Sunil.

N #168

UNIT STANDARD # 19022

Manage Human Resources as a

Manager in a Business Operation

Sunil Naryan
Student No. 168

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Sunil.N #168

Task 1 Outcome 1
(A) Existing Structure of Officio

Laura
Director

Receptionist

Emily
Director

Cabinet 1

Friend
Director

Cabinet 2

Cabinet
3

Figure 1

Officios current organizational structure is flat structure and is more centralized between the two
sisters and the director who is Laura and Emilys best friend and at the moment, its a very small
company and now the sisters are planning to expand the business after having a discussion with the
directors, I as the HRM officer of Officio came up with the organizational structure which is currently
in place and is quite small for business growth and currently the information flow is as shown above
and supervises employees less while promoting the directors increased involvement in decision
making process.
Critical Analysis
Myself as the HR manager of this organization have advised the directors that since the business wants
to expand this structure is not suitable because employees will lack specific boss to report to which will
create confusion and power struggles between the directors, furthermore advising the sisters that flat
structure will tend to produce a lot of generalist but no specialist and the specific job function of
employees many not be clear. Also elaborating to the sisters that this structure may limit long term
growth because as the company will grow it will struggle to adopt this structure unless the company
divides into smaller more manageable units since the decision making power is concentrated in the top
layer of management .
On further analysis by me as the HRM officer of Officio company I have found out the roles and
responsibilities of the existing employees and directors in the current structure . (ICNZ learning
resource NZQA, 2013)
Laura (Director) - she has a degree in design and interior decorating, with 5 years of experience
and has a high skill and competency to do individual task and duties that gives Laura independent job
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role. She designs office layout, various designs of furniture, internal coloring scheme and office
layout, loves travelling as well and is passionate about what she does and each sister have skills and
competencies that allows them to have individual and duties
Emily (Director) she

has a degree in architecture, with 5 years of experience and has a high skill

and competency to do individual task and duties that gives Emily independent job role .She does
advanced drawings with full dimensions and specifications for the cabinets with best possible color
schemes she also loves travelling and is passionate about what she does and each sister have skills and
competencies that allows then to have individual task and duties.
Friend /Director is an investor and she does not want to be involved in the daily operations and
wants to provide financial and strategic guidance . She is also hard working and passionate worker.
Receptionists - she is a part time hard working employee with 15 years of experience with no formal
qualifications and is also very hard working and dedicated staff.
Cabinet Maker sets up and operates variety of wood making machines and uses various hand tools
to fabricate and repair wooden cabinet and high grade furniture .Matches materials for color , grain ,or
texture and also marks and outlines dimensions of parts on paper according to drawing specifications.
(B) Proposed Organizational Structure for Officio
Directors

Sales &
Marketing
Manager

Assistant sales
rep

Figure 2

Roles & Responsibilities

pg. 3

Opearational
Manager

Sunil HRM

Receptionist

Suppliers
/cabinet
makers

Information
Technology
Manager

IT Assistant

Finance
&Accounting
Manager

Assistant F&A

Sunil.N #168

Directors

now the directors can assess the overall direction and strategy of the business and focus

on strategic functions in providing the vision, mission and goals of the organizations. Laura she has a
degree in design and interior decorating, with 5 years of experience and has a high skill and
competency to do individual task and duties that gives Laura independent job role. She designs office
layout, various designs of furniture, internal coloring scheme and office layout, loves travelling as well
and is passionate about what she does and each sister have skills and competencies that allows them to
have individual and duties Emily she has a degree in architecture, with 5 years of experience and has a
high skill and competency to do individual task and duties that gives Emily independent job role .She
does advanced drawings with full dimensions and specifications for the cabinets with best possible
color schemes she also loves travelling and is passionate about what she does and each sister have skills
and competencies that allows then to have individual task and duties. Friend who is also an investor
and she does not want to be involved in the daily operations and wants to provide financial and
strategic guidance . She is also hard working and passionate worker. (ICNZ learning resource NZQA,
2013)
(B)Analysis Recommendation
The above structure which I have proposed is functional structure and is the foundation of standard of
procedures and is well defined structure for Officio for work efficiency and beneficial to the sisters to
achieve its goals and objectives efficiently. Further advising the sisters about the above structure stating
that nowadays our Company has to be very competitive , productive , efficient and dynamic for us to
grow hence this structure has all these what we need for Officio. I have also advised the sisters that in
order to fulfil customer requirements, market demand and self-survival it is very necessary for Officio
to define its structure hence I have proposed the above production operation structure to them. I as
HRM Officer keeping in mind that that the above structure provides division of labor and the main
activities that need to be performed are grouped and keeping in mind that employees need to perform
specialized set of task therefore the following vacancies are in relation to job description and job
specification, roles and responsibilities are advertised on, Officio company website, face book,
LinkedIn and trade me. I have set the job description and job specification as per the companys
requirement. (ICNZ learning resource NZQA, 2013)
(C) Operations Manager (Full Time Permanent)

Improve the management systems, process and polices in support of the organization mission,
support better management and information flow.

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Manage and support the effectiveness and efficiency of support service such as HR, IT, Finance
as well as coordination and communication between support and business functions.

Play a significant long term planning including a geared towards operational operation.

Development of individual program budget

Payroll management, inclusion of tabulated employee benefit

Organization of fiscal documents and logistics and suppliers advisory

Regular meeting with Directors and fiscal planning

Supervise and coach all departments on daily basis and encourage team building and
coordination.

Information technology skill

Education and Experience

A degree in business management and operations management with 4 years of experience in

relevant field

Knowledge of business management principles and practice.

Knowledge of financial accounting and principles and practices

Knowledge in project management and practice

Knowledge in human resource management principles and practice and information technology
skills.

Key Competencies

Critical thinking and problem solving

Planning an organizing

Communication skills and persuasiveness

Delegation

Teamwork

Conflict management

Stress tolerance

(total jobs , 2015)

Human Resource (Full Time Permanent) - I have been chosen the HRM Officer by Office
Directors Laura & Emily and my job description and job specification and roles and responsibilities are
as follows:
Summary
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Develops policy and coordinates human resource activities such as employment, activities such as
employment, compensation, labor relations, benefits, trainings, team building, coaching, health and
safety and Disciplinary issues and undermentioned below:
Duties and responsibilities- My duties and responsibilities for Officio are as follows:

Recruit interviews, tests and select employees to fill vacant positions.

Develop and maintain human resource systems that meets top management information needs.

Plan and conduct new employee orientation to foster positive attitude towards Company goals

Identify legal requirements human resource functions and ensure policies, procedures, and
reporting are in compliance and companies legislation and practiced.

Keep track record of performance appraisals, transfers, performance reviews, and termination s
and employee statistics.

Design a book for standard operating procedures to be followed after the restructuring of
departments and company structure, such as departmentalization.

Coordinate management training, interviewing, hiring, terminations, promotions, safety review

and sexual harassment.

Advise directors in appropriate resolution of employee relation issues and respond to inquiries
regarding policies, procedures and programs.

Budget preparation for human resource management and operations.

Represent organizational personal related hearing and organizational investigations.

Contracts without side suppliers to provide employee service contract and research firms
background.

Maintain staff wellness programs, employee workshops on health and safety and training.

Education and Experience

Bachelors degree in Management with relevant 4 years industry experience.

Master in HR or related field preferred.

Industrial certification ISO standards.

Strong knowledge in MS Office including MS outlook , word and excel (total jobs , 2015)

Sales and Marketing Manager (Full Time Permanent)

Duties and responsibilities
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Over roll marketing strategy and execution of plans for the existing products.

Researching and evaluating new products opportunities, demand for building potential products
and customer insight needs.

Product development teams and managing new product in the market and managing launch for
new products in the market

Ensuring quality brand marketing including marketing responsibilities and advertising

Analysis of marketing reports sales analysis.

Education and experience

Degree in sales and marketing and 03 years of relevance sales background experience

Excellent written and verbal communication skills

ability to act on own

Ability to work alone and keep records up-to-date and professional approach.

Strong knowledge in MS office. (total jobs , 2015)

Assistant Sales and marketing

Duties and responsibilities

Writing reports and analyzing questions an assisting the sales and marketing team.

Helping in organizing market analysis and research

Visiting customer and building sales network and promotional activities (target jobs , 2015)

Education Experience

Level 7 sales and marketing education with 2 years of sales and marketing experience.

Excellent written and verbal communication skills.

Must be a team player and with a good personality.

Ability to work under minimal supervision and well in MS- Office.

Finance & Accounting Manager (Full Time Permanent)

Duties and Responsibilities

Be a finance team leader in managing financial performance and developing skills.

Manage the accounting system, planning, controlling and prioritizing activities.

Manage balance , account reconciliation systems and process , and manage data entry of
financial systems

Support and review chart of accounts and company financial statements.

Budget planning for the company departments and operational budget.

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Education and Experience

Accounting and finance background with minimum 4 years of experience and be a part of
accounting body.

Experience in detailed accounting & finance reconciliations

Good communication skills and team builder

Good process skills with Strong Knowledge in MS office. (total jobs , 2015)

Assistant Finance and Accounting Manager

Duties and Responsibilities.

Managing daily cash and daily transactions ,

Arranging financial audits and reviews as required.

Payment of invoices and fees as required or otherwise instructed.

Managing payroll and complete tax filing and dealing with matters relating to IRD.

Maintaining the accounting system

Education and Experience

Level 7 education with finance and accounting with 1 year of experience.

Strong verbal and communication skills.

Computer literacy including advanced proficiency with Microsoft office and experience with
standard accounting packages.

Receptionist /personal Assistant (Part Time)

Roles and responsibilities

Receive, direct and relay telephone messages.

Pickup and deliver mail

Maintain general filing systems and filling correspondence

Maintain adequate inventory of office supplies

Respond to public enquiries

Provide word processing and secretarial report (select answering , 2015)

Education and experience

pg. 8

Office administration

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And understanding of current legislation policies and procedures

Computer skills and ability to do MS Office Skills

Effective, verbal, communication and listening skills.

(resource.workable, 2015)

Suppliers-(Independent Contractors) -There is a huge need for Officio to have its suppliers for the
materials required for furniture since a supplier provides all the materials and service needed for
making furniture and cabinets and gives a diverse range of roles duties and skills and the duties vary
according to the project undertaken. They need to be efficient and reliable and thus have a great
relationship with the clients .Suppliers chosen by Officio need to be of great quality and need to meet
selective deadlines to supply on timely manner with furnished product. Hence I have decided that
suppliers will be independent contractors therefore the following requirements will be needed to meet
the satisfactory delivery standard of Officio. (petterson, 2015)
Roles and responsibilities

Document and process accuracy Discrepancies in actual versus documented order quantities,
product specifications, promise dates and pricing.

