Recruitment and Hiring at ADH

Keeping Your Hometown HealthyArkansas Department of Health

RecruitmentRecruitmentandand

Hiring at ADHHiring at ADHProvider: Sandra Thomas

Supervision 101: Update Module IV


PolicyPolicy

The Arkansas Department of Health is an The Arkansas Department of Health is an equal opportunity employer.equal opportunity employer.

Ensures equal opportunity in recruitment Ensures equal opportunity in recruitment and hiring by:and hiring by:

Hiring and promoting qualified applicants Hiring and promoting qualified applicants based on:based on:

Job FunctionsJob FunctionsQualifications applicable to the positionQualifications applicable to the position

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Policy Policy

Without regard to:Without regard to:RaceRaceColorColorSexSexReligionReligionNational originNational originAgeAgePhysical or mental disabilityPhysical or mental disabilityVeteran statusVeteran statusPolitical affiliationPolitical affiliation

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PolicyPolicy PurposePurpose

To establish departmental guidelines for To establish departmental guidelines for the hiring of all personnel for the the hiring of all personnel for the Department of Health.Department of Health.

It shall be the responsibility of each It shall be the responsibility of each manager and hiring supervisor to be manager and hiring supervisor to be familiar with these procedures and familiar with these procedures and exercise their responsibilities by exercise their responsibilities by applying these principles in good faith.applying these principles in good faith.


TermsTerms

Knowledge, Abilities, and Skills (KAS)Knowledge, Abilities, and Skills (KAS)::The factual information base, The factual information base, competencies, and proficiencies competencies, and proficiencies determined by the State Office of determined by the State Office of Personnel Management (OPM) to be Personnel Management (OPM) to be necessary for satisfactory performance necessary for satisfactory performance of the job at entry.of the job at entry.

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TermsTerms

Minimum Qualifications (MQs)Minimum Qualifications (MQs)::The least amount of education, training, The least amount of education, training, and/or experience necessary for and/or experience necessary for satisfactory performance of a job at entry satisfactory performance of a job at entry as established by OPM. In addition, some as established by OPM. In addition, some job classifications require professional job classifications require professional licensure as all or part of the minimum licensure as all or part of the minimum qualifications.qualifications.

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TermsTerms BenchmarkingBenchmarking

Objective statements describing the Objective statements describing the criterion level for education, training, work criterion level for education, training, work experience, and knowledge, abilities and experience, and knowledge, abilities and skills of pre-defined well-qualified or skills of pre-defined well-qualified or qualified applicant groups based on the qualified applicant groups based on the OPM qualifications, the functional job OPM qualifications, the functional job description, and the hiring official’s description, and the hiring official’s knowledge of the requirements of the knowledge of the requirements of the position.position.

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TermsTerms ClassificationsClassifications

The system of grouping job functions The system of grouping job functions established by the Office of Personnel established by the Office of Personnel Management.Management.

Closing DateClosing DateThe last day an application for a vacant The last day an application for a vacant position may be submitted.position may be submitted.

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TermsTerms Eligible ApplicantsEligible Applicants

All ADH employees and non-ADH All ADH employees and non-ADH employees are eligible to apply for ADH employees are eligible to apply for ADH positions positions except for the followingexcept for the following:: ADH employees who are on a performance probation ADH employees who are on a performance probation

rating of unsatisfactory.rating of unsatisfactory.

ADH employees who have accumulated six or more ADH employees who have accumulated six or more disciplinary points within the past 12 months before disciplinary points within the past 12 months before the closing date of the position.the closing date of the position.

Employees who have not completed six Employees who have not completed six months in their present position.months in their present position.

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TermsTerms Equal Employment OpportunityEqual Employment Opportunity::

Assurance that all applicants and Assurance that all applicants and employees are given an equal opportunity employees are given an equal opportunity in treatment during recruitment, selection, in treatment during recruitment, selection, placement, and other related actions.placement, and other related actions.

Protected ClassProtected Class::A group of persons of a particular race, A group of persons of a particular race, color, religion, sex, age, national origin, color, religion, sex, age, national origin, citizenship status, or disability, whom citizenship status, or disability, whom the law protects from discrimination the law protects from discrimination based on that group membership.based on that group membership.

