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Diploma in Business
Unit Number and Title
Unit 14 Working with and Leading people
XYZ Pvt. Ltd Company requires a person suitable for the job of HR Administrator’s post as the earlier person resigned from the post. A job description is needed to be framed for the post of HR Administrator’s post and the desirable candidate is required to be hired for the same. Following the legal and ethical considerations the recruitment process should be done in order to avoid any kind of violations of law and ethical rules. For controlling the environment of the organization an effective leadership quality is required in a person which plays an important role for the organization. A great motivation is required by the leader for his/her team for achieving the desired goals. The high work productivity is a result of an effective team work hence it plays an important role for the organization.
The seven point plan approach for the job description and person specification includes:
Given below is the job description and person specification for the post of HR administrator’s post for XYZ Pvt. Ltd:
Post: HR Administrator
Work Description: investigation, collecting information, help the HR for decision making, analysis and informing the higher management regarding the HR data.
Duties and responsibilities:
(National Careers Services, 2012)
The persons having the desired ability for the achievement of organizational goals needs to be selected, the process involved for the same is known as selection process. The candidates are required to perform in the selection process according to the procedure followed by the organization in context with the job position (Bandura, 1977)
Legal and ethical considerations-
A high level of accuracy for the CV data given to the employer is required by the applied candidate for the particular position. Proper fulfilment is required for the employment history verification process of the candidate. The organization should follow the popular law of discrimination and there should be a prohibition of discrimination on the part of organization in context with the disabilities in any terms. (Gray, 2006)
The basic necessarily for the selection process is that the nature of process should be thorough and fair. Fairness includes the following:
Following points are considered to be suitable for the post of HR Administrator:
But in some cases these are not considered to be as important. This depends upon the nature of the work. There are few works which does not require the criteria of education and qualifications. Only capability to do such work is the basic requirement.
But somewhere it cannot be considered as important. As few works involves a proper pattern to be followed. There it is important that without any implication of intellectual mind only that fixed pattern is to be followed.
But somewhere it does not play an important role. The work where proper records of each and every transactions is to be made does not involve these features there the intelligence factor is most important (Taylor, 2008)
For having a great leadership quality a person needs to have proper skills and attitude towards his duties. The nature of an HR administrator job is very important it involves many works like managing the team of HR personnel and along with it putting the efforts to bring human resource in the organization into an effective action. Therefore for the position of HR administrator a person would require a high level of distinguishing quality as a leader. The candidates would be short listed on the basis of judging the characteristic of work delegation, communication abilities, excellent character, motivation and good decision making power.
The person having a leadership quality should always try to motivate their team by setting the achievable targetsand along with that appraising his team for their good work. This strategy would motivate the employee of the organization to achieve their set targets and will also increase their confidence level. The person should have the quality to manage, that the work assigned should be accomplished on time and along with that a standard of quality should be maintained in the work. All this can be achieved with proper process of work delegation. All this suggest that the entire responsibility of the work would lies upon the leader only (Knipe, 2005). The basic characterstic for handling the matters effectively for the position of HR Administrator is effective communcation skills, the person should communicate effectively with the people working with them and their subordinates. This includes listening to feedback, problems faced by the employees and giving clear message. The most important quality is to have an excellent character and moral values, this only helps in developing a good report among the employees working with him/her. Timely decision making can only be done when an HR Administrator possessed an effective decission making power.
To: Team Members
From: HR Manager
Date: December 5, 2014
In simple terms the job on manager’s part is to plan, coordinate and organize the things whereas the leader helps in motivating and inspiring the team. Given below are few basic differences:
The given below table summarises the above mentioned differences and explain differences between being a leader and being a manager.
What is right
(leadership vs. management, 2014)
Leaders should have an approach to solve the problems of the co-workers and along with this should focus towards people. They should have a mind-set of innovative ideas and take suggestions from the team members and effectively implement these ideas. For the development of any policy or process it is necessary for an HR Administrator to take feedback from the co-workers on a regular basis
Whereas on the other side the management team deals in managing the employees of the organization and along with this the adopt the existing state of affairs, especially regarding social or political issues and should not take any kind of risk. The management should concentrate on minimizing the weakness of employees of their organization and ask their subordinates to submit regular reports of their assigned work. (ghoshal, 1997)
Induction process of the new recruits.
Communicating the vision of the company to the rest of the organisation
Induction process of the new recruits: Transactional leadership style would be adopted by them as an HR manager for handling the induction process of the new recruits. The induction process conducted by the HR manager for the new employees would include the introduction about the organization, rules and regulations which would be required by the organization need to be followed. Transactional leadership would be adopted in a form that the change element should not be needed while delivering the induction process of the new recruits’. Along with all this the basic characteristic an HR manager to posses is the judgement quality. This quality helps him/her in the selection process.
