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Is it the HR Administration responsibility to handle all documents relating to all employees ?
The HR administration should be able to keep up with educational upgrades,economic and technological trends in order to recruit persons with the freshest skills so as to keep the organization afloat in an ever changing era without remaining tucked in old business traditions,
I've seen secretaries take on the hiring roles as well as HR. Working together as a team and it was highly effective.
To be an HR administrator is not an easy task, the HR administrator must have a genuine knowledge, skills and potential of his post in order to recruit new candidates for the available job within an organization for this involves detailed scanning from all angels.
I believe giving them notice ahead, is important. Hence, this will afford them adequate time and preparation before their interview date.
What are them procedures to follow when interviewing the short list candidates?
Keeping detailed administrative recruitment records is very important in case of disputes.
In Organization, the HR administration is an important part of in the recruitment process and largely a clerical activity. At the same that does not mean you can ignore it. Then the HR administrator must have experience knowledge, skill, potential of his post in order to recruit person or candidates for the available job or new jobs within an organization. The HR administrator should ask specific question relating to the candidates’ suitability in certain areas and look back the candidates’ references
Going well with the course
Handling the administration of the recruitment process is largely a clerical activity - but that does not mean you can ignore it. Here are a few points you should bear in mind:
Candidates will be particularly anxious to know what is happening, so you will probably need to brief the switchboard and your colleagues or secretary to handle expected calls.
Application forms and further particulars should be ready to go out immediately after a candidate contacts the organisation. Keep records of the people to whom they are sent.
Keep a record of returned application forms, and acknowledge these by return of post, preferably with some indication of what the next step will be. If costs prevent this, invite applicants to include a stamped addressed envelope if they require acknowledgement of receipt.
Give as much notice as possible to those whom you intend to interview, giving them some choice of date and time if that is feasible, and ask them if they have any special needs. They should also be given a name and telephone number to contact if they have any queries. Make sure they know where and when to attend for the interview.
It is common to shortlist up to six applicants per position, but the exact number may reflect the time you have available for interviewing and the strength of the applicants. The important point is to ensure that as far as possible you finish up with the best possible candidates on the shortlist.
Send a courteous letter to those who are not shortlisted as soon as you are certain they will not be required.
If you intend to take up references, you should send out letters as soon as possible, allowing plenty of time for the references to arrive before the date of the interviews. But make sure candidates are happy for you to ask for references from their current employer before you send out the letters.
References can be useful, but they do have some limitations: no one would supply the name of a referee who was likely to give a bad reference. It is helpful for referees if you enclose all the information sent out to the prospective candidate and point out clearly any essential requirements of the job. You may want to ask specific questions relating to the candidate's suitability in certain areas.
Keep detailed records of all correspondence at every stage.