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TermsTerms Functional Job DescriptionFunctional Job Description::

A narrative description of the tasks A narrative description of the tasks performed and KAS’s required on a performed and KAS’s required on a specific job, or positionspecific job, or position..

Hire PacketHire Packet::A group of forms required to process A group of forms required to process a hire decision. a hire decision.


How are vacancies created?How are vacancies created? QuitQuit PromotionPromotion DemotionDemotion TransferTransfer CreationCreation DeathDeath RetirementRetirement TerminatedTerminated


Pre-Conditions of Pre-Conditions of EmploymentEmployment

Passing pre-employment drug screening.Passing pre-employment drug screening.

Criminal background check, if applicable.Criminal background check, if applicable.

Verification of identity.Verification of identity.

Verification of work authorization in the U.S.Verification of work authorization in the U.S.


Other ConditionsOther Conditions

Direct depositDirect deposit

MANDATORY


Conditions of EmploymentConditions of Employment

Employee will not apply for other ADH Employee will not apply for other ADH position until satisfactory completion of position until satisfactory completion of the ADH new hire probationary period or the ADH new hire probationary period or obtain a waiver.obtain a waiver.

ADH new hire employees and those ADH new hire employees and those employees transferring or promoted must employees transferring or promoted must pass a drug screen.pass a drug screen.

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Conditions of EmploymentConditions of Employment ADH employees (will be identified and ADH employees (will be identified and

advised of this requirement) must pass a advised of this requirement) must pass a formal state and/or federal criminal record formal state and/or federal criminal record check.check.

Must submit a disclosure statement if he Must submit a disclosure statement if he or she or an immediate family member is or she or an immediate family member is a current or former member of the a current or former member of the Arkansas General Assembly, a Arkansas General Assembly, a Constitutional Officer, or a state Constitutional Officer, or a state employee.employee.


Job Vacancy Requests (JVR)Job Vacancy Requests (JVR)

The JVR system is used to fill all vacant The JVR system is used to fill all vacant advertised positions and must be advertised positions and must be completed and submitted with appropriate completed and submitted with appropriate signatures for the personnel action.signatures for the personnel action.

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Job Vacancy Requests (JVR)Job Vacancy Requests (JVR) First Benchmarks, Justification, and Freeze First Benchmarks, Justification, and Freeze

request for vacant positions must be request for vacant positions must be submitted with each Job Vacancy Request submitted with each Job Vacancy Request (HR-1138).(HR-1138).

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Job Vacancy Requests (JVR)Job Vacancy Requests (JVR)

HR Class and Comp will submit all Freeze HR Class and Comp will submit all Freeze Requests for job vacancies to the Office of Requests for job vacancies to the Office of Personnel management (OPM) for Personnel management (OPM) for approval prior to the vacancy being approval prior to the vacancy being advertised. advertised.

NOTENOTE:: Positions can not be advertised until the Positions can not be advertised until the Freeze is approved.Freeze is approved.


Types of PositionsTypes of Positions

Regularly Advertised PositionsRegularly Advertised Positions

Career Service (Exempt) status grades C117 Career Service (Exempt) status grades C117 and up will be advertised for 10 working days.and up will be advertised for 10 working days.

Career Service (Non-Exempt) status grades Career Service (Non-Exempt) status grades C116 and below will be advertised for C116 and below will be advertised for fivefive working days.working days.

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Types of PositionsTypes of Positions

It is at the discretion of each agency to It is at the discretion of each agency to determine advertising policies for position on determine advertising policies for position on the Professional and Executive Pay Plan.the Professional and Executive Pay Plan.


Newspaper AdvertisementsNewspaper Advertisements Dates to run concurrently with the Dates to run concurrently with the

www.ARStateJobs.comwww.ARStateJobs.com website website advertisementsadvertisements..

Starting and closing advertising dates Starting and closing advertising dates must be included in the advertisement.must be included in the advertisement.

Contact should be the Recruitment Office.Contact should be the Recruitment Office.

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Newspaper AdvertisementsNewspaper Advertisements

Payment for advertisement is the Payment for advertisement is the responsibility of the requesting Center.responsibility of the requesting Center.

