PRE-RECRUITMENT PROCESS

1. Job Analysis

1.1 Policy Statement

It is the policy of (The Practice) to undertake a job analysis on every new position within the practice

and thoroughly review all positions at least once every 3 years.

An accurate and current job analysis is essential in order to write meaningful and accurate job

descriptions. It is vital to include the staff member in the job analysis process if possible as this is

important in helping the employee to feel valued.

1.2 Job Analysis Procedure

1. Actively involve the person doing the job - asking for an employee's input and cooperation

results in better-quality information, less stress for everyone involved and greater buy-in on

the resulting job description. A job analysis can be undertaken by simply observing an

employee, but will not be as accurate or meaningful.

2. Ask the employee to keep an activity log for a couple of days to record the variety of tasks they

do, who they interact with, and other related information. This is an important part of the

process because after performing it for a time, any job becomes "automatic" and the

employee either does not remember or does not value parts of it. Keeping a log will help bring

all the things they do to the surface and ensure that they do not miss important, if mundane,

parts of their job.

3. After the log is complete, ask the employee to distill it into a list of tasks he or she does on a

daily, weekly, monthly and periodic basis. Use Form 1.3.1 to make it easier to do this in an

organised and consistent manner.

4. To get yet another view of the job, talk with the supervisor of the position. Again, use Form

1.3.2 to make it easier to get a consistent version of the job.

5. To get a complete view of the job talk with both internal and external customers of the

position being analysed. This is a good way to find information that may have been missed in

the work completed to date. Discuss any additional input from customers with the employees

and decide if, and how, to represent it in the job description.

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6. Review the work done so far and determine, working both with the employees and their

supervisors, the optimal amount of education, experience and other qualifications that truly

are required to perform the job successfully.

7. Finally, after all the data is gathered, draft a job description. This description should be

circulated to the employees, their supervisors and other select job customers to be sure that it

accurately describes the position.

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1.3 Job Analysis Forms

1.3.1 Job Analysis Form - Employee

<Practice logo & Name>

<Job Title> – JOB ANALYSIS (Employee Form)

Completed by: Date:

<Insert name – job title>

1. I think my job is important because: ____________________________________________________________________________________

____________________________________________________________________________________

____________________________________________________________________________________

____________________________________________________________________________________

2. In general, the things I do everyday are: ____________________________________________________________________________________

____________________________________________________________________________________

____________________________________________________________________________________

____________________________________________________________________________________

____________________________________________________________________________________

____________________________________________________________________________________

3. The skills I need to do my job are: ____________________________________________________________________________________

____________________________________________________________________________________

____________________________________________________________________________________

___________________________________________________________________________________

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4. The knowledge I need to do my job is:

____________________________________________________________________________________

____________________________________________________________________________________

____________________________________________________________________________________

____________________________________________________________________________________

____________________________________________________________________________________

____________________________________________________________________________________

5. The most important part of my job is: ____________________________________________________________________________________

____________________________________________________________________________________

____________________________________________________________________________________

____________________________________________________________________________________

____________________________________________________________________________________

6. Other comments: ____________________________________________________________________________________

____________________________________________________________________________________

____________________________________________________________________________________

____________________________________________________________________________________

____________________________________________________________________________________

____________________________________________________________________________________

____________________________________________________________________________________

____________________________________________________________________________________

____________________________________________________________________________________

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7. The things I do during the week are:

<Job title> Weekly Duties

Monday

Tuesday

Wednesday

Thursday

Friday

Saturday

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1.3.2 Job Analysis Form - Supervisor

<Practice Logo & name>

<Job title> – JOB ANALYSIS (Supervisor Form)

Completed by: Date:

<Name – Job title>

1. The <job title> is important because: __________________________________________________________________________________

__________________________________________________________________________________

__________________________________________________________________________________

__________________________________________________________________________________

__________________________________________________________________________________

____________________________________________________________________________

2. The things I expect the <job title> to do everyday are: __________________________________________________________________________________

__________________________________________________________________________________

__________________________________________________________________________________

__________________________________________________________________________________

__________________________________________________________________________________

__________________________________________________________________________________

__________________________________________________________________________________

__________________________________________________________________________________

__________________________________________________________________________________

__________________________________________________________________________________

__________________________________________________________________________________

__________________________________________________________________________________

_____________________________________________________________________

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3. The things I expect the <job title> to do during the week are:

<Job title> Weekly Duties

Monday

Tuesday

Wednesday

Thursday

Friday

Saturday

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4. The skills the <job title> needs to do the job are: __________________________________________________________________________________

__________________________________________________________________________________

__________________________________________________________________________________

__________________________________________________________________________________

__________________________________________________________________________________

__________________________________________________________________________________

___________________________________________________________________________

5. The knowledge the <job title> needs to do the job is: __________________________________________________________________________________

__________________________________________________________________________________

__________________________________________________________________________________

__________________________________________________________________________________

__________________________________________________________________________________

__________________________________________________________________________________

___________________________________________________________________________

6. The most important part of the <job title> ‘s job is: __________________________________________________________________________________

__________________________________________________________________________________

__________________________________________________________________________________

__________________________________________________________________________________

__________________________________________________________________________________

__________________________________________________________________________________

___________________________________________________________________________

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2. Job Descriptions

2.1 Policy Statement

A job description is essential for every employee within the <Practice Name>. Effectively developed

job descriptions are useful communication tools that play a significant part in the success of our

practice. Job descriptions provide:

An opportunity to clearly communicate our practice direction and tell the employee

where he or she fits into the big picture;

A method for communicating our job expectations to employees;

A foundation for performance planning discussions;

A blueprint for describing the work that needs to be done.

