Human Resource Management: Hiring and Staffing

1. Key Tasks in the Hiring and Staffing Process

Managing the hiring and staffing process is crucial for ensuring that healthcare organizations have the right talent in place to provide high-quality patient care and maintain efficient business practices. It involves a series of tasks designed to attract, recruit, hire, and retain qualified employees while aligning staffing levels with patient needs and organizational goals. Here are the key tasks and the importance of effectively managing this process, along with how department managers collaborate with human resources (HR) to complete these tasks.

1a. Job Analysis and Role Definition

The process begins with job analysis and role definition, where HR collaborates with department managers to determine the skills, qualifications, and responsibilities required for the position. Job analysis and role definition are critical tasks in the hiring and staffing process that ensure an organization clearly understands the requirements and expectations for each position. Job analysis involves carefully collecting and evaluating information about the duties, responsibilities, qualifications, and skills necessary for a particular job. This process includes reviewing existing job descriptions, conducting interviews with current employees, and observing the tasks performed in the role to gather comprehensive data. Job analysis also takes into account the work environment, tools used, and any physical or mental demands associated with the job. The goal is to identify key responsibilities, performance expectations, and the competencies required to succeed in the position.

Once the job analysis is complete, HR and department managers together can develop the role definition. This involves clearly outlining the position’s specific functions, necessary qualifications, skills, and experience required, as well as identifying the reporting structure and relationship with other roles within the organization. The role definition should also align with the organization’s overall objectives and ensure the job contributes to the organization’s success.

key concept

By providing a clear and accurate description of the job, this task helps guide the recruitment process, ensuring that candidates understand the role they are applying for, and that HR can effectively match the right candidates with the organization’s needs. A well-defined job analysis and role description are essential for attracting qualified candidates and setting clear expectations for performance.

1b. Recruiting and Sourcing Candidates

Next is the process of recruitment and sourcing of candidates, where HR creates job postings and sources candidates through various channels such as job boards, networking, and recruitment agencies.

IN CONTEXT

Recruiting and sourcing candidates are essential tasks in the hiring and staffing process that focus on attracting a pool of qualified applicants for open positions. Recruitment begins with creating clear and compelling job postings that highlight the responsibilities, qualifications, and benefits of the role. HR then advertises these positions through various channels such as job boards, company websites, social media, industry-specific platforms, and recruitment agencies to reach a broad audience. Sourcing candidates involves proactive efforts to identify and engage potential talent, including reaching out to passive candidates who may not be actively looking for a job but are a good fit for the position. Networking events, employee referrals, and partnerships with universities or professional associations are also valuable sources for finding candidates. The goal of this task is to ensure a diverse and qualified pool of applicants, making it easier to select the right fit for the organization's needs.

1c. Screening and Selection

Once candidates apply, HR handles screening by reviewing resumes and possibly conducting initial screening calls to help in getting to a short list of candidates who meet the required qualifications. A popular trend for screening resumes is to use software. HR software, often referred to as an Applicant Tracking System (ATS), is used to streamline the recruitment process by searching for key words and phrases in resumes to efficiently screen candidates. These systems are designed to read resumes, scanning for specific terms that align with the job description and qualifications. When a candidate submits a resume, the ATS scans the document for relevant keywords such as skills, certifications, job titles, and experience related to the position.

EXAMPLE

A job requires knowledge of Microsoft Excel. The ATS can identify resumes that mention these keywords, filtering out candidates who do not meet the necessary criteria. HR can then focus only on the resumes that contained the key phrase “Microsoft Excel.”

The software can also rank resumes based on keyword relevance, prioritizing those that best match the job requirements. By automating this initial screening process, HR professionals save time and can focus on evaluating the most qualified candidates, improving the overall efficiency of recruitment efforts. Additionally, ATS systems can store and organize candidate information, making it easier to manage and track applications throughout the hiring process.

Once the top resumes are selected, HR staff is ready to move on to the next task.

1d. Interviewing and Assessment

Interviews and assessments are then conducted, often with the involvement of department managers, to evaluate candidates' technical skills, experience, and cultural fit within the organization. For higher-level positions, the interview may be conducted by a panel of staff. After the interviews are complete, it is common to narrow it down to the top two or three candidates, and then a second interview is conducted with the top candidates.

1e. Offer and Negotiation

After identifying the best candidate, HR prepares and extends a job offer, including negotiating salary and benefits, work schedule, and start date, before finalizing the hiring process. The offer may be communicated via phone, email, or an official letter, but an initial phone call is most common.

After the offer is made, the negotiation phase begins. This allows the candidate to discuss the terms of the offer, particularly compensation, benefits, or other work conditions. Candidates may negotiate for a higher salary, additional vacation days, flexible working hours, or signing bonuses, depending on their priorities and market value. HR and the hiring manager must be prepared to discuss the reasoning behind the offer and decide what can be adjusted within the organization’s budget or policies.

Once both parties reach an agreement, the candidate should receive a final offer letter or email that reflects the negotiated terms. This letter typically includes details about the role, salary, benefits, expectations, and contingencies, such as background checks or reference verifications. After the candidate accepts the offer, the negotiation process concludes, and the focus shifts to onboarding and preparing for the new hire’s integration into the organization.

hint

There is also a chance the top candidate will not accept the offer, and the candidate that was the second choice may be offered the position and go through the negotiation stage until the hire is finalized.

