Dec 1998 IM218: Information Management (Question 5) Suggested Solutions

5.	(a) With the aid of a fully-labelled diagram, identify and explain the different stages of the recruitment process.	[4]
	*The different stages of the recruitment process:* determining accurate and realistic staffing specifications obtaining applicants for the position(s) screening and assessing applicants evaluating a shortlist of applicants arriving at a final selection and making an offer of employment one mark for each stage, one mark for a correct diagram
	(b) Explain the difference between a job specification and a job description.	[2]
	A job description explains what an employee is to do in the prospective position (1 mark). A job specification explains the qualifications or experience that an applicant must possess to perform the job duties successfully (1 mark).
	(c) In recruiting a suitable-qualified individual for a specific position, we may wish to consider the following factors, amongst others:
	(i) the equipment, machinery, or tools used
	*the equipment, machinery, or tools used: job description, it explains what the employee will do (1 mark)*
	(ii) the suggested level of education
	*the suggested level of education: job specification, it is about the kind of employee that is required (1 mark)*
	(iii) the types of specialist skills required
	the types of specialist skills required: job specification, as it explains what the employee will need in order to do the job, but not what the job is about (or both, if it explains something about the job itself at the same time) either answer, briefly explained: (1 mark)
	(iv) the level of responsibility given
	the level of responsibility given: job description, as it explains about the job itself (or both, as it might lead to a requirement on previous work experience) either answer, briefly explained: (1 mark)
	(v) the extent of initiative required	[5]
	the extent of initiative required: job description, as it explains about the job itself (or both, as it might lead to a requirement on previous work experience) either answer, briefly explained: (1 mark) a few words of brief explanation should be included with each answer; no explanation = no marks For each factor, explain whether you would expect it to contribute to the job description, to the job specification, or to both.
	(d) Once recruited, staff would be required to undergo regular reviews. With the aid of a diagram, outline a typical review process, explaining each step of the process carefully.	[7]
	The review process: self review: employees are given review forms so that they can rate their own achievements and performance (1 mark) review accomplishments: the supervisor should list and examine all the accomplishments of the employee; major accomplishments should be examined in detail (1 mark) review problems faced: it is important that the obstacles that the employee has had to overcome are taken into consideration (1 mark) performance review (positive): the reviewer needs to consider the more favourable aspects of the employee’s performance, allowing management to acknowledge and recognise areas in which the employee excels (1 mark) performance review (negative): negative aspects of performance must be identified, if corrective actions are to be taken; allegations should be supported by examples; tact should be employed (1 mark) comparative adjustments: the employee under review should be compared to someone of the same salary scale and job classification to provide an objective indication of performance (1 mark) one mark for each step that has been properly explained; no explanation = no mark; total six marks one mark for the diagram.