A job description is a written statement that describes the duties, responsibilities, required

qualifications and reporting relationship of each position within the practice. They are based on

objective information that was obtained from the ‘Job Analysis Process’ (Section 1), an

understanding of the competencies and skills required to accomplish the required tasks and the

needs of the practice.

While not describing every daily task in detail, a job description should be detailed enough to

provide a clear picture to someone who is unfamiliar with the role. Essentials that the job

description should cover include:

The scope of the job;

The scope of responsibilities and duties, and any relevant limitations;

Essential functions; and

The contribution the position makes to the organisation.

Job descriptions quickly become dated so every opportunity must be taken to update them.

Opportunities to review job descriptions may come about:

During the Pre-recruitment Process after an existing employee leaves;

During the Performance Management Process;

When the requirements of the job changes;

When a new position is required.

Regardless of whether the opportunities listed above occur, every job description must be formally

reviewed, signed off and dated every twelve months.

Go to the ‘Information’ section for some more information on ‘5 Warnings

about Job Descriptions’

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2.2 Job Description Procedure

Once information has been collected via the job analysis process a job description can be compiled.

The following information must be included:

1. Job title – keep this short and avoid titles that are gender specific.

2. Reporting plan – add in a condensed version of your organisation structure or at least

indicate to whom the position reports to and if there are any positions that report to it.

3. Job function or summary statement – summarise in a few sentences the main purpose of the

job including the expected outcomes.

4. Main duties or accountabilities – divide job into a main tasks and then add points below

each task heading:

Avoid detailed lists of specific job procedure , instead describe the functions,

responsibilities and activities performed;

List tasks and duties in descending order of performance i.e. the most important ones

first;

Emphasise responsibilities and results expected;

Describe whether the position requires the person in the role to function; independently,

exercise initiative, comply with guidelines or policies or perform limited tasks that are

closely monitored by others;

Use verbs such as plans, develops, supervises, directs, recommends, operates, etc. to

describe functions and activities;

Also describe:

Timing of work i.e. when it has to be done

Volume of work e.g. how many dogs need to be groomed in a day

Accountability for safety of work

5. Working relationships – list the relationships between the position and other employees,

customers and suppliers and describe the nature of communication and contact with these

groups.

6. Working conditions – describe the physical demands of the job where relevant and describe

any travel requirements, working hours, salary and benefits.

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2.3 Job Description Forms

2.3.1 Job Description Form 1

<Practice Logo & name>

POSITION: DATE: REPORTING PLAN i.e. lines of communication - who fits in where FUNCTION Overall scope of role e.g. overview of position ACCOUNTABILITIES Roles and responsibilities in detail. Use main headings, then bullet points. NECESSARY ATTRIBUTES Knowledge, skills, experience, qualifications required to perform the job correctly RELATIONSHIPS Subordinates, contact with others internally and externally

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2.3.2 Job Description Form 2

<Practice logo & name>

1. Job title: Grade: Department: Reports to:

2. Main function of job:

3. Location:

4. Supervisory responsibilities / position in structure : (attach outline organisation chart, if appropriate)

5. Main duties:

Duties / responsibilities (in order of priority)

% of time to be spent

Level of responsibility

6. Tools/equipment used:

7. Working conditions / degree of effort required:

8. Qualifications / education required: Experience required: Specialist training required: Any particular aptitude / skill required:

Date of description: _____________________ Reviewed on: __________________________

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3. Selection Criteria

3.1 Policy Statement

Determining valid selection criteria is a fundamental prerequisite for having a fair, efficient and

effective staff recruitment and selection process. Every step in the recruitment and selection

process must revolve around the selection criteria and each selection criteria must relate to the

skills, qualifications, knowledge, experience and abilities required for the position. The criteria must

come from the job description and may be divided into essential and desirable criteria.

Selection criterion are also important as they often form the basis upon which potential applicants

decide whether or not to apply for the position and they are also useful when giving post selection

feedback.

The more reflective of the job that the selection criteria is, the more productive the recruitment and

selection exercise will be.

Selection criteria need to be reviewed each time the recruitment and selection process is

undertaken.

3.2 Selection Criteria Procedure

1. Review job description

2. Discuss any additional requirements with Practice Partners

Consider existing team – are there any skills, knowledge, etc. that are lacking

Consider if these requirements need adding to job description i.e. will these

additional skills, etc. be a permanent requirement for the position?

3. Develop list of criteria

All criteria listed MUST come from the job description

4. Divide list into ‘essential’ and ‘desirable’ criteria

This list can change each time the position is recruited for, depending on skill set of

existing team.

Go the ‘Information’ section for some ‘Examples of Selection Criteria’

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3.3 Example Selection Criteria Form

<Position Title> Selection Criteria

Applicant Name: Date:

Essential Criteria Yes/No Desirable Criteria Yes/No

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