ADMINISTRATIVE OFFICE MANAGEMENT II OSM503 Question 1 Suggest one (1) most suitable recruitment sources to be used during an era

a of information technology? Justify your answer.

Internet Recruiting Companies and applicants find the approach cheaper, faster and potentially more effective. Applicant can submit their resumes through the internet. Potential employers can check for most qualified applicants. The most common tactics used by job seekers is to search the internet. Moreover, nine out of ten recruiters use the internet to get the word out about the job openings. Question 2 Describe four (4) other forms of recruitment sources that the company can use.

1. Unsolicited applicants and Resumes This is an applicant received from an individual, but he or she does not know whether an opening actually exists. Unsolicited applicants can actually be good sources of applicants because its believed that people who seek out their employers versus the other way around actually make better employees.

2. Executive search firm Help employers find the right person for a job. Employer can get the candidates from the private agencies. Charging a fee enables private employment agencies to tailor their service to the specific needs of their clients.

3. Educational Institutions Provide a large number of potential employees to any organization. They hold career fairs which can bring together potential employers and employees.

ADMINISTRATIVE OFFICE MANAGEMENT II OSM503 4. Professional Associations Because professional organizations often help their members with placement, encourage students that they are important to join, and that as HR managers, they will be a good place for them to recruit. Example ARI Accounting research institute.

Question 3 Describe one (1) most suitable type of employment interview to be conducted for hiring the candidates with advances in information technology.

Computer Interview Using a computer program that requires candidates to answer a series of questions tailored to the job. Answers are compared either with an ideal profile or with profiles developed on the basis of other candidates responses. Question 4 Identify and describe five (5) mistakes that occur in conducting interviews as stated in the above case and explain how these mistakes can be overcome.

1. They did not make any planning on how to conduct the interviewing process. Establish an interview plan to examine the purpose of the interview and determine the areas and specific questions to be covered.

2. They gave maximum freedom to the applicant to speak. Control the course of the interview to provide the applicant with ample opportunity to talk, but maintain control of the situation in order to reach the interview objective.

3. Different questions were asked to different candidates. Standardize the question asked to increase the reliability of the interview and avoid discrimination, ask the same questions of all applicants for a particular job.

4. The interviewer told them that he is running out of time and he spent almost half of their time explaining the purpose of the interview and the mission, vision of the company.

ADMINISTRATIVE OFFICE MANAGEMENT II OSM503 Establish and maintain rapport and listen actively. This is accomplished by greeting the applicant pleasantly, explaining the purpose of the interview, displaying sincere interest in what the person has to say, and listening carefully.

5. He assumed that only male employees can do better jobs than female employees. Recognize stereotype and biases. Stereotyping involve forming generalized opinion about people of given gender, race, ethnic backgrounds or appearance. Question 5 Using the information, prepare a new job description (exclude job statement) for the sale executives of the company. JOB TITLE: SALES EXECUTIVES Department: Wage Category: Report To: Human Resources Management Non-exempt HR Manager

ESSENTIAL FUNCTION 1. Coordinating the operations of customers order. 2. Providing quality service to customers and supplier. 3. Preparing weekly and monthly report 4. Developing a unit websites, monitoring the companys stocks in relation to customers orders.

JOB SPECIFICATIONS 1. University degree in a business or related areas. 2. Three-year of experience and have the ability to write and communicate well in English and Bahasa Malaysia. 3. Able to work longer hours and without supervision. 4. Required to present their reports using computer software to the head office.

ADMINISTRATIVE OFFICE MANAGEMENT II OSM503 Question 6 Provide two (2) implications that the company experienced by not updating the above documents.

Due to this problem, it will be difficult to select new employees in job duties or job specifications changes. They can mistakenly hire a wrong person for the position. Misunderstanding will occur between managers and their subordinates concerning the latest job requirement that they need to do job.