Supply chain responsiveness inbound delays and shortages of materials, on production

schedules has to be discussed and planned.

Continuous communication , there has to be supply chain responsiveness depending of frequent

communication between suppliers and Officio

Perfect order delivery Office cant afford persistent shortages, errors and defects they look for
zero defects and 100 % time rate.

Vendor management inventory systems easy to be incorporated with Officios systems.

Coordinated continuous improvement and improving supplier performance

Requirements

Reputation and good name in supply industry with at least 5 customer reference.

Establishment and license of business operation for cabinet and furniture maker.

Reviewed supplier history including any information on manufacturing reliability

Supplier shall ensure that all members of supply chain are complaint to New Zealand standards.

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Supplier should provide Officio with raw, material test reports / certification results and defined
by product specification under NZ standards. (utc.com, 2015)

Information Technology Manager (Full Time Permanent ) I as the HRM of Officio have decided
that the company also needs to be up to date with information and technology required for the
company to grow , all the softwares , database man agent needs to be up to date and current and
efficient networks systems. The IT manager needs to do strategic IT planning and development and
maintenance of Strategic plans therefore the following vacancy is created and advertised.
Roles and responsibilities

Provide ICT technology infrastructure for the Organization

Contribute to organizational IT policy regarding quality standards and strategic planning

Responsible for purchase of hardware and software for the company

Maintain organizational effectiveness and efficiency by defining , delivering and

supporting strategic plans for implementing information technologies

Recommends information technology strategies policies and procedures by evaluating

organizational outcomes, identifying problems, evaluating trends and anticipating
requirements.

Education and Experience

Technical management , technical understanding , data center management knowledge

Degree in information systems or computer engineering with 4 years of skills and knowledge

Optional product or certification knowledge

Internet, software, security certification. (study.com, 2014)

IT Assistant
Roles and Responsibilities

Perform task as directed by IT manager.

Assist the IT manager in deploying , monitoring , maintenance , development and upgrade of

IT systems

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Assist in maintain servers, security solutions, network hardware and equipment.

Work with IT manager to develop strategies, improve effectiveness and foster innovation.

Education and Experience

Level 7 education in computer science or equivalent experience.

Experience in project and organizational management.

Excellent problem solving and communication skills.

Employees (Causal /Trainee/Part-timers) are team players that ensure the given task is done in
time correctly and efficiently. They ensure that they perform according to the missions, goals and
objectives and expectations of the organization. Employees also fulfil the responsibility by
contributing to decision making and problem solving and participating in organizational goals, hence
employee are the greatest asset of a company in making the company valued and more profitable and is
will be always valued by Office hence they need to have adequate skills knowledge and competencies .

(D) Gap Analysis of Human Resource for Officio

Functions

Current

Deficiency

Essential

Within an

Competencies

Necessary

Organization

skills and

Desired

Action plan

capabilities
Director Laura /

-Laura has degree in Workload

Emily

design and interior

Stress ,

Able to meet the

decorating

Unplanned at times

objectives and

-Now its planned

-Emily has degree

vision of the

in architecture and

organization

both have passion

for high quality
pg. 11

-Need to make
more constructive

Sunil.N #168

products and

decision for the

travelling.

company
N

-Need more time for

making company
strategies

-Need to focus more

on mission , vision
and goals

Human Resource Degree in human

Well planned

Manager (Sunil )

,organized

resource

HR management the Policies and

-Need to design
induction forms

-Need for Briefing

functionality such

procedures

-Need to Training

as recruiting people,

Legislative acts

and development

training them,

Induction form and

performance

best practices

appraisals,

Health and safety

motivating

OHS are to be put

rules and regulation

employees as well

into practice

for standard

-Need to Organize
and recruit.

- Need to design

as workplace

operating

communication,

procedures -

workplace safety

Controlling

and training will be

employees

given by the HRM.

-Selection of leaders

-Need to maintain
staff wellness
programs, employee
workshops on health
and safety and
training.

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-Need to advise
N

directors in
appropriate
resolution of
employee relation
issues and respond
to inquiries
regarding policies,
procedures and
programs.

Operational

Operations

-Not Improved

Manager

Manager 4 years

management

significant long term

of experience ,

systems, process

planning including a

level 8 business

and polices in

geared towards

management

support of the

operational

- Knowledge in

organization

operation.

human resource

mission, support

management

better management

development of

principles and

and information

individual program

practice and

flow.

budget

information

-not a significant

technology skills.

long term planning

management,

including a geared

inclusion of

towards operational

tabulated employee

operation.

benefit

-Need to play a

-Need to

-need for Payroll

-need to Organize of
fiscal documents
and logistics and
suppliers advisory

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Regular meeting
N

with Directors and

fiscal planning
-Need to supervise
and coach all
departments on
daily basis and
encourage team
building and
coordination.

Sales and

-Degree in sales and

- theirs no product

marketing

marketing and 03

development teams

development teams

Manager

years of relevance

and managing new

and managing new

sales background

product in the

product in the

experience

market and

market and

-Excellent written

managing launch

managing launch for

and verbal

for new products in

new products in the

communication

the market

market

skills

-Need for product

-A need for ensuring

-Meet sales target

quality brand

and supervise sales ,

marketing including

meet and greet and

marketing

build new clients

responsibilities and
advertising
-Need for analysis
E

of marketing reports
sales analysis.

Assistant sales

-Level 7 sales and

and marketing

marketing education organizing market

with 2 years of sales

pg. 14

-needs helping in

-Writing reports and

analyzing questions

Sunil.N #168

and marketing

analysis and

an assisting the sales

experience.

research.

and marketing team.

-Excellent written

-Needs reports and

and verbal

analyzing questions

organizing market

communication

an assisting the

analysis and

skills.

sales and marketing

research

-Must be a team

team.

-Helping in

-Visiting customer

player and with a

and building sales

good personality.

network and

-Ability to work

promotional

under minimal

activities

supervision and
well in MS- Office.

Suppliers

- Reputation and

No Vendor

Independent

good name in

management

Contractor

supply industry with inventory systems

responsiveness

at least 5 customer

easy to be

inbound delays and

reference.

incorporated with

shortages of

-Establishment and

Officios systems.

materials, on

license of business

- no document and

production

operation for

process accuracy

schedules has to be

cabinet and

for suppliers

discussed and

chain

furniture maker.
- Reviewed supplier

pg. 15

-Nee for Supply

planned.
N

-Need for

history including

Continuous

any information on

communication ,

manufacturing

there has to be

reliability

supply chain

-Supplier shall

responsiveness

ensure that all

depending of

members of supply

frequent

Sunil.N #168

chain are complaint

communication

to New Zealand

between suppliers

standards.

and Officio

-Supplier should

-Need for Perfect

provide Officio with

order delivery

raw, material test

Office cant afford

reports /

persistent shortages,

certification results

errors and defects

and defined by

they look for zero

product

defects and 100 %

specification under

time rate.

NZ standards.

-Need for Vendor

N

management
inventory systems
easy to be
incorporated with
Officios systems.
-need to Coordinate

continuous
improvement and
improving supplier
performance

Information

-Degree in

-No

Technology

information systems

organizational

organizational

Manager

or computer

effectiveness and

effectiveness and

engineering with 4

efficiency by

efficiency by

years of skills and

defining ,

defining , delivering

knowledge

delivering and

and supporting

supporting

strategic plans for

strategic plans for

implementing

implementing
pg. 16

-Need to maintain

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information
technologies

information
N

technologies

-No ICT

-needs

technology

recommendation for

infrastructure for

information

the Organization

technology
strategies policies
and procedures by
evaluating
organizational
outcomes,
identifying
problems,
evaluating trends
and anticipating
requirements.

IT Assistant

-Level 7 education

-Needs to perform

in computer science

task as directed by

directed by IT

or equivalent

IT manager.

manager.

experience.

- need to work with

-Assist the IT

-Experience in

IT manager to

project and

develop strategies,

deploying ,

organizational

improve

monitoring ,

management.

effectiveness and

maintenance ,

-Excellent problem

foster innovation.

development and

-Perform task as

manager in

solving and

upgrade of IT

communication

systems

skills.

--Perform task as
directed by IT
manager.

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Sunil.N #168

-Work with IT
manager to develop
strategies, improve
effectiveness and
foster innovation.

Reception/admin

-15 years of

-Multitasking and

istration

experience

workload

relay telephone

-Office

-No Maintenance

messages.

administration

of inventory of

And understanding

office supplies

of current

No Responsiveness

legislation policies

to public enquiries

- Receive, direct and

-need to Pick up and

deliver mail

-Maintain general
filing systems and

and procedures

filling

-Computer skills

correspondence

and ability to do MS
Office Skills

Finance &

-A degree in

-No finance team

accounting

accounting with

leader in managing

accounting system,

Manager

minimum 4 years of

financial

planning,

experience and be a

performance and

controlling and

part of accounting

developing skills.

prioritizing

body

-No accounting

activities.

policy and

-Need to manage the

-Need to manage

procedures

balance , account

-No accounting

reconciliation

record keeping

systems and process

system

, and manage data

entry of financial
systems
N

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-Need to support
and review chart of
accounts and
company financial
N

statements.
-Need for budget
planning for the
company
departments and
operational budget.

Assistant

-Level 7 education

Needs to manage

Finance and

with finance and

daily cash and daily

cash and daily

Accounting

accounting with 1

transactions.

transactions ,

year of experience.

-Need to arrange

-Strong verbal and

financial audits and

audits and reviews

communication

reviews as

as required.

skills.

required.

-Payment of

-Computer literacy

-Managing daily

-Arranging financial

invoices and fees as

including advanced

required or

proficiency with

otherwise instructed.

Microsoft office and

-Managing payroll

experience with

and complete tax

standard accounting
packages.

filing and dealing

with matters relating
to IRD.
-Maintaining the
accounting system

Findings of Gap Analysis

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After my gap analysis as a HRM officer of the above table is really important for Officio because it
will help in creating action plan and how it will be executed since a particular goals are written and
will be followed with time line and this will help in becoming the vision Reality for Officio. Each task
is broken down by me and every task is manageable undertaking therefore each employee will not be
overwhelmed by the by the work assigned to them .For Officio its a like a to do list which that
concentrates on accomplishing the goals .Finally it will help Officio to comprehend what tasks are
needed in accomplishing the companys goals and it gives the clarity for the resources that is need for
the company to accomplish our goal.

