Staffing

Part I

(1) It is important to realize that staffing is a complicated, ongoing process that involves finding qualified people, hiring them, making the best use of their skills and abilities, and making them to stay on the job.

(2) The steps you must take before you hire anyone are to analyze each job, prepare job description, apply to recruitment sources or mass media, utilize job application forms, conduct interviews and check information.

(3) Job analysis is the most important step in staffing since it forms the basis for any hiring decisions that you make. It involves asking such questions as: What work has to be done? Does the firm need additional help to do it? How many people are needed? You may find that you don’t need to hire anyone after all. Or you may find out that one additional person isn’t enough. Or the job you thought anyone can do may in fact require someone with specific skills. Making a good decision in the beginning is the key to avoid a lot of problems later.

(4) A job description is a written record of duties and responsibilities associated with a particular job. In preparing a job description, include the following details: a general description of the job; the duties to be performed; the job responsibilities; specific skills needed; education and experience required.

(5) When you have put everything down on paper, you are ready to start looking for the person who fits the description. There are several ways to do so. The main ways you can tell job hunters about the job on offer are: by advertising direct, through recruitment/employment agencies and consultants, through friends, existing employees and business contacts, by recruiting direct from schools and colleges. You may apply to trade unions or professional associations.

(6) Try to use more than one of these methods to fill a job, as it will widen the field of candidates.

Ex. XIII. Go back to the text and find the English equivalents to the following Russian phrases:

непрерывный процесс; предпринимать шаги; источники для подбора кадров; средства массовой информации; выяснить; в действительности; избегать проблемы; связанный с ч-л.; записывать; искать; главный способ; предлагаемая работа; круг кандидатов.

Ex. XIV. Answer the questions to Part I of the text:

1. Why is staffing called “a complicated process”?

2. When should the employer perform the six steps mentioned in the second paragraph?

3. What do questions in the next paragraph illustrate?

4. What information is to be included in a job description?

5. What ways of finding new employees are mentioned?

6. Why should you use more than one of the methods to fill a job?

Ex. XV. Try to fill in the job description, discussing each item:

Job description

Job title: Duties:

Purpose of job: 1.

Who does the employee work for: 2.

Who works for the employee: 3. (and so on)

Main tasks: Contacts:

1. Internal:

2. External:

3. (and so on) Possible development of the job:

What authority does the employee have:

1.

2.

3. (and so on)

Part II

The applicants are required to write resumes and fill in application forms prepared by many companies in order to choose the most suitable and qualified personnel. These documents simplify the task of managers in making right hiring decisions. They can also serve as a starting point during an interview, suggesting questions or comments that make it easier to break the ice and establish contact with the applicant. Successful applicants are placed on the job and get to know their new duties.

Many firms use some forms of training and developing employees. The goal of employee development can be to ensure his/her competence at a given job or to help employees qualify for promotion.

One of the tasks of a personnel department is to develop an efficient system of employee evaluation and promotion. The system must be aimed at determining whether an employee is doing his/her job as intended and to reward those who perform well.

Unfortunately, people do not always perform as intended. So there is sometimes a need for disciplinary action. There are three steps in an effective disciplinary program. First, standards of acceptable behavior are set up. Second, specific penalties are established for violating these standards. And third, penalties are imposed fairly after guilt has been determined.

In order to attract and keep high-qualified and skilled employees, it is necessary to compensate them adequately. A company’s wage policy should be developed so as to reward employees on the basis of their qualification and achievements. This would motivate people to work harder and develop their skills.

Ex. XVI. Go back to the text and find the English equivalents to the following Russian phrases:

отправная точка; устранить натянутость (в отношениях между кем-л.); устанавливать контакты; удачливые соискатели; определять на должность; знакомить; обучение и образование работников; объективно; соразмерно вознаграждать; на основании (квалификации).

Ex. XVII. Answer the questions to Part 2 of the text:

1. What papers do job applicants prepare?

2. How can these papers help managers?

3. What are the two goals of personnel training and development?

4. What is the aim of personnel evaluation program?

5. What steps are involved in a disciplinary action?

6. What policy could motivate employees to work efficiently?

Ex. XVIII. Speak on the process of recruitment using the following scheme. Make logical connections with the help of the phrases like: First…, First of all…, Then…, Next …, Further…, On the one hand …, On the other hand …, Besides…, Finally …, At last … .

