HR ASSIGNMENT

INTERNAL: CIRCULAR AND MEMO’S TO COMPANY EMPLOYEES

MEMO
From: Bulelwa Dukiso

Date: 20.06.2020

To: All employee

CC: Tendayi Tsuro

Subject: Internal Vacancy- (Receptionist, Cleaner, Security guard)

There exist an internal vacancy for the position of a receptionist, Cleaner and Security Guard in at
Academy Cope Campus. The position will report directly to the principal and will interact directly with
the public which includes the students, potential students and the parents of the students and the
general public with different interests in the organization.

A position description is attached to this message.

Interested applicants are requested to provide a written application, addressing the key skills and
experience outlined in the position description and a copy of the CV, with contact details of 2 referees.

Application will close on the 21st of July 2020.

Any question may be referred to the principal of the Cope Campus.

Kindly regards

Bulelwa Dukiso

Human Resources Officer

 EXTERNAL: ADVERTISEMENT ON INTERNET/NEWSPAPER

JOB VACANCY: RECEPTIONIST

OFFICE RECEPTIONIST
General Purpose
Attend to visitors and deal with inquiries on the phone and face to face. Supply information
regarding the organization to the general public, clients and customers.

Duties and Responsibilities

 answer telephone, screen and direct calls

 ensure knowledge of staff movements in and out of organization
 monitor visitor access and maintain security awareness
 organize conference and meeting room bookings
 co-ordinate meetings and organize catering
 control inventory relevant to reception area
 tidy and maintain the reception area
Education and Experience

 higher National Diploma or equivalent generally required

 knowledge of computers and relevant software applications

 knowledge of customer service principles and practices

 keyboard skills
Key Competencies

 verbal and written communication skills

 professional personal presentation   

 organizing and planning

 reliability and stress tolerance

Academy is an equal opportunity employer; therefore, both and men and women are
equally encouraged to apply.
Please send your resume with photography by 21 July 2020 by email:
principal@academy.co.za
 Cell: +27 82 882 4321

EXTERNAL: ADVERTISEMENT ON INTERNET/NEWSPAPER

JOB VACANCY: CLEANERS

CLEANER JOB
General purpose
A Cleaner at our company will be responsible for taking care of our facilities, and you will carry
out various cleaning and maintenance duties.
Your main goal will be to keep our building/s in a clean and orderly condition.
Cleaner duties and responsibilities

 Clean and supply designated facility areas

 Perform various cleaning actions such as dusting, sweeping, vacuuming, mopping,
cleaning ceiling vents, restroom cleaning etc
 Perform and track routine inspection
 Perform and track maintenance activities
 Notify management in case there is a need for repair and interventions
 Make adjustments and perform minor repairs
 Stock and maintain supply rooms
 Cooperate with the rest of the staff
 Follow all health and safety regulations

Cleaner requirements

 Proven working experience as a cleaner

 Knowledge of various cleaning chemicals and supplies
 Good knowledge of Material Safety Data Sheets
 Ability to handle heavy equipment and machinery
 Integrity and good interpersonal skills

Academy is an equal opportunity employer; therefore, both and men and women are
equally encouraged to apply.
Please send your resume with photography by 21 July 2020 by email:
principal@academy.co.za
Cell: +27 82 882 4321
EXTERNAL: ADVERTISEMENT ON INTERNET/NEWSPAPER

JOB VACANCY: SECURITY GUARDS

SECURITY GUARD
General purpose
Professional security guard will protect company premises, assets and personnel. Security guard
will expected to maintain a high visibility presence and prevent all illegal or inappropriate
actions.
The goal is to detect, deter, observe and report.
Duties and Responsibilities

 Protect company’s property and staff by maintaining a safe and secure environment
 Observe for signs of crime or disorder and investigate disturbances
 Act lawfully in direct defense of life or property
 Apprehend criminals and evict violators
 Take accurate notes of unusual occurrences
 Report in detail any suspicious incidents
 Patrol randomly or regularly building and perimeter
 Monitor and control access at building entrances and vehicle gates
 Watch alarm systems or video cameras and operate detecting/emergency equipment
 Perform first aid or CPR

Requirements

 Proven work experience as a security guard or relevant position

 Trained security officer with diploma
 Ability to operate detecting systems and emergency equipment
 Excellent knowledge of public safety and security procedures/protocols
 Surveillance skills and detail orientation
 Integrity and professionalism

Academy is an equal opportunity employer; therefore, both and men and women are
equally encouraged to apply.
 Please send your resume with photography by 21 July 2020 by email:
principal@academy.co.za
Cell: +27 82 882 4321

SELECTION

Assisting in the screening procedure.

SCREENING PROCEDURE

 Determine fair assessment criteria on which selection will be based.

 Use the assessment criteria to assess all CV's/application forms received during
recruitment√/Preliminary screening is done by sorting the applications received according
to the criteria for the job.
 Check that applicants are not submitting false documents such as forged
certificates/degrees.
 Make a preliminary list of all applicants who qualify for the post.
 Screen and check references, e.g. check applicants’ criminal records/credit history/social
media, etc.
 Conduct preliminary interviews to identify suitable applicants.
 Inform all applicants about the outcome of the application.
 Compile a shortlist of approximately five people.
 Invite the shortlisted applicants/candidates for an interview.
 Shortlisted candidates may be subjected to various types of selection tests, e.g. skills test.
 A written offer is made to the chosen candidate.
List of shortlisted candidates