All classified advertisements will contain All classified advertisements will contain the phrase “An Equal Opportunity the phrase “An Equal Opportunity Employer (EEO/AA/M/F)” at the end of Employer (EEO/AA/M/F)” at the end of each advertisement.each advertisement.

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Newspaper AdvertisementsNewspaper Advertisements

Hiring supervisor “preferences” that are Hiring supervisor “preferences” that are going to be used as the (A) group going to be used as the (A) group Benchmarks must be clearly stated in the Benchmarks must be clearly stated in the advertisement. advertisement.


Accepting ApplicationsAccepting Applications

Applications are accepted for all Applications are accepted for all advertised positions when position advertised positions when position vacancies occur. vacancies occur.

Applicants can view current job opening Applicants can view current job opening statewide via the internet at statewide via the internet at www.arstatejobs.com with access to a with access to a computer.computer.

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All applications must be submitted by All applications must be submitted by 4:30 p.m. on the closing date of the 4:30 p.m. on the closing date of the specific advertisement period.specific advertisement period.

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Accepting ApplicationsAccepting Applications State of Arkansas Employment State of Arkansas Employment

Applications may be obtained from:Applications may be obtained from:

ADH Office of Human ResourcesADH Office of Human Resources ADH Local Health Units, orADH Local Health Units, or Apply via the Internet at Apply via the Internet at www.arstatejobs.com

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Applicants who are submitting applications in Applicants who are submitting applications in person are responsible for ensuring that the person are responsible for ensuring that the completed application is received in the completed application is received in the Recruitment Section of ADH Human Recruitment Section of ADH Human Resources before the closing date of the Resources before the closing date of the advertisement. advertisement.

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Accepting ApplicationsAccepting ApplicationsALL applications picked up from health units must ALL applications picked up from health units must

be mailed or faxed to:be mailed or faxed to:

The Arkansas Department of HealthThe Arkansas Department of Health4815 West Markham, Slot 264815 West Markham, Slot 26Little Rock, AR 72205-3867Little Rock, AR 72205-3867oror faxed to (501) 661-2675 faxed to (501) 661-2675

ADH Health Units may NOT accept completed ADH Health Units may NOT accept completed applications.applications.


Internet ApplicationsInternet Applications

It is the responsibility of the supervisor or It is the responsibility of the supervisor or hiring official that all applicants selected hiring official that all applicants selected for an interview must sign their application for an interview must sign their application at the time of the interview, especially if an at the time of the interview, especially if an application was submitted electronically application was submitted electronically via the internet.via the internet.


Application StatusApplication Status

Regularly Advertised Positions:Regularly Advertised Positions:

Active for the period of time from the date the Active for the period of time from the date the position opens through the closing date.position opens through the closing date.

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An application will be removed from further An application will be removed from further consideration for the position when the consideration for the position when the applicant:applicant:

Fails to attend a scheduled interview.Fails to attend a scheduled interview. Cannot be contacted by the hiring official at Cannot be contacted by the hiring official at

the telephone numbers or address given.the telephone numbers or address given.

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NoteNote: : The hiring official is required to make The hiring official is required to make at least at least threethree attempts to contact applicants attempts to contact applicants by phone over a by phone over a 2 day period2 day period during during different times of the day. different times of the day.

AlsoAlso, a, a supervisor may contact applicants in supervisor may contact applicants in writing at the address or phone numbers writing at the address or phone numbers listed on the applicant’s State of Arkansas listed on the applicant’s State of Arkansas application or resume submitted.application or resume submitted.


Application ScreeningApplication Screening

Recruitment will evaluate the applications for Recruitment will evaluate the applications for the OPM Minimum Qualifications.the OPM Minimum Qualifications.

Applicants will be notified of status to the Applicants will be notified of status to the email address used on arstatejobs.com:email address used on arstatejobs.com: ReceivedReceived Meets/does not meet MQsMeets/does not meet MQs IncompleteIncomplete

Recruitment refers to all of the minimum Recruitment refers to all of the minimum qualified applications to the hiring official.qualified applications to the hiring official.


