Our Hiring Procedure

Table of Contents

  • Introduction
  • Purpose
  • Scope
  • Definitions
  • Roles and Responsibilities
  • Procedure Steps
  • Compliance and Legal Considerations
  • Monitoring and Evaluation
  • Continuous Improvement
  • Documentation & Reporting
  • Risk Management
  • Appendices

1. Introduction

This document outlines the end-to-end hiring process at Coaching Professional Qualification Ltd., providing a structured approach to recruiting, selecting, and onboarding employees. The goal is to attract qualified candidates, ensure fair selection practices, and facilitate seamless integration into the company culture.

2. Purpose

To establish a consistent and transparent hiring process that:

  • Identifies the best talent for roles within the organization.
  • Promotes fair and unbiased recruitment practices.
  • Ensures legal compliance with employment regulations.
  • Provides a positive candidate experience.

3. Scope

This procedure applies to the recruitment of full-time, part-time, contractual, and freelance employees across all departments, including:

  • Trainers and Instructors
  • Instructional Designers
  • IT and LMS Support Staff
  • Administrative and Management Roles

4. Definitions

  • Job Description (JD): A detailed document outlining role responsibilities, required qualifications, and reporting structure.
  • Shortlisting: The process of narrowing down applicants based on predetermined criteria.
  • Onboarding: Activities aimed at integrating new hires into the company, covering orientation, training, and cultural acclimatization.

5. Roles and Responsibilities

RoleResponsibilities
HR ManagerOversees the entire hiring process, ensures compliance, and manages onboarding.
Hiring ManagerProvides role-specific requirements, conducts interviews, and makes final selections.
Recruitment SpecialistManages job postings, candidate sourcing, and initial screenings.
Department HeadsCollaborate on interview panels and candidate evaluations.
IT SupportPrepares technical setup for new hires (e.g., LMS access, software tools).

6. Procedure Steps

Step 1: Identify Hiring Needs

  • Department Heads assess workload and staffing requirements.
  • Submit a Staffing Request Form to HR detailing:
    • Role requirements
    • Qualifications needed
    • Employment type (full-time, part-time, contract)
    • Budget considerations

Step 2: Develop Job Descriptions

  • HR collaborates with hiring managers to draft a clear and detailed JD, including:
    • Job title and department
    • Primary responsibilities
    • Required skills and qualifications
    • Work environment details (e.g., remote, on-site)
  • Review and approve the JD with department heads.

Step 3: Obtain Approval for Recruitment

  • Submit JD and Staffing Request Form to Senior Management for approval.
  • Confirm budget availability with Finance Department.

Step 4: Job Posting and Sourcing Candidates

Post the job on:

  • Company website
  • LMS internal portal
  • External job boards (e.g., Indeed, LinkedIn)
  • Industry-specific forums
  • Utilize recruitment agencies or headhunters if needed.

Step 5: Application Screening

  • Review applications against job requirements.
  • Create a shortlist of candidates using predefined criteria.
  • Notify unqualified applicants politely via automated responses.

Step 6: Initial Candidate Assessment

Conduct preliminary assessments, including:

  • Phone interviews
  • Skills tests
  • Situational judgment tests

Step 7: Interview Process

  • Schedule interviews with shortlisted candidates.
  • Conduct structured interviews with a panel including HR, hiring managers, and department representatives.
  • Use standardized evaluation forms to ensure fair assessments.

Step 8: Selection and Evaluation

  • Compare candidates using evaluation scores.
  • Select the best fit based on skills, experience, and cultural alignment.

Step 9: Reference and Background Checks

  • Conduct reference checks by contacting previous employers.
  • Verify credentials and perform background checks (if applicable).

Step 10: Job Offer and Negotiation

Prepare a formal job offer letter including:

  • Position title
  • Compensation and benefits
  • Start date
  • Work conditions
  • Discuss compensation package and resolve negotiations.

Step 11: Employment Contract Preparation

  • Draft the employment contract including legal terms, confidentiality agreements, and non-disclosure clauses.
  • Obtain signatures from management and candidate.

Step 12: Pre-Onboarding Preparation

  • Prepare IT equipment, system access, and workspace.
  • Assign mentors or buddies to new hires.

Step 13: Onboarding Program Execution

Conduct an orientation session covering:

  • Company Culture
  • Policies and procedures
  • Introduction to LMS and training modules
  • Schedule role-specific training sessions and provide ongoing support.

7. Compliance and Legal Considerations

  • Adhere to labor laws, equal opportunity policies, and anti-discrimination practices.
  • Maintain confidentiality of candidate information.

8. Monitoring and Evaluation

  • Collect feedback from new hires on the hiring and onboarding experience.
  • Measure time-to-fill, cost-per-hire, and employee retention rates.

9. Continuous Improvement

  • Regularly review and update hiring policies and procedures.
  • Introduce new recruitment tools and technologies to enhance efficiency.

10. Documentation & Reporting

  • Maintain records of recruitment activities, candidate evaluations, and onboarding documents.
  • Generate quarterly recruitment reports for management review.

11. Risk Management

  • Identify potential hiring risks, such as skills gaps or cultural mismatches.
  • Develop contingency plans for critical roles.