Job Analysis of a Personnel Manager

Describe about the Personnel Management for the Variety of Responsebilities.

The purpose of this assignment is to discuss the personnel management strategies that can be implemented in Bread Talk, a Singapore based food and beverage organisation which was founded in the year 2000. The organisation has 840 stores over the globe and is one of the most successful business organisation in Singapore. The biggest competitor of Bread Talk is four leaves. The organisation has some of the most innovative approach to their business, which is successful in attracting global consumers. This report explores the various issues and strategies that can be implemented for the post of personnel manager of Bread Talk both in national and international level to improve employee base.   

Being a personnel manager of an organisation has a variety of responsibilities. Personnel managers are accountable for the development of the company and therefore has certain qualification and experience (Belker, MCcormick & Topchik, 2012). Qualification is considered to be essential for the organisation, as a major portion of company’s responsibility are given on the shoulders of Personnel Manager. Personnel administration evolved in the late of 1980’s and companies preferred employees as personnel manager who acquired a formal education and academic credential to work as a personnel manager. However, with advancement in organisations, things started to change and education was not the only thing that organisation focused upon. They also looked for additional skills that can be favourable to the organisation.

• Communication
• Leadership
• Decision Making
• Personal Skills

Organisations also look for these factors in an employee while hiring. Communication is considered to be the most integral part in the job profile of a personnel manager. It is essential to understand the situation and then provide solutions. Organisations looks for employees who are active listener and communicator. Everyday job responsibilities of a personnel manager includes listening to the problems of the employees in the organisation and providing them with alternatives (Dale, 2003). For a personnel manager, it is essential to have good speaking skills as they represent the organisation.

Figure1 – Role of a Personnel Manager

(Source: Edenborough, 2005)

Apart from that, Leadership skills is another area that the individual must possess. Leadership skills are useful for the personnel manager because, the job position demands coordination and teamwork (Sparrow, 2006). A personnel manager is considered to be the bridge between the management and employees. Therefore, it is important for the personnel manager to understand the problems of the employees and address them to the top management to ensure positive actions (Bagga & Srivastava, 2014). In addition to this, the responsibility of a personnel manager is to recruit employees with right talent and skills that can be helpful for the organisation to achieve their goals. Personnel managers have to be transparent and possess good understanding skills to ensure that they are able to solve the queries of the employees. For example, if the employees need training on new machineries or new systems, it is the duty of the personnel manager to provide training and support to the employees so that they can work as a team efficiently.

Job Design of personnel manager

The role of the personnel manager has been designed to represent the organisation to the employees. Therefore, a personnel manager has the responsibility to design policies in the organisation and also coordinate human resources activities that include employment compensation, labour relations, organising training for the employees (Bilgin, 2007). The essential responsibilities of a personnel manager includes,

Analysing salary reports and data to regulate reimbursement plan.

Generating equal employment opportunities, compensation and employee benefits in organisation.

Ensure that policy of the organisation are in align with the laws

Maintaining human resource system that meets the criteria of the management information.

Understanding arbitration decision making, legislation and other to measure the industry needs.

Deliver information regarding human resource policy

Recruiting appropriate candidate for the job that are suitable.

Development of orientation to create a positive environment at the workplace.

Addressing employee issues to the management.

Assisting employees regarding the policies of the company.

These elements are required in an organisation and therefore the need of personnel manager is required. Personnel manager are considered as the mediator of employees to its management. For this purpose, the organisation demands excellent professionals who can work for the company. Personnel officer has the responsibility and duty of employee relations and staff issues. They are responsible to hire the best candidate with skills that are appropriate for the job (D’Alfonso, 2004). This helps the organisation to perform adequately and properly. It also helps in maintaining a positive work environment. In order to motivate the employees of the organisation, it is essential for the personnel manager act as a role model for the new employees and motivate them to work harder. Providing employees is also a responsibility for the personnel manager. Apart from that, recognising talent who can be useful for the organisation is also important. Providing rewards, recognition and promotion to worthy employees act as a motivation for other employees as well. In addition to this, it is also the responsibility of the personnel manager to develop personal development plan for the employees and inform them about their growth (Madera, 2012). This will help them to perform in a more efficient way. Personnel manager closely monitor the performance of the employee and offer them advice on how to improve them.  

