Talent Acquisition & Recruitment (WSDIP) Notes - Flashcards

A comprehensive set of practice flashcards covering manpower planning, talent acquisition, recruitment methods, interviewing, onboarding/offboarding, contracts, and Singapore-specific regulations based on the provided notes.

What is manpower planning/ Human Resource Planning?

A strategic process essential to align an organization's workforce with its operational goals and objectives, ensuring the right number of employees with the necessary skills are in suitable roles at the right time to improve operational efficiency.

Name the six functions of Manpower Planning.

1. Forecasting Demand

2. Assessing Supply

3. Identifying gaps

4. Recruitment and Selection

5. Training and Development

6. Succession Planning

What is Forecasting Demand in manpower planning?

Estimating future manpower requirements based on factors like anticipated business growth, market trends, and strategic initiatives.

What is Assessing Supply in manpower planning?

Evaluating the current workforce to determine the availability of needed skills and competencies, including qualifications and performance levels.

What is Identifying Gaps in manpower planning?

Comparing projected manpower demand with current supply to uncover discrepancies and areas needing recruitment, training, or development.

What does Recruitment and Selection involve in manpower planning?

Formulating and executing strategies to attract, select, and hire candidates aligned with organizational needs.

What is Training and Development in manpower planning?

Designing training initiatives to enhance existing employee skills to prepare them for future roles or increased responsibilities.

What is Succession Planning?

Developing strategies to address future workforce turnover and retirements by identifying and nurturing potential leaders within the Organization.

Define Talent Acquisition in manpower planning.

The systematic process of identifying, attracting, and selecting qualified candidates to meet current and future staffing needs and align workforce capabilities with organizational objectives.

List 5 key contributions of Talent Acquisition within manpower planning.

1. Alignment with Workforce Strategy

2. Identifying Talent Needs

3. Building a strong Employer Brand

4. Monitoring Market Trends

5. Collaboration with Other HR Functions

What is ‘alignment with workforce strategy’?

Talent acquisition makes sure hiring matches the company’s long-term goals by finding people with the right skills that support the organization’s overall strategy.

What is ‘identifying talent needs’ in the role of talent acquisition?

Drawing from workforce planning to identify what roles need to be filled, what skills are required, and when hiring should take place.

What is ‘building a strong employer brand’ means in the roles of talent acquisition?

A good talent acquisition strategy helps build the company’s reputation as an employer by showing its values, culture, and benefits, making it more attractive to potential candidates.

What is monitoring market trends in the role of talent acquisition?

Talent acquisition teams track job market trends, skill gaps, and competitors’ hiring practices so the company can adapt and stay competitive in attracting top talent.

What is ‘collaborations with other HR Functions’ in the role of talent aquistition?

Talent acquisition works with HR functions like training and development, compensation, benefits and performance management to ensure that the workforce is not only recruited effectively but also developed and retained.

What is the importance of talent acquisition?

Talent Acquisition is important to manpower planning as it directly influences the organisations capability to address workforce gaps, adapt to evolving staffing needs, and sustain a skilled and competent workforce.

What are the outcomes of poor talent acquisition in an organization?

1. Increased Turnover Rates

2. Reduced Employee Engagement

3. Lower Organizational Performance

4. Negative Employer Branding

5. Resource Wastage

Explain ‘increased turnover rates’ in poor talent acquisition

Ineffective talent acquisition strategies lead to hiring not well-suited individuals for the role which can lead to increased turnover rates which disrupts team dynamics, increased cost with recruitment and onboarding new ermployees.

Explain ‘reduced employee engagement’ in outcomes of poor acquisition in an Organization.

Misaligned hires lead to decrease in overall employee engagement and morale as employees that do not fit in the organizational culture or lack the necessary skills become disengaged, leading to decrease in productivity and job satisafaction.

Explain ‘lower organisational performance’ in poor outcomes of talent acquisition.

Poor hiring decisions can lead to decreased efficiency, poor customer service and profits.

Explain ‘Resource Wastage’ in poor outcomes of talent acquisition.

