ADMINISTRATIVE AND

OFFICE MANAGEMENT
SELECTION AND
PLACEMENT
- In view of the specialized skills and training required of todays employees, it will be fool hardy for any
business enterprise to make use of rule of the thumb in selecting personnel for employment.

IMPORTANCE OF GOOD SELECTION PROCEDUCE

- Having a good selection procedure is both important and imperative inasmuch as member of organization
are not ordinarily selected for some members of an organization are not ordinarily selected for some
specified period as three months or so but doubtless a longer period which span through the years.
- A good selection procedure will bring into the organizations individuals with special attitudes who can
profit from special training. Briefly stated means that the most important single value is that employee
will be assigned to jobs where they could be of greatest value and usefulness to the organization.

SELECTION OF NEW EMPLOYEE

- Variation in the quality of applicants in many dimensions is one reason why employers invest so much in
the selection of new employee. A second reason is that resent seniority arrangement, both contractual and
traditional, mean that in large number of occupation an employee who survive the probationary period is
likely to be with the company for many years.
 - It is therefore not surprising to find employee using many different selection devices. An
applicant for employment may be examined in several or in extreme cases all of the following
ways: a written application for employment, an interview, paper and pencil tests, work sample
tests, a medical examination, a check of credit standing, a check of school and employment
references and police and NBI record checks.

- With the respect to the staff, the office manager should have a major hand in its selection
and therefore, staffing should be done after the manager has been appointed, assuming that
the office is being organized.

- In order to discharge his responsibility properly, the office manager should have authority to
decide on the detailed schedule of work to be done in the office.
 BASES FOR SELECTION

- Progressive management has laid down certain essential characteristics which form
important bases selection. They are indicated and briefly discussed here under:

1. EXPERIENCE – There is no substitute for experience. Even a Suma Cum Laude graduate cannot
compare during his first years on job with those who have gained experience through the years of exposure
to the jobs they hold. However a person with high aptitude, though without experience, may at times prove
to better worker than an experienced worker of mediocre or inferior aptitude and ability.

2. PHYSICAL CHARACTER – This is important for certain kinds of work specially strong those requiring
the use of stamina or physically strong workers carrying heavy loads.

3. MENTAL ALERTNESS – This known under the popular term intelligence. Those possessing high degree
of intelligence generally prove an asset to the organization foe the simple reason that they could used their
mental faculties and make individual decisions without always unnecessarily relying on their superiors.
 4. ATTITUDE TOWARDS EMPLOYMENT – If can employee considers his work nothing more
than a job, he is not bound to accomplish much. In many instance, he is a perennial clock-watcher
always waiting for the time to go hone. His job is merely a means to an end, that is earn income and
nothing else.

5. ADAPTABILITY – A rational induvial must be able to adapt to changing conditions, that he is

flexible. Individual who expect the environment to adapt to them are generally, if not total failure.

6. AGE – Most companies are reluctant to hire people in their forties, If not to say, even those in
their late thirties. More particularly , those who are nearing their retirement age. Unfortunately,
physical and mental health should not always be measured in terms of years. Some people are old
even if actually they are young in years.

7. SEX – Like age the question of sex is an important factor that is considered in the selection of
worker. For office work, preference is generally made in favor for women employees. However,
there are companies which prefer men against women for employment purposes for a number of
reasons. One is respect to maternity benefits which are accorded to the latter, and when children are
sick, many women employees absent themselves from work.
 8. PERSONALITY – Where the nature of the business requires constant exposure to the public,
unconditionally those possessing with strong and pleasing personality are preferred over the other
applicants. This may be observe in the case of teller in banking institution to mentioned one example.

