Policy – Recruitment
1. Purpose:
The purpose of this policy is to direct and discipline recruitment and employment practices to ensure that the objectives of the Company are attained – especially those objectives which are related to structural and operational efficiency within the business, the demographic composition of the workforce and to provide guidance on the recruitment of staff to comply with the provisions of the Labour Relations Act 66 of 1995 and the requirements of the Employment Equity Act of 1998.
Candidates are selected for appointment according to their ability, qualifications and competencies required to fulfil the job requirements, without having regard to discrimination factors, such as race and gender.
Internal candidates are given prior consideration for job appointments and only where it is considered that a suitable internal candidate is not available will an external candidate be appointed. All vacancies must be advertised internally for a minimum of 1 week.
2. Identification of the Vacancy:
Managers are responsible for establishing a business need for recruitment and for justifying the need to fill the vacancy or the need to create a new position. It is necessary to ensure that a vacancy does exist by authorization from the Director. Although there may be a resignation, it may not always be necessary to replace the resigned employee as the function may be absorbed by other employees. If the position is a new position, it is important to ensure that the budget exists for the appointment of a new employee.
When the Manager sends their vacancy to Human Resources, it would be an indication that it has been approved and the recruitment process can formally commence.
3. Job Description / Specification:
The Manager must update the Job Description / Specification of the vacant role and include Qualifications, Skills, Abilities, Knowledge and Experience and Requirements. Should these criteria not be focused on, any employee will technically be qualified to be transferred/promoted to the vacant role. Hence the importance to invest in these specifications.
Once the Job Description has been updated, the Manager must share it with the relevant Human Resource Representative and include the agreed/authorised expected salary. This will offer Human Resources with the appropriate information to search for qualified candidates within the expected salary bracket.
4. Advertising:
No Manager is permitted to advertise a position without HR’s knowledge. The Manager must draft and update the Job Description (as previously mentioned) and share the details with the relevant Human Resource representatives. The first step would be for Human Resources to follow the internal process by circulating the vacancy through the following platforms:
a. Internal Epsidon Mailing List
b. First Distribution Careers portal website
All received internal CV’s within the applicable time frame (3-working days) must be considered and interviewed first before consideration is offered to external candidates. Internal candidates will be required to submit a motivational letter to Human Resources. It is important to note that the questions asked during the interviewing process, must be centred around the competency requirements of the job.
Human Resources will schedule the internal interviews with the Manager and employee. The process will be led by HR and ensure the necessary feedback is offered.
When all internal applicants have been disqualified, Human Resources (and the Manager) can advertise the role on their preferred platforms. Management will decide which candidates they wish to interview, and Human Resources will schedule accordingly.
5. Selection Process on external applicants:
A final selection would need to be made based on the candidate who meets the requirements of the job. Human Resources must conduct at least 2 / 3 reference checks and request the candidate’s latest 3-month payslip. No indication should be presented to the employee at any stage as to whether we find them suitable to the position. This creates a sense of expectation and can result in IR complications later if we decide not to appoint the employee.
6. Approval of offer:
When the Manager is satisfied with the external applicant, they are required to complete and send the following documents to Human Resources, who will then seek approval from the Director:
• Job Offer,
• Payslips,
• Reference and motivation,
• References,
• CV
The purpose of this policy is to avoid problems of morale, discipline, security, and other potential conflicts of interest. Should a manager be in any doubt as to whether the employment of the applicant in their unit may create a conflict of interest, then the matter should be referred to Human Resources.