Veterans’ Preference LawVeterans’ Preference Law

Entitles eligible:Entitles eligible:

U.S. Military veteransU.S. Military veterans Unmarried widows or widowers of veteransUnmarried widows or widowers of veterans

To a preference in hiring over other applicants, To a preference in hiring over other applicants, provided the individual possesses substantially provided the individual possesses substantially equal job qualifications.equal job qualifications.

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Veterans’ Preference LawVeterans’ Preference Law Applicants may have five points added Applicants may have five points added

to score if they are:to score if they are:

Honorably discharged war veterans and Honorably discharged war veterans and submit Form DD-214.submit Form DD-214.

The widows or widowers of war veterans and The widows or widowers of war veterans and submit documentation on their spouse’s submit documentation on their spouse’s enlistment, induction or entry to active duty, enlistment, induction or entry to active duty, marriage license and death certificate.marriage license and death certificate.

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Veterans’ Preference LawVeterans’ Preference Law Applicants may have ten points added Applicants may have ten points added

to score if they are:to score if they are: Service-connected disabled war veterans and Service-connected disabled war veterans and

their spouses must submit Form DD-214 and their spouses must submit Form DD-214 and a disability letter from the Veterans a disability letter from the Veterans Administration dated within the last six Administration dated within the last six months.months.

Veterans over fifty-five years old who are Veterans over fifty-five years old who are disabled and entitled to compensation disabled and entitled to compensation under existing laws submit their DD-214, under existing laws submit their DD-214, birth certificate, and an affidavit showing birth certificate, and an affidavit showing proof of disability.proof of disability.


Benchmarking GuidelinesBenchmarking Guidelines When there are ten or more applicants on the When there are ten or more applicants on the

list, the benchmarking method list, the benchmarking method maymay be utilized. be utilized.

There is no minimum number of applications There is no minimum number of applications required for each benchmark category group.required for each benchmark category group.

Three GroupsThree Groups::

A)A) Very Well Qualified (Ideal Applicant).Very Well Qualified (Ideal Applicant).

B)B) Well Qualified (Normally Acceptable).Well Qualified (Normally Acceptable).

C)C) Minimally Qualified (Barely Acceptable).Minimally Qualified (Barely Acceptable).Continued…


Group C – Minimally QualifiedGroup C – Minimally Qualified

Basically the minimum qualifications for Basically the minimum qualifications for the job class established by OPM.the job class established by OPM.

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Group B - Well QualifiedGroup B - Well Qualified

This group builds on Group C.This group builds on Group C. This is the point that the preferences This is the point that the preferences

are added.are added. Preferences must be clearly stated in Preferences must be clearly stated in

the job advertisement.the job advertisement.

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Group A – Very Well QualifiedGroup A – Very Well Qualified

This group builds on Group B.This group builds on Group B.

Build on the preferences from group B.Build on the preferences from group B.

Remember preferences must be clearly Remember preferences must be clearly stated in the job advertisement.stated in the job advertisement.

NOTENOTE: : Supervisors may submit the HR-1158 (Job Supervisors may submit the HR-1158 (Job Description) to the Recruitment Coordinator by Description) to the Recruitment Coordinator by email to be posted in the advertisement on email to be posted in the advertisement on arstatejobs.com.arstatejobs.com.

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Health Services Specialist II – Benchmark Health Services Specialist II – Benchmark CriteriaCriteria

Group A:Group A: High school plus High school plus 22 years of college/tech, years of college/tech, 44 years years working experience in office setting and customer service, working experience in office setting and customer service, 33 years Mathematical/Accounting procedures, years Mathematical/Accounting procedures, 33 years years computer skills or data entry.computer skills or data entry.

Group BGroup B: High School plus : High School plus 11 year college, year college, 33 years years working experience in office setting and customer service, working experience in office setting and customer service, 22 years Mathematical/Accounting procedures, years Mathematical/Accounting procedures, 22 years years computer skills or data entry.computer skills or data entry.

Group CGroup C: High School diploma, : High School diploma, 22 years of general years of general office experience.office experience.

