RECRUITMENT

AND
SELECTION

MODULE-I
Name of Paper:

RECRUITMENT
AND SELECTION

Syllabus
Module 1: JOB ANALYSIS
Module 2: HIRING PROCESS AND HIRING
DECISION
Module 3: HIRING INTERNALLY
Module 4: EXTERNAL HIRING
Module 5: SCREENING THE CANDIDATES
Module 6: TESTING
Module 7: REFERENCE CHECKING AND
APPOINTMENT ORDERS

JOB
ANALYSIS

JOB ANALYSIS
Meaning, definition and purpose. methods
of job analysis: job analysis interviews, job
analysis questionnaire, task analysis
inventory, position analysis questionnaire,
subject expert workshops, critical incident
techniques, job analysis survey, functional
job analysis, job element method,
repertory grid, critical incident techniques.

HUMAN RESOURCE PLANNING

Def:

A process by which an organization should

move from its current manpower position
to its desired manpower position. Through
planning management strives to have the
right number and right kind of people at
the right place at the right time, doing
things which result in both organization
and individual receiving maximum long
run benefit.

HUMAN RESOURCE PLANNING

Def:

Is the process including forecasting,

developing and controlling by which a firm
ensures that it has the right number of
people and the right kind of people at the
right places at the right time doing work
for which they are economically most
useful.

JOB ANALYSIS

Job analysis
It is a procedure by which pertinent information is
obtained about the job i.e it is a detail and systemic
study of information relating to the operation and
responsibilities of specific job.
It is a processes of getting information about the job
specifically what the worker does ,how he gets it done
,why he does it, skills training required ,relationship
with other jobs

Areas covered in Job analysis

Work allocation
Tools and equipment's used
Context of the work environment
Requirements of personnel performing the
job

Job analysis uses

Job evaluation
Job design and job re-design

Processes of job analysis

Steps 1 collection of background information
Step 2 selection of representative position to be
analyzed
Step 3 collection of job analysis data
Step 4 job description
Step 5 job specification

Sources of job analysis information

Employees who perform job
Supervisors
outside observers

Uses of job analysis

Recruitment and selection
Training and management development
Performance appraisal
Wages and salary administration

Techniques of Job analysis

1)Personal observation
2)Sending out questioners
3)Maintenance of log records
4)Personal interviews

JOB ANALYSIS
1) Job Terminology description of technical
terminology
2) Task a task is an action or related group of
actions designed to produce a definite result
3) Position is a group of similar tasks and
responsibilities assigned to one individual
4) Job a group of positions that are similar as
to the kind and level of work

JOB ANALYSIS
5) Occupation group of job that are similar
6) Job Analysis the process of determining, by
observation and study and reporting
pertinent information relating to the nature of
a specific job. It is the determination of the
task which comprise the job and of the skills,
knowledge, abilities and responsibilities
required of the worker of a successful
performance and which differentiate one job
from all others

JOB ANALYSIS
7) Job Description an organized, factual
statement of the duties, responsibilities of a
specific job
8) Job Specification a statement of the
minimum acceptable human qualities
necessary to perform a job properly
9) Job Classification a grouping of jobs on
some specified basis such as the kind of work
or pay

JOB ANALYSIS PROCESS

Human Resource Planning

Company Strategies

Teambuilding
Recruitment & Selection

Collection of
Information
Process of
Information
Drafting Job
Description
Drafting Job
Specification

Training & Development

Career Planning
Benefits

Performance Analysis
Job Evaluation
Wage and Salary levels

Job
Analysis

Internal Mobility
Discipline & Grievance
Work Scheduling

Sources of Job Analysis Information

From the employees who actually
perform the job
From other employees such as
supervisors and foremen
From outside observers specially
appointed to watch employees
performing job, such as a job analysts

Job Analysis Information and Facts

Job
Description

Job
Specification

Job Analysis Information and Facts

JOB DESCRRIPTION : contains information and facts about
-- Job identification: Job title, Location, Job code, Short
name, Department and Unit
-- Job summary: brief job comments, its authority,
responsibility, hazards etc
-- Relation to other jobs (relation with supervisors, peer)
-- Supervision giv/taken, Location in the hierarchy
-- Machine tools and equipments used
-- Condition of work, location of work, working hours,
posture, accuracy, health hazards, occupational disease,
etc
-- Hazards (accidental hazards)

Job Analysis Information and Facts

JOB SPECIFICATION: contains information and facts about
-- Education
-- Experience
-- Training
-- Judgement
-- Initiative
-- Physical effort
-- Physical skills
-- Communication skills
-- Emotional characteristics
-- Usual sensory demands like- vision, smell, hearing

Techniques for Data Collection for Job Analysis

i) Interviews
ii) Direct Observation
iii) Maintenance of log records
iv) Questionnaires
v) Critical incident techniques

Job Analysis: A Basic Human Resource

Management Tool
Tasks

Responsibilities

Duties
Human Resource Planning
Recruitment

Job
Descriptions
Job
Analysis

Selection
Training and Development
Performance Appraisal

Job
Specifications

Compensation and Benefits

Safety and Health
Employee and Labor Relations
Legal Considerations
Job Analysis for Teams

Knowledge

Skills

Abilities
24

Job Analysis Methods

Questionnaires
Observation
Interviews
Employee recording
Combination of methods
Dairy or logs
Internet based

25

Widely Used: The Interview

Individual interviews with
each employee
Group interviews with
groups of employees who
have the same job
Supervisor interviews with
one or more supervisors who
know the job.