Determining human resources

needs

↓

Defining specific knowledge and skills requirements

↓ ↓

External recruitment: Internal recruitment:

• Advertising - Promotion

• Employment agencies - Transfers

• Colleges - Other

• Professional associations

• Personal contacts

• Other

↓ ↓

Screening techniques: resumes; applications; interviews; tests

↓

Employment decision

↓

Job offer

Use of English

Ex. I. A. Read and analyze this application letter.

15 Church Medow Hyde, Cheshiry SK 14 4RU Tony Aziz The Chief Manager Dunnes Store 89 Brook Street London W1 5FW 2nd November, 2007 Dear Mr Aziz, I would like to apply for the job of shop manager which I have seen advertised in the local paper. I am twenty years old. I was born in France but my family moved to England when I was twelve and I have been living here ever since. I left school three years ago and since then I have had several jobs in shops. For the past six months I have been working in Halls department store. The manager has said that he is willing to give me a reference. I speak French and English fluently and I have been learning German since I left school, so I speak German too. I hope you will consider my application. Yours sincerely, /signature/ Louise Brett

Pay attention to the organization of the letter:

1. The name and address of the person you are writing to.

2. The date.

3. The beginning of the letter.

4. The form of addressing (Mr, Ms or Mrs).

5. Paragraph 1: introduction.

6. Short forms (I’m, they’ve, etc.).

7. Paragraph 2: the main part of the letter.

8. Paragraph 3: ending.

9. The end of the letter.

10. The signature and the print of the name.

B. Read the advertisement for a job.

THE OXFORD INTERNATIONAL SCHOOL wants A RECEPTIONIST Do you like working with people? Can you speak two foreign languages? Can you use a word processor? Do you know Oxford well? Please write to Anne Watson Director The Oxford International School 16 College Street Oxford OX2 7PT

Carol is interested in the job. Read the information about her and complete her application letter for the job.

Name: Carol Barnes Address: 4 Hope Road, Oxford OX6 5PP

Age: 28 Present job: Tourist guide Last job: Hotel receptionist Languages: French, Spanish

4 Hope Road Oxford OX6 5PP Anne Watson Director The Oxford International School 16 College ………. Oxford OX2 7PT 10th August 2007 Dear Ms Watson I would like to apply for ….. which I have seen ….. . I am ….. and I live in ….. . I left school …… ago and since then I ….. At the moment ….. . The manager has said that ….. if necessary. I ….. working with people very much and I can …… languages, French and Spanish. I can also ….. . I was born in …., ….. very well. I look forward to hearing from you. Yours sincerely, /signature/ Carol Barnes

C. Write an application letter for this job. You may write for yourself or you may invent an applicant.

Bright helpful person required to help for two months in souvenir shop this summer. Must speak some English in addition to Russian. Experience and qualifications not essential, but desirable. Excellent pay and conditions. Write, giving details, + one referee, to: Ms J.Sparks, “The Old Shop”, High St, Cherley, Yorks.

Ex. II. Imagine you are applying for a job. Translate the questions of an interviewer and do your best to find proper answers.

1. Tell me in short about your work experience and marital status.

2. Why are you interested in joining our company?

3. Why do you feel qualified for this position?

4. Don’t you think you’re too young (old) for this job?

5. Which is more important to you: status or money?

6. What is your objective and what are your long-range goals?

7. What worries you about the job you’re doing now?

8. What do you find rewarding about present job?

9. Why do you want to leave your present job?

10. How would you rate your present boss?

11. Describe your ideal boss.

12. What do you do in your spare time?

13. Are you an ambitious person?

14. What are your principle interests and how do you benefit from them?

15. Why should we choose you?

Ex. III. Tony is being interviewed for a job. Look at the interviewer’s notes and Tony’s answers, then write the questions she or he is asking Tony.

1. age?...................................................................... I’m 18.

2. live locally? …………………………………… Yes, I do.

3. address? ………………………………………. 5, Flower Close.

4. when / leave school? ………………………….. Last year.

5. which school / go? ……………………………. Benham School.

6. work / now? …………………………………... Yes, I am.

7. Who / work for? ………………………………. Millers Limited.

8. How long? …………………………………….. For six months.

9. enjoy / present job? …………………………… Yes, I do.

10.why / want / leave? …………………………… The pay isn’t good.

Ex. IV. A. Read, translate and analyze this application and curriculum vitae.

LETTER OF APPLICATION