You work in the HR Department of a small retail organization which uses a recrui

Question

You work in the HR Department of a small retail organization which uses a recruitment agency ATJ (Access to Jobs) to locate suitable employees to fill approximately 30 roles in your organization each year. The service agreement states: ATJ will advertise all vacancies on Careers.com, Seek.com and Linked websites within 4 working days of receiving instruction from your organization. The advertisements must appear no later than 12:30 pm. Advertisements must be a minimum of 6 lines. All unsuccessful applicants must be informed they are no longer being considered for the position within 24 hours of a successful applicant accepting an offer of employment. A shortlist of no fewer than 5 applicants must be interviewed face to face by ATJ. A second interview will be conducted by the same ATJ interviewer, the HR Manager from your organization and one other senior employee from your HR Department. ATJ will contact all referees and verify references of successful applicants before an offer of employment can be made. Any variations to the agreement must be in writing signed by both parties. This agreement has been in place for one year and it has been noted that: ATJ often only advertise on one website. Advertisements on the website are often very lengthy – up to 20 lines long. Interstate applicants are not being notified they are no longer being considered for the position vacant. The initial interview is often carried out over the telephone. ATJ has on 12 occasions not sent a representative to the second interview. If referees are not available on the first call, ATJ does not follow up with a second call. Give three examples of action you might take. Draft a letter to ATJ outlining the performance issues and suggest how best to rectify the situation. (1 page)

Explanation / Answer

<Your name>

[Street Address]

[City, ST ZIP Code]

[Date]

[Recipient Name]

[Title]

[Company Name]

[Street Address]

[City, ST ZIP Code]

Dear [Recipient Name]:

Greetings of the day!

This communication is regarding some recent issues regarding your performance in comparison with the terms of the service agreement between ATJ and our company.

It has been observed from quite sometimes that some of the terms of the service contract are getting violated by the operating practices followed by your company. In the agreement, it has been agreed upon clearly that ATJ will advertise the vacancies in all of the job sites mentioned in the agreement. ATJ must inform all unsuccessful applicants that they are no longer being considered for a position within 24 hours of a successful applicant accepting an offer of employment. A shortlist of no fewer than 5 applicants must be interviewed face to face by ATJ. A second interview will be conducted by the same ATJ interviewer, the HR Manager from our company and one other senior employee from our HR Department. ATJ will contact all referees and verify references of successful applicants before an offer of employment can be made.

However, it has come to our notice that in some cases ATJ often only advertise on only one of the mentioned websites of the service agreement. Interstate applicants are not being notified that they are no longer being considered for a vacant position. Often ATJ is carrying the initial interview telephonically. ATJ has on 12 occasions not sent a representative to the second interview.

Our company is always very serious regarding the terms of the service agreements and we also expect that our partners also will abide by these terms. Any violation of the terms will either invoke any of the following measures;

Instead, we hope that your firm will cooperate in all these aspects to improve upon and take necessary steps. We suggest as per the terms, advertisements must be posted in all the job sites mentioned in the agreement. The advertisements should be adequately planned and published so that they are not too short or too elaborate as in both the case, they lose applicants’ interests. The unsuccessful applicants must be notified after a successful applicant accepts the offer. ATJ must refrain taking telephonic interviews when the number of applicants in more than five and the second interview must have interviewers same as the first interview. The referees must be contacted. In the events of their unavailability, more than one attempts must be made before communicating back to our firm.

We hope that your firm will follow the above guideline and help us attain the recruitment targets effectively in the future.

Sincerely,

<Your name>

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