Time, money and effort spent on hiring and training short-term employees are wasted. The opportunity cost associated with these resources can compound over time, impacting the organization’s bottom line significantly.

Name the ethical standards that influence Talent Acquisition in Singapore and Explain?

1. Fair Employment Practices (FEP) established by MOM which organizations are required to practice fair hiring that prohibits discrimination based on race, gender,religion, marital status, sexual orientation, or disability.

2. Transparency in hiring processes where organisations are encouraged to be transparent in their talent acquisition by providing clear job descriptions, outlining selection criteria, ensuring candidates receive feedback after interview to reduce misunderstandings and cultivates trust between employers and potential employees.

3. Data Privacy and Confidentiality where the personal data protection act (PDPA) mandates all employers to handle candidate personal data with care by ensuring that the personal information collected throughout the hiring process is stored securely, used ethically and retained as long as necessary.

What is Recruitment?

A critical human resource management (HRM) function responsible for attracting and selecting candidates to fill job vacancies within an organizzation, contributing to organizational effectiveness and culture.

What is a Job Description and its purpose?

Job description is a vital document that provides clarity and structure throughout various aspects of human resource management from recruitment to performance evaluation and employee development.

List and explain the key purposes of a Job Description?

1. Recruitment and Selection; Job descriptions serves as a foundation for creating job postings, screening resumes and developing interview questions.

2. Setting performance expectations; Job descriptions establishes clear performance expectations for the role serving as a basis for evaluating employee performance and providing constructive feedback.

3. Training and development; Job description can guide employee development by identifying the skills and competencies needed for career advancement.

What are the steps to create accurate job descriptions?

1. Conduct Job Analysis

2. Define Job Title and Purpose

3. List key responsibilities and qualifications

4. Determine Performance Expectations

5. Incorporate working conditions

6. Review and Revise

Explain the steps to create an accurate job description

1. Conduct Job Analysis; This process involves systematically gathering information about duties, responsibilities, and essential functions of a job role.

2. Define Job Title and Purpose; Assign a clear and concise job title that accurately reflects the nature of the position.

3. List key responsibilities and qualifications; A comprehensive job description must detail the key responsibilities and duties associated with the position also, specifying the qualifications necessary for the role such as certifications, experience, skills and competencies.

4. Determine Performance Expectations; include performance expectations in the job description which outline the criteria which the employee’s performance will be assessed.

5. Incorporate working conditions; describe the working conditions related to the job, including physical environment and any specific requirement such as traveling or physical demands.

6. Review and Revise; Seek feedback from relevant stakeholders including hiring managers, department heads and current employees fulfilling similar roles.

What are common sources of talent and their considerations?

1. Job boards and recruitment websites such as indeed, Glassdoor and LinkedIn which can reach a high audience but candidates may not be specifically aligned with company’s needs.

2. Social media such as Facebook, Twitter and linkin which can be used for brand building and recruiting. However it is important to maintain a professional image and communicate clearly to effectively engage potential candidates.

3. Recruitment Agencies which can be effective for finding specialised candidates but they often come with costs.

4. Networking and industry events which allows direct interaction with potential condidates. However, the effectiveness depends on the the organizations presence and engagement in the industry.

5. University and College Partnerships which can provide access to fresh graduates. It is important to establish internships or career development programs and maintain relationships with career services for continuous engagement.

6. Employee referrals which often bring high-quality candidates who fit the company culture. However, relying too heavily on referrals can lead to a lack of diversity.

What are Internal Recruitment Methods / Platforms?

1. Job posting

2. Job Bidding

3. Talent Inventory

4. Employee Referral

What are External Recruitment Methods / Platforms?

1. Walk-in Applications

2. Print Media Advertisement

3. E-Recruitment

What are the advantages and disadvantages of Job Posting?

Advantages:

1. Promote employee motivation and engagement by providing career growth opportunities.

2. Reduces time and costs associated with external recruitment.

3. Ensures cultural fit as existing employees are familiar with organizational values.

DiAadvantages:

1. Limited pool of candidates which may restrict diversity and innovation.

2. Potential for internal dissatisfaction if opportunities are perceived as limited or unfair.

3. May lead to stagnation without fresh perspectives.

What is Job Bidding in internal recruitment?