In order to recruit talented personnel in the organisation, a personnel manager has to approaches to select candidates. Through internal job posting and through external sources. Organisation always tries to recognise talents in their talents and makes sure he/she fits for the job position. This helps in motivating the other employees to work more effectively. It is essential for the personnel manager to recognise these talents. The use of personal development program comes in handy for the manager to determine the most suitable candidate (Marie Ryan & Derous, 2016). The use of technology has become useful for every organisation to identify talent. Recruiting candidates directly or an employee referring a candidate for the vacant post, or a transfer of a candidate from a different location of the same organisation or head hunting. These are some of the strategies that a personnel manager of Bread Talk uses to recruit the most worthy candidate because the organisation does not compromise on quality of work. These strategies when applied brings out the best candidates for the post. The responsibility of the personnel manager is to analyse his performance on paper. To implement these strategies, the personnel uses all the medium of communication to spread the information. The personnel manager notifies the employees of the organisation through emails, by introducing referral fees reward to the employees (Patil & Kant, 2012). These are some of the best possible way to reach out to the employees of the organisation and offer them their worth. The organisation always prefer candidates from organisation itself, because it also helps the company in reducing the training cost that they would spend for new candidate.

Recruitment Strategies and its implementation for Personnel manager in the organisation

Figure2 – Internal Job Posting

(Source: Smith, 2006)

On the other hand there is external sources through which the personnel manager interviews employees who are not associated with the organisation. Organisation often requires new minds who can bring a change in the work place and the business operations in terms of performance and productivity. The personnel manager is responsible to select the employees through proper selection process and ensure that the candidate is right for the post (Stariņeca, 2015). Apart from that the organisation also uses internet as a source of finding candidates for the post. Jobstreet Singapore, Job finder and Indeed are the most used portal for hunting talents. Apart from that, personnel manager also uses recruiting agencies for selection. Post on social media platform like LinkedIn are useful as many candidates follow top companies and looks for job vacancies offered by the company.

Figure3- External Sources

(Source: Toldi, 2011)

However, companies often do not find the right candidate and if found, the company has to spend an amount on the training that will make him acceptable to the organisation. Recruitment strategies are immensely responsible jobs and personnel managers needs to team up with some agencies to ensure that they are able to select the right candidate (Sturman, 2002). Personnel manager needs to look for the experience and performance history with the past company to come to decision. These are the two important steps of selecting candidate for the post in the company. Normally, companies often opt for internal job posting.      

After posting the job details both internally and externally, the personnel manager calls in the best candidates for the job vacancy. Normally, a personnel manager would assess the candidate on various ground. This is known as multistage selection process. In this process, the recruiting department assesses the candidate on various ground. This gives them a clear picture about the candidate. There are situations, when a candidate provides false information to the organisation, the organisation suffers. Therefore it is the responsibility of the personnel manager to ensure that the information provided by the candidates are true. The organisation verifies the documents produced by the candidate and then sits for the interview. The selection test for a personnel manager includes cognitive ability test and then a personal interview round with the personnel manager and then face a panel interview with the company (Varmazyar & Nouri, 2013). The top management also takes the decision in recruitment and analysing the potential of the candidate. It is important for the personnel manager to understand the need of the company and select candidates accordingly. The personnel manager has to look for the educational qualification of the candidates. Apart from that, there are other strategies that can be helpful in selecting the best candidate.