Communication regarding the vision of the company to the rest of the organization: For this there is a need to adopt an autocratic style by the leaders. For a proper communication with the stakeholders regarding the vision and values of the organization a leader should first clarifies his/her concept regarding the same. The vision of the organization can be achieved when each and every employee of the organization firstly is briefed about it and along with that a continuous efforts are needed from their side for the achievement of the vision. All this will help in developing problem solving capacity, which is necessary for a team leader for managing his team effectively.
Comparison : The two involved leadership styles are totally different from each other. On one side where the transactional leadership style does not involve much change and innovative ideas, and the leaders implicating this leadership style includes the involvement of other stakeholder regarding the decision making. Whereas on the same platform the autocratic leadership style involves only the individual leader regarding the decision making process. But in both the situations a leader should have the capacity of stabilizing emotions (nussbaum, 2006)
For the attainment of set targets and the vision of the organization, the employees of the organization needs to be motivated on regular basis so that the work assigned should be accomplished on time and with a standard of quality maintained. The HR administrator needs to focus basically on motivating the employees and with regard to the motivation process below mentioned strategies could be followed:
Each organisation has its own culture, values and working ethics. It is required that each employee working for the organisation must follow it. New recruits are unaware or have little information about these things and it takes some time for them to blend in with the organization. The most important part for the new recruit is working in team. The benefits of working in a team for new joiner are listed below:
Situation: Leadership comes with added responsibilities, as one needs to lead from front and set an example for the other team members to follow. Working with and leading Next Pvt Ltd as the human forecasting and recruitment head was a big responsibility. For the expansion and prosperity in the new market it’s very big challenge for the human resource department to forecast the demand and supply and recruitment of human resource. As per the need of organization, we successfully forecasted the total number of human resource which was required by the organization in next 12 months.
Occurrence : I was managing 10 people under me in HR department, out of which 6 were part of the recruitment and selection team while the other 4 people were working in the forecasting team. Mr X, the member of the forecasting team did a superb job as he came up with a realistic number of human resources by doing research in market and collecting the industry data.
Strategies: I assigned the roles and responsibilities to all the team members as per their skills and performance, which helped them perform their task efficiently and this helped in improving the overall yield.
Learning: I learned a lot from this project in terms of assessment of human resource requirement in an environment which is uncertain and hence difficult to predict. This involved usage of software to predict human resource requirement which helped in achieving the human resource recruitment targets without any compromise on the quality of human resource.
Leadership: Being a leader I gave instructions to work delegation regarding data collection, doing forecasting and validating the forecast, etc. It was clearly stated that any error in forecasting may cost significant loss for the organization.
Avoidance of Disagreement strategies: Timely team meetings were arranged so that each member can share their views, give valuable suggestions and feedback, share their problems which helped in reducing cases of conflicts and disagreement among the team members.
Factors essential for achieving organisational goals:
To: HR Director
From: HR Manager
Subject: Factors affecting the performance of the new trainee
Date: December 5, 2014
This is to inform you that an organization would be required to monitor the employee performance and suggest feedback to improve used factors in the planning, monitoring and assessment of work performance of the new trainee till the successful completion of their probation. The organizational sustainability for a long term would depend on management of success and failure of the employees working in the organization. Below factors would be involved in planning, monitoring and assessment of the work performance for new trainees:
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Plan to address the development needs of the staff
Following are the factors affecting the Evaluation of the Success of the Assessment Process:
Bandura. (1977). social learning theory. saulmcleod.
bennis, w. (2009). on becoming a leader.
Fieldstone Alliance. (2006). Six Keys to Successful Organizational Assessment. Retrieved December 5, 2014, from http://www.fieldstonealliance.org/client/tools_you_can_use/01-10-06_org_assess.cfm
ghoshal, b. a. (1997). global strategies formnc.
Gray, G. a. (2006). continuing profrssional development for clinical psychologists.
Herminia. (2003). working identity. Harvard business school press.
Knipe, S. a. (2005). why can't we get it right. Sage.
Taylor, S. (2008). People Resourcing. Chartered Institute of Personnel andDevelopment .
TMS Worldwide. (2014). A Model for Teamwork. Retrieved December 5, 2014, from http://www.tmsworldwide.com/tms12-3h.html
University of Essex. (2011). Recruitment and Selection.Universityof Essex.