Current employees bid for a new role or promotion based on skills/experience; advantages include development and lateral movement; disadvantages include potential internal competition and skill mismatches.

What is Talent Inventory?

A database containing internal employees' skills, qualifications, and career interests to identify suitable candidates quickly; benefits include proactive succession planning and faster deployment; requires ongoing maintenance.

What are Employee Referrals?

Current employees recommend candidates; advantages include high quality and reduced time-to-hire; disadvantages include potential diversity risks and bias.

What are External Recruitment Methods formats?

1. Walk-in applications

2. Print Media Advertisement

3. E-Recruitment

What is the process to place a Recruitment Advertisement?

1. Identify hiring needs

2. Prepared advertisement content

3. Choose the dissemination channel

4. Obtain necessary approval

5. Publish the advertisement

What activities follow the placement of a recruitment advertisement?

1. Collect applications

2. Initial screening

3. Candidate shortlisting

4. Preliminary assessments

5. Interview

6. Reference and background checks

7. Final selection

8. Job offer extension

9. Prepare for onboarding

What information should be included in an Internal Recruitment Announcement?

1. Job Title

2. Department/Team

3. Reporting Structure

4. Job Description summary

5. Required qualifications

6. Application process

7. Deadline for application

What information should be included in an External Recruitment Advertisement?

1. Clear Job title

2. Comprehensive job description

3. Required qualifications/skills

4. Job Location

5. Company overview

6. Benefits and Perks

7. Applications instructions

8. Contact information

What are design considerations for Recruitment Advertisements?

1. Clarity

2. Target Audience

3. Employer Branding

4. Comprehensive Job description

5. Diversity and inclusion

6. Calls to action

7. Visual Design

8. Distribution Channels

9. Legal compliance

What are common errors in recruitment advertisements and remedies?

1. Lack of clarity

2. vague job titles

3. cluttered layouts

4. weak visuals

5. insufficient detail

   Remedies include clear messaging, clean formatting, and stronger branding.

What is the purpose of job interviews?

For employers:

1. assess qualifications

2. communication

3. potential red flags

For candidates:

1. clarify role/expectations

2. build relationship with the interviewer.

What factors should be considered when scheduling interviews?

1. Candidates and interviewers availability

2. Time for each interview

3. Interview Structure (Panel/One-on-one)

4. Interview format (in-person/virtual)

What is the process for job interview?

1. Preparation phase (Review JD, Develop a set of standardized questions, Determine the format of the interview)

2. Scheduling Interviews (Confirm availability of candidates and interviewers)

3. Conducting Interviews (Set up the interview environment, use the prepared questions)

4. Evaluations and Scoring (Evaluate based on established criteria)

What is the resources required for Job interviews?

1. Pre-prepared template with standardised questions

2. Tools for interviews to score candidates

3. Video conference software (Zoom/Microsoft Teams)

4. A designated room

5. Up to date JD

Process to handle exceptions for job interviews

1. Managing No show

   • Send a follow up email or call to confirm interest

   • Consider offering second chance

2. Technical Issues in virtual Interviews

   • Have alternative communication method ready

   • Encourage candidates to test their technology in advance and provide resources or guidelines on troubleshooting common issues.

3. Interviewer Availability Challenges

   • Have alternative interviewers prepared to step in

   • Inform candidates as soon as possible if there’s a change in interviewers, along with a brief introduction of the new interviewer

What are the main types of interviews and their considerations?

1. Traditional One-on-One

2. Panel interviews

3. Situational Interviews (STAR) - Situation, Task, Action, Result

4. Technical Interviews

5. Video interviews

Why are reference checks important?

1. validate information,

2. provide insight into work behavior

3. reduce hiring risks

4. support informed decisions

What are the types of assessments used in interviews?

