SUPERVISION Objectives 1 Identify the Y the job of a s 2. Explain the eee mean: ene "ng of the phrase, “matching” the employee with 3. Identify recruitment sources 4. Expl 5 : aaa “omponents of a “job description ; Cree, considerations for writing a job advertisement fees duestions most often asked in an interview ails ntify an ideal interview situation lentifi i one ify reasons for choosing one applicant over another numerate and explain so ve evaluating ind exo me ways of training, motivating, and 10. En - ‘umerate some reasons for firing and steps in firing employees When the executive assistant/secretary goes up the ladder in his/her profession, he/she assumes managerial/supervisory roles. Your job, as supervisor, is to make efficient and effective use of the organization’s resources, such as people, time, money, technology, machines, and information, to accomplish the organization’s goals. You will be in charge of specific tasks and must see to it that they are done successfully. You are responsible for the actions of your subordinates. The success or failure of subordinates is a direct indication of supervisory effectiveness. Consequently, it is important to put aside personal feelings towards subordinates and build a cooperative and supportive task team. As a supervisor, overseeing, assisting, and monitoring the work of those reporting to you is only one aspect of your job. Other responsibilites include interviewing, hiring and training new and temporary employees, conducting performance appraisals, and administering discipline. More than anything else, employee selection should be seen as a matching process. How well an employee is matched to a job affects the quantity and quality of the employee's work. Workers who are unable to produce the expected quantity and quality of work can cost an organization money, time, and trouble r .s. Two main sources of recruitment can be used by Recruitment peer ‘external. Internal are those tapped within the Supervisors: intern: are recommended by employees or friends/relatives of oresn at ee ated by posting job opportunities on the company bulletin mployees ant 199| sources are walk-in applicants, placement/search firms, beard pov ads, college placement offices, unions, military services, and aval amocations. Studies have shown that internal sources are better ar eeafemployee referrals and they stay longer with the firm, i The Hiring Process. Hiring good people can be a long and difficult xcsora short and simple one. There are many steps involved, from writing ‘bs today's office professionals advance to supervisory positions, they are increasingly involved in hiring others to work for them. rriting a Job Deseription. Organizations require division of respon. site. ose and name potpo ure sded tt pertain, tha Ase, becomes greater. A job description isa list of specific duties and responsibilities ofemployees. They have several advantages. They, not only help supervisors analyze and improve organization structure, but also help in reallocation of responsibilties to achieve a better balance. An effective job description does more than simply list specific duties and responsibilities, it also indicates the relative importance of each duty and responsiblity. Its purposes are: 1, Itexplains and clarifies an employee's responsibilities within the organization 2, It helps an employee understand his or her accountabilities. 3. Itis used by human resources personnel for information about the knowledge, training, educational skills, and aptitudes needed for each job, 4 It plays a role in personal development and performance appraisal. 5. It serves as an objective checklist during performance reviews. 6 is part of a wage and salary program, helping clarify the nature of particular position for job grading, compensation, and possible ‘upgrading, ‘An example of a job description is found on the next page- ‘OB DESCRIPTION ——sn0 TTARY___sop wuuneR_ DATE EFFECTIVE June, 19 JOB TITLE ~ (if any__ mie: ing, routine correspondence Appointments ge ke*Ping, distributing mai. scheduling tal information, ns arson shorthandoritating machine jorthand ntesin meetings transients Sea Read, distribute and flow pen nsmmicg sane Set up, maintain files of I at 2 eters, reports, catalogs, manuals. Obtain information or supernsor ne Manel Annet telephone and take messages: monitor supervise’ incoming ‘Compose routine departmental reports. ‘Sct up/maintain records dealing with employees Receive, disburse, keep records of petty cash Receive visitors, schedule appointments. Order and maintain inventory of office supplies. Arrange travel reservations. Deal with confidential information. Knowledge of word perfecthvord for windows Writing a Job Advertisement, Once the decision hasbeen made tcreate anew job, a job advertisement may have tobe written forthe newspaper or for i any. The human resource department is the one ger aa es ‘But when you have to do it, follow responsible for writing the advertisement. But when you : the considerations below: : 1, Advertisement should explain a clearly as possible what the job 2, Job requirements or pret table application ans Pre advertiznentcan lp attract ahigher quality i in| e 8. Being ant (he larger ones always attract more = pe . cree int miepresent hej end promi too mo shou rhe laneore bene a allows for more empathy, but ig Ting is done only for very serious offenses such fights ‘ompany,theR gambling insurbordination, and inabilivy va perform When: o Careeh dae itcharged, he or she loses all seniority standing and mentation and consideration of the events justifying the discharge should be done unionized workers heeaug yo MDETinor. a most impossible to fre srannans® tited auppiy opt"? Tle, union managemeot vere Se ta othe overall philosophy tes employees, * Menger are taney ofthe si lf 8 pervisr, however, des na problem arises because failure pote a Implied acceptance 8} administer aucpices tay inaction, come el of the employee's behavior, Uma the come ineffective in pe ith such a position, ‘employee guilty of infraction, a ‘termination is neesay, the lowing guidlines are given 1+ Tall the employee why —The subordinate being fired mast be told he or she has to leave the company. He or she must uch away that isher self-esteem is preserved and {to explain to their friends or family why they were fired. The Supervisor shouldbe tactful without ebacuring the realities 2. Tell the employee yourself — Delegating the job to someone who doesn’t know the situation in details not fair tothe employee being fired. The supervisor should undertake the fring himeelUherself 3. Other matters — The employee should know how much time is left and when his/her lst day is. Also the employee woud like to know hhow the employer stands regarding giving future references sere eer ri ee eee stat B are made to match jobs with people. a ee Tee eEeE the mata the beter the pcre of ogni, easier your job wil be. ENp-oF-CHAPTER QUESTIONS sor? ‘What is your rle asa supervs in your job as supervisor. F Explain a 2 itment sources for employees! What are s me reer ets The camponents of «ob description ain the com er are some elements found in a job advertisement? What are some questions Tnost often asked at an interview? situation rate an ideal interview Sel numer e over another? reasons for eoosing one applicant over an ‘What are So Paaaeerne wt