1st things 1st: The Decision to Hire
Has the position recently been vacated?
If the answer is yes, it is important to zero-base the job before making the decision to fill the position again. This means determining whether the job is still needed. Could the responsibilities of the vacated position be redistributed within the department? If so, the recruiting process is not necessary. If the job is still necessary, the next step is to determine whether filling the job can be postponed. If so, the organization may conserve resources.
Making the decision to hire:
You have made the decision to hire, now what?
It is first important to establish the objectives of the hiring process such as the number of individuals needed to hire, the date by which the position needs to be filled, and who within your department will be in charge of application management and coordination of selection procedures (i.e., selection committee meetings, interviews, required paperwork, etc). The individual charged with these responsibilities should serve as the main point of contact with the Office of Human Resources throughout the recruitment and selection process. This contact individual will be referred to as the departmental hiring manager throughout the recruitment & selection toolkit text.
Filling an existing position?
If the position has already been established and you are simply needing to replace the previous incumbent, without making any revisions to the job description, tasks, responsibilities, or qualifications as outlined in the Position Description Questionnaire, then you may continue to Step #2 in the selection process by completing the Authorization to Advertise (A-1) document.
However, if you wish to revise the job tasks, responsibilities, or pre-established qualifications of an existing position then you must contact Dan Webb, Director of Human Resources, for assistance with your PDQ revision to ensure that the changes do not impact the position classification or pay grade at 423-425-4221.
If you are seeking to fill a term position or to place someone in a limited duration appointment then you do not have to complete all of the steps necessary for filling a regular budgeted position. Please contact our payroll specialist, Jina Johnson, or the administrative specialist, Melanie Sadler, in the Office of Human Resources for assistance in getting started with term and limited duration appointment positions at 423-425-4221.
Is the position new?
If the position is new, it must first be requested by the department and a Position Description Questionnaire (PDQ) submitted to HR for classification. The PDQ can be submitted electronically via e-mail or by hand to Dan Webb at 207 Race Hall. Once the PDQ has been finalized, a Position Create e-form is initiated by the advertising department or HR, fully approved by budget authorities though IRIS workflow, reviewed and classified by HR, and then created by HR in IRIS. Once position number is generated, department begins Authorization to Advertise process. You may contact Jina Johnson or Dan Webb if you have any questions or would like assistance with the position create e-form process at 423-425-4221.
Interested in HR assistance with new position job analysis procedures?
If you are developing a new position for your department then you may request HR assistance with job analysis procedures. These procedures will aid you in establishing job tasks, knowledge skills & abilities (KSAs), physical abilities, as well as tools & technologies necessary for the new position, in alignment with your department's mission, goals, and objectives. Your HR personnel can assist you in the job analysis process to ensure standard procedures, job relevant & defensible outcomes, and development of job relevant selection criteria based upon the results. A typical job analysis consists of job observations, incumbent and subject matter expert interviews/surveying, review of previous PDQs (if available), and review of pre-established job category information as provided among occupational network databases. Please contact Laure Rodebaugh, Talent Management Specialist, in the Office of Human Resources for job analysis assistance at 423-425-4221.
Writing a job description for a new position can be difficult. Taking the time to develop a job description that is as accurate as possible will help focus on aligning recruitment and advertisement information with job requirements. Use the following seven job analysis questions as a job description writting tool:
1. What duties/tasks does the person perform to complete the job?
2. What tools, services, and/or accomodations does the person need to complete these duties?
3. Who supervises the person in this position?
4. With which other people does this person interact, both in and out of the organization?
5. What formal training does a person need to perform this job, if any?
6. What skills does the person need to perform this job?
7. How is the person performing this job evaluated?
Suggested Training Courses:
What to Consider When Hiring - Overview/Description
Recruitment is a complex and important activity for a manager. Effective hiring requires effective preparation.
The recruitment process must be fair and safe, and there is plenty of legislation to trip up the unwary manager. Getting any part of this wrong is expensive, time consuming, and damaging to the good name of the company. This course will give you a brief overview of the major employment legislation that affects recruitment.
Then the course will explore the options that any manager has when faced with hiring a new employee. Hiring is an expensive process, so the course explores a cost-benefit analysis of the various hiring methods, examining in detail internal hiring and contingent workers as two particular options.
Defining a job in terms of competencies and then rating them provides the foundations for effective hiring, and this course will show you how to use these methods in creating a structured interview.
Facilitating Effective Hiring - Overview/Description
The most important part of recruiting is choosing the right candidate to help your business prosper and grow. The company's recruiter is the front line to finding quality employees. Keys to facilitating effective hiring decisions include thinking through the hiring process, having a well thought-out job description, and using sound screening practices. These activities are an intrinsic part of the recruiter's job, and this course explores these areas.
The computer based training courses mentioned above can be accessed with your NetID and password at http://oit.utk.edu/cbt/ by entering the training course title in the search box once you have been granted access to the skillsoft portal.