1. Personality Assessment

2. Technical Assessment

3. Skill Assessment

4. Cognitive Ability Test

5. Work Samples/Simulations

6. Integrity and Honesty Tests

What are the procedures to coordinate assessments?

1. Define objectives

2. Schedule assessments

3. Communicate with candidates

4. Administer assessments

5. Evaluate results with rubrics; ensure consistency.

What are the five principles of the Tripartite Guidelines on Fair Employment Practices (TGFEP)?

1. Recruit Based on Merit

2. Respect Employees

3. Provide Fair Opportunities

4. Reward Fairly

5. Comply with Labour Laws.

What are post-selection follow-up tasks?

1. Communicate with selected candidates To Extend job offer

2. Conduct background checks

3. Prepare employment documentation

4. Coordinate equipment/access

5. Plan Onboarding Process

What are common types of employment contracts?

1. Permanent/Full-time

2. Temporary

3. Part-time

4. Freelance/Independent Contractor

5. Zero-hours

6. Internship

What is the difference between contract of service and contract for service?

Contract of Service = employer-employee relationship

Contract for Service = engagement of a contractor as a service provider without employee status.

What key terms are typically included in an employment contract?

1. Identification of parties

2. Position

3. Duties and responsibilities

4. Start date

5. Type of contract

6. Working hours

7. Overtime Policy

8. Salary

9. Deductions

10. Leave Entitlements

11. Employment Benefits

12. Confidentiality Claluse

13. Notice period

14. Grounds for termination.

What government regulations affect international hires in Singapore?

1. Work Pass requirements

2. 14-day MyCareersFuture advertisement for some passes

3. Mandatory medical insurance for foreign employees

4. Compliance with the Employment Act

What work passes exist for professionals in Singapore?

1. Employment Pass

2. EntrePass

3. Personalised Employment Pass

4. Overseas Networks & Expertise Pass

5. S Pass

6. Work Permit for migrant workers (construction,manufacturing, marine shipyard, process or services sector)

7. Work permit for migrant domestic workers

8. Work permit for confinement nanny

9. Work permit for performing artiste

Application process for work passes

1. Determine the appropriate work pass

2. Gather the necessary Documents

3. Submit the application

4. Pay the application fees

5. Processing and approval

6. Notification and collection

7. Arrival and Verification

What is the purpose of onboarding new hires?

1. Integrate new employees by imparting knowledge, skills, and behaviors needed for their roles

2. accelerate time-to-productivity through orientation, training, and mentoring

Benefits of onboarding new hires

1. Higher Retention Rates

2. Facilitates time-to-productivity

3. Enhance job satisfaction and engagement

What are key features of an effective onboarding program?

1. Define program objectives

2. Structured Orientation

3. Mentorship

4. Role-specific training

What roles do HR play during orientation?

1. Facilitate introductions and presentations

2. provide administrative support

3. deliver training on policy and procedures

4. coordinate engagement activities

What equipment is commonly issued to new hires?

Typical equipment issued to new hires - Computers or laptops; Mobile devices

Company tools/equipment - Specialised tools/equipment; Vehicles

Internet usage - Access to company resources; communication tools

Which laws guide maintaining employees' information in HR?

1. Employment Act

2. Personal Data Protection Act (PDPA)

3. Income Tax Act

4. Central Provident Fund (CPF)

What are typical source documents for new hires?

1. Job Application Form

2. Resume/CV

3. Proof of Identity

4. Educational Certificates/Transcripts

5. Work Permits/Visa Documents

6. Reference/Background Checks

7. Banking Detail

What are sources and types of authorization in an organization?

1. Employee Supervisors

2. Top Management

3. HR Director

4. Government Agencies

What information might external agencies provide about new hires?

1. Background checks

2. Credit reports (where applicable)

3. Professional Licensing/Certification verifications

4. Reference Checks

Why is accurate data entry important in HR?

1. Compliance with legal and regulatory compliance

2. Facilitate effective decision-making

3. Enhance operational efficiency

4. Enabling Effective Training and Development

What are intrinsic distractions that affect data entry accuracy?