Selection Strategies and its implementation for Personnel Manager in the organisation

The primary reason for the organisation to select an internal employee is because the candidate is well versed with the policy and regulations. In addition to that, the organisation also sets expectations among other employees to improve their performance and gain recognition in the workplace. This is also affects the organisation report on employee retention. However, organisation also believes in outsourcing their need to the recruitment agency to get the most suitable candidates for the job. It is essential for the company to have the best candidate because it will help in development of the company. Most of the organisation use a strategic selection process that involves,

• Behavioural based selection process
• Group interviews to identify the communication skills
• Video interview, one of the most upcoming interview selection
• Employment tests
• Knowledge test

With the help of these strategies, a personnel manager is able to identify the best in the candidate. Employment test are conducted to verify the experience that they have stated in their profile. It is important to understand the potential of the employee under pressure. Some of the candidates are in a different city or place, for which organisation have introduced video interviews to minimises the cost on recruitment. These are helpful and saves time for both the parties (Yoon Kin Tong, D. & Sivanand, 2005). Knowledge test is conducted to test the skills of the employee on different grounds that can occur during the employment period of the company. Communication skills is also an important aspect for the post of personnel manager and therefore organisation conduct group interviews or discussion to identify the communication skills and speaking skills of the employee.  

Conclusion

The report thoroughly discussed the role of personnel manager and how it affects the organisation and the employees. The report states the strategies that personnel manager applies in the organisation for the welfare of the organisation and its employee. Discussions on role and responsibilities of a personnel manager has also been elaborated. Bread Talk has to implement these strategies to ensure employee retention. This will help the company in building the trust of the employees. Apart from that, rewards and recognition can also help the employees to stay motivated and improve their professional performance.

References

Books

Belker, L., MCcormick, J. & Topchik, G. (2012). The First-Time Manager. New York: Amacom.

Dale, M. (2003). A manager’s guide to recruitment & selection. London: Kogan Page.

Edenborough, R. (2005). Assessment methods in recruitment, selection, & performance. London: Kogan Page.

Sparrow, P. (2006). International recruitment, selection, & assessment. London: Chartered Institute of Personnel & Development.

Journals

Bagga, T. & Srivastava, S. (2014). SHRM: alignment of HR function with business strategy. Strategic HR Review, 13(4/5).

Bilgin, K. (2007). Performance Management for Public Personnel: Multi-Analysis Approach toward Personnel. Public Personnel Management, 36(2), pp.93-113.

D’Alfonso, J. (2004). The Employee Recruitment & Retention Handbook. AORN Journal, 79(4), pp.872-877.

Madera, J. (2012). Using social networking websites as a selection tool: The role of selection process fairness & job pursuit intentions. International Journal of Hospitality Management, 31(4), pp.1276-1282.

Marie Ryan, A. & Derous, E. (2016). Highlighting Tensions in Recruitment & Selection Research & Practice. International Journal of Selection & Assessment, 24(1), pp.54-62.

Patil, S. & Kant, R. (2012). Organizational culture a HR strategy for successful knowledge management. Strategic HR Review, 11(6), pp.322-328.

Smith, A. (2006). Overcoming four HR outsourcing obstacles: Top tips for tackling a selection of HR outsourcing challenges. Strategic HR Review, 5(4), pp.28-31.

Stariņeca, O. (2015). Employer Br& Role in HR Recruitment & Selection. Economics & Business, 27(1).

Sturman, M. (2002). How to compare apples to oranges: balancing internal candidates’ job-performance data with external candidates’ selection-test results. The Cornell Hotel & Restaurant Administration Quarterly, 43(4), pp.27-40.

Toldi, N. (2011). Job applicants favor video interviewing in the candidate-selection process. Empl. Rel. Today, 38(3), pp.19-27.

Varmazyar, M. & Nouri, B. (2013). A fuzzy AHP approach for employee recruitment. 10.5267/j.dsl, pp.27-36.

Yoon Kin Tong, D. & Sivanand, C. (2005). Eâ€Ârecruitment service providers review. Employee Relations, 27(1), pp.103-117.