9. EDUCATIONAL BACKGROUND – Those who have purpose and finish college work are
generally preferred over those who were not able to. This is understandable, if not to say obvious. In
fact literacy does not merely mean ability to read and write. Rather it means being able to understand
what he was read and putting to good used what to good use what he has learned.
 JOB REQUIREMENTS

- While the data recorded in job description relates to two essential features of each position as (a) the nature
of the work involve , (b) the type of the work that appears best suited for the position , every adequate must
contain the following:

1. The exact tittle of the job, as for instance.

2. The classification number, if any. This is intended among others for purposes of comparison and
identification of jobs.
3. A general description of the job, that is, what the job call for.
4. A brief statement indicating the kind of tools , machinery, or special equipment that are essential to the
performance of the job, as for instance, calculators or computer.
5. The position of the worker, that is, whether secondary or standing, sitting or walking about.
6. A description or materials that are used in production, as the used of films in the work involving
microfilming of records.
7. A summary statement with respect to the relationship of the job to those with which is most closely
associated.
8. A notation as to jobs from which workers are promoted and others to which the operations may be
promoted from those particular jobs.
9. Training required.
10. Usual working hours.
 JOB ANALYSIS
- Job analysis is the primary step and beginning function in the comprehensive
program designed to maintain satisfactory industrials relations. Through it use,
responsibility throughout phases of the productive organization are placed on the
shoulder of worker. A number of types of job analysis and methods study may be
noted. They range from the discovery of only the most obvious features of the job to
detailed studies of each emotions involve and each significant physical, mental and
social characteristics of the satisfied worker. In certain instance, effort is directed to
measure quantitatively the personnel characteristics required, which forms as a basis for
comparative ratings that are to be applied to each job in the company.
 JOB SPECIFICATION
- The purpose of a job specification which necessarily follows the work of a job analysis is
to aid in selecting suitable personnel to fill a specific job.

- A job specification which at times is termed as

‘Job specs for short , indicate the skills, education and experience required to perform the
job.

- Job specification are great help in the recruitment and selection of employee with
particular reference to large organizations where applicants for a wide variety of jobs must
be screened by employment specialist who may be not familiar with the job.

-A strong recruiting program should attract a sufficient number of applicants to enable the
company to select those most capable.
 PICKING KEY SUBORDINATES

- It has been said with the increasing and rightly so that the success of the leader is in large measure due to the
intelligence and ability of men and women around him.

(a) THE ABILITY TO THINK AND THIN INTELLIGENTLY - No individual is able to

achieve a commendable degree of success in any worthwhile undertaking unless he is able to think and think well.

(b) COURAGE – Out of courage comes stamina and perseverance , essential qualities to any sound and good
management. Courage consist not in blindly overlooking danger, but in seeing and conquering it.

(c) IDEAS – Good ideas come from creative thinking, while not everyone is gifted with inventive powers, however the
door to innovation is open to all. Good ideas of subordinates are not only welcome but help the supervision in that what
might have escaped their mind could be brought to their attention and given due consideration.

(d) LOYALTY – If as has rightly said that gratitude Is the only thing that separates a man from beast, so it can be
said that an employee who has no loyalty to the organization of which he is a member and to the supervisor who has
responsibility over his performance represent a big risk to any company which employs him.
ORIENTATION
- The importance of getting an employee off to a good start (either as a newly hired employee or as one
transferred to a new job) can not be overstressed. In fact, getting him off a good perform his job in accordance
with an adequate and acceptable standard as soon as possible under the circumstances. As a means up an
orientation, invariably termed as indoctrination program. Doubtless, the objective of this program may
be easily appreciated when one take into account the fact that it will help acquaint with information on the
details of the job which he is perform that are essential to his success as a member of the organization.

- During the orientation of indoctrination period, it is an opportunity for the company to bring the attention of
the new employee the importance of safety and health program. In fact, some organizations go as far as to test
the employee in order to determined how well he has absorb the safety instruction.