1f. Onboarding and Training

Once the offer is accepted, HR oversees the onboarding process, ensuring the new hire completes necessary paperwork, receives training, and integrates smoothly into the team. Throughout this process, HR also maintains effective communication with candidates and department managers, ensuring a seamless and efficient hiring experience while keeping staffing needs aligned with organizational goals.

Initial onboarding is conducted by HR, but the hiring manager must also be involved. Once the new hire is oriented to the organization, the hiring manager must orient them to their department and coworkers and ensure that they are properly trained in their new position.

Many organizations have a 60- or 90-day probationary period to assess the performance and suitability of new hires before making a long-term commitment. This period allows both the employee and the employer to evaluate whether the employee is a good fit for the role, team, and organization. For the employee, it provides an opportunity to determine if the work environment, culture, and job expectations align with their career goals and values.

From the organization's perspective, the probationary period serves as a trial phase where supervisors can monitor the new hire's skills, work habits, adaptability, and overall performance. It provides time to ensure that the employee is meeting performance standards, following company policies, and contributing effectively to the team. If issues arise during this period, the organization can make informed decisions about offering continued employment or parting ways with the employee without the complexities of long-term employment commitments. This period also enables organizations to offer additional training or support if needed, increasing the likelihood of a successful long-term hire.

think about it

Have you ever started a new job and received training that was inadequate? Maybe the manager and coworkers were so busy that they had to keep leaving you to get some urgent tasks completed. This is not uncommon. Keep this in mind when you are training a new employee. At the end of a new hire's probationary period, if it seems like they are not doing as well as you would have expected, ask yourself if they are really incapable of doing the job, or if, perhaps, they were not trained as well as they should have been. As managers, we have to accept and admit accountability in these situations. If you were a manager in a scenario such as this, what would you do next?

2. Best Practices for Conducting Interviews

Having good interviewing skills as HR staff and healthcare managers is crucial for several reasons. First, it helps ensure that the right candidates are selected for the role, which directly impacts the overall performance and success of the team and organization. Effective interviewing allows managers to assess not only the technical skills and qualifications of candidates but also their cultural fit, work ethic, and interpersonal skills—traits that are essential for long-term success in the workplace.

Good interviewing skills also promote fairness and consistency in the hiring process. Managers who are skilled interviewers are able to ask objective, relevant questions, minimizing bias and ensuring that all candidates are evaluated on the same criteria. This leads to more informed decision making and helps avoid the risks of unconscious bias or poor judgment.

Additionally, a well-conducted interview reflects positively on the organization. Candidates are more likely to have a positive impression of the company when they experience a structured, professional, and respectful interview process, which can improve the company’s reputation and attract top talent.

IN CONTEXT

Some best practices for conducting interviews include the following:

• Prepare in Advance: Review the candidate’s resume, application, and any other relevant materials beforehand. Develop a list of structured questions based on the job description and required skills. Prepare to assess both technical abilities and cultural fit.
• Create a Welcoming Environment: Start the interview with a friendly greeting to make the candidate feel comfortable and set a positive tone. This can help ease nerves and encourage open communication.
• Use Structured Interviews: Ask all candidates consistent, job-relevant questions to ensure a fair and objective evaluation process. Do not ask questions that can be answered with a “yes” or “no.” Structured interviews help avoid bias and allow for better comparisons between candidates.
• Ask Behavioral Questions: These are questions where the candidate is asked to provide examples of how they handled situations in the past, offering insights into their problem-solving abilities and how they might approach similar challenges in the future.
• Follow Legal Guidelines: Ensure that the questions and the overall interview process comply with labor laws and anti-discrimination regulations. Avoid asking questions related to personal information that is irrelevant to the job.

did you know

Certain questions are considered illegal in interviews because they violate anti-discrimination laws designed to protect candidates from bias based on characteristics that are irrelevant to job performance. These include questions related to age, gender, sexual orientation, race, ethnicity or national origin, religion, disability, pregnancy or family status, citizenship.

Examples of illegal questions:

1. What year did you graduate high school?
2. Do you have daycare lined up?
3. Give me an example of a positive experience you had at church.

• Listen Actively: Pay close attention to the candidate's responses without interrupting. Take notes to capture key points and demonstrate interest in their answers. Avoid making assumptions or jumping to conclusions too quickly.
• Be Transparent and Clear: Clearly explain the next steps in the process, timelines, and any additional expectations. Transparency helps manage candidate expectations and creates a positive interview experience.
• End on a Positive Note: Conclude the interview by thanking the candidate for their time and interest in the position, regardless of the outcome. A positive conclusion leaves a good impression of the organization.

3. Collaboration Between Department Managers and HR

Department managers play a critical role in the hiring and staffing process by providing insights into the specific needs of their departments. They help HR understand the required skill sets, cultural fit, professional credentials, and experience levels for candidates. HR, on the other hand, handles the administrative aspects of recruitment, such as posting job ads, screening resumes, and conducting initial interviews. HR professionals are also experts in law and regulations related to hiring and staffing and can assist managers in staying compliant with those.

big idea

During the interview and selection process, department managers are essential for assessing candidates’ technical qualifications, personality fit, and potential to work within the existing team. They also assist HR in determining appropriate compensation and benefits packages, ensuring that the offers are competitive within the market. The collaboration between managers and HR is important, using the strong skills of each person to make teamwork valuable in this process.