Task2 Outcome 2
Question 1 (a)
Now that the Human requirements for Officio is established its my job as HRM officer of this
company is to document employer legislation and employer obligations for the directors of Officio. It
will provide the legal policy and frame work that are necessary for Officio for sustainable natural and
principles of natural justice process for employee to work freely and without any fear in the
organization to make it a successful and more productive place for all the employees as well as the
employers. In addition the framework law would establish responsibilities for carrying out the activities
related to employer and employee legislation in New Zealand .These could include but not limited to:
All the employees for Officio are entitled for the legislation act and as per the act all employees are to
be paid according to the act and the Employment relation agreement. For independent contractor
Independent contractor agreement its not an employment agreement but it allows the contractor to
control how and when the work is done and whether profit or loss is uncounted and the contractor
usually gives the materials and tools required to perform the given task. The contractor is responsible
for payment of their own taxes ACC and insurance and own transport thus is the for Officio its the
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suppliers whose the independent contractor. Below is the set of legislation that all employees of Officio
are entitled to:
(a)The legislation employment of staff of Officio includes , wages act ,equal pay ,holiday and leave
hours of work , leave pay ,health and safety provisions ,equal employment opportunities , training ,
ACC , PAYE, Human rights , work environments and employee rights obligations. (nz legislation,
2015)
(i)Wages act 1983 - according to this act which is employment relations act, according to this any
employee whose aged 16 years or above has the eligibility to qualify for normal rate that is $14.75
before tax and for any employee whose is trainee has the eligibility to be paid $11.80 before tax. (NZ
legislation, 2015)
(ii) Equal pay under this act the is no difference nor any discrimination in pay regardless of gender
, male or female employee , also in the rates of remuneration of males and females pain in employment
. All the employee are to be treat fair and equal in the 1972 act. (NZ legislation, 2015)
(iii) Hours of work under this act health and safety act 1992 , employer has to take all practicable
steps to ensure an employee is healthy and safe in the work place hence this includes checking that
the employee does not work hours that may put their health or safety as risk .It sets out a maximum of
40 hours a week Monday to Friday with 30-60 minutes of lunch break .Other employment that require
night duty designated shifts has to be assigned accordingly since New Zealand work culture is
dedicated in maintaining a healthy work life balance . (NZ legislation, 2015)
(iv)Health and safety provisions under this act employees are primarily ensured to provide safety
measures and promote the health and welfare of the workers employed in factories or at workplace .The
employer needs to promote healthy working environment (NZ legislation, 2015)
(v)Equal employment opportunities under this act employees need to comply with number of acts
to ensure fair and equal treatment, feel safe at work environment and are not discriminated or harassed.
(NZ Legislation, 2015)
(vii)Holiday and leave Annual leave all works to get paid 4 weeks annual holidays hence this is
exclusive to public holidays and sick leaves secondly Public holidays when it falls on your working
day or days employees have the right to get a paid day off regardless of how long the worker has been
working and if agreed to work should get time and half and a day in lieu ,thirdly sick leave all
employee are entitled to get 5 days paid sick leave each year and are to be reimbursed for the medical
certificate given .Bereavement leave , once a worker has worked for 6 months completely he or she is
liable to get 3 fully paid days offs of for immediate death in family or close family member .Parental
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leave for staff members who have worked for more than 16 weeks of government paid parental leave
and those who have worked for more than a year can get 52 weeks of paid parental leave . (NZ
legislation, 2015)
Human rights act 1993- protects from unlawful discrimination such as in employment interviews
while recruitment of fair, equal grounds and to ensure employees that fair and equal employment and
pre-employment practices are in workplace, no racism at work place or ill treatment at workplace or
due to other medical issues. (NZ legislation, 2015)
Employment relations act is to promote good employment relationships, good faith and to promote
good employment relationship, in unions or freedom of association and the 2007 amendment act gives
employees the right to ask for flexible working arrangement.
Immigration Act 1995 is when the employer knowingly employ someone who has no legally
entitled to work in New Zealand without a work permit. (NZ legislation, 2015)
Privacy Act under this act whatever employee information is collected and stored and sources of
personal information and who has access to it has to be accurate information ,keeping the
information safely and no disclosure or personal information has to be restricted in workplace it has to
be kept confidentially by the company or the employer . (NZ legislation, 2015)
(vi)Training under health and safety act 1992 employers are to be made sure that all employees are
properly trained to operate PPE and to maintain and develop skills standards and encourage and
improve industry training and further more encourage and help people to take up and complete
apprenticeship training.
(vii)ACC- is responsible for giving financial compensation Act 1972 ,supports citizen , temporary
visitors and residents who have suffered personal injuries .It is a sole compulsory provider of
accidents insurance in New Zealand for all work and non-work injuries. Its a scheme on o fault basis
hence anyone who is injured in which way they incurred the injury has coverage under the scheme and
this scheme gives a range of entitlement to injured people . (employment govt , 2015)
(viii)PAYE- pay as you earn is a tax deducted by the employer from employees salary or wages in NZ
and paid to IRD on their behalf which includes ACC and income tax levies (New Zealand legislation ,
2015)
(ix)Hazards and Hazardous substances act 1996 under this act is to protect the environment and
the health and safety of people and communities by preventing or managing the adverse effects of
hazardous substance and new organisms (New Zealand legislation , 2015)

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Sunil.N #168

(x)Work environment - under this act all the employers should be aware to take all practicable steps in
order to maintain safety of employees whilst at work and to provide and maintain healthy work
environment .Also to ensure employees that use plant are in proper work conditions and well
maintained and to see if employees at work are not exposed to hazards from any work environments
(New Zealand legislation , 2015)

(b) Legal requirement that the directors must be aware of different employment agreements as
stated below by me for Officio and how it is to be negotiated:
Employment agreement is an official document that the employee and the employer enter into good
faith under Employment Relations Act is states that means a contract of services and it follows the
undermentioned
(a)Collective agreement is a set of procedures for negotiating a collective agreement and these must
be compiled with by all parties such as the management and the union representative .The main
motive is to establish or renew a collective employment agreement which must be followed using some
protocols and legal requirements. The agreement is a result of negation between employees and the
union representative based upon whatever has been discussed on the issues related to work
environment. The issue is than carried forward by the union representative to the management for
negotiation and good faith must prevail in bargaining for collective agreement and some legal
legislation are to be followed:

Identify who is covered by the agreement

The use of simple language to discuss or to sort out any future employment relations
issues.

A clause must be included as to how the agreement can be changed

Inclusion of expiry date (conclusion date).

Consideration and responded to proposals made by each party

To include a clause that complies with the holiday act 2003 requirement for employees
to be paid time and half for working on public holidays . (employement govt , 2015)
Hence after the collective agreement has been done between both the parties an
agreement copy must be sent to the respective Ministries for updates.

Individual employment agreement is written legal agreement between the employer and employee
which states the terms and conditions of work requirements by the employer or the organization .It
pg. 23

Sunil.N #168

consists of working hours , wages , working conditions , rules and regulations of the company ,
holidays pays , and collective benefits at large .The employment agreement protects the rights of the
employee as well as the employer and gives the employee an overview about the legislative
requirements by the company and a clear overview about how the company operates its daily routine
and the protects the rights of the employees if any promises are made it has to be fulfilled in duration
of time as per contract which includes , remuneration , leave pays and holiday pays and furthermore
also helps the employer to discipline the employee in there is a breach of contract . (employement
relations , 2015)

Contracts for services is the step taken by a private contractor who is self-employed may require
the services of extra man power therefore if he hires extra people the contractor or the employer is
liable to take all the practicable measures to ensure the health and safety of the employee
(employement relations , 2015).
Fixed/Short Term Agreement -In certain cases you and your employer can agree to have a fixed-term
employment agreement that is, one that will end on a specific expiry date or when a specific event
occurs or when a specific project is completed.
A fixed-term agreement is allowed only if:

Theres a genuine reason, based on reasonable grounds, for having a fixed term (for example if
youre filling in for a permanent employee whos on leave), and

The employer tells you the reason before employing you and tells you how and when your
employment will end (employement relations , 2015).

Names of both the parties should be stated evidently in the contract. ("Employment Relations,"
n.d.) both to the employee and in the contract.

Casual agreements its with casual work arrangement hence there is no obligations on the employer
to provide work nor there is an obligation on the employee to accept work offered (employement
relations , 2015).
Permanent Full or Part Time agreement the employees are on a full time or part time basis and are
most common employment agreement which will contain notice period which states that employer can
terminate the employment on so much of notice and an employer can give notice at any time with
reason but be it part time or full time notice has to be given on proper reasoning (employement
relations , 2015).
pg. 24

Sunil.N #168

90 days trial period is a probation period employment and the employee can be dismissed with in the
trial period without the ability to bring personal grievances and other grounds can be claimed such as
discrimination or racial issues. (NZ legislation, 2015)
Trail period its not an agreement but its used in a workforce for any number of employees and
hence the employee can be dismissed at the end of the period.

(c) Obligations for the Provision of Information and Advice to Employees that Meet the
Requirements of the Employment Relations Act

Evaluation of HRM Employee Rates to Meet Officios Needs

Position

Full time

Hourly rate

or part

/base salary

HRM Action

Others

To be recruited

Contract basis

time
Operations

Full Time

Base salary of

Manager

Permanent

$80K

Sales

Full time

Hourly rate of

Manager

Permanent

$18.00 and

Yearly
To be recruited

Contract basis yearly

To be recruited

Yearly basis contract

To be recruited

Contract basis yearly

To be recruited

Contract yearly basis

Recruited

Contract basis yearly

therefore to be
reviewed every
6 months
Assistant

Casual part

$14.75 hourly

sales and

time

rate

Full time

Base salary of

marketing
Finance

&Accounting Permanent

$65k

Assistance

Casual part

$14.75 hourly

Finance

time

rate

Full time

Base salary of

permanent

$85K

&Accounting
HRM

pg. 25

Sunil.N #168

Information

Full time

Hourly rate of

Technology

permanent

$22.00 and

To be recruited

Contract basis yearly

To be recruited

Contract yearly basis

therefore subject

Manager

for renewal
every months
IT Assistant

Receptionist

Casual Part

$14.75 hourly

Time

rate

Part-time

$18.00 hourly

To be recruited

Contract basis yearly

Based on terms

Outsourced

Contracted subject to

Casual
Independent

Full time

Contractor

on conditions of

change

the agreement ,
Agreement to be
revised very 2
years.