- Well planed indoctrination program will help eliminate uncertainty on the part pf the employee, as well as a
great waste of his time learning about his job and matters connected with it. This perhaps represent the best
venue that a company could take in getting a new employee off to a god start.
Probationary Period. As a general practice, most companies put new employee on a probationary
period, a period when he/she is placed under the close watch and supervision to determined his /her worth to
the company. The length of the probationary period, which may be described as a period when the employee
is placed on trial to determined his/her worth to the organization. Thus, if the employee is discharged before
the end of his probationary period, he/she is not entitled to an any separation pay as compared with a
permanent employee.

Vacation leave. Vacation leave with pay is subject to collective bargaining agreement. The vacation policy
as some companies is as follows; Four working days may be taken after six months of service. Vacation then
occurs one day per month until twelve month until the following January, when the employee will transfer to a
calendar year basis and be entitled to ten working days per year. No days of unaccrued paid vacation will be
permitted prior to transfer to a calendar year basis without the specific approval of the office manager.
Employees are expected to take their vacations annually, otherwise, they lapse. In other word they are not
cumulative. Vacation leave is absence is generally scheduled by the company itself.
Salary Matters. Salary matters are confidential and shall not be discussed among employees. No
employees is authorized to divulge information over the telephone or the third parties. Upon receipt, the
office manager or administrative will determined weather this information sought to be given or not. The
pay period are the first to the fifteenth and the sixteenth to the last day of month. Pay day are the final day of
each person. In the event the day falls into a holiday or weekend, the proceeding working days is designated
as pay day.

Penalties. Different offences call for different disciplinary actions. For instance, extremely serious
offences like immorality or sabotage usually call for immediate dismissal. They do not warrant any previous
warning notice. Where the offences are not very serious and is capable or corrective actions, lighter
penalties may be imposed for the first offence and hasher penalties for a repetition of the same. A standard
practice observe in most companies the oral with a record placed into the employee folder. In case where the
offence Is deemed serious character but deserving of outright dismissal, the employee is given a written
reprimand. Immediate dismissal is the penalty for acts that are flagrantly immoral or illegal. Some
companies dismiss employees instantly for stealing, insubordination , gambling, drunkenness , destroying of
the company property , falsification of record , sleeping on the job or punching the time card of another
employee, gambling during office hours and others.
SEPARTION FROM COMPANY

- Every effort shall be made for the continued employment of company personnel. It does occur that some
employees become dissatisfied with working conditions that cannot be corrected or on the other hand, the
company is dissatisfied with the performance of the employee that cannot be improved. Separation from
active employment may be due to the employee’s having reached the age compulsory retirement. In such
case, separation is deemed to be a policy of the company or by provision of law. Many employee retire
when they reached sixty-five. Those expressing the contrary view, on the other hand, allege that at such an
age, there is no way from them but to do suffer a decline in health, ability, determination, and dedication tat
it is a better that be replaced by young once who are receptive to new ideas and new technology.

- Separation. The severance of the person from active employment, whether at the instance of the
employment himself or the employer is termed in separation.
- Resignation. When an employee on his violation decides to quit his job.
- Layoffs. Those which are on the initiative of the employer owing to certain fundamental reason to
decreased in the volume of production.
- discharge. When periodic evaluation of employee performance show a particular employee could not
cope up with the responsibilities of the job assigned to him in spite of the many grace periods given him, it is
doubtless necessary to terminate his service for his own e company which employ him.

- Proper discharge procedure. Since every company at one time or another will have to contend
with the problem is discharging an employees for various offences, it is important as well as necessary that
certain guidelines as be stablished like;

1. A representative of management must be selected which shall be charge with the task and responsibility
of reviewing all cases before they are concluded as final and executory.
2. Determination of benefits to which the discharge employee may be still entitled to.
3. Status of the employee as a complainant. If he has failed a suit against the company, it is illegal to
terminate or discharge him from active employment prior to the termination of the case.
4. Under the collective bargaining agreement, it may be necessary to serve notice to the erring employee
before he is served his final walking papers.
THANK YOU!!!!