Sample Interview Questions

What is the job being performed?

What are the major duties of your position? What
exactly do you do?
What physical locations do you work in?
What are the education, experience, skill, and [where
applicable] certification and licensing requirements?
In what activities do you participate?
What are the jobs responsibilities and duties?

How to Conduct a Questionnaire

Session

Use a specific questionnaire

Establish rapport
Follow a structured approach
List duties in order of importance or
frequency of occurrence
Review and verify the data

PORTLAND STATE UNIVERSITY

POSITION DESCRIPTION
* * PLEASE READ INSTRUCTIONS BEFORE COMPLETING THIS FORM * *

( ) New ( ) Revised

SECTION 1. POSITION INFORMATION

a. Class Title:
b. Class No.:
c. Effective Date:
d. Position No.:
e. Working Title:
f.
Work Unit:
g. Agency No.:
h. Employee Name:
i.
Work Location (CityCounty):
_________________________________________________________________________________
j. Position: ( ) Permanent
( ) Seasonal
( ) Limited Duration
( ) Academic Year
( ) Full Time
( ) Part Time
( ) Intermittent
( ) Job Share
_________________________________________________________________________________
k. FLSA: ( ) Exempt ( ) NonExempt
l. Eligible for Overtime: ( ) Yes ( ) No
_________________________________________________________________________________
SECTION 2. PROGRAM/POSITION INFORMATION
a.

Describe the program in which this job exists. Include program purpose, who's affected, size, and scope.
Include relationship to agency mission.

b.

Describe the purpose of this position, and how it functions within this program, by completing this statement:
The purpose of this job/position is to . . .

SECTION 3. DESCRIPTION OF DUTIES

List major duties. Note percentage of time duties are performed. If this is an existing position, mark "N" for new duties or
"R" for revised duties.
% of
Time
N/R
DUTIES
_________________________________________________________________________________
SECTION 4. WORKING CONDITIONS
Describe special working conditions, if any, that are a regular part of this job. Include frequency of exposure to these
conditions.
________________________________________________________________________________
SECTION 5. GUIDELINES
a. List any established guidelines used to do this job, such as state or federal laws or regulations, policies, manuals or
desk procedures.
b. How are these guidelines used to perform the job?
SECTION 6. WORK CONTACTS
With whom outside of co-workers in this work unit must this position regularly come in contact?
Who Contacted

How

Purpose

How Often?

SECTION 7. JOBRELATED DECISION MAKING

Describe the kinds of decisions likely to be made by this position. Indicate affect of these decisions where possible.

Observation
Observation may be
combined with interviewing
Take complete notes
Talk with the person being
observed explain what is
happening and why
Ask questions

Diaries and Logs

Time-consuming
Self-reporting
Remembering what
was done earlier
Can use dictating
machines and pagers

Approaches of Job Analysis

Functional Job Analysis concentrates on interactions
among work, worker and organization
Position Analysis Questionnaire structured questionnaire
that uses checklist to identify job elements

33

Other Job Analysis Methods

Management Position Description Questionnaire
designed for management positions using checklist method to
analyze jobs
Guidelines Oriented Job Analysis step-by-step procedure
for describing work of a particular job classification

34

Quantitative Job Analysis

Techniques
Position Analysis Questionnaire
The U.S. Department of Labor approach
Functional job analysis

Sample Position Analysis

Questionnaire

Figure 3 - 4

Position Analysis Questionnaire

Items

Information Input
Mental Processes
Work Output
Relationships with Other Persons
Job Context
Other Job Characteristics

Basic Department of Labor

Worker Functions

Basic
Activities

DATA

PEOPLE

THINGS

0 Synthesizing
1 Coordinating
2 Analyzing
3 Compiling
4 Computing
5 Copying

0 Mentoring
1 Negotiating
2 Instructing
3 Supervising
4 Diverting
5 Persuading
6 Speaking
signaling
7 Serving
8 Taking
instructions
helping

0 Setting up
1 Precision working
2 Operatingcontrolling
3 Drivingoperating
4 Manipulating
5 Tending

6 Comparing

Table 3-1

6 Feedingoffbearing
7 Handling

Functional Job Analysis

Used beginning in the 1940s
Seven scales to describe what workers do
in jobs:
(1) Things
(2) Data
(3) People
(4) Worker Instructions

(5) Reasoning
(6) Math
(7) Language

Writing Job Descriptions

1.
2.
3.
4.
5.
6.

Job Identification
Job Summary
Relationships
Responsibilities and Duties
Standards of Performance
Working Conditions and Physical
Environment

Kindly refer to the

TEXT books for indepth knowledge of the
subject and to be better
prepared for the exams.

THANK YOU
Presented By:

Rakesh. N

Ph: 9739664822
Email: rakesh.nagaraj@rediffmail.com