interview is the process by which prospective candidates are evaluated to fill a
position within an organization. It is a crucial process as the quality of the people
employed can determine the organization’s success or failure.

6. Selection
Employers will select the most suitable applicant for the job after the interview. The
panel (interviewers) will make a decision on the merit and eligibility of the candidate
judged by:
- Qualifications (if required for post)
- Performance at interview
- Outcome of any test given
- Content of application

TRAINING
This is defined as the acquisition of knowledge, skills and competencies. Types of
training used by employers include:
1. On the job or In-house training
This is where training is done during working hours with the materials that will be
used by the employee when the training is completed. This type of training can be
done by:
- Mentoring
- Shadowing
- Coaching
 2. Off the job training
This is done away from regular working stations. Employees will not perform regular
duties but will instead use the time to attend the location set up for training.

3. Induction training
This is training that an employee receives when they begin a new role. It is used to
provide employees with the skills needed to complete the job. It can also be used to
introduce the company’s values and morals to the employee.

ORIENTATION
This is the process that is used to help employees fit in quickly with their new
position. This is normally conducted by someone in the department that the new
recruit will be working. During orientation, the following are outlined:
-the duties and responsibilities
- expectations of the employees
- rules and regulation of the organization
-training on operating equipment and introduction to co-workers
Orientation helps to reduce anxiety, save time for supervisor and co-workers and
develop positive attitude and job satisfaction

APPRAISAL AND EVALUATION OF EMPLOYEES

An employee appraisal is a formal meeting held between the supervisor and the
employee to discuss the performance of the employee over a period of time. A copy
of this evaluation will be placed on the employee’s file and previous appraisals will be
examined to determine the level of improvement made by the employee during that
period.
Reasons for conducting an appraisal include:
- To identify training needs
- To identify an employee performance for promotion
- To review salaries
- To identify employees’ strengths and weakness
- To increase staff motivation
- To facilitate the improvement of performance

STAFF WELFARE
This is the provision of safe working conditions and the provision of services and
facilities to create efficient, healthy, loyal and satisfied workers who will contribute to the
success of the organization. The purpose of providing such facilities is to make their work life
better by keeping morale and motivation high and also raise their standard of living. This will
also reduce the turnover level in the organization.
Some welfare services provided for employees are health plans, pension schemes, canteen
and restroom facilities, healthy working environment.
Welfare schemes include:
- Pension Schemes – This is where the employer and employee contribute to a pension
scheme where the employee is eligible to receive a sum of money (determined by the
number of years worked and the contribution made to such scheme) upon retirement.

- Superannuation Scheme – This is where an employee can benefit from terminating

employment with an organization. Some superannuation schemes requires that the
employee complete a set number of years before he/she can receive any benefit.

- Medical scheme – Designed to help employees with expenses incurred because of

illness.

PROMOTION, TRANSFERS, LAYOFFS AND DISMISSALS

Promotion – This is the upward movement of employees in an organization.
Employers/supervisors would examine factors such as length of service, attitude,
qualifications, punctuality, dependability etc
Transfers – The lateral movement of workers in the same type of position and pay range,
with comparable duties and responsibilities. An employee may wish to be transferred to
another position because of the new opportunities available or the supervisor may request the
transfer because he/she identifies additional potential or talent in the employee.
Layoffs – This occurs where employers temporarily send workers home until further notice.
This usually happens when the volume of work available is less than that needed to keep the
current number of workers occupied.
Dismissal or Firing – This is the releasing of an employee from his/her current job, for
reason or cause. Dismissal for reason occurs where there is:
- The need for new skills and expertise to keep up with technological changes and to
keep the business competitive. The workers who refuse to attain, resulting in the
business having to remove those workers and replace them with better skilled
workers.
- Downsizing of business – with the current change in the global economy, business
may downsize to keep their doors open. As a result, some workers will have to be
relieved of their duties (redundancy).
- Automation – This is where advanced machines are used to carryout labour-intensive
work, thereby reducing the need for workers.
Dismissal for cause occurs:
- Where employees are not performing their duties
 - Employees are given several warning, misconduct, dishonesty and refusal to accept
changes in the redesigning of their job.

DISCIPLINARY PROCEDURE
There are three steps that are used before an employer dismisses an employee
- Employers must set out in writing the reasons for dismissal or disciplinary actions
against the employee. A copy of this must be sent to the employee who must be
invited to attend a meeting to discuss the matter, with the right to be accomplished.
- A meeting must be convened with the employee, employer and/or union
representative.
- An appeal procedure must be established to allow employees to voice their concerns.

DEPLOYMENT
This is moving around staff to make use of them according to their qualifications, experience,
training and abilities. Several factors should be taken into consideration when deploying staff.
These are: specific needs of each section of the organization, organization’s objective,
experience, qualifications, abilities and interests of individual employees.

HUMAN AND RESOURCE MANAGEMENT

Duties and responsibilities
i) Maintain database of personnel records
ii) Prepare for interviews
iii) Attend to staff welfare
iv) Assist with functions of the Human Resource Management Office
v) Prepare letters calling candidates for interviews

Attributes
i) Confidentiality
ii) Patience
iii) Tact

BENEFITS OF LEGISLATION RELATED TO WORKERS’ WELFARE

A) Statutory provisions for employee protection
There are statutory provisions, established by law, which aimed at protecting
employees. The Factories Act is set up to provide for example protective clothing and
gear and workmen’s compensation. The law requires that there are certain
 employment rights that must be adhered to and if the organizations fail to follow the
established regulations this is punishable in the courts of law.

B) Occupational Safety and Health Act (OSHA)

These require that the following be carried out:
 Setting up of emergency procedures (fire exits, extinguishers, etc)
 Producing information which is easily understood by employees
 Employment of specialist staff who understand the law

C) Workplace Condition Regulation

These apply to all workplaces and cover four broad areas:
 Safety – e.g falling objects, floors
 Working environment – e.g proper ventilation, lighting
 Maintenance of equipment, cleanliness and removal of waste
 Facilities – e.g washrooms, restrooms and eating

D) Collective Agreements
In most cases, collective bargaining will lead to an agreement for example, pay
increase. These agreements are called collective agreements.
Collective bargaining is negotiation between an employer and a labour union usually
on wages, hours and working conditions.

MAINTENANCE OF RECORDS USED IN THE HRD

a) Contract of employment – A document given to a new employee, outlining the

terms and conditions of his/her employment.

b) Types of leave – Leave may be granted with or without pay. Different categories
of leave include study leave, vacation leave, compassionate leave, sick leave,
maternity leave, special leave, duty leave, etc

c) Personal history/records – this gives basic information on each employee and

should be kept current.

d) Appraisal forms – this is a form used by managers and supervisors to measure an

employee’s performance over a period of time. The information gathered on this
form can be used for a number of purposes such as determining salary increment,
promotion, training needs, etc

e) Job specification –

f) Job description –

Employee/Labour Turnover
This is the rate at which employers’ gains/losses employees.
Factors that contribute to labour turnover includes:
Internal Factors: working conditions, low salary, lack of job satisfaction, lack of training
opportunities, redundancy, resignation
External factors: state of the economy, better opportunities, competition for job placement,
migration, globalisation.