It is imperative to disclose the information in a correct and timely manner as per the Employment
Relations Act, 2000 ("Employment Relations," n.d.) by Officio. Being the Human Resource manager at
officio, I would recommend it to the directors that:1. They need to sign a written work agreement with every prospective employee on behalf of their
company, Officio.
2. If they are moving ahead with a collective agreement with the prospective employee, then it must
contain the details of joining date along with the contact details of both the parties.
3. The directors should clearly state it to the employee that he/she is free to consult an attorney or
an individual they rely upon to discuss and understand the employment terms and conditions
before moving ahead with the agreement and should be provided with a realistic timeline for the
same.
4. If they are moving ahead with a fixed term and /or casual agreement with the prospective
employee, then it must contain all the data related legislative constraints and those should be
informed to the employee as well.
5. On behalf of the company, the directors need to clarify the point of view of the employment and
negotiate the terms and conditions impartially.
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Sunil.N #168

6. Under this act, employees have the freedom to get associated with the union and the company
should provide the employees with the relevant details in advance.
7. The changes in the legislated related to the minimum wage rate must be kept in notice by the
directors so that they are able to pay their employees no less than that amount. The wage rate
remains consistent if the hired employee has less load of responsibilities to perform or works for
a set of hours Officio.
8. The staff are entitled to get annual holiday leave and wages as per their wage rate in contract by
the company; except in the scenario wherein the employment agreement between the two parties
states the constraints. Payment for public holidays which occur on their day of work needs to be
done and they are entitled to get pay and a half together with a day in lieu ie. an alternative for
the same.
9. Employees should be given sick leave, bereavement leave and parental leave ("Employment
Relations," n.d.)
10. Employees must be given a mutually signed hard copy of agreement, be it an individual or
collective agreement. They should be hired if they are legally entitled to work in New Zealand.
Minimum wage rates apply to all employees whether full-time, part-time fixed-term, casual
employees, working from home and people paid totally or partly by commission or piece rates,
working from home and people paid totally or partly by commission or piece rates.
11. Deductions made in the salary are subjected to a prior written consent given to the employees.
12. Data should be maintained with respect to an employees time worked, payments, and holiday
and leave entitlements. Employers must consult with employees about proposed decisions which
could cause an adverse effect on the continuance of an employees engagement with the company.
13. Additionally, both the involved parties i.e. the employer and the employee need to conform to the
obligations underlined in the Privacy Act 1993. The employee should not breach the privacy of
any customer or client throughout in employment with Officio and the vice versa is also applicable
("Employment Relations Act for employers | Business.govt.nz," n.d.).

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Sunil.N #168

(d) The following Principles of Natural justice are set for Officio and is Mandatory to follow by
any recruiting officer or manager during employment terms which are described by me for the
company are as follows and all these are documented Polices and procedure for the company

Personal Grievances is a process if Officio has dismissed you unfairly or done something that the
employees think it is unjustified such as suspending or giving a written warning or demotion then it
follows undermentioned. All employee he/she has a personal grievance the employee must raise the
grievance with the employer by making the employer aware of the potential grievance that the
employee wants to have addressed , hence the employee must raise personnel grievance in 90 days
after the action complained of ,or the date the employee became aware of it , unless there are
exceptional circumstance .The employee should advise the Employer or HRM of the existence and
nature of the problem as soon as possible and that the employee wants something to be done about it as
soon as possible. (NZ Legislation , 2015)
Procedure all employment relationship problems including grievance, if the employment relationship
cannot be resolved by discussion between the employer and the employee, the either party may request
assistance from the Department of lab our who may provide mediation services for Officio and if the
problem is not resolved by mediation the employee may apply to the Employment Relations Authority
for Investigation and resolution.

(a)Unjustifiable dismissal - if the employer has not followed the correct procedure or did not gave
the genuine reason for employee dismissal under employment law the employee has the right to claim
of unfair or dismissal. The employment relation Act 2000 gives the employees the right to pursue a
personal grievances if they have unjustified dismissal, discrimination, sexual harassment, racial
harassment or duress. A written letter for personal grievances gives the foundation of the grievances
on which the claims will be written and dealt with throughout the ensuing process
(b)Dismissal or action to bring in dismissal against the employer the grievance has to be stated with
your employer and there is a time limit of 90 days to do this with the employer and cannot be taken to
employment relations authority unless its a serious matter .A written complaint is accepted and the
employer is made aware that you have alleged a personal grievance on the basis of dismissal or action
hence the nature of dismissal has to be stated stating the relevant facts and is recommended that
reasonable time frame is requested . (New Zealand legislation , 2015)

pg. 28

Sunil.N #168

(c ) Sexual or racial harassment an employee may have grievance of sexual harassment against his
or her employer such as directly or indirectly asks the employee for sex or sexual activity either
promising job beneficiary or otherwise or by the use of abusive language through words or visual
materials, physical behavior of sexual nature which will have negative effect on job performance or job
satisfaction. (NZ Legislation, 2015)
(d)Discrimination an employee has personal grievance based on discrimination if an employer
discriminates an employee of, race, color, ethnic origin, sex. marital status ,age , disability ,religious
beliefs ,political opinion , employment status , sexual orientation or involvement in unions activities
.These can result in not giving the employee the same terms of employments or working conditions,
opportunities for training or fringe benefits .Also retirement or made to retire or to resign by the
employer . (NZ legislation, 2015)
(e)Disadvantaged is whereby the employees employment has been affected by some unjustifiable
action by the employer such as warning, suspension or unilateral variation. Warning by the employer
puts the employee on notice that he or she has not met the standards whether in terms of behavior or
work standards that are not met on deadlines therefore a warning may lessen an employees security of
job and if not given proper reasoning can be disadvantaged .Secondly suspension whereby the
employee is no longer allowed to come to work over a given period of time and this is based on the
terms and conditions of the employee contract. Suspension can only be justified if employer follows a
fair process such is why its given and on what ground its given. (NZ legislation, 2015)
(f)Duress- is threat or violence or action used to force an employee to against his or her will. Under
health and safety act employee can bring in a claim to employment relations in breach of contract for an
unjustified dismissal because the employer fails to deal with workplace stress. Furthermore if the
employee claims is based on stress from workplace the authority will look at the work the employee
performs and assessment will be done on the job the employee is doing. Other factors is if the employee
is having personal problems and is not able to focus at jobs .Also is a doctor or spec list proves that an
individual is under stress at work then the matter can be taken to court for justice . (New Zealand
legislation , 2015)

Recommendations related to Personal Grievance Procedure of Officio

For employers: Being an HRM, I will represent employers incase they have received a notice from an
employee alleging a dispute or personal grievance.

pg. 29

Sunil.N #168

For employees: I will act for employees who have commenced such proceedings (or are contemplating
such proceedings).

As an HR, I am aware that being able to recognize, understand and deal with workplace conflicts will
keep Officio both safe from personal grievance cases and decrease the impact disputes can have on
their business.
Being ready for conflicts before they happen is the best tactic and therefore the employment agreement
at Officio should clearly outline the method related to handling the employee disputes. It is also
obliging to bringing the policies and procedures in place at Officio ("Resolving employment issues |
Business.govt.nz," n.d.).
Thus, Officio will give a written agreement of terms and conditions to all its employees clearly
outlining the policy and procedure under all the NZ legislation Act by their respective departments head
s and if any employee comes across any issues or matter they are most welcome to discuss with me or
any departmental supervisors.

Being consistent with the law, employees will be required to elevate the grievance either in written
form or as a verbal conversation with clarity to the management at Officio within 90 days of either the
date the incident took place, or when they first faced an incident to make them aware of it ("Resolving
employment issues | Business.govt.nz," n.d.).
I would suggest it to the Directors that two approaches are present for resolving personal grievance case
before it becomes unsolvable and advances through internal dispute resolution or a mediation service
("Resolving employment issues | Business.govt.nz," n.d.).

a) In-house dispute resolution process

The first step towards resolution of a dispute is to set up a meeting with the concerned person (or
people). Professional advice is available to Officio, if needed by making a call to the Ministry of
Business, Innovation and Employments (MBIE) Resolution Services("Resolving employment issues |
Business.govt.nz," n.d).
At the time of meeting, I would encourage the directors to:

Advice the employee to bring along a support person (like a friend or partner, a lawyer or a union
representative) during the discussion.

Invite Officios Lawyer or industry association representative for consultation.

pg. 30

Sunil.N #168

Prepare for this meeting beforehand by assigning time from their schedules and choosing the best
suitable time without rushing.

Maintaining privacy of the location of meeting.

Writing down detailed notes of the discussion and cross-sharing with the parties involved
("Resolving employment issues | Business.govt.nz," n.d.)..

During the meeting:

Aiming to bring out the clarity so that a misunderstanding/ assumptions dont elevate the issue.

Having open conversation to understand the reason and clarity behind the circumstances
encountered by the employee and the company.

Finding out the need to external help required by the company.

If officio isnt able to resolve the issue internally, then seeking mediation will be the next step that
is to be followed("Resolving employment issues | Business.govt.nz," n.d.).

b) Mediation services
Because I regularly represent both sides (employers and employees) I am uniquely placed to give you a
balanced assessment of their case. Advocacy in the early stages of an employment issue usually
involves vigorous representation, negotiation and mediation. It is critical that the facts of your case and
the legal arguments supporting your view, are vigorously and concisely presented.
Advocacy in the early stages of an employment issue usually involves vigorous representation,
negotiation and mediation.
It is critical that the facts of the case and the legal arguments supporting their view, are vigorously and
concisely presented. (NZ Legislation , 2015)
In negotiations Officio can instruct its employees to conduct all the negotiations on your behalf or you
may only want me to provide strategic back-up or letter-writing support for you to conduct the
negotiations.

Mediation services are available through an independent mediator or Ministry of Business Innovation
and Employment (MBIE) ("Resolving employment issues | Business.govt.nz," n.d.)..
It is important for the directors to understand that the Mediators are independent people who are
professionally trained to help parties resolve their conflicts and thus can help both the employer and the
employee identify and discuss the issues by either having a face to face or verbal conversation before
pg. 31

Sunil.N #168

they agree on a practical solution that meets both of their needs ("Resolving employment issues |
Business.govt.nz," n.d.).
At mediation Officio need an advocate who can and will present a compelling case on employees
The prospects of obtaining an urgent mediation date
The range of reasonable settlement outcomes for your employees case.
A qualified lawyer for the company is the best equipped and appropriately qualified advocate to
represent you from the very initial stages right through to a formal court hearing if that's what it takes.
(NZ Legislation, 2015)

c) The Authority of Employment Relations (ERA) in New Zealand.

