STANDARD OPERATING PROCEDURES

TITLE ISSUE NUMBER

Selection & Hiring

WRITTEN BY EFFECTIVE DATE

Acquisory Consulting LLP
APPROVED BY: SUPERSEDES

AMENDMENTS TO PREVIOUS VERSIONS

Page No. Context Revision Date

PURPOSE
The document provides processes to be followed in case of selection and hiring of prospective candidates
(onboarding).

INPUT FROM OUTPUT TO

Candidate / HR Department Human Resource Department
IT Department

PROCESS MAP

PROCESS ROLE DEPARTMENT

Human Resource Manager Human Resource
IT personnel IT Department
Table of Contents
1. Abbreviations and Symbols used in Standard Operating Procedures ............................................. 3
2. Recruitment and Selection .............................................................................................................. 4
2.1 Reference Check: .......................................................................................................................... 6
2.2 Proposals, Negotiation & Issuing of offer letters:......................................................................... 6
2.3 Hiring of Former Employees & Blood Relatives .......................................................................... 7
3. Employee Master Creation Process: ............................................................................................... 7
Standard Operating Procedure

1. Abbreviations and Symbols used in Standard Operating Procedures

Abbreviation Full Form

HR Human Resources
MRF Manpower Requisition Form
HOD Head of Department
CEO Chief Operating Officer
CFO Chief Financial Officer
T&D Training and Development
PMS Performance Management System
CV Curriculum Vitae
FFS Full and Final Settlement
HMRC Her Majesty Revenue and Customs
KRA Key Result Area

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2. Recruitment and Selection
Process Flowchart

Check Internal CV records.

Recruitment Linkedin search & advertise
requirement identified role both internally &
externally

User Department fill in

the MRF form &
submits to HR Yes
Suitable Candidate’s Shortlist CV’s

No
HR to create/update
the Job Description/ Select interview
Specification Re-develop Arrange & complete
panel, develop
recruitment strategy 2nd interview
interview questions

HR draft
advertisement &
advertisement Re-advertise roles or
Arrange & complete
requrement contact recruitment Successful candidate
1st interview
agency (if approved)
Yes
Yes
Yes
Regular Hire Gather CV’s & No Offer role subject to
shortlist references
Suitable candidate’s

No
No Send for references
Yes
Temporary/Apprentice hiring
process Select CV’s for interview

No
References obtained
successfully

Draft & Issue contract of employment

Standard Operating Procedure

Roles and responsibilities

Activity Department Responsibility TAT

Receipt of duly approved MRF Human Resource / Manager As and when

User Dept.

Advertisement of positions Human Resource Manager Immediate requirements

– Within 7 days
For replacement /
planned vacancy - As
per due date

Shortlisting of candidates for Human Resource / Manager / Within 7 days

interview User Dept. Dept. HOD

Arranging the interview meeting Human Resource Manager / Immediately

Assistant

Conduct interview Human Resource / Manager / User Immediately

User Dept. Dept. HOD

Documentation of interview Interview panel Manager / User Immediately during

evaluation sheet Dept. HOD interview
Proposal, negotiation & issue Human Resource Manager Within 7 days from
offer letter selection
Reference check Human Resource Assistant Within 7 days from
selection

Proposal acceptance Human Resource Manager Within 7 days from

sending proposal

Sign job offer letter Human Resource Manager 48 HRS from

acceptance of offer letter
Sign contract Human Resource Manager 48 HRS from joining
7-14 days – Retail staff

Update employee personal file Human Resource Assistant Immediately upon

joining

Asset release to employee Human Resource / Assistant Within 24 HRS of

IT Department joining

Employee master creation in Human Resource Assistant Within 24 HRS of

Success Factor joining

Documents collection from Human Resource Assistant On the day of joining

employee

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Following are the sources of recruitment:
• Advertisements on job board / job portals (Indeed, LinkedIn, Monster, Fish4Jobs, Job Centre
Plus etc.)
• Recruitment Consultants
• IJP (internal job posting)

Note: All the vacancies must be placed with Job centre plus.