RECEPTIONIST

CANDIDATE NAME QUALIFICATIONS CONTACT

Zukhe mandhla Diploma in Secretarial studies mandlaz@gmail.com

Normal Musa Diploma in Secretarial studies normal@gmail.com
Irvine Kuhle Diploma in Secretarial studies irvine@yahoo.com
Wells Ibrahim Diploma in Secretarial studies wellsibrahim@yahoo.com
Busi Mtoko Diploma in Secretarial studies mtokob@gmail.com
Ian Sisay Diploma in Secretarial & public relations isisay@gmail.com

SECURITY GUARD

CANDIDATE NAME QUALIFICATIONS CONTACT

Mihla Mjalo Security guard certificate judithswazi@gmail.com

Amanda Zweni Security guard certificate nospiwo@yahoo.com
Tatenda tyoki Security guard certificate thandowitness@gmail.com
Lilian Adam Security guard certificate mcdonald@gmail.com
Julie Abraham Security guard certificate ziyoliwe@gamil.com
Zanele Maqhoyi Security guard certificate zanele@gmail.com

CLEANER

CANDIDATE NAME QUALIFICATIONS CONTACT

Judith Swazi computer literate judithswazi@gmail.com

Nospiwo Todo No matric nospiwo@yahoo.com
Thando Witness Matric level thandowitness@gmail.com
Denry Mcdonald No matric mcdonald@gmail.com
Ziyoliwe Martin No matric ziyoliwe@gamil.com
Thabisa Dabata No matric thabisadabata@gmail.com
Aphelele Masi No matric aphelelemasi@@gmail.com
 INTERVIEW SCHEDULE
ACADEMY OF TRAINING AND DEVELOPMENT

Date …03 JULY 2020. Sheet No. …286949478Q

Interview location…COPE CAMPUS Interviewer…Tendayi Tsuro

Position(s)…RECEPTIONIST, CLEANER AND SECURITY GUARD

RECEPTIONIST

TIME CANDIDATE QUALIFICATIONS SUMMARY CONTACT

NAME
08.00-08.15 Zukhe mandhla Diploma in Secretarial studies, mandlaz@gmail.com
Computer literate
08.15-08.30 Normal Musa Diploma in Secretarial studies, normal@gmail.com
computer literate
08.30-08.45 Irvine Kuhle Diploma in Secretarial studies, irvine@yahoo.com
computer literate
08.45-09.00 Wells Ibrahim Diploma in Secretarial studies, wellsibrahim@yahoo.com
Computer literate
09.00-09.15 Busi Mtoko Diploma in Secretarial studies, mtokob@gmail.com
computer literate
09.15-09.30 Ian Sisay Diploma in Secretarial, Computer isisay@gmail.com
literate & public relations
SECURITY GUARD

TIME CANDIDATE QUALIFICATIONS CONTACT

NAME
10.00-10.15 Mihla Mjalo Security guard certificate judithswazi@gmail.com
10.15-10.30 Amanda Zweni Security guard certificate nospiwo@yahoo.com
10.30-10.45 Tatenda tyoki Security guard certificate thandowitness@gmail.com
10.45-11.00 Lilian Adam Security guard certificate mcdonald@gmail.com
11.00-11.15 Julie Abraham Security guard certificate ziyoliwe@gamil.com
11.15-11.30 Zanele Maqhoyi Security guard certificate zanele@gmail.com
CLEANER

TIME CANDIDATE NAME QUALIFICATIONS CONTACT

13.00-13.15 Judith Swazi computer literate judithswazi@gmail.com

13.30-13.45 Nospiwo Todo No matric nospiwo@yahoo.com
13.45-14.00 Thando Witness Matric level thandowitness@gmail.com
14.00-14.15 Denry Mcdonald No matric mcdonald@gmail.com
14.15-14.30 Ziyoliwe Martin No matric ziyoliwe@gamil.com
14.30-14-45 Thabisa Dabata No matric thabisadabata@gmail.com
14-45-15.00 Aphelele Masi No matric aphelelemasi@@gmail.com

Name of interviewer…………………………………………………
Signature…………………………………………………………………

Developing interview question

INTERVIEW QUESTIONS
CLEANERS
Operational and situational questions

1. What is the cleaning products you normally use?

2. How do you clean computers
3. How many times do you clean working space of 10 offices
4. Have you ever used green cleaning products? If yes how do you rate them compared to the
traditional products you have used before.
5. How have dealt with emergencies? Can you mention a few examples from your past
experience?
6. How do you treat different materials like wood, marble or granite?
7. What do you do when you have to move heavy furniture to vacuum?

Behavioral questions

1. What’s the most frustrating task you have faced in your previous positions?
2. Describe a situation where you went an extra mile and performed a task out of the ordinary.
3. Do you prefer working in team or independently?
4. Have you ever seen a co-worker stealing? What did you do?

INTERVIEW QUESTIONS

RECEPTIONIST
1. Tell me about your previous working experience as a receptionist
2. What were your primary responsibilities?
3. Do you enjoy interacting with the public?
4. How many people on average did you interact with on a daily basis?
5. How did you add value to your role as receptionist?
6. What type of security protocols did follow?
7. What type of tele-communication system are you familiar with?
8. Tell me about your computer skills.
9. What have you done at your present/ last company to increase revenue, reduce costs or save
time?
10. What makes you a great fit for this position?
INTERVIEW QUESTIONS
SECURITY GUARDS
1. Describe a time when you used team work to solve a problem at a previous security job.
2. Describe a time when you had to deal with an assault
3. Tell me about a time you successfully dealt with an angry member of the public
4. Describe a time when you felt as if you were in physical danger on the job.
5. What qualities do you have make you a good member of a security team?