Business administration

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 Table of Contents

INTRODUCTION...........................................................................................................................3
TASK 1............................................................................................................................................3
1.1 Explain the different administrative requirement of internal and external recruitment........3
1.2 Use of job description and a person specification.................................................................4
1.3 Administrative requirement of different methods of selection..............................................4
1.4 Requirements of different pre-employment checks to be carried out...................................5
1.5 Information which needs to be communicated to successful and unsuccessful applicants. 5
1.6 The requirements of confidentiality, data protection and system security............................6
TASK 2............................................................................................................................................6
2.1 Check that the job or role details are correct and are in accordance with the brief..............6
2.2 Place job advertisement in the agreed media in accordance with the time scales................7
2.2 Record applicant responses within the timescales................................................................8
2.4 Provide requested information to applicants in accordance with organisational policies and
procedures ..................................................................................................................................8
2.5 Adhere to organisational policies and procedures, legal and ethical requirements...............8
TASK 3 ...........................................................................................................................................9
3.1 Invite shortlisted applicants to participate in the selection process in accordance with
organisational procedures............................................................................................................9
3.2 Co- ordinate selection arrangements in accordance with the brief.......................................9
3.3 Carry out agreed pre employment checks within the agreed timescale..............................10
3.4 Inform applicants of the outcome of their application in accordance with organisational
policies and procedures.............................................................................................................10
3.5 keep selection records up to date.......................................................................................10
CONCLUSION..............................................................................................................................11
REFERENCES..............................................................................................................................12
INTRODUCTION
Business administration is termed as the management of operational functions in an
organisation which consists various elements such as marketing, accounting etc. On the other
hand, recruitment and selection is an essential part of a firm through which, managers hire the
suitable candidates for firm due to which, organisation can achieve their goals in allotted time
period. The present assignment is based on liberty which is a departmental store and operates its
business activities across the UK. This report discusses about the requirements of recruitment
along with uses of job description and person specification. Different types of selection, pre
employment checks and information which is delivered by the HR manager to the passed and
failed candidates of recruitment process will also covered in this report. Various procedures of
recruitment and selection process such as job advertisement, information to the candidate about
the rules and regulation of the organisation will also discuss in this report.

TASK 1
1.1 Explain the different administrative requirement of internal and external recruitment
Recruitment – It is defined as a process through which an organisation appointing
suitable applicants for the job in the firm. This procedure is divided in two parts such as internal
and external. Requirement of internal and external recruitment process is explained as under:
For internal recruitment, HR manager of the liberty needs to analyse the performance of
employees for determining their demands and requiremetns for contributing their maximum
efforts to achieve organisational goals. HR manager have to measure the performance level of
their employees and promote therm on the basis of their performance and efficiency. Employees
who are working in the store from a long time period and have knowledge as well as enough
skills to performing the task therefore, managers can gave them excellent opportunities for being
promoted and extra benefits such as increasing pay scale, bonuses etc. through this, the loyalty of
employees will be increased towards organisation (Hakansson, 2015).
For external recruitment, HR manager can evaluate the references and academic records
of candidates which assists them and they will be able in hiring the suitable applicants for the
organisation. It will be helpful for company to conduct external recruitment programmes as the
new candidates brings new innovative ideas to execute business operations in effective manner.
1.2 Use of job description and a person specification
Job description – It is an important tool of the employer through which, it communicate
the roles, responsibilities with the candidates. There are some uses of the job description which is
given as under:
Uses of Job description
 Through it, Managers can identify the requirement of organisation due to which, they will
set their expectations in an effective manner.
 When managers will make their expectations it will be useful for making plans and
policies in order to completing the recruitment process.
Person specification – It enables the firm for selecting suitable candidates in order to fill
the job and also gave important information to the applicants about what they require to have an
ability and skills for taking the job in the firm.
Use of person specification
 Through this, HR manager can hire suitable candidates for the firm.
 By making a perfect person specification, HR manager have no need to define the roles
and responsibilities again which will help them in saving their time.
 With the help of this, eligible candidate will be prepared for the interview conducted by
the HR for the purpose of recruitment of job position offered by them (Bean, 2015).