➢ In case of advertisement, HR personnel discusses and prepares the draft advertisement with
requisitioning manager before releasing.

➢ Company may or may not enter into a contract with recruitment agency.

➢ HR team shortlists candidates for interview after identifying the best candidates from above
sources.

➢ Before shortlisting the candidates, HR manager discusses the CVs with requisitioning manager and
shortlists the candidates to be interviewed.

➢ The HR personnel arranges / administers the interview meetings and processes.

➢ Shortlisted candidates are interviewed by panel team consisting of HR representative and senior or
any person from User department function based on the position of candidate to be interviewed.

➢ Once the interview is conducted; the panel team writes down the remarks in the questionnaire and
updates the rating chart. This is then used to determine position and department for the prospective
candidate.

➢ A candidate can apply any time even after rejection, unless otherwise stated.

➢ The interview questionnaire is recorded & kept in candidate’s file.

2.1 Reference Check:

➢ Before appointing, HR assistant requests for the 2 professional references from the candidates.
➢ HR team contacts these references and the comments & remarks of the referees are documented
and stored for future records.

2.2 Proposals, Negotiation & Issuing of offer letters:

➢ Once the selection is finalized; HR team extends the proposal to selected candidate. Multiple
negotiations, if required are carried out and a final offer is made to the candidate.

➢ Once the candidate agrees to the proposal and intimate acceptance; HR department sends out
the Job offer letter, contract copy and new starter documentation.
➢ Job Offer and Contract Copy is signed by:
Standard Operating Procedure

1. HR Manager
2. Candidate
3. Depending on position; additional approvals may be obtained

➢ HR sends out the Job Offer and contract copy to candidate subject to reference check.

➢ HR Team ensures below listed documents before issuing offer letter:

1. Approved Manpower Requisition form (MRF)

2. Job description filled up by user department.
3. Employment Application Form filled by candidate.
4. Curriculum Vitae / Resume (hardcopy) of the candidate
5. Interview assessment sheet which includes the rating chart
6. Reference Check Documents
7. Employment eligibility documents

2.3 Hiring of Former Employees & Blood Relatives

Hiring of Former Employees:

A former employee can apply for re-employment provided he is eligible. The decision to recruit is at
the discretion of Finance Director.

Hiring of Relatives:
A relative* can be hired provided reporting / supervision manager of the blood relatives should not be
to same department / function.

If a candidate fails to disclose the family relationship at the time of employment or while filling up of
employment application form may lead to disciplinary action and including termination.

(*Relative can be parents, grandparents, children, spouses, brothers and sisters, step-parents, step-
children, in-laws, cousins or domestic partners).

3. Employee Master Creation Process:

Welspun UK uses ‘Success Factor’ software for updating Employee Master. Following employees have
been given the access rights for making any additions / modifications / deletions:
Designation Area / Section Access right

HR Manager & HR Assistant Employee Master Creation Read and edit

Employee Employee Master

(Only Employee Job profile*) Read and edit

*Only selected rights are given to employees.

Recommendation: There must be make checker control over change in critical details with respect to
employee details like CTC, Salary band etc.

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➢ After employee joins the company and completes all formalities, a Position ID is generated by HR
in “Success Factor” software.

➢ HR after creating Position ID creates a record for employee in employee Master in “Success Factor”
software. Following records are updated in the software:

- First Name,
- Last Name,
- Date of Birth,
- Other details etc.

➢ Post employee record creation; details are reviewed by HR Manager for accuracy.
➢ For every employee, a personal file is maintained by HR department containing following
documents: For e.g.
• Updated CV
• Acknowledged copy of policy signed by employee
• Employment application form
• Right to Work checks (Refer Sample Table)
• Her Majesty Revenue and Customs starter form – HMRC starter form (Refer Sample Table)
• Photograph
• Offer letter and Contract Copy