This Section covers the engagement process between employers and employees. A quality engagement process helps build employer branding and thus makes the employer more attractive to potential recruits.

 

As a good management practice, employers should assess their manpower requirements carefully before beginning recruitment activities to avoid unnecessary redundancy in the future. It is also good practice to try to fill vacancies first from qualified and suitable staff from within the organisation before proceeding to external recruitment.

 

Job advertisement

 

n            Job advertisements should be specific and accurate in reflecting job requirements and responsibilities. They should comply with Equal Opportunities Commission (EOC) guidelines and contain no discriminatory sentiments of any kind, e.g. disability, race, gender and family status.

n            Employers should make it clear in job advertisements that applications are welcome from all suitably qualified people and personal information collected is solely for recruitment purposes.

n            As good practice, job advertisements should be placed in both English and Chinese media.  Employers should acknowledge receipt of all applications whenever possible or otherwise state in job advertisements that, after a specific period of time, applicants may consider their applications unsuccessful.

 

Selection

 

Selection should be based on fair, objective and consistent selection criteria that are relevant to the job, such as education, experience, knowledge, skills, ability and personal qualities.  Selection results and decisions should be properly documented and kept for a reasonable period as recommended by the EOC guidelines. Selection should be based on genuine occupational requirements and only job-relevant information should be collected from candidates so as to comply with statutory requirements. 

 

Assessment test

 

n            Written tests and other assessment tools are recommended as necessary to ensure that the selection is fair, objective and thorough by supplementing interview results.  Employers should make known to candidates the schedule of proceeding to the next recruitment stage.

n            For good practice, the contents and standards of the tests should be reviewed regularly to ensure job relevance.

 

Interview

 

n            At job interviews, only questions that relate to the competencies required of the job should be asked. 

n            It is a good practice to record, immediately after the interview, the assessment of each candidate in relation to the pre-determined selection criteria. 

n            Where internal and external candidates possess equal or similar competencies, preference should be given to the internal candidate.

 

Job offers

 

Job offers should be sent out to successful candidates in writing. The job offer document should contain the mutual obligations and responsibilities of the employer and employee, as well as all relevant terms and conditions of the employment.

 

As a minimum, employers should refer to the Labour Department’s sample contract of employment.  The information can be downloaded from the Labour Department’s website (http://www.labour.gov.hk/eng/public/emp_cont/index.htm).  If considered necessary, key corporate policies such as intellectual property protection, conflict of interest, etc may be incorporated into the employment contract to create a binding contractual obligation. A list of suggested items to be included in an employment contract is given in Appendix I.

 

Reference check

 

n            As part of a robust selection process, reference checks should be conducted after the selected candidate has accepted the offer.

n            Written consent from candidates should be obtained before verifying their employment history with their current or previous employers.

 

Induction

 

n            New employees should be provided with structured orientation including job duties, work arrangements and the employer’s policies and practices, to help them adapt to their new environment.

n            Ideally, employers should assign an existing employee as a coach or mentor to help during a new employee’s first few weeks.

 

Handling of unsuccessful applicants

 

n            It is a good practice to notify unsuccessful applicants shortly after the successful candidate has started work.

n            Employment-related personal data of unsuccessful applicants obtained during the recruitment process should be destroyed or be securely stored in compliance with the Personal Data (Privacy) Ordinance.