1.3 Administrative requirement of different methods of selection

Selection – it is a procedure through which HR manager can select the right candidates in
the firm. In addition to this, applicant who have abilities and skills that fulfil the expectation of
the organisation are selected for the vacant job position. There are some methods of selection
process which are explained as under:
 Behavioural question – It is the latest method in which, HR manager can discuss
behavioural questions with the candidates. With the help of this, they can able in knowing
about their knowledge and skills in the different situations. It is helpful for company to
acquire knowledge of candidates which will assist them in dealing with critical situation
in near future.
 Skill tests – it involves various type of tests such as aptitude, writing, typing etc. through
this method, HR manager will able to know about the skills of candidates. For this, HR
department have to analyse their needs due to which, they will organise a suitable skill
 test for fulfilling their requirement. With the help of this method, HR manager will select
knowledgeable candidates who will perform their assigned task in effective manner.
 Personality test- It is also a popular method through which, HR manager can selectthe
candidates who have ability to deal with the customers. It will be helpful for the
organisation in getting satisfaction from the customers who are visiting at their stores.

1.4 Requirements of different pre-employment checks to be carried out

Pre-employment – It is very essential to first verify the details of selected candidates
who are selected by the firm for performing a job. There are various kinds of pre-employment
checks which are given as under:
 Verification of documents – it is important for the HR manager to verify the
qualification documents of candidate in order to ensure that they are original. Through
this, manager will be able in selecting suitable candidates for the firm (Cooke, 2015).
 Background checks- it is also an important method in which HR manager have to
examine the past records of candidate which includes various factors such as credit
rating, address proof etc. with the help of this, an organisation will achieve trust and
loyalty of its clients and investors.
 Health check – Health is mandatory element in the workplace so, organisation have to
organise a health check up programme for the applicants due to which, they will get
healthy employees in their environment.
 Criminal records checks – It is necessary to check criminal records of the applicants
because if the candidates are involved in illegal activities, It will gave a wrong impact on
the brand image of firm.

1.5 Information which needs to be communicated to successful and unsuccessful applicants

HR Managers of Liberty have responsibility to deliver the information to the both
applicants such as successful and unsuccessful who have applied for the job in the firm. For
unsuccessful applicants, HR department will deliver the information about their imperfections so
that, they can improve their weaknesses. HR manager will also communicate that if organisation
have vacant jobs in future they will hired and also provide a thanking message to them such as
organisation is highly appreciate the time which they gave in applying the job and wish them a
better success in future. On the other hand, HR manager will communicate successful candidates
all information regarding their salary, working etc. and provided them with a letter which
includes joining date, timings, salary structure, incentive. In addition to this, They also
communicate with the candidates with message which consists the information about the original
documents that have to carried by the applicants when they will arrived at the store for
completing verification process.

1.6 The requirements of confidentiality, data protection and system security

In present scenario, there is a huge competition in the marketplace so, organisation have
to secure their various information in order to saving them from misuse.
 Confidentiality - it is defined as the securing information of the organisation. For this IT
systems are using by the managers of Liberty with the help of this, they are storing the
precious information of their customers and employees. It is important for storing
information because the employees will provide products as per the requirement of
customers which helps the organisation in creating good relations with them.
(Becker,2016).
 Data protection- data have various types such as financial plans, business plans,
production process, liability and assets of the firm, and many more. Therefore data may
be defined as the valuable asset of any firm. Through which, organisation can get growth
and success in the marketplace so that, it is very essential for firm to protecting their data.
 System security – It is a systematic approach which is used by the organisation in order
to protecting their management systems from misusing. Various viruses and hacking
systems which will be harmful for the system security. In the context of Liberty, their
management have to implement some security system so that, they can record their
necessary informations in effective manner. So that, if there is an error in the future time
they can take appropriate actions for this.