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Benchmark CriteriaBenchmark CriteriaHealth Services Specialist IIHealth Services Specialist II

Grouping Education Work Related Experience Mathematical/Accounting Procedures

Computer/Data Entry Skills

Group A

The formal education equivalent of a high

school diploma plus 2 years college

4 years working experience in office setting and

customer service

3 years proficiency in Mathematical/Accounting

procedures

3 years experience in computer skills or data

entry

Group B

The formal education equivalent of a high

school diploma plus 1 year college

3 years working experience in office setting and

customer service

2 years in Competence Mathematical/Accounting

procedures

2 years experience in computer skills or data

entry

Group CThe formal education equivalent of a high

school diploma

2 years general office experience n/a

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Benchmarking GuidelinesBenchmarking Guidelines Must be written in advance of application Must be written in advance of application

evaluation and must be submitted with the evaluation and must be submitted with the Job Vacancy Request (JVR).Job Vacancy Request (JVR).

Must not be adjusted to the qualifications Must not be adjusted to the qualifications of a particular applicant.of a particular applicant.

Should remain the same with each JVR for Should remain the same with each JVR for a specific position.a specific position.


Benchmarking GuidelinesBenchmarking Guidelines Must be a part of the hire packet personnel Must be a part of the hire packet personnel

record.record. Hiring supervisors preferences used in Hiring supervisors preferences used in

criteria should be clearly stated in job criteria should be clearly stated in job advertisement. advertisement.


Developing Benchmarks Developing Benchmarks ToolsTools

Use state OPM Minimum Qualifications.Use state OPM Minimum Qualifications.

Functional job description (HR-1158).Functional job description (HR-1158).

Performance Evaluation (HR-1974).Performance Evaluation (HR-1974).

Hiring official’s knowledge of position.Hiring official’s knowledge of position.

See Activity


Supplemental Application Supplemental Application Information Questionnaire Information Questionnaire

(Optional)(Optional)

Develop a questionnaire similar to an Develop a questionnaire similar to an interview.interview.

Ask job-related questions.Ask job-related questions.

Ask for information applicable to the Ask for information applicable to the position they applied.position they applied.


Supplemental Application Supplemental Application Information Questionnaire Information Questionnaire

(Optional)(Optional)

Mailed to all qualified applicants to be Mailed to all qualified applicants to be returned in a reasonable time – usually returned in a reasonable time – usually one week.one week.

Sort into the three grouping method for Sort into the three grouping method for Benchmarking.Benchmarking.


Developing A Functional Job Developing A Functional Job Description Description

Job Advertisement.Job Advertisement. Employee File (within 30 days of hire).Employee File (within 30 days of hire). Performance Evaluations/Merit Increases.Performance Evaluations/Merit Increases. ADA.ADA.

See Activity


Developing A Functional Developing A Functional Job DescriptionJob Description

Will Assist You In Will Assist You In

Job duties that should be included in Job duties that should be included in advertisements of vacant positions.advertisements of vacant positions.

The essential functions of the job.The essential functions of the job.

Writing appropriate interview questions.Writing appropriate interview questions.

Performance evaluation.Performance evaluation.


Identify Job TasksIdentify Job Tasks

List all tasks that are List all tasks that are fundamental to the fundamental to the position.position.

Use current staff that Use current staff that are in the position to are in the position to assist in development assist in development of the job tasks of the job tasks list.list.


Related or similar tasksRelated or similar tasks

Group into weighted “duty areas.” Group into weighted “duty areas.” 3 - 6 duty areas.3 - 6 duty areas. 15% of time in any one duty area.15% of time in any one duty area. Less than 15% must be critical to the Less than 15% must be critical to the

position.position.


Vocabulary and Level of Difficulty Vocabulary and Level of Difficulty

Avoid local and occupational jargonAvoid local and occupational jargon.. Avoid long and seldom used words.Avoid long and seldom used words. Write as simply as you can.Write as simply as you can. Keep asking the question:Keep asking the question:

"Is this information presented in a way to help "Is this information presented in a way to help someone determine the job function?" someone determine the job function?"


Duty Area: Performs Duty Area: Performs Receptionist DutiesReceptionist Duties

Answer multi-line phone system.Answer multi-line phone system.

Train others on phone system.Train others on phone system.

