Join and Share

Recruitment and Selection

Finding the right person for a job is not as straight forward as you may think. Several important steps are needed and following an organized set of activities can make the task easier and more successful.

 

Describe the Job

 

 

Post the Job

 

Screen Applications

 

Interview

 

Make a Decision

 

Offer the Job

Describe the Job

  • Choose a title that describes the job as clearly and simply as possible.
  • Describe the purpose for the job in one or two sentences that generally describe the main duties of the job.
  • List the main tasks of the job in point form and add other tasks that might occur sometimes.
  • List the title of the supervisor or manager to whom the job reports.
  • List the hours of work.
  • List the kind of training and work experience that are needed to make the shortest possible learning time once the person is hired.
  • List any minimum physical capabilities a person would need to do this job without risk of injury.
  • You might find the job description template useful.

Post the Job

  • Use information from your company brochures or your own knowledge of the company, and the information contained in the job description you just created, to create an ad. The ad should summarize what your company does; describe in a short paragraph the general purpose of the job and the training and experience needed; and provide instructions on how and when to apply.
  • If you have a company bulletin board or e-mail, post the position on those so that your current employees have an opportunity to apply or they may know others who might qualify. Some companies do this first.
  • Check the “Finding Workers” section for suggestions on how to reach potential applicants.
  • Consider which form of advertising is likely to reach the largest number of ideal applicants and choose a couple of forms of advertising to post your position.

Screen Applications

  • With a copy of the job description on hand, select the applicants that have the highest possible match of past experience and training for the position you want to fill.
  • Pay attention to those applicants who have worked in similar positions or industries as yours.
  • Check the “Guide for Screening Applicants” section of this toolkit for a template for screening             applicants. Pick three to five of the best matched applicants for interviews to further assess their suitability for your company.

Interview

  • Create a list of interview questions that focuses on job related information. Download the sample template. This also includes information on things you cannot ask.
  • Make notes during the interview that you can refer back to when making a decision.
  • Welcome the applicant, make them comfortable and allow time for them to ask questions.
  • Be clear about the next steps in the process and when you hope to reach a decision.

Make a Decision

Use the Interview Rating Form provided to rate each applicant’s job experience and other factors to help you make an objective decision.

Should you wish to conduct a reference check on your top candidate(s) to confirm your decision, a Reference Check Template is provided to assist you. However, many companies are now refusing to provide detailed references on past or departing employees because of privacy or liability issues.

Offer the Job

  • A “Letter of Employment” should be provided to all new employees. This can also serve as your offer of employment. It should set out the duties and responsibilities of the job, wages or salary, hours of work, leave entitlements and other relevant items. This letter should be provided before the start of employment. Download a template for this “Letter of Employment”.
  • Include a copy of the job description with the letter.
  • If your letter contains any special conditions or accommodations, it would be a good idea to have an employment lawyer take a look at the offer before you make it.
  • When the position has been accepted in writing, send out polite rejection letters to the other applicants. Remember, they may be your next employees! A template for a rejection letter is provided.

TOP