TASK 2
2.1 Check that the job or role details are correct and are in accordance with the brief
Organisation have different type of needs but recruitment need is different than others.
For hiring or selecting eligible applicants in the organisation HR managers have responsibilities
to make a proper job description for the requirement so that, organisation can get candidates as
per their expectations. A specific job description can helpful for the candidate in applying for the
job. Before applying, applicants have to check their qualifications and other specifications due to
which, organisation can select their resume for interview. To be a good recruiter, it is necessary
to utilise each conversation as means of expanding network.
For e.g. There is a need of sales executive in the departmental store of liberty, so HR
manager have to make a specific job description which includes all the required informations
like job title, salary package, staff benefits etc. so that, applicants will apply according the job
description and firm will select a suitable candidate for the firm (Kitchin, 2015).

2.2 Place job advertisement in the agreed media in accordance with the time scales
HR manager of Liberty will use newspaper for advertising about job vacancy which is
explained as under in the table format:
Job Advert

 Name of the organisation : Liberty departmental store

 Vacant Job for: Marketing executive
 Qualifications which is required by the organisation for the post
 Age between 21-30
 M.B.A in marketing from a recognised university
 work experience should be 3-5 year.
 Ability of working in tough conditions
 Interpersonal and communication skills
 Having proper knowledge about various systems
Responsibilities
 Making interrelation between team members so that, desired targets will be achieved in
allotted time period.
 Create proper strategies and plans so that, organisation will achieve competitive
advantage in the marketplace.
 Making proper budgets and plans
 Define responsibilities to the staff member with the help of management systems
 Having some managerial skills
 overseeing and supervising the activities of team members.
Job type- full time
working time – 10.00 a.m. To 6.30 p.m.
Please send your resume at HR@libertystores.uk
Eligible candidates can apply from 26 to 31st December
For more information please visit on the website of organisation
2.2 Record applicant responses within the timescales
As the HR manager of Liberty uses newspaper for advertising the job vacancy so that,
eligible candidate will contact in the organisation . For e.g. company has gave advertisement in
the newspaper for filling the vacant job of marketing executive. After some days, an effective
response was received, there were many resume have been received by the HR manager through
e-mail. After analysing all resume there are many candidates whose qualifications are suitable for
the job. Therefore, the organisation can get suitable employees for the vacant job which is
helpful for the organisation in completing their sales target in near future.

2.4 Provide requested information to applicants in accordance with organisational policies and
procedures
Each applicant has a right to request information and employer needs to provide them
with all the information in accordance with policies and procedures. They need to tell the
applicant or candidate whether employer hold any information which is falling in scope of their
request and to administer that information.

Organisational policies and procedure- Ppolicy of a firm can be defined as the

structure in which organisation perform their day to day activities in effective manner. With the
help of organisational policies, managers are taking decision for the present and future in
appropriate method. Whereas, procedure of an organisation can be defined as the methods
through which, managers can perform their duties in effective manner. Policies may be divided
in various types such as endowment, term insurance etc (Morschett, D.,2015). Endowment
policy can be defined as, if there is an occurrence of misshapenness such as death or other major
disability the organisation will be provide a compensation amount to the nominee in the case of
death and permanent disability. HR manager have to define all procedure and policy of the firm
to the candidates so that, they will perform their different activities as per the structure of the
organisation.
2.5 Adhere to organisational policies and procedures, legal and ethical requirements
It is essential to every organisation to make rules and regulations so that they can achieve
their goals in allotted time period.
Organisational policy – it is defined as the framework and structure of an organisation
so that company can develop their growth in the marketplace in effective manner. Furthermore,
Furthermore, Liberty department store also makes a suitable structure so that organisation can
communicate the expectation with their employees such as performance appraisal will be helpful
for the company in getting maximum contribution from their employees.
Organisation procedure- it is a way in which organisation have to perform their
business activities. It provide clarity to the employees so that, they will perform their duties in
the correct method. For example- employees have an issue about the workplace so that, they will
communicate this from their senior and senior will provide information with the top authorities
so that, a proper communicate structure is helpful for the organisation in providing a suitable
solution for the issues.