Check office voice mail.Check office voice mail.


Duty Area: MailDuty Area: Mail

Coordinate receiving incoming and Coordinate receiving incoming and outgoing packages.outgoing packages.

Check main office voice mail box.Check main office voice mail box.

Distribute mail and take outgoing mail.Distribute mail and take outgoing mail.


Duty Area: Office DutiesDuty Area: Office Duties

Organize and maintain filing systems.Organize and maintain filing systems.

Photocopy, fax and mail.Photocopy, fax and mail.

Purchase and maintain office supplies.Purchase and maintain office supplies.

Maintain office appearance (supply Maintain office appearance (supply room, storage, kitchen, conference room, storage, kitchen, conference rooms).rooms).

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Duty Area: Office DutiesDuty Area: Office Duties

Keep track of all office equipment.Keep track of all office equipment.

Keep sufficient postage in postage Keep sufficient postage in postage meter.meter.


Duty Area: Special ProjectsDuty Area: Special Projects

Serves on committees and work groups.Serves on committees and work groups.

Works on special projects.Works on special projects.

Writes memos, letters and proposals.Writes memos, letters and proposals.

Sends out written material.Sends out written material.

Completes assignments.Completes assignments.


Health Services Specialist IIHealth Services Specialist II Takes, transcribes, and edits dictation. Dictation may Takes, transcribes, and edits dictation. Dictation may

be direct, over the phone, or from a machine. Editing of be direct, over the phone, or from a machine. Editing of dictation includes research for the completion of dictation includes research for the completion of correspondence and/or reports involvedcorrespondence and/or reports involved

Handles all incoming and outgoing telephone calls, Handles all incoming and outgoing telephone calls, opens, reroutes, and disposes of all routine opens, reroutes, and disposes of all routine correspondencecorrespondence

Establishes, maintains, and revises the supervisor’s filesEstablishes, maintains, and revises the supervisor’s files Maintains the supervisor’s calendars and makes Maintains the supervisor’s calendars and makes

appointments as instructedappointments as instructed Guides and advises office clerical staff in more complex Guides and advises office clerical staff in more complex

phases of their workphases of their work


Health Services Specialist IIHealth Services Specialist IIJob Duties & Responsibilities

Performs Medical Records Duties: 30%• Types memos, letters, reports, charts,

forms, tabs, and evaluations;• Proofreads and corrects typed material; • Prepares files;• Types and prepares training materials; • Formats training materials for typing.

Performs Office Duties: 30%• Greets/route patients/visitors to appropriate

person/location• Answer multi-line telephone system• Route calls• Take messages and answers questions• Process and distribute mail• Issue Safety Seats• Copy/fax documents• Backup - Set-up X-Ray Machine

Perform Accounting Duties: 30%• Accurately determine patient charges• Collect fees and issues receipts• Verify and ensure financial activities are

correct• Secure funds collected• Obtain dual initials on End of Day reports

for fees collected• Enter handwritten fee system receipts at the

start of the day• Obtain approval to makes refunds

Human Relation Skills: 10%• Function as a Team member• Support agency policy• Utilize appropriate lines of authority• Respond to patients, staff and the

public needs• Use interpersonal skills

CORRECT FormatCORRECT Format


T H E T H E INTERVIEW INTERVIEW PROCESS PROCESS


Scheduling InterviewsScheduling Interviews

Three attempts must be made to contact Three attempts must be made to contact all applicants.all applicants.

Contacts must be attempted at various Contacts must be attempted at various times over a minimum of a two-day period.times over a minimum of a two-day period.

Document by recording three attempts Document by recording three attempts made to notify by telephone on the made to notify by telephone on the Applicant Referral Form (HR-1160).Applicant Referral Form (HR-1160).

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Scheduling InterviewsScheduling Interviews

Send applicants with no telephone a letter Send applicants with no telephone a letter inviting them for an interview (ADH inviting them for an interview (ADH Notification Letter).Notification Letter).

Provide alternate formats upon request Provide alternate formats upon request (large print, audiotape, etc.).(large print, audiotape, etc.).