The ERA is an independent body that makes determinations on employment relationship problems,
and personal grievances ("Resolving employment issues | Business.govt.nz," n.d.).

If the employee believes they have a personal grievance case against Officio and are not happy with
the resolution planned at Officio either internally or through mediation, then they can file their case
with the ERA("Resolving employment issues | Business.govt.nz," n.d.)..

Upon investigation, the ERA can:

Refer the matter for further mediation, if possibility exits.

Dismiss the case, if they find it appropriate.

or else it can order Officio to:

reinstate the employee

pay them lost wages along with any appraisals suitable to them, if the same is applicable to
other company employees

pay compensation for the caused humiliation, loss of dignity and injury to feelings to the
employee.

Officio, in such a case could also be ordered to cover your employees costs, or vice versa, if cost
claims are lodged in wriing("Resolving employment issues | Business.govt.nz," n.d.).

.
d) CASE: Non-Agreement with the decision of ERA

If any of the party is unhappy with the decision detailed out by the ERA, both Officio and the
employee are entitled take their case to the Employment Court of New Zealand. This will not act as

pg. 32

Sunil.N #168

an appeal, rather it would be registered as a new case and a full judicial hearing will be
held("Resolving employment issues | Business.govt.nz," n.d.)..

Outcome 3

Question 1
An induction and ongoing training are imperative for providing help to the new employees to
comprehend their job and to accomplish well in the workplace. Both set the expectations for the
employment relationship ("Getting staff started - NZ Ministry of Business, Innovation and
Employment," n.d.). Being the current HRM at Officio, I have reviewed the given induction procedure
developed by Laura and Emily and I could infer as per my understanding that presently there is a good
scope for improvement in the best interest of the company although the directors had done a fair job
with their initial approach. This is because there are still few facts which are absent but are significant
enough to be discussed with the employees before/during the induction. First impressions last, so make
the first days on the job a positive experience ("Getting staff started - NZ Ministry of Business,
Innovation and Employment," n.d.)..
Thus I have designed an Induction programme for Officio including the methods of induction,
approaches to welcome new employees to the company and prepare them for their new role. Induction
training should include development of theoretical and practical skills along with meeting interaction
needs that exist among the new employees hence the induction program me to will also include safety
training delivered to Officio employees before they are allowed to begin work at the company.
Officio Induction Procedure
a. General- The purpose of Officio is to support new employees during this period and help them
become fully integrated into the system as quickly as possible and explaining the companys
objectives background and mission and vision.
b. Departmental manager and supervisors- are to make sure that covering all items and topics in
the induction form is mandatory during the first 3 months is covered in a given time scale .Prior
to employment preparation for arrival for new employee is to be made in advance, e.g. desk ,
laptops
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Sunil.N #168

c. Induction programs - relevant legislation to be explained ,prior work experience to be assessed,

explanation of the nature of new role , any adjustments to new roles such as employee disability
.Induction checklist proper information is imparted in sequential way as per based on the form
and all necessity items must be completed first day
d. HSE issues all the work safe and health and safety procedures evacuation to be explained and
proper PPE to be inducted at work place and best practices to be explained .=with companys
policies and procedures .
e. Discussion of pays regarding work hours , time and half pays, pay rates , training pays and
other company beneficial s.
f. Officio needs to make sure that employees know the proper reporting procedure in case of
accidents emergency or any work related issue and how to go about reporting it the process.
g. Finally the HRM manager is to have the document signed by the new employee and the new
employee to be informed about his role in the company and all the necessary documentation are
filed and dated accordingly (NZ legislation, 2015)

Other Officio induction Requirements

Any legal requirement for example ISO standards in New Zealand.

Any regulatory requirements such as IRD numbers.

Introduction to terms and conditions for instance holiday entitlement or over time pays

A basic introduction to company and how the departmentalization is

A guided tour of the building with evacuation points and assembly area to be shown in case of
fire or and emergency

Employee car parks to be shown with security area.

Completion of government requirements

Setup payroll details

Introduction to key staff members such as director or CFO or supervisors for Office.

Specific job role training for 3 weeks.

pg. 34

Sunil.N #168

Best Practice
In order to fully benefit Officio and the employee, the induction program has to be planned in advance,
by me which includes a timetable to be prepared detailing the induction activities for a set period of
time such a week before hand for the new employee who is to join the company .It should include name
of staff who will conduct the induction and has to be circulated to everyone involved in the induction
process. It is also considered to assign a new buddy to every new starter so that the employee feels
comfortable when starting the new job and both of the gel well at work place such as having lunch
together during lunch break. Other best practices for Officio includes such as:

Building leadership and management qualities such as leadership has to be develop at every
level not just management and it is an important creative factor for productivity
Recommendation-to keep a track of how much money is spent on leadership and management
training .Get key indication from employee feedback survey.

Creating workplace culture by having positive relationship amongst the staff and employees is a
healthy practice at workplace .It gives motivation to people and makes them feel valued .hence
helps people to commit to the organization and take them go extra mile.
Recommendation: keep a track of staff turnover rate, the amount of sick leave taken, and the
time lost through injuries and employee feedbacks

Encouraging innovation and use of Technology such as encouraging staff to think new ways
or to get new ideas to improve existing services and to keep up to date with technologies and
plan themselves well.
Recommendation to keep a track of money spent on research and development and the staff
time spent on training on new technologies.

Investing in people and skill hence this will make the employees more skilled more thinking
power and less mistakes will arise at workplace with less supervision and more production at
workplace
Recommendation - to keep a track record of how much money is spent on training, the number
of hours per year / per training on each staff.

Organizing work, an organized work will get the best out of its staff and technology thus
everyones contribution is valued and encouragement is there to share new ideas.

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Sunil.N #168

Recommendation- to keep a track record of down time, the time spent on customer complaints,
the cost of quality test and the costs of work defects.

Networking and collaboration also increases productivity since new ideas are exchanged and
reduces cost and provides access to new technologies and creates the opportunity for the
business to grow.
Recommendation- to keep a track record of the relationship between suppliers and quality of
internal relationship amongst the departments. (ICNZ learning resource NZQA, 2013)

New Employee Preparation and Induction Form for Officio

1.

New Employee Preparation Checklist

2.

Personal File Checklist Cover Sheet

3.

Induction

4.

Reference Material

5.

Property

6. Training/Coaching Programme

New Employee Preparation Checklist for Officio

New Employee Name

New Employee Role

New Employee No.

when completed

Three to four weeks ahead:

Advise work team.

Advise other work areas that need to know

Make appointments with other employees or senior members of staff

Book out own diary

Arrange for any training courses (if appropriate)

Arrange to meet Executive/Administrative Officer

Organise car parking (if appropriate)

Start preparing an induction programme

Completed, signed by process owner: ___________________________

pg. 36

Process Owner

Sunil.N #168

Two weeks ahead:

Check signed employment acceptance has been completed/returned

New employee details forms completed

Network access request arranged

Arrange for desk, equipment and work area

Arrange for a buddy (if appropriate)

Organise work area

Organise telephone

Arrange for business cards, etc. (if appropriate)

Arrange for cell phone (if appropriate)

Arrange for laptop (if appropriate)

Completed, signed by process owner: ___________________________

One week ahead:

Prepare list of names of people and organisation chart, etc.

Prepare any location safety advice or hints (if appropriate)

Organise a temporary name tag (if appropriate)

Plan some work for them to do on day one

Completed, signed by process owner: ___________________________

The day before:

Send reminder to other employees

Set up desk with stationery and other essential items

Finalise the induction programme

Completed, signed by process owner: ___________________________ Personal File Checklist Cover

Sheet
Name

Position

Employee No.

Use this form to check that all details have been completed

when completed

Personnel file set up

Completed application form

Curriculum vitae

References provided with application for appointment

pg. 37

Process Owner

Sunil.N #168

Job description

Interview notes

Reference checks

Photocopy of drivers licence, signed by process owner as being the same photograph as new
employee (for identity and for employees whose duties involve driving). The passport identity page
is an option for identity.

Copies of any qualifications relevant to the position (the original must be sighted by and the copy
certified as a true record of the original)

Letter of offer and acceptance

Signed employment agreement as appropriate

Employee details form.

Signed Code of Conduct

Authority for payroll deductions

Responses to questions on pre-existing medical conditions

Completed tax forms

List of equipment issued (eg: ID cards, cell phone, etc)

Completed, signed by process owner: ___________________________

pg. 38

Sunil.N #168

INDUCTION
Plan for the induction: Determine how many meetings, where, and when. What are the aims of each? As
preparation read and edit the following.
Use the following checklists to ensure all necessary points are covered during the induction meetings.
Meeting One
What are your key objectives for this meeting:
____________________________

signature

Owner

____________________________

Completed

signature

____________________________

procedures; location for accident and near miss register.

Ensure new employee is able to find all facilities and
resources in the school (including staff toilets, emergency
collection areas, emergency alarm locations, printers,
storage ...)
Personnel procedures. Ensure new employee knows how
to locate these. Review each policy.
Pay procedures. Proved key forms; payroll contact; kiosk
training.
Procedure regarding personal phone calls
Procedure regarding doctor and dentist appointments in
office hours
Procedure regarding leave (annual, tangi, leave without
pay)
Procedure regarding calling in sick
Review new employees job description?
Ensure personal file checklist is complete
Check for understanding of critical areas covered in this

pg. 39

Process

Health and Safety: Emergency exits, procedures; H&S

meeting

Employee

Completed

Sunil.N #168

Reference Material
The following reference material may be provided to the new staff member: Staff Handbook
Code of Conduct for Officio

Training/coaching programme during new employees first week

Training focus area

(my business, 2015)

pg. 40

Owner of

Signed off as

Signed off as

training

completed by

completed by

employee

owner of training

Sunil.N #168

Question 3 .2

Staff Performance Evaluation Procedure for Officio is also done by me now that the induction
procedure is complete the following steps will be carried out by me for the company in order to
complete the staff evaluation procedure .
Even though the performance appraisal system developed by the directors is theoretically sound and
includes all basic features of a good appraisal system yet there needs to be some changes that should be
made as per my consideration as an HRM at Officio.