TASK 3
3.1 Invite shortlisted applicants to participate in the selection process in accordance with
organisational procedures
Candidates who are shortlisted by the HR manager of Liberty will further invited for
participating in the selection process. They will be get an opportunity for performing job in the
workplace of Liberty. As now the selected candidates are the important part of the organisation
so they can take part in the organisational activities. HR manager of Liberty have to perform
various tasks within the organisation such as recruiting, staffing, selecting etc. for this, they have
to take effective decisions. They have proper knowledge of organisational procedures and
policies due to which, they can easily define the roles and responsibilities to their employees as
per the structure of the organisation. For e.g. Managers of Liberty have to recruit a HR Manager
and provide whole information of procedures and policies of the organisation so that,
organisation will take effective decisions and taking growth in the future (Hettne,2016).
3.2 Co- ordinate selection arrangements in accordance with the brief
Once the analysis of requirement has been completed by the HR manager than they will
take decision about recruiting process. For starting recruiting process managers of liberty have to
make proper arrangement due to which, they will select a best candidate for the vacant job. With
the help of this, organisation will be able in conducting proper interview at the location and
specific time period. For e.g. Finance department of liberty wants to recruit a accountant so that,
they will maintain final accounts in proper way. For this, manager of finance department will
contact with the HR manager and they will publish a proper job advertisement in the newspaper.
Through this, the finance manager will be get applicant as per the job brief due to which their
need will be fulfilled.

3.3 Carry out agreed pre employment checks within the agreed timescale
Pre-employment checks are defined as verification of the documents of the candidates
who are hired or selected by the organisation. It is very essential because through it, HR manager
will know about the past records and credibility of each candidate. When the candidates will be
selected HR manager has responsibility to properly verify their documents so that, they will able
in hire a loyal and suitable candidate for the organisation. Through this, the ability of HR
manager is increased in terms of their measuring and evaluating the candidates.

3.4 Inform applicants of the outcome of their application in accordance with organisational
policies and procedures
Candidates who are selected by the HR manager they get offer from the organisation.
They get information about the policies and procedures of the organisation in which they have to
perform their duties. Furthermore, HR manager will also provide information to them in terms of
they are selected or not selected. In the case of unsuccessful candidates who are not selected by
the HR manager they have to leave the firm. For e.g. the manager of Liberty department store
wants to recruit the candidates who are knowledgeable and skilful and have capabilities of
working as per the policies and procedure of the firm. For example- Liberty departmental store
have implement a policy in which if the applicant are not selected by the organisation. Their
resume will be stored by the HR manager for the future recruitment (Islam, 2016).
3.5 keep selection records up to date
It is very important to the HR manager of Liberty departmental store that they have to
keep proper information of the applicant so that, the organisation can run their business activities
in an effective manner. If the selection procedure will not handle properly by the HR manager it
will gave a wrong impact in the mind-set of applicants due to which, brand image of organisation
will be decreases in the marketplace. Whereas, if the process will be handled in a suitable
method by the HR department it will increase the productivity of the firm which will helpful for
the firm in getting sustainability and growth in future. For example sales manager have some
issues with the HR manager in terms of wrong interpretation of the data in that case they have to
solve their issues due to which, they can make effective decisions for the future growth of firm.

CONCLUSION
It has been concluded from the above report that if the administration in the organisation
is properly maintained then it will helpful for the organisation in terms of achieving
organisational goals. Furthermore, for filling the vacant jobs in the organisation it is a
responsibility of the HR manager to create a proper job description so that, suitable candidates
will be came for the recruitment process and organisation will also able in measuring the skills
and knowledge of the applicants. managers have to follow a suitable procedures and plans which
are created by the organisation. Management have to manage all the activities for the recruiting
procedure soprocedureso that , a positive impact will be provided to the upcoming candidates.
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