Recruitment: definition and sources; job description and job specification
Recruitment is searching for prospective employees and stimulating them to apply. It begins with a job description and specification and draws on internal and external sources.
Meaning of recruitment
Edwin Flippo defined recruitment as 'the process of searching for prospective employees and stimulating them to apply for jobs in the organisation'. It is a positive process: it tries to attract as many suitable applicants as possible. It is one link in the staffing chain: the manager first decides how many staff are needed, studies each job (job analysis), writes the job description and job specification, then recruits, selects, inducts and trains.
Where recruitment fits in staffing
Sources of recruitment
Some books list employee referrals under external sources because the candidate comes from outside. Either is accepted if explained.
Activity: how to prepare a job description and job specification
- 1Choose one post, e.g. cook, kitchen helper, storekeeper or service staff.
- 2Observe the worker for a full shift and list every task with its time.
- 3Talk to the worker and the supervisor to fill gaps (job analysis).
- 4Write the job description: title, reports to, supervises, hours, duties, working conditions.
- 5From the duties, work out the job specification: education, experience, skills, health, personal qualities, languages.
- 6★Check both with the manager and keep them on file for recruitment, training and appraisal.
★ one-way, controls the pace
Sample: cook in a hostel mess
| Part | Heading | Entry |
|---|---|---|
| Job description | Job title | Cook (breakfast and lunch), hostel mess |
| Job description | Reports to / supervises | Head cook / two kitchen helpers |
| Job description | Hours | 6 a.m. to 2 p.m., six days a week, one weekly holiday |
| Job description | Main duties | Cook breakfast and lunch for about 300 students by standard recipes; check rations issued; follow portion sizes; keep the section clean; report shortages and breakdowns |
| Job description | Working conditions | Hot, busy kitchen; standing work; uniform provided |
| Job specification | Education and experience | Able to read and write; a certificate in food production desirable; two years of bulk cooking |
| Job specification | Skills | South Indian breakfast in bulk; use of steam cooker, wet grinder and tilting kettle; knife skills |
| Job specification | Health | Medical fitness certificate; free from communicable disease; able to stand for long hours |
| Job specification | Personal qualities and language | Clean habits, punctual, honest, a team worker; speaks the local language |
A clear job specification that asks for medical fitness and hygiene habits keeps a sick food handler out of the kitchen; a clear job description makes sure someone is named for each task, such as checking the diet list before lunch.
2 marks: “Define recruitment.” Recruitment is the process of searching for prospective employees and stimulating them to apply for jobs in the organisation (Flippo).
5 marks: “Explain the internal and external sources of recruitment.” List internal sources (promotion, transfer, ex-employees, referrals) and external sources (advertisement, exchange, campus, agency, walk-in); give merits and demerits of each.
10 marks: “Prepare a job description and job specification for a cook in a hostel mess.” Define both; explain job analysis; write all headings of each with entries; show how they are used in recruitment, selection, training and appraisal.
Description describes the Duties; Specification specifies the Person.