Seeking Approval for the Job Description
In the process of planning recruitment, approval of the job description is required for filling a vacancy. In the case of Bounce Fitness, the request for approval will include a recommendation to offer new employment contract, the position for employment, and a copy of the advertisement plan. The board or a sub-board committee will approve the receptionist job description for Bounce Fitness. When the position description is approved, then it will be appropriate to advertise and hire the right candidate for the job.
Legislation that May Affect the Position
The legislation, codes, and national standards are all part of the recruitment activities. Some of the legislation standards that are likely to influence the position presented in the job description section include:
- Industrial Codes of Practice.
- Government regulations such as; Work Health and Safety in formation (WHS), environmental issue, EEO, industrial relations, and Anti-discrimination laws.
The description of the working environment shows how the company is adherence to the employment legislations. In the description document, the working environment is explained clearly, which makes it appropriate for any legislation concerned with working regulations.
Job Advertisement for the Receptionist Position
JOB OPPORTUNITY
Bounce Fitness is an international company based in the Washington D.C. Our focus is to provide in-home personal training for our clients and services of all fitness level across the Washington D.C. metropolitan area.
We are looking for a receptionist to work in all our centers.
The Idea Candidate For This Position Must Be:
- Mature, creative, well-groomed with good communication and interpersonal skills
- Aged 23 to 30 years
- The candidate for this position must have strong computer skills including Word, Excel, and PowerPoint.
- The candidate should also have a proven history of offering excellent customer services at all level.
Our working environment is learning oriented and fast paced. Therefore, the ideal individual for this position must have exceptional organizational skills, professionalism, and time management skills.
Primary Duties and Responsibilities
- Forwarding and receiving multiple phone calls, receiving daily emails and delivery
- Attending to visitors and clients
- Managing the appointment and planning these appointments
- Carrying out clerical tasks such as photocopying, filing documents, arranging files in order, and sending emails to the manager and clients
- Maintaining visitor log for security and attendance record
- Keeping a presentable reception area
Gender: Female
Qualification: Minimum Bachelor Degree
Experience: At least 3-5 years working experience in clerical and administration work
Salary: $1,930-2,219 per month
Interested candidates may send their resume at anujmata@yahoo.com by 15TH March 2017.
Plan for Selection
The selection plan will be based on what the company’s want from the candidate applying for the receptionist position, the candidate’s area of proficiency, and essential characteristics that a candidate has. For this case, to select the best candidate for the receptionist task, weighing for the skills, looking at the candidates’ attributes, and carrying out selection testing will essentially give the company an opportunity to hire the most prominent personnel.
As most of the applicants for the receptionist position are likely to have administrative and clerical skills, to select the best candidate for the job, it will be wise for the hiring team to look at the relevant experience of the applicants. In addition, basing the applicant selection on weighing the skills that the applicants have will help the company hire the most qualified personnel and make the selection decision based on the merits and knowledge of the applicants.
On the other hand, it is evident that best employees are hired according to their attributes, as the employee’s qualities signify what they can do best. When the team is selecting the best candidate for the receptionist job bases the selection procedures on the applicants’ characteristics, they will identify the desirable or undesirable skills and knowledge of each applicant. This will make the selection process efficient and fair for the candidates. To make the selection process more effective and impartial for all the candidates will apply for the receptionist position; the hiring team will also do a selection test, where a group of the applicants within the selection pool will be tested. The assortment test that will be carried in this case is achievement test, where a number of the selected employees will perform a certain task for testing their skills, competence, and capability. The test will assist the selection team, as only the people who have enough skills will pass this test and demonstrate their competence to the vacancy available.
TASK 2
Preparing for an Interview
List of question that will be used in the interview
- What is your preceding job experience as a receptionist?
- What were your main roles?
- What types of the telecommunication system do you know?
- Tell me about your IT skills.
- What is your typing speed?
- Are you fine working overtime if needed?
- What makes you the best candidate for this position?
- What additional skills do you have as a receptionist?
A skill test
Complete our typing test so that we can know your typing skills and level of errors.
In this test, you will be given 2-5 minutes to type a paragraph telling us about your working experience as a receptionist and the challenges that you have encountered in the line of your duty.
We expect you to complete the test within the time limit and we hope that you will not make any typing errors in your paragraph. Besides, we expect you to show us your typing speed, typing skills, and proofreading skills.
The venue for the Interview
The interview will be conducted in the meeting room, where all the applicants will be directed upon their arrival.
Description of the Interview event
First, the applicants are asked to arrive a few minutes before the starting time or as early as possible. Upon arriving at the Bounce Fitness Company’s, the applicants will be greeted by the secretary, who will later advise them on the interview schedule and the procedure that they will follow when meeting the selection board. The interview will take place at the company’s meeting room where the board of selection team will take the responsibility of interviewing them. The HR will be leaders of the selection group assisted by the manager, and other personnel appointed by the company.