The staff performance will be based on the criteria below and the procedure and principles used to
evaluate the employees.
1. Develop an evaluation form
2. Identify performance measures
3. Set guidelines for feedbacks
4. Set an evaluation schedule.

Staff performance Evaluation Procedure 360 degrees method 1 (consistent with the given system
created by the directors with additions)
I has the HRM officer have evaluated an evaluation procedure to be followed using 360 degrees
feedback

Annual review required by supervisors to conduct annual review with all the employees that
work for Officio, and should be completed by March 31 of new calendar year.

Setting a review appointment whereby employees will be informed approximately two weeks in
advance of their intention of review his / her performance and a day and time will be scheduled
for the review.

Employee self-assessment is compulsory for all Officio employee to complete a selfassessment prior to supervisors evaluation ,if any issues discuss with me

Performance review document will be completed by supervisors and will be posted on Officio
website and the form has to be completed by all employees and departmental supervisors are to
review and sign prior to actual review taking place

The performance meeting is to be confidential to out the employees of Officio at ease and
review ratings and encouragement to comment on past performance and future goals.

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Closing the review all employees should sign the review form and it will indicate that all
employee have read and understood with its contents. (Education Human resource , 2015)

Recommendation for Evaluation Procedure.

The will be used by Officio management to review discuss employees performance and it gives
managers the chance to recognize employees who performed well during the evaluated period hence it
gives employees for their achievement and builds their morale and thus employee with high morale are
more productive and will enable Officio to measure behaviors and competencies and leader ship
effectiveness. (360 degree feedback , 2015)

Staff performance Evaluation Procedure self-assessment (self-appraisal) method 2

Another method chosen by Officio is self-appraisal whereby the employees will be responsible for
reporting on their success or failure and the steps taken by employees would be to:

Remind the departmental manager , supervisor or me of their development accomplishment or

challenges under taken

Identification of discrepancies between the employee and the managers or the supervisors view
of performance

Recommendation
a. The employee has to share his or her brilliance of success at Officio
b. Share knowledge of what he or she has learnt at officio such as skills
c. Share challenges overcome during work period at Officio (halogens software , 2015)

Develop an evaluation form performance evaluation should be conducted fairly, consistently to

Refer below and example for a staff performance evaluation form and policy on how the
employees will be accessed. I as the HRM have reviewed the receptionist and below is the report
by me for the directors reference.
Staff performance review Policy for Officio
Effective 07 September, 2015
Responsibility: Receptionist
Policy purpose: to ensure visitors are greeted well in person or via telephone, giving instructions by
following company directories and to maintain security following procedures and filling logbooks.
Statutory obligations: Privacy Act 1993, Employment relations Act 2000, holiday Act
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Policy: There will be an initial three months review after job commencement of employment as the
company policy and NZ legislation and thereafter on annual basis coinciding with the staff appointment
date .The performance reviews will be taken by companys departmental supervisors of the appointed
nominee.

Performance appraisal is a tool for assessing both the individual and organizational performance
against a known set of criteria that will identify performance against known set of criteria that
will identify in assisting training and development and hence its not a disciplinary tool.

All information and discussion will be kept confidential under the Privacy Act.

Procedure Guidelines
I.

All employees will be reviewed after 03 months job commencement of employment as per the
legislation.(IEA)

II.

All employees will complete one review annually

III.

The company directors will negotiate a suitable time and place for annual appraisal process and
360 process will be used.

IV.

Individual employee performance will be measured against the established KPIs and followed
by discussion .All employees are requested to be responsive and fully participative

V.

Identified training and development will form the basis of development plan and will be linked
to officio organizational objectives and goals.

Recommendation
Officio will use 360 appraisal method as introduced by me for the company, hence it will generate
commitment to development and it will provide the employee with a better understanding of their
strengths and weaknesses and a sound basis for development planning and performance improvement. I
have introduced 360 evaluation procedure it will also help to identify top performers in the company
and focuses on core competencies. (the thriving small business, 2015)

As I am the Human Resource manager at Officio, I would like to enlighten the directors that a
successful training needs analysis will identify those who need training and what kind of training is
needed. It is counter-productive to offer training to individuals who do not need it or to offer the wrong
kind of training. A Training Needs Analysis helps to put the training resources to good use.

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Furthermore, it is evident from Performance analysis that the staff members whose performance
was not up to the mark would require training and development to so as to continue adding their
input towards the company.
Today's work environment requires employees to be skilled in performing complex tasks in an efficient,
cost-effective, and safe manner. Training is needed when employees are not performing up to a certain
standard or at an expected level of performance. The difference between actual the actual level of job
performance and the expected level of job performance i.e the gap indicates a need for training. The
identification of training needs is the first step in a uniform method of instructional design. The process
of identifying training needs in an organization for the purpose of improving employee job performance
("Training and development | Business.govt.nz," n.d.).

Therefore, Officio can adopt a handful to procedures to determine the training and development needs
that are existing within the company
("Training and development | Business.govt.nz," n.d.).
a.

Performance Analysis:
To determine whether the employees are performing up to the perceived standard within the
company. In case the performance is less than expectations, it then raises a question for the
company to understand can training benefit the employee to enhance his performance in this case.

b.

Cost-Benefit Analysis.
Effective training results in a return of value to the organization that is greater than the initial
investment to produce or administer the training ("Training and development," n.d.).

c.

Employee Analysis.
Analysis dealing with potential participants and instructors involved in the process. The important
questions being answered by this analysis are who will receive the training and their level of
existing knowledge on the subject, what their learning style is, and who will conduct the training.
Do the employees have required skills? Are there changes to policies, procedures, software, or
equipment that require or necessitate training ("Training and development," n.d.)

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Sunil.N #168

d.

Structural Analysis.
An analysis of the business needs or other reasons the training is desired. An analysis of the
organization's strategies, goals, and objectives. What are the goals of the organization and can the
training programme as a potential solution to the observed problem and does the organization has a
good history to conduct and support training programme for his employees ("Training and
development," n.d.).

e.

Work analysis / Task Analysis.

It includes the analysis of the tasks being currently performed in the company. This analysis seeks
to specify the main responsibilities and Knowledge, skills and abilities mandatory for performing a
job. This helps ensure that the training which is developed will include relevant links to the content
of the job ("Training and development," n.d.).

Additionally, the self-management and professional development could be initiated by utilizing the
following techniques at officio:

direct observation

questionnaires

assessments/surveys

work samples ("Training and development," n.d.)

I would also like to recommend a few tools/sources that could be used to provide training to the
employees ("Training and development," n.d.).
Job Instruction Training (JIT)
Training through step-by-step method.
Sequential arrangement of all steps.
What, how & when to be done
Providing job information-Positioning the trainees-try out work performance- encouraging to
ask questions ("Training and development," n.d.).
Vestibule Training
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Sunil.N #168

Learn and develop skills in the similar situations.

It consists of 2 parts: - Lecture method and practical exercise (workshops)
More freedom for experimentation ("Training and development," n.d.).
Apprenticeship

Oldest and the most commonly used method

More time spent on productive job

Programme of assignments according to pre-determined schedule

Employees Paid continue ("Training and development," n.d.)

Coaching / Understudy Coaching

Direct personal instructions and guidance

Continuous evaluation and correction

Quick feedback Understudy

Assist and will be supervised.

To develop family members/ sponsored candidates continue ("Training and development,"

n.d.)

The answers to all the above raise questions, the results of the analysis together with the training
provided to the employees can empower them to realize their own goals and bring them in line with
the goals of the company Officio when they receive the following benefits:

Improved morale of employees.

Improved employee-employer relationship with better trust.

Aids in organizational development

Better communication

Problem solving skills

Increased efficiency ("Training and development," n.d.)

TASK 4 Outcome 4

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Question 1
Recruitment strategy for Officio
Myself as the HRM must be clever enough to bring enough job candidates /right talents to the
organization and should bring the detailed knowledge of the job market and the knowledge of the job
candidate applying for the job positions for Officio .The strategy should show the current status and the
potential development for the future of the organization. The recruitment strategy should was defined
by me with the following approaches for Officio:

The target group

How the target group will be approached

The recruitment sources to be used.

The recruitment processes to be used to serve the workload.

No racism based words to be used for recruitment for masculine or feminist.

Age barrier no to be mentioned or marriage relationships to be highlighted in the advertisement

No religion or ethical issues to be highlighted in the advertisement. (wnc, 2015)

Recruitment process for Officio Organization

Vacant for new

positions

generate
candidate pool via
internal or
external methods

evaluation via
selection process

Creating vacancy information

Create and submit approved recruitment requisition.

Advertise jobs

Shortlist candidate

Interview reject candidate

Appoint candidate

Recruitment process for Candidate for Officio

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Sunil.N #168

educational
background&
experience

search for job

openings

applying for
jobs

impress HRM
during selction
process

evaluate jobs

accepted or
rejected

Review resumes and cover letters -skills and education and job experience and job gap to be
accessed. Check for cover letter to clear and concise and does it convey understanding of the
job and grammatical error to be accessed

Conduct video or face to face interview- once everything is reviewed it will involve to verify
whether the candidate is available or no and gives a quick insight of candidates communication
skills.

Evaluation work experience and scope of learning for candidate.

Identifying top candidates- shortlisting five to ten candidates by HRM and provide
recommendations

Acceptance or rejected to be notified in written by administration. (human resource , 2015)

Recruitment decisions For Officio The process will be followed by Officio or any management,
supervisors of directors for recruitment method are to be in lined with company policies and procedures
and the process mentioned above.
My decision is to plan and see how many employees are needed. When is it needed, what KSAs are
required and what special qualifications are needed as well. Then it will be followed by where to recruit
internally or externally source, whom to recruit, flexible staffing options and nature of job requirements
.Then it will be followed by on decisions by advertising choices and recruitment activities.
Strategic Recruiting Decisions For Officio
Flexible staffing

Descriptions

1.Regular employment

Regular employment consists of continuous with

6 months or longer and it may be full time or part
time

2.Fulltime or part time

Full time consists of regular schedule of 40 hours

per week or overtime will be paid time and half

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Sunil.N #168

and part time with regular schedule less than 40

hours
3.Independent Contractors

Perform specific services on contract basis used

for furniture making or cabinet making for
OFFICIO

4.Temporary Workers

Will work short term on contacts over a period of

time.

Internal Sources employee referrals, internal recruiting data base

External sources social media, trade me, LinkedIn, trade me, employment recruiting
agencies, company website, TV , newspapers ,magazines job portals .
(ziprecruiter, 2015).