1. Fatigue

2. Stress/Anxiety

3. Multitasking

4. Lack of knowledge or training

What are extrinsic distractions affecting data entry accuracy?

1. Noise

2. Unclear work environment

3. Visual distractions

4. Interruptions

What is the importance of proper offboarding?

1. Facilitates knowledge transfer

2. Maintaining employee morale

3. Legal and Compliance Assurance

4. Organizational Reputation

Who are the parties involved in employee separation?

1. Employee

2. Immediate supervisor/manager

3. HR personnel

4. Senior management

What are typical exit formalities checklists?

1. Exit interview

2. Return of company property

3. Final payroll settlement

4. Data and access control

5. Communications

What are the steps to conduct an exit interview?

1. Schedule the interview

2. Prepare framework

3. Create a comfortable environment

4. Explain the purpose

5. Conduct the interview

6. Address employee concerns

7. Summarize and thank

8. Analyse the feedback

9. Implement improvements

Analysis of data from exit interview

1. Identify patterns and trends

2. Enhancing Organization learning

3. Improving Employee engagement

What is involuntary exit management and its key considerations?

Involuntary exit management refers to the process through which employees leave an organization against their will, typically due to circumstances such as layoffs, terminations,or dismissals.

This type of exit can result from various factors, including organizational restructuring, performance issues, misconduct, or economic downturns.

Key considerations:

1. Legal compliance

2. Clear communication

3. Fair and consistent processes

What provisions does the Retirement and Re-employment Act (RRA) in Singapore include?

1. Retirement age of 63

2. Re-employment obligation to age 68 if eligible

3. Eligibility criteria

   • Must be a Singapore citizen or Singapore permanent resident.

   • Have served your current employer for at least 2 years before turning 63 for employees hired at age 55 and above.

   • Have satisfactory work performance, as assessed by the employer.

   • Are medically fit to continue working.

4. Notice before retirement

   • At least 6 months prior the retirement age

5. Flexible work arrangements

Re-employment Programs to Consider

1. Job redesign programs

2. Training and Devlopment

3. Mentorship Roles

4. Flexible Work Arrangments

5. Career Counselling and Personalised Support

Types of Terminations

1. Mutual Agreement

2. Termination with cause

   Termination with cause refers to the dismissal of an employee due to specific reasons deemed justifiable by the employer.

   Such reasons may include performance issues, misconduct, or violations of company policies.

3. Termination without cause

   Termination without cause indicates that an employer decides to end an employee’s contract without specific wrongdoing on the employee's part. This type of termination often occurs during organizational changes such as Layoffs or downsizing. Employers are typically required to provide a notice period as stipulated in the employment contract, or alternatively, compensatory payments in lieu of notice, in accordance with the Employment Act.

Different forms of communications for different type of termination

1. Mutual Agreement

• Form of Communication: Formal Meeting and Written Agreement

• Description: When termination is by mutual agreement, a formal meeting is

essential to discuss the terms of the separation. During this meeting, both parties

can openly discuss their intentions and reach a consensus.

• Documentation: Following the discussion, a written agreement should be drafted

and signed by both parties to document the terms of the mutual separation,

including any agreed-upon severance packages or benefits.

2. Termination With Cause

• Form of Communication: Formal Meeting with Written Confirmation

• Description: For termination with cause, it is important to conduct a face-to-face

meeting where the employer explains the reasons for termination clearly and

respectfully. This communication must convey the conduct or performance issues

that led to the decision.

• Documentation: After the meeting, a formal letter of termination should be

provided, citing specific grounds for dismissal and relevant documentation, such

as performance evaluations or past warnings.

3. Termination Without Cause

• Form of Communication: Formal Meeting with Written Notice

• Description: In cases of termination without cause, it is essential to hold a formal

meeting to communicate the decision respectfully. This meeting should explain the

organizational reasons behind the termination, ensuring empathy towards the

employee's situation.

• Documentation: A written notice must be provided, outlining the termination date

and the implications regarding severance pay, notice period, and other benefits.