The human resources office

THE HUMAN resources office is the centre of the organisation; it works closely with other departments within the organisation.

The functions of the human resources office include the following:

Recruiting employees.

Orienting and training new employees. Determining how to compensate employees. Providing incentives and benefits. Settling complaints and grievances. Disciplinary procedures. Appraising performance.

RECRUITMENT AND SELECTION OF NEW EMPLOYEES

RECRUITMENT

Advertising post Shortlisting Interviewing Testing Selecting

EMPLOYMENT

Letter of contract Promotion Transfer Layoff Dismissal

TRAINING

Induction

Orientation

In-house

Special programmes for individuals

EVALUATION

Performance/appraisal Reports

WELFARE

Pension schemes Superannuation schemes Insurance Canteen

The recruitment of employees can be done either internally or externally. Internal sources consist of employee referrals and promotions from within, whereas external sources are more varied and consist of the following: unsolicited applications, advertising, employment agencies, grapevine and electronic media.

The selection process usually involves: a) Processing of applications. b) Shortlisting (selection of an approved number of applicants for interviewing). c) Interviewing (by one or more persons). d) Testing (if necessary). e) Notifying successful applicants by telephone and a follow-up letter.

A contract of employment is prepared for the successful applicant. It sets out the terms and conditions of employment, and so a personal file should be prepared with the following records – application letter/form, letter of appointment, contract of employment, performance evaluation, periods of absences/vacation/sick leave, medical certificates, records of transfers/promotion, copies of certificates/transcripts, reference/testimonials, and résumé.

ORIENTATION

Orientation is usually undertaken by the human resources office to help the employee adjust to his/her new environment within the shortest possible time, and provides information on the following:

The structure of the organisation. Policies

Services

Wages and salaries

Working hours

Benefit plans

Training opportunities

Appraisal system

The newly hired employee will be asked to submit:

National Insurance Number (NIS) Tax Registration Number (TRN) Medical record

References

INDUCTION

The induction programme is planned by the department in which the new employee will actually commence work so that the employee can adjust to his new job as quickly as possible. During the induction programme, the employee is provided with information on: Responsibilities of the job.

Specific duties.

The department in which he/she will be employed. Facilities available. Promotional opportunities. Operation of basic equipment.

The aim of this training is to familiarise the employee with the important aspects of the job and safety precautions to follow.

TRAINING

Organising training programmes is an essential feature of the work of the human resources department. The programme may be an ‘in-house’, one that is done by selected staff, or it may be one in which persons from outside the organisation are recruited to undertake the training programme. The period of training depends upon the complexity of the training involved.

Training is beneficial to both the employer and the employee. Some of the benefits of training include:

Better understanding of the organisation and its goals.

Improved performance and morale. Improved problem-solving techniques. Introduction of ideas which can save time and money.

EVALUATION OF EMPLOYEES

In evaluating an employee, the following factors are considered:

Scholastic background Attendance/punctuality

Job knowledge

Attitude

Quantity and quality of work performance Reliability

Initiative

Adaptability Decision-making ability

Evaluation techniques may vary in different organisations.

Be good, and see you.