Recommendation 1 Recruitment agency

I have Chosen the advertisement method as employment recruiting agency for Officio since these
agency can save lot of time for the company and they have high level of expertise that far exceeds some
human resource specialist. These agency have skills and expertise to find the best suitable candidate for
Officio at a lower cost since these agencies also have a vast range of network available for workers
.Officio also believes that by engaging with these agencies the company will get opportunity to
observe employee performance , qualifications and work habits before offering a permanent job. I will
also do cost cutting for training and intangible costs such as employee morale.
Recommendation 2 Social media advertisement
Officio will advertise using social media for job vacancy because its free advertisement and reached
millions of people at once therefore the best and highly skilled candidate can also apply for Officio .Its
also a real time sharing information sharing and lot of information can be shared with increased news
cycle speed. (social netowrking , 2015)
Recommendation 3 television Advertisement
Office will also consider on advertising television as it has the ability to help the suitable candidate to
apply for Officio due to the fact it reaches mass market audience at once and highly target audience can
be reached as well

Officio will choose recruitment agency as the recruiting procedure.

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Applicant Screening For Officio

Applicant screening is an important procedure for Officio and the steps followed will be:

It is used to ensure that drug test and background checks are accomplished competently and a
sensitive manner

Other tests to evaluate not only psychological state of a candidate but also mental and
behavioral facilities

Cover background checks

Interviewing methods For Officio

planning and
preparations

engage and
explain

account ,
clarification
and challenge

closure

evaluation

1. Screening method will be face to face interview, the advertisements will be posted on companies
websites and all the applicants will have to send they cv and resume through to company email address
and then, it will be short listed and funneling process will be done then best candidate will be selected
based on the principles of natural justice of the company policy and procedures and a face to face
interview will be conducted followed by qualifying questions and evaluation and them selection
,before this the suitable candidate will be informed about the place, time location via email from
Officio admin team .The company interviewer and interviewee will be in the private office and during
the interview the and then they need to close the interview Officio Interviewer needs to consider the
principle of natural justices and the human right act 1993. (Approachworks, 2015)

Recommendations for Officio

Interview may produce different results therefore original evidence materials or facts are to be
obtained.

The job posting does not use the word as male or female required or words like young or youth
to be taken as this can be considered as ageist and sexist.

The company job postings for roles and responsibilities cannot include words like kiwi
needed or white this may be considered racist.

The company job posting may not needs words such as single or married personnel need to
apply as may be politically incorrect.

pg. 50

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Sunil.N #168

In an interview to check for hearsay under the employment regulations act .(EA

Keep all information disclosed under privacy act and E.A

Principles of natural justice to be followed at all times at all times during interview such as
under section 22 of this act the only information the interviewee is required to give the
interviewer is if he or she is a natural person full name and address .

For Officio the screening is dependent upon method of recruitment because it will give the
finest candidate to Officio after all the filtrations and training is done.

Screening -is a skill matching HRM function handled by me but in the case of Officio it will be look
after the recruitment agency.
Recommendations for Interviewing Staff while recruiting the Directors and Departmental
Managers need to consider principles of natural justice and Human rights Act 1993.

Any comments not to ask any questions based on employees sex, race, ethnic background, age,
family, status, disability or sexual orientation.

Applicants can bring extended family members who can act as an interpreter.

The panel will interview the applicant with the applicant given the opportunity to ask questions
about the company profile.

Resume Analysis Procedure at Officio

1. Officio needs selectively honest skills and experience and it should be organized with emphasis
and experience.
2.

Officio needs a specific summary that everything needs to be highlighted such as analysis and
accomplishment.

3. The job titles needs to be tweaked so that the supervisors of Officio recruiters scan the most
recent job titles and position held by the selected candidate.
4. The candidates needs to highlight most relevant skills and be honest at all times
5. Address the employment gaps carefully.
6. All candidates needs to make sure that its honesty written and represented by them. (Bridging
gap , 2015)

Halo Effect
At Officio Halo effect is considered that the company is not allowed to use global evaluations to make
judgments about specific traits in other words characteristic such as attractive and likable to determine
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Sunil.N #168

specific traits .We at Officio attribute personality qualities to people we have seen even though we have
never met them and qualities have nothing to do with their looks. (Psychology about, 2015)

Officio Exit Interview Procedure

Exit Interview is a conversation between a departing employee and a representative of the

organization.

Employees who voluntarily leave the organization are sources of valuable information who can
give honest feedback about the organization.

This is most beneficial for the employer as it is an eye - opener and a significant review to see
how the company is doing.

Reason for conducting exit interview at officio

1. Organizational Health Check.

Lack of appropriate training and development to perform the responsibilities of the job.

Lack of advancement opportunities.

In competitive benefits and compensation.

To find out if there is any workplace hostility and/or harassment concerns.

To find out if there is an increasing trend of resignation for a certain occupation, gender or
minorities groups, or persons with disabilities.

2. Reduce Employee Turnover and Improve Retention.

3. PR Recruiting Future Applicants
Common Exit Interview Questions for Officio

Common questions include reasons for leaving, job satisfaction, frustrations, and feedback
concerning company policies or procedures. Questions may relate to the work environment,
supervisors, compensation, the work itself, and the company culture.

Examples: - What are your main reasons for leaving? - What did you like most/least about the
organization? - What, if improved, would have caused you to stay at the organization? - Would
you recommend the organization to others as a good place to work/study/join?

Participation Rates

Exit interview participation rates vary depending on the method used to conduct the exit
interviews.

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Paper-and-pencil exit interviews provide the lowest participation rates at approximately 30 35%.

The highest participation rates are achieved using online exit interviews.

The average participation rates for organizations using online exit interviews is 65%.

Methods of conducting EXIT interviews at Officio

Voice - In-Person or Telephone

Pros: - Capture complex ideas through follow-up questioning and tone indications - Probe,
clarify and ask for examples - Structured question order - Administered by a professional

Cons - Possible interviewer bias (especially if internal) - Possible interviewee bias (especially if
internal) - Most expensive option interviewer time - Difficult for employee to verbalize
constructive critique, particularly face-to-face - Low participation for telephone exit interviews
due to caller ID and voice mail - Information must be entered into tracking system for trending

A voice interview can be conducted by an internal agent (i.e. an HR department) or an external

agent (i.e. HR exit interview consulting firm).

Paper

Pros - Allows convenience for those who do not have easy access to the internet - Ensures total
anonymity

Cons - Takes longer to receive feedback - Concern for literacy of respondent - Information must
be entered into tracking system for trending

Web - Exit Interview Management Systems

Pros - High reliability, flexibility and privacy, as it is completed by the respondent - Exit
interview is easily accessible at the convenience of the respondent - Feedback is received
quickly - Low administration cost - Data automatically tracked - Reporting information
accessible in real time

Cons - Not accessible to those who do not have internet - Concern for literacy of respondent Concern for technical knowledge of respondent

IVR (Interactive voice response/teleprompt)

Pros - Accessible by average phone

Cons - Has fallen out of favour due to the cost effectiveness of web based options that yield data
at similar or higher quality - Difficult to get rich data - Difficult to adjust or change

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Recommendation for Exit Interview

I will chose Officios exit interview method as web exit management interview systems due to high
reliability, flexibility and privacy, as it is completed by the respondent - Exit interview is easily
accessible at the convenience of the respondent - Feedback is received quickly - Low administration
cost - Data automatically tracked - Reporting information accessible in real time. (ICNZ learning
resource NZQA, 2013)

Feedback Procedure
Officio will make sure that employees give feedback which tends to enhance employee relationships by
generating greater levels of trust, honesty and genuine concern for another persons welfare
professional development and growth.t eh following steps to be considered:
Maintain your self-confidence and self-esteem when listening to feedback.
The managers are to maintain good rapport with the individual giving feedback
Actively listening during feedback process and paraphrasing and stating you understand of what
you hearing
Make sure the to summarize the information and data
Employee to fill an exit form before leaving the company

Recommendations for feedback

Officio staff and members are to Stay clear of acquisitions
Focus on specific behavior and not the person
Adequate data is presented to support the input
Comments to be less critical or insensitive (Enterprenuer, 2015)

Barriers to selection for Officio

The main aim of Officio is to hire people having competence and commitment, to the company and
certain selection barriers are to be considered:
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Sunil.N #168

Ineffective recruitment sometimes this process gets affected due to ineffective recruitment
initiatives, so if the recruiter fails to attract right candidate then the HR officer may miss the
right candidate for the job therefore Officio may not get be able to get the right candidate.

Perception Officio needs to understand this most fundamental barrier to select right
candidate .Selection demands an individual or a group to assess a candidate comparing
competencies of others , in order to find the right person for the jobs since our views are
highly personalized hence we perceive the world differently therefore all this factors needs to
be considered .

Stereotyping whereby we categorize the candidates such as all professors and teachers are
absent minded, all females are sincerely absent minded or all civil servants are boring or
candidates with science background are intelligent.

Gender issue such as male are dominant in managerial jobs or masculine in nature hence
such judgment can produce negative reaction therefore right candidate may not be chosen for
the job.

Age /Race - in many selection, age, race of the candidate are considered rather than skills or
abilities hence results up in bias selection.

Halo effect needs to be considered, its a psychological phenomenon that allows general
opinion of something or someone to be gathered from one element.

Quota system also influences effective selection.

Fairness - the company should consider that no one should be discriminated based on religion
, religion, race or gender

Validity is done by the company to predict job performance hence a test is conducted to
differentiate between employees who can perform well and those who will not however it
is to be considered that validated test does not predict job success accurately thus giving
increased possibility of success.

Reliability it will produce consistent results every time it is conducted therefore it may fail
to predict job performance with precision

Pressure this occurs, when friends or workmates, relatives or peers try to influence on
selectors to pick particular candidate.

Nepotism Favoritism the company needs to consider common barrier to effective selection
within the organization

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Cost and time sometimes lack of time and insufficient budget lacks in choosing the right
person for the company therefore tis has to be considered. (ICNZ learning resource NZQA,
2013)

The Officio meeting board seat is to guarantee that

A record is kept of how every applicant has been evaluated against the employment prerequisites. The
meeting evaluation sheet ought to be utilized to do this. This is critical as though a competitor feels they
have been victimized it is these sheets that will demonstrate the candidate was dealt with reasonably
and judged against clear prerequisites.
All meeting evaluation structures ought to have been completely finished and returned alongside
all meeting research material and notes the board have made to HR
Feedback is given to all participants.