What’s the Purpose?What’s the Purpose?Employment interviewing is the open Employment interviewing is the open

exchange between persons of unequal exchange between persons of unequal status for the purpose of filling a status for the purpose of filling a vacancy.vacancy.Know Know how well a person will dohow well a person will do on the job. on the job.Match the Match the person to the job.person to the job.Know Know the person.the person.Give Give informationinformation and get and get information.information.Let the Let the applicant talk 75% of the timeapplicant talk 75% of the time; use ; use

15% for your questions15% for your questions; and allow ; and allow 10% for 10% for describing the position and giving details describing the position and giving details about your work unitabout your work unit (75%-15%-10%). (75%-15%-10%).


Responsibilities of the Responsibilities of the InterviewerInterviewer

Decide or recommend who to hire.Decide or recommend who to hire.

Considering who will be hired out of a Considering who will be hired out of a group of applicants.group of applicants.

Controlling the environment of the Controlling the environment of the interview.interview.

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Responsibilities of the Responsibilities of the InterviewerInterviewer

To probe both positive and negative To probe both positive and negative aspects of all applicants.aspects of all applicants.

Panel interviews must include the same Panel interviews must include the same interviewers for all interviews.interviewers for all interviews.


Pitfalls to Avoid when Pitfalls to Avoid when Conducting an InterviewConducting an Interview

Failure to prepare or review the Failure to prepare or review the current job description as well as job current job description as well as job requirements.requirements.

Beginning an interview without a Beginning an interview without a plan.plan.

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Permitting interruptions.Permitting interruptions.

Failure to probe for objective Failure to probe for objective evidence of skills; knowledge; past evidence of skills; knowledge; past successes and failures; successes and failures; dependability; attitude toward work; dependability; attitude toward work; co-workers; supervisors; clients.co-workers; supervisors; clients.

Pitfalls to Avoid when Pitfalls to Avoid when Conducting an InterviewConducting an Interview


Qualities of an Effective Qualities of an Effective InterviewerInterviewer

Pleasant appearance.Pleasant appearance. Good voice tone.Good voice tone. Free of emotional problems.Free of emotional problems. Free of biases/prejudices.Free of biases/prejudices. Ability to treat people with respect.Ability to treat people with respect. Flexible and tolerant of others.Flexible and tolerant of others.


Five Things the Interviewer Five Things the Interviewer Should AvoidShould Avoid

1.1. Violation of EEO laws.Violation of EEO laws.

2.2. Failure to share vital job information Failure to share vital job information with the candidate.with the candidate.

3.3. Biased evaluation of candidates Biased evaluation of candidates qualifications.qualifications.

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4.4. Halo effectHalo effect::Is the assumption that because of one Is the assumption that because of one outstanding characteristic, all of an applicant’s outstanding characteristic, all of an applicant’s characteristics are outstanding.characteristics are outstanding.

5.5. Pitchfork effectPitchfork effect::You assume that because one characteristic You assume that because one characteristic is poor, the person is not satisfactory in every is poor, the person is not satisfactory in every aspect of his background.aspect of his background.

Five Things the Interviewer Five Things the Interviewer Should AvoidShould Avoid


Preparing For The InterviewPreparing For The Interview Applicants scheduledApplicants scheduled::

HR-1160 Applicant Referral FormHR-1160 Applicant Referral Form

Schedule RoomSchedule Room

Panel setPanel set::All available on dates and times selectedAll available on dates and times selected

Functional Job DescriptionFunctional Job Description::HR-1158HR-1158

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PREPARING FOR THE PREPARING FOR THE INTERVIEWINTERVIEW

Develop QuestionsDevelop Questions::

Job related, KAS, LegalJob related, KAS, Legal

Notices and Forms ofNotices and Forms of:: Drug Test, Drug Test, Reference Check,Reference Check, Criminal Background Check,Criminal Background Check, Disclosure, andDisclosure, and Selective Service.Selective Service.


Developing a Plan Developing a Plan

Write Write out the questions in advance:out the questions in advance: Ask Open ended questions.Ask Open ended questions. Ask Information gathering questions.Ask Information gathering questions. Use short questions.Use short questions. Ask exploratory questions.Ask exploratory questions. Probe for detail.Probe for detail. Use reflective statements.Use reflective statements.

