Applying for a Job

Staffing and the staffing processes

Staffing is one of the most important functions of human resource management. It is a truth
that human resource is one of the greatest for every organization because in any organization all other
resources like- money, material, machine, etc. can be utilized effectively and efficiently through the
positive efforts of human resources. Therefore, it is very important that each and every person should
get the right position in the organization so as to get the right job, according to their
ability, talent, aptitude, and specializations so that it will help the organization to achieve the pre-set
goals in the proper way by the 100% contribution of manpower. Thus, it can be said that it is staffing
is an essential function of every business organization.
Staffing is the process of hiring eligible candidates in the organization or company for specific
positions. More precisely, it is the process of filling the vacant position by placing the right personnel
(workers) at the right job, at the right time. The Human Resource department of an organization is
usually responsible for this function.
Staffing involves 3 activities, such as sourcing, selecting, and appointing.
i. Sourcing Candidates: it is the first step in the staffing process which refers to the use of
different methods to find out suitable candidates for job vacancies. It is a positive process as
it attracts a large number of candidates to the vacant job. Such huge folks of candidates can
be absorbed from basically two sources-
a. Internal source: it involves sourcing from among the current employees by
promotion, downgrading, or transfer.
b. External source: it involves collecting potential candidates from different other
sources than current employees such as mass advertisement, employment exchange,
casual callers, campus placements, labor unions, walk-ins, etc.

ii. Selecting Potential Candidates: it is the second step and it is the process of short-listing the
potential candidates from the applicants. This is a negative process as it rejects some of the
candidates. Selection can be done through different methods such as Application forms and
CVs, Online screening and shortlisting, Interviews, Psychometric testing, Ability and aptitude
tests, Personality profiling, Presentations, Group exercises, and Assessment Centres.

iii. Appointing Staff: this is the very last step of the recruitment process. Among the potential
candidates who are matched with the job, specifications are selected finally here. Then
appointment letters are provided to those selected candidates prior to the training and
development session. Employees could be appointed either on a probationary basis or a
permanent basis prior to the completion of the probationary period.

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 Understanding the Job Circular
Job description and Job specification
It is mandatory to define the job description and job specification while circulating job openings
with a view to sourcing potential candidates. Differences between these two concepts should be
clearly understood by the candidate while applying for a job. And the key differences are-
i. Job Description tells- “What to do??” On the other hand, Job Specification tells- “Who will
do?”
ii. Job Description is a descriptive statement that describes the role, responsibility, duties, and
scope of a particular job. Job Specification states the minimum qualifications required for
performing a particular job.
iii. Job Description describes jobs, but Job Specification describes job holders.
iv. In summary, Job Description and Job Specification indicate-

Examples:

Job Description

Job Specification

Job Description

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 Application Process: Cover Letter, CV/Resume, Interview Skills
Why We Need a Cover Letter When Applying for a Job?
When applying for a job, a cover letter should be sent or posted with your resume or curriculum
vitae. A cover letter is typically a one-page document that explains to the hiring manager why you are
an ideal candidate for the job. It explains initially your interest in a job and provides a review to the
hiring manager about how you could add value to the company. A cover letter is very important
because your chance of getting a call for an interview depends on it. In general use, a cover letter is
known as a job application. A cover letter is very common in use, no matter the medium of a job
application. If you are applying for a job through email, you also need a cover letter.

What to Include in a Cover Letter for a Job?

The goal of your cover letter is to make a case for getting selected for a job interview, so it's
important to include all required information, along with a compelling argument that you're a strong
candidate for the position. When writing a cover letter, specific information needs to be included: a
contact section, a salutation, an introduction to the hiring manager, information on why you are
qualified for the job, a closing, and your signature.
Here is what to include in a cover letter to send with a CV or a resume when you apply for a job-
• Header:
❖ Contact Information:
The first section or header includes your contact information: name, address, phone
or cell phone number, and your email address. It has also become common to include
your LinkedIn address so that employers can immediately access your professional profile,
resume, and networking contacts. You can also provide your contact information below
your signature.
❖ Date and Employer contact information:
Now place a date. It is very important to include the date in the header of the letter
as it indicates the validity of your application. Then include the contact information; to
whom you are writing.
• Subject line:
In this section, the purpose of the letter has to be mentioned.
• Cover Letter Body:
❖ Salutation: Salutation means greetings. It is common to write ‘Dear Sir/Madam’ in
the salutation. You can mention the name of the person or position of the person to
whom you are writing. For example- ‘Dear Mr. Roy’ or simply ‘HR Manager’.
❖ First paragraph (Why you are writing?)- Provide some specific, focused information
regarding the job you're seeking and show your interest and fitness for the position.
❖ Second paragraph (What you have to offer the employer?)- Highlight examples of the
work performed and achieved results. Draw on your key competencies.
❖ Third paragraph (Optional) - Your knowledge of the company. Show that you did
research and know something about the business and how you can contribute to its
mission.
❖ Fourth paragraph (Closing) - Summarize what you would bring to the position and
suggest the next steps by requesting a meeting or suggesting a call.
• Closing
Finish your letter with a formal closing like "Sincerely" or "Yours truly." A cover letter is a
professional correspondence, so don't use informal closings like "Cheers" in the letters you
write to apply for jobs.

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 Sample Cover Letter
Abul Hasnat
Header
8 Sue Circle
Smithtown, CA 08067
909-555-5555
abul.hasanat@emailexample.com

Date 12th February, 2018

Prodip Roy
XYZ Company
87 Delaware Road
Hatfield, CA 08065

Subject Line
Subject: Application for programmer position.