Criticism
The seat is in charge of reaching unsuccessful interviewees by means of phone and giving input
on their meeting. This ought to be helpful input in view of the hopeful's capacity to meet the
criteria set out in the individual detail.
What ought to unsuccessful candidates be told?
Identify who you are and why you are calling
Advise that, on this event they were not effective and they will get composed affirmation of this
soon
Advise that they can get to post-determination input (contact individual subtle elements will be
noted in the composed affirmation) and urge them to take up this choice.
Also say thanks to them for their time and enthusiasm for applying for the opportunity.
At the point when giving criticism Officio enrollment and determination board should be clear
and particular about what went well and what the interviewee needs to chip away at. Relate all
criticism back to the choice

Question 2
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Staff Dismissal and Termination

Most employers will discover rejection and end of a representative to be an exceptionally dubious
procedure in spite of why they are being terminated. Be that as it may, when a release/end is completely
essential, it is critical for Officio to:
Be educated about and agree to all work enactment
Act in compliance with common decency and treat the staff part decently
Handle the end technique in an expert manner that rations the staff part's self-regard
Adhere to the Privacy Act 1993 and be watchful about the amount of data you convey to outsiders
about the actualities and explanations behind the end.
Officio should see that the accompanying is done when a staff part is released or ended:
The notification period should be held fast to as laid out in the individual or aggregate understanding
that was marked pre-procuring of staff part is inquiry;
If a staff part is to be terminated straight away, Officio can utilize installment in lieu of notification;
importance the worker goes home straight away yet gets paid out the notification period;
Officio should guarantee that the worker's severance pay is given to them as settled upon in the
individual or aggregate understanding that was marked pre-procuring of staff part is inquiry;
If the case does go to intervention, Officio should investigate procuring a legitimate group and HR
advisors to set up a triumphant case subsequent to the standard of common equity expresses that "the
case's benefits ought to be judged by a man with no personal stake in the result".

Officio should take lawful guidance and acquire HR advisors to make the right approaches on
enrollment, choice and rejection of workers yet even with proper lawful and expert exhortation and a
keen procedure, there is no certification that a staff part won't take Officio to court as the consequence
of an end. Be that as it may, to diminish the probability of this happening, an Officio ought to:

Consult with a lawful and/or expert (HR) group when reviewing contracts.
Use the composed contract of business (individual or aggregate) that incorporates procurements for end

Have clear approaches that staff are made to peruse, comprehend and consent to submit to and always
and legitimately apply these arrangements

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Implement an affectation handle that unmistakably diagrams Officio desires for the execution and
conduct of our workers
Provide staff with continuous input at standard interims about their execution and report these in their
work force documents
Establish a reasonable control process, unmistakably explain the procedure to staff and without fall flat
execute this.
Consult with a legitimate group before ending anybody's agreement.
Treat the staff part being referred to in a respectful, generic and impartial path amid the end process.

As examined, overseeing HR as a supervisor in a business operation is a troublesome employment yet

with the right approaches and techniques set up by a dependable HR group.

Officio Process for Staff Release, Dismissal and Termination

Staff Release unsatisfactory performance from the employees of Officio will be released during the
probation period which is 90 days in New Zealand hence a release is used rather than a dismissal
Officio will investigate internally that whatever the employees interest in performing the job
was not up to satisfactory level or was not able to be transferred to lower level thus the
employees termination will be done as per Officio rules and regulations.
It will be noted that any employee of Officio who is released needs to receive vacation pay,
pending holiday pays or any days in lieu.
Officio will investigate any allegations of misconduct thoroughly and in a manner that is
impartial and without being influenced by irrelevant issues.

Recommendation
Once and employee is released Officio has to Consult the HRM and contrast with the directors in
written and will be cross check the pending payments for the employees to be paid in full with
appropriate notice in accordance with policy and terms and conditions of the contract .
Staff Dismissal and Termination
Dismissal or Termination for Officio has to be considered BY the HRM department and reasons for
dismissal has to be followed by a fair process. Misconduct can include things like ongoing poor
performance despite numerous attempts by Office to improve the employee. Minor breaches of
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Sunil.N #168

employment Act, unsafe behavior or confidently breaches .Officio needs to make sure adequate amount
of notice if given in the dismissal clause as per the employment agreement
Serious Misconduct for Officio it can lead to immediate dismissal which includes
Improper behavior that may risk the health of other employees.
Violence in workplace
Bullying and harassment
Theft or fraud
Serious breaches of Officio employment agreement clauses
Officio procedure for Dismissal
It will be made sure that the matter is investigated with date of incident, what time it has
happened and a full detailed description of the alleged behavior
Documentation check-up such as relevant company policies will be checked together with the
employees agreement for causing the serious misconduct and hence if the allegations are
proved then Officio will confirm that the employee has breached the rules.
Provide written findings a detailed letter will be set out which will include details of
allegations, including witness statements ,details if any previous misconduct if so , date
indication for allegations discussion ,and the consequence of what has happened will be stated
as well.
Meeting with employee by Officio to discuss the reason for the meeting , the allegations against
the employee and consequences of the allegations
Decision making will be done and a written notice will be given after consideration of all the
outcome that the final warning is acceptable consequence to dismiss the employee. (Business
Government , 2015)
Officio Employee Checklist
Before they leave
Complete and reasonable task and handovers
Conduct an Officio exit interview to get any final feedback from the employee
Hold a farewell or morning tea.
On Their last day
Collect any company asset such as laptop, cars or cell phones.
Collect any security key or passes.
Officio to provide a full reference to the employees
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Employees final pay, including holiday leave owed to be done in full on the final payday.
After Employee have left
To be removed from Officio email distribution list and contacts.

Question 3
The professional advice for the directors of Officio includes human relations, labor relations and
arbitrations as well. A list of policies and procedures thats defines, regulate and inform how Officio
organization will operate and information on how to develop policy. For Officio induction is good way
of making policies known to employees but is also needs to be reinforced as well.

Dignity at work including Harassment and bullying policy.

Recruitment and selection process

Equal opportunity policies

Discipline and grievance procedures including gross misconduct list including grievances and
misconduct

Health and Safety policy and procedure for Officio

Code of conduct - organizational 'rules' specific to Officio.

Sickness absence including pay rates, reporting arrangements, monitoring absence, dealing with
short/long term absence

Annual leave including public holidays, carrying forward leave, requesting holiday, pro rata
entitlement for part-time staff

Rules regarding other types of absence including unauthorized absence

Family policies including parental rights such as maternity, paternity, adoption, parental, dependents
leave and maternity leave.

Statutory rules on retirement

Statutory flexible working arrangements

Pay and pensions information including the treatment of deductions from pay

Disclosure and Barring Service

A good policy has a definite purpose and is:

easily understood and written in plain, jargon-free English

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linked to your strategy

flexible and can adapt to change

suited to the culture of the organisation

developed through the involvement of employees and interested stakeholders

Communicated to all relevant people. (Government Organisations, 2015)

Officio Policy Implementation

consult employees on the terms of the policy before it is finalized

Make sure employees understand what the policy means, how it applies to them and what will
happen if they do not comply.

ensure employees sign a short form to show that they have seen and understood the policy; retain this
document as evidence

reinforce policies through training sessions/group discussions, with reminders that all employees are
expected and required to adhere to policies and procedures

The managers / supervisors will be trained fairly and consistently carry out the rules in your policies

Ensure that policies are live documents, have a date set for their review and to which you adhere.

Agree where policies will be kept and how they can be accessed by employees and the management
.Methods can include paper copies in a folder or on an intranet, on notice boards etc. (Cipd.co.uk,
2015)

Generally talking, the employees of Officio ought to be given clear guidelines to go for and a real
chance to move forward. Be that as it may, a few types of unfortunate behavior may be esteemed so
genuine, that it can warrant moment release. What constitutes this kind of unfortunate behavior may be
set out in the occupation assertion. (nz legislation, 2015)

If a representative is on a trial period you may give the worker notification of release, and the
representative can't take an individual grievance on the grounds of unjustified rejection. The worker
might, then again, raise an individual grievance on different grounds, for example, segregation or
provocation or unjustified activity by the business that burdens the representative.

For a worker on a trial period you are not needed to counsel them about settling on a choice before the
trial's end period to release the representative.
pg. 61

Sunil.N #168

The business ought to treat all representatives in the same circumstances in the same way, or be
arranged to legitimize the distinction.

If Officio chooses to reject the representative subsequent to taking after a reasonable procedure, the
business must give a sensible measure of notification to the worker (unless in the circumstance of
genuine offense). The business may decide to pay out the notification period and not require the worker
to physically work it. This must be plainly disclosed to the representative. (NZ legislation, 2015)

It is best practice for the composed livelihood consent to unmistakably express the proposed
disciplinary procedure and it is a legitimate prerequisite for the composed business consent to diagram
the critical thinking strategies a worker can take if a job relationship is (NZ legislation, 2015)

Recommendation
Human resources helps in building team in an organization ,HR helps in building
organizational culture and helps in engagement and development .Now that I have written the
standard operating policies and procedures of Officio it will help the employee to know what is
expected of them with respect to standards of behavior and performance .It sets rules and
guidelines for decision making and offers them the protection from breaches of employment
legislation and equal opportunity laws . (Business oppoturnities , 2015)

pg. 62

Sunil.N #168

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pg. 69

Sunil.N #168

EMPLOYEE PERFORMANCE & DEVELOPMENT APPRAISAL FORM FOR OFFICIO

------------------------------------------------------------------------------------------------------

Employees name

Date

Classification

Practice name

PERFORMA
NCE

Unsatisfactory

Satisfactory

Excellent

Superior
DEVELOPMENT
1 Never

2 Not very often

3 Sometimes

4 Most of the time

All of the time

Communication
1
1
1
1
1

2
2
2
2
2

3
3
3
3
3

4
4
4
4
4

5
5
5
5
5

Uses a no blaming, cooperative communications approach.

Ensures that communications are understood.
As a matter of course, provides status information and brings co-workers into the
Demonstrates good listening skills; gives and receives positive and constructive
Persuades effectively; others tend to respond willingly.

Teamwork
1 2 3 4
1 2 3 4
1 2 3 4
1 2 3 4

5
5
5
5

Values team success over individual success.

Shows respect for the feelings and opinions of others.
Brings about agreement and understanding, even in a situation involving conflict.
Allows individuals of the team to express themselves freely without interruption.

Employees signature:
signature:

Employees comments:

pg. 70

Supervisors

Sunil.N #168

Supervisors
comments:

pg. 71