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Developing a Plan Developing a Plan Also:Also:

Avoid closed ended questions unless for:Avoid closed ended questions unless for: commitment; commitment; refreshing your memory; refreshing your memory; verifying information; verifying information; to get ball rolling.to get ball rolling.

Avoid leading questions.Avoid leading questions.

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Developing a Plan Developing a Plan

Use Silence effectively.Use Silence effectively. No Interruptions.No Interruptions. Establish Establish rapportrapport with the applicant. with the applicant. Treat all applicants the Treat all applicants the samesame.. Explain the placement process.Explain the placement process.


Mandatory Interview Mandatory Interview QuestionsQuestions

Are you legally authorized to work in the Are you legally authorized to work in the U.S.?U.S.?

Will you now or in the future require Will you now or in the future require sponsorship for employment visa sponsorship for employment visa status?status?


QUESTIONS QUESTIONS NOTNOT TO ASK TO ASK

Sex/Marital StatusSex/Marital Status

Are you single/married/divorced?Are you single/married/divorced? Do you have children?Do you have children? Do you have adequate child care?Do you have adequate child care? Are you planning to have a baby?Are you planning to have a baby? Are you living with someone to whom you are Are you living with someone to whom you are

not married?not married?

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ADA – DrugsADA – Drugs

Have you ever gone through drug or alcohol Have you ever gone through drug or alcohol rehabilitation?rehabilitation?

Have you used drugs in the past?Have you used drugs in the past?

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ADA: Medical ConditionsADA: Medical Conditions

Do you have any handicap or disability?Do you have any handicap or disability? Have you experienced any serious illness in Have you experienced any serious illness in

recent years?recent years? Have you ever been hospitalized?Have you ever been hospitalized? Have you ever been injured on the job?Have you ever been injured on the job? Have you ever filed a workers’ comp claim?Have you ever filed a workers’ comp claim?


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ADA: Medical Conditions (cont’d)ADA: Medical Conditions (cont’d)

Have you ever had to miss work because of Have you ever had to miss work because of medical problems or sickness?medical problems or sickness?

How often have you had to miss work to care How often have you had to miss work to care for a sick child or other family member?for a sick child or other family member?



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ReferencesReferences

Reference Authorization and Reference Reference Authorization and Reference Check Form (HR-1162) must be signed Check Form (HR-1162) must be signed by the applicant before telephoning or by the applicant before telephoning or writing for a reference check.writing for a reference check.


New Hires Promotions Transfers

An offer letter of conditional employment will be provided upon passing the Drug Screening Test within a 48-hour time frame.

Pre-Employment Drug TestingPre-Employment Drug Testing


Job OfferJob Offer

Applicant with the highest KAS rating may Applicant with the highest KAS rating may be offered the position.be offered the position.

Acceptance of a position cancels all the Acceptance of a position cancels all the applicant’s active applications.applicant’s active applications.

If the selected applicant declines the If the selected applicant declines the position, the applicants with the next position, the applicants with the next highest KAS rating may be offered the highest KAS rating may be offered the position.position.


Hiring Official’s ResponsibilitiesHiring Official’s Responsibilities

Prepare and mail a “Confirmation of Hire” Prepare and mail a “Confirmation of Hire” letter.letter.

Initiate drug test and criminal record Initiate drug test and criminal record check.check.

Submit hire packet.Submit hire packet. Send out rejection letters to applicants Send out rejection letters to applicants

interviewed.interviewed.

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Hiring Official’s ResponsibilitiesHiring Official’s Responsibilities

Issue ADH property.Issue ADH property. Make sure new employees attend New Make sure new employees attend New

Employee Orientation.Employee Orientation. Make sure new employees complete Make sure new employees complete

HIPAA training.HIPAA training.


Complete the Hire Packet Complete the Hire Packet

Note: The Position Disposition FormHR-1159, a list of qualified applicants,is authorized for 30 calendar daysfrom the date it is sent from theRecruitment Office. After 30 days thehiring official may request an extensionin writing with justification to complete the hiring process.

See Hire Packet Checklist.

Recruitment and Hiring at ADH

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Transcript of Recruitment and Hiring at ADH