Salutation
Dear Mr. Roy, Body

Why you With due respect, following the advertisement published on bdjobs.com regarding the post of
are writing? programmer at your company, I would like to offer myself as a candidate for that post.

The opportunity presented in this listing is very interesting, and I believe that my strong technical
experience and education will make me a very competitive candidate for this position. The key
What you
strengths that I possess for success in this position include:
have to
offer to the • I have successfully designed, developed, and supported live use applications
company? • I strive for continued excellence
(*Praising) • I provide exceptional contributions to customer service for all customers

With a BS degree in Computer Programming, I have a full understanding of the full lifecycle of a
software development project. I also have experience in learning and excelling at new technologies as
needed.

Conclusion
Please see my resume for additional information on my experience. I can be reached anytime via email
at abul.hasant@emailexample.com or my cell phone, 909-555-5555.

Thank you for your time and consideration. I look forward to speaking with you about this employment
opportunity.

Sincerely,

Signature

Abul Hasnat

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Sample Cover Letter (Email version)

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What is CV?
CV is an abbreviation for Curriculum Vitae. It means- the way of life in Latin. It is an in-depth
document that can be laid out over two or more pages and it contains a high level of detail about your
education, experience, achievements, skills, interests, and personal biography.

What is Resume?
A resume is a word used in English that is adopted from the French word résumé. It means- a
summary or synopsis of a person. It is a concise document typically not longer than one page basically.
It contains a summary of one’s experience and skills that make sense that you are employable. It is
optional to include personal biography in a resume.

Differences between CV and Resume:

Basis Curriculum Vitae (CV) Resume

Meaning A document containing information A Resume is a document having a

related to an individual's education, summary of one’s experience and skills.
experience, achievements, skills,
interests, and personal biography.

Etymology The word CV is a Latin word that means- A resume is a French term that means- a
the way of life. summary of a person.
Type Comprehensive Concise

Length 2 to more pages 1 page but not more than 2 pages

Education At the top of the CV Mentioned after the experience.

References Included Not Included

Modification No, it is the same for all jobs Yes, it should be modified according to
the job.

What to include in a CV?

A standard CV should follow a particular format. In a CV such parts and information must be
presented-

• Contact details: Include your full name, home/mailing address, mobile number, and email
address.
• Objective: Placed at the beginning of the CV, a profile is a concise statement that highlights
your key attributes or reasons for deciding to work in a particular field while clearly
articulating your career aims.
• Education: List and date all previous education, including professional qualifications, placing
the most recent first.
• Work experience: List your experience in an order making sure that anything you mention is
relevant to the job you're applying for. If you have plenty of relevant work experience, this
section should come before education.

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 • Skills and achievements: it is where you talk about the foreign languages you speak and the
IT or technical packages you can competently use.
• Personal Biography: Include here a quick overview of your personal and family information.
• Reference: Use relevant references if needed. Not include more than two references here.
• Signature: At the end of the CV keep a place for your signature.

Suggestions for a good CV

A good CV depends on some basic facts to be followed. While preparing and using a CV in applying
for a job, follow these suggestions-

➢ Avoid a font that looks funny or fancy. Instead, choose something more professional such as
Arial or Times New Roman. Use 11 as Font size.
➢ Don't put the term 'curriculum vitae' at the top of the page.
➢ Provide a professional-sounding email address. Try to include your LinkedIn URL.
➢ List everything in reverse chronological order so the recruiter sees your most impressive and
recent achievements first.
➢ Keep it concise and easy to read by using clear spacing and bullet points.
➢ Go with white A4 paper. Only print on one side and don't fold
➢ There should be no spelling or grammar mistakes in your CV. Use a spell checker and enlist a
second pair of eyes to check over it.
➢ Avoid using generic phrases such as 'team player', 'hardworking', and 'multi-tasker'. Instead,
provide real-life examples that demonstrate all of these skills.
➢ Never lie or exaggerate on your CV or job application. Not only will you demonstrate your
dishonesty to a potential employer, but there can be serious consequences too.
➢ You should always include a cover letter unless the employer states otherwise. It will enable
you to personalize your application for the job.

What to include in a Resume?

Your resume is a marketing tool. It needs to demonstrate that you are employable, you have the
right qualifications and education, you have the right experience and skills and you have the right level
of professionalism for the job. Generally, it's always good to present the information on your resume
in this order:

1. Contact details: Make sure you include your name, email address, and contact phone number
on your resume.
2. Opening statement/Profiling: Your opening statement should start with one sentence about
who you are and what you bring to the job, then describe the skills and attributes you have
that suit you to the job.
3. List of technical/software skills: This is a short list of the names of software or technology you
know how to use. Examples might include:
• Machine Knowledge
• Word processing or spreadsheet software
• Programming languages
4. Employment history/volunteering/work placements: When providing your employment
history, start with your most recent job and go backward from there. Give the position title

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 and the dates you worked there. If you haven't had a job before, you can use other things to
demonstrate your experience, including:
• internships that you've done through university
• Clubbing experience you've done through university or College level.
• Voluntary work you've done

5. Personal attributes: If you haven't got much work experience, a list of personal attributes can
be another way to demonstrate that you're the right person for the job.
6. Educational qualifications: List and date all previous education, including professional
qualifications, placing the most recent first.

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