Interview for the Applicant
The questions designed for this interview are situational questions, job knowledge questions, and behavioral description question. The HR will be the one to ask questions that are related to the applicants’ knowledge with the question raised in this case being realistic and direct to the skills of the candidates. The HR will also ask the applicants situational questions, where they applicants will be asked how they can respond to certain situations in the workplace. The manager and other people in the selection panel will ask the applicants behavioral questions, to test the applicants’ behavioral information toward specific job related actions.
The Interview Appointment
After receiving the applicants CVs, the HR will inform them about the interview dates and the requirements for that day. For this case, the interview is set to be conducted on March 1, 2017, at 11:00 AM. The applicants invited for an interview are supposed to meet the selection team at the company’s head office located in Washington D.C. The candidates are supposed to arrive in time, and further instruction will be provided to them. On the interview day, the candidates need to bring their original certificates, working experiences letters, and copies of the same.
Documenting the Answers and Interview Results
The answers and results will be recorded according to the applicants’ qualification for the job, the selection test, and the experience that each applicant have. The HR will write down the answers that the applicants will give out to the panel and then use the answers to come up with the result of the exercise. The result will be used to select the most qualified personnel and the right person for the receptionist job.
Correcting the unexpected deviations
The unexpected errors will be corrected by taking notes immediately the interview starts. In the case, the panel team is required to keep the record of every person participating in the exercise before asking questions relating to the job. The unnecessary errors that might occur during the interview event will also be corrected by doing a follow up after every candidate completes answering the question asked by the selection team. This means that the hiring team will review the answers that the applicant has given out and compares them with the job application resumes.
The Interview Script
HR Manager: Good afternoon.
Applicant: Good afternoon.
HR manger: Please, take a seat.
Applicant: Thank You
HR Manager: My name is Jackson Salvatore, and I am the human resource manager. How was it for you to find our office? Did you have any problems in locating our offices?
Applicant: There was no problem at all. I occasionally pass along this building and I have known your company before.
HR Manager: Right, well, from your CV I can see that you have worked as a receptionist for four years.
Yes, I have worked as a receptionist in an electronic company, and this has given a lot of experience and essential skills in this field.
HR Manager: Having read your application document, I understand that you have graduated with a bachelor degree in clerical and administration. Then you have worked in an advertisement agency as a secretary, and you have worked in an electronic company as a receptionist.
HR Manager: why do you need this job?
Applicant: When I graduated from the University, my aim was to work immediately and that why I said yes to a job offer from the advertisement agency company. I later joined an electronic company, where I applied most of the skills and knowledge that acquired during my schoolwork. The reason why I applied for this job is that I think it is important for the young people to get to know new things and gain experience in different organizations.
HR Manager: Do you know our company?
Applicant: Yes, before I applied for this job I did some research about your company on the internet. Bounce Fitness Company is one of the most growing organization and due to the people’s need for fitness services, your company growth rate has increased, and the company has become more responsible for many people.
HR Manager: Can you tell us about your referees?
Applicant: From the cover letter I attached with my CV, you can see that I have quoted the HR manager in the electronic company where I was working as one of my referees. Her contacts are there and for more clarification about my eligibility for a receptionist job can be confirmed by her.
TASK 4
Selection Report
The selection report is the official record that the recruitment panel presents to show the selection processes. According to Cooper, Robertson, and Tinline (2003), the primary purpose of the selection report is to convey the recommendation made by the recruitment panel and use the report to provide essential information that the delegate will use to make a fair and an informed hiring decision. From the interview that was conducted in the case for Bounce Fitness Company, the following is the summary of the selection report (Bounce Fitness, 2017). The interview involved three applicants, but the report focuses on recommending one applicant for the receptionist job.
From the interview that we carried out, Mary was able to meet the selection criteria to a very high level. Through her written application, together with the interview and the work test that each applicant undertook, Mary was able to demonstrate her skills, knowledge, and ability to work as a professional receptionist position. Her skills and experience showed the selection team that she is the right person for this job and she has the capability of meeting the company’s demand and working standards.
Christine was able to meet the majority of the selection criteria to a satisfactory level. Christine demonstrated a basic understanding of the roles of a receptionist, and she was not able to show the depth knowledge or skills that are required to undertake receptionist duties associated with this role. The panel believes that Christine should consider taking some clerical and administration courses so that she can acquire more skills and knowledge that will develop her working opportunities.
Sharon is the other candidates we interviewed, and she was not able to show her ability that would meet the majority of the selection criteria. For this reason, Sharon was not considered for appointment. In fact, from the interview practice, we learned that Sharon has a basic understanding of the duties of a receptionist and little experience on the task of the receptionist. Sharon would benefit and learn more about receptionist in an industry that is trying to establish itself and acquiring more educations on the administration unit, as this will give her specialist knowledge required for this role.
