recruitment of employees: process including job descriptions and person specifications and recruitment methods such as job advertisements, employment agencies and online recruitment

2.1 HRM – Recruitment and Selection

Recruitment Process Overview

Think of recruitment like planning a big party. You need to know who to invite, what the party is about, how to find the right guests, and finally welcome them in.

  1. Identify the need for a new employee.

  2. Write a Job Description (JD) – the party’s theme.

  3. Write a Person Specification (PS) – the guest list.

  4. Select recruitment methods – how you send out invitations.

  5. Collect and shortlist applications.

  6. Conduct interviews – the RSVP check.

  7. Make an offer – send the invitation card.

  8. Onboard – welcome the new team member.

Job Description (JD)

📄 A JD is like a recipe for a dish: it tells everyone what the role is and what the dish (job) will look like.

  • Title – the name of the dish.

  • Purpose – why the dish exists.

  • Duties & Responsibilities – the cooking steps.

  • Reporting Line – who the chef reports to.

  • Working Conditions – kitchen environment.

  • Key Performance Indicators (KPIs) – how success is measured.

Person Specification (PS)

🛒 A PS is like a shopping list for the perfect candidate. It tells you what ingredients (skills) you need to make the dish.

  • Qualifications – formal education or certifications.

  • Experience – previous roles or projects.

  • Skills – technical and soft skills.

  • Personal Qualities – traits like teamwork, adaptability.

  • Knowledge – industry or market knowledge.

Recruitment Methods

Choose the right method to attract the best guests for your party.

  • 📢 Job Advertisements

    • Print media (newspapers, industry magazines)

    • Online job boards (Indeed, LinkedIn)

    • Company website

  • 🏢 Employment Agencies

    • Specialised recruiters for specific sectors

    • They pre‑screen candidates and save time

    • Cost: agency fee or commission

  • 🌐 Online Recruitment

    • Social media (LinkedIn, Facebook, Twitter)

    • Company career pages

    • Applicant Tracking Systems (ATS) for filtering

Example: Hiring a Marketing Assistant

Let’s walk through the process for a Marketing Assistant role.

  1. Need: 1 new Marketing Assistant to support social media campaigns.

  2. JD: Title – Marketing Assistant; Purpose – support marketing team; Duties – create posts, track analytics.

  3. PS: Qualifications – degree in Marketing or Communications; Experience – internship in marketing; Skills – social media tools, content creation.

  4. Method: Post on LinkedIn and the company website; use a local employment agency for niche candidates.

  5. Shortlist: 10 applicants; shortlist 3 based on CVs.

  6. Interview: 2‑stage – phone screening, then in‑person interview.

  7. Offer: Send a written offer with salary, benefits, start date.

  8. Onboarding: Provide training on brand guidelines and tools.

📚 Exam Tips

  • Remember the difference between JD (role) and PS (candidate).

  • Use the STAR method (Situation, Task, Action, Result) when describing interview questions.

  • When comparing recruitment methods, highlight cost, reach, and suitability.

  • Use real‑world examples to illustrate each stage.

  • Practice writing a short JD and PS for a role you’re interested in.