Recommendation
Therefore, upon all information obtained through the interviews, and the application documents for each candidate, we recommend Mary as the best candidate for this position. Mary has been employed in the area of the receptionist at the medical organization for four years. In her time working in the medical organizations, Mary has held a number of roles including receiving calls for the visitors with the appointment, receiving visitors, planning for meetings, greeting visitors, and ensuring that files are arranged in order.
Letters to successful Applicant
Letter 1
Dear Mary,
REF: RECEPTIONIST POSITION
Thank you for appearing on the recent interview that we conducted on March 25 this year for the receptionist position. The panel of selection enjoyed meeting you. The panel team has taken the prospect to take into consideration all of the applicants against the criterial that were stated for this job. The decision has been difficult one since the overall standard of all candidates was high. After careful consideration, I want to notify you that on this occasion the selection team has decided to hire for this possible since you have shown us that you are the best applicant to work in our company.
If you would like to ask the selection panel any question, please do not hesitate to contact us on the email that we have issued in the application forms.
Yours sincerely,
Bounce Fitness Company
The Human Resources Manager
Letter to Unsuccessful Applicant
Dear Christine,
REF: RECEPTIONIST POSITION
It is my hope that you are doing fine. I am writing this letter to let you know that we appreciated you taking the time to meet with us to discuss about the receptionist position. From the report that was prepared by the selection team at Bounce Fitness Company, I am pleased to tell you that another candidate has filled the position. However, we will record and file your application so that we can contact you if there is an opportunity that may fit you credentials in future.
Again thank you for your interest, and it was a pleasure meeting you.
Best Regards,
Bounce Fitness Company
The Human Resources Manager
Letter for Unsuccessful Applicant
Dear Sharon,
REF: RECEPTIONIST POSITION
The selection team at Bounce Fitness has made initial decisions on the interview practice that we carried out recently. The teams have entered the final phase of the selection process, but the panel did not believe that you were the suitable candidate for this job. I wish to tell you that your application together with the interview answers was competitive, but we have filled the position with a more competitive applicant.
It was a pleasure speaking with you, and I would like to extend my best wishes on your search for your employment.
Yours sincerely,
Bounce Fitness Company
The Human Resource Manager
Appointment of the Successful Applicant
To secure the preferred interviewee, the selection committee will contact the applicant’s referees so that the board can gain information about the candidates’ previous performance. The referees that the applicants will write in their application letters will help the selection team to learn more about the ability or potential that each candidate can fulfill for the receptionist position. After acquiring the best candidate for the receptionist position, the next step is carrying out an appointment. The HR will finalize the recruitment and selection activity by advising the new appointment employee, who in our case is Mary. The HR will also welcome her to the company’s new team of employees. Mary will be advised on the outcome of the interview and the role that she will be carrying out.
The Induction for the New Employee
The induction process will begin with an overview of the company itself. Here, the newly employed employee will be given information such as the enterprise’s mission, values, structure, and history. The induction will also cover the aspect of training in the company. In this case, the new employee will be briefed on the issues such as safety, legal, computer system, and the policies that make the company one of the best for fitness clients. The job training is another area that the induction process will look at, especially on coaching the newly hired on ways to carry out different tasks within the company. Finally, the induction will be completed by carrying out an evaluation practice. Evaluating the new employee will be an important part of induction, as it will give the selection team an opportunity to examine whether the new employee understand what is required of her and if the training that she was given is sufficient.
Finally, after conducting the induction process successfully, the new employee will be introduced to other staffs. The announcement of the new employee will be significant because she will learn about her job, location, and start date. The new employee will be announced to the other employees through email. In this case, the HR will send an email to all members of our company with the aim of keeping them aware of the new employee who will be joining our esteemed team at Bounce Fitness Company.
Employee Introduction Note
To Staff,
Subject: Inviting and Welcoming a New Employee
I am happy to let you know that Mary Smith has accepted our Job offer and she will be joining our team as a receptionist on April 1, 2017. We believe that Mary will add another layer of success to our company and it is our hope that you will all welcome her in one way or the other.
Mary has worked as a receptionist in one of the most diverse environment, since graduating from the University. Mary will join the team in the front office section and to make her feel comfortable, the team will participate in an open, welcoming event on April 2 at 3:30 PM. All employees are welcomed to greet her, share some experiences about our company, and make her feel that she is in the best place.
I will appreciate all members of the company joining me in providing Mary with a warm welcoming event in our company.
Regards
The Human Resources Manager
References
Cooper, D., Robertson, I. T., & Tinline, G. (2003). Recruitment and selection: A framework for success. London: Thomson Learning.
Bounce Fitness, (2017). Featured Services. Retrieved from: http://www.bouncefitness.com
