Case Study: The
New Job
Review
I am appointed as an
assistant manager of marketing department in fast growing company that provides
marketing support for companies. In my department there are 10 employee
including me and supervisor. My responsibility in the office is to develop long
term strategy, to maintain long term customer relationship, marketing campaign
to improve business and performance through coordination among the worker.
I am facing a various
human resources challenges in the company, in consideration with pending job,
the company needs to create a new position. As many of the administrative
aspects of the work are falling by the wayside, there is no one currently
engaged in tracking accounts payable from clients or handling account payable
to service providers. There is lack of coordination among the worker and
responsibility are not define clearly. I have to work on additional activities
beyond my expectation it is not under my responsibility and category so I am
facing a lot of problem. I am not able to concentrate on my core duty i.e. strategy
planning. After discussion about problem that we are having now in office,
management team and supervisor are agree
to recruit human resources which will handle all the administrator responsibility
and challenge that we are facing now. I have to open vacancy for that position
which will have capacity to handle HR challenge in my department and support
other team member with proper coordination.
Job Creation
Recommendation
As there are 10 people
are working in my department everyone are working on their respective job, but
we are lacking of supportive member between different line managers so I like
to open vacancy for administrator officer. Administrator officer provide
assistance to the company in managing information, training management,
maintenance, personnel management, administrative, and public relations
programs. Administrator officer are responsible for to do staff function. He/
she have to works with other member of the department such that he/she has to
coordinate properly with other member, information must be transfer properly,
have to do marketing and other outreach activities. It’s her/him responsibility
to manage proper document and what is needed in the department. She is middle
man between the supervisor and the other worker. In my officer there is no
coordination between employees and supervisor, lack of maintaining long
relationship with client and public, there is a lot of pending work to do, no
one is currently tracking accounts payable from client, no proper arrangement
of different event, such that there is no good work design in my office. There
is no staff who take responsibility to manage information and to perform
various administrator activities in the office. I have to take it myself. Which
is not actually my job responsibility. That must be done by the administrator
officer. And our department hasn’t officer which will help in staff function so
I like to open vacancy for administrator officer job.
Employees Competencies
Needed
Competencies are the
knowledge skill abilities and other personal characteristics like attitude and
behavior, physical strength that employees possess for particular job. It is
necessary to evaluate applicant competencies before selecting them in to the
job if we want better performance from our employee. The major competencies for
administrator officer in my office are:
Educational
competencies: Our Company is fast-growing company that provides
marketing support for other companies. They are number of client of our
company. It is necessary to have a qualified and well educated employee in
similar field is needed. It is management work and more maintaining good
relationship with employee and managing working plan so the minimum education
for the position is BBA and experience above 2 years, in similar field will be
advantage. The applicant must have a knowledge of Microsoft office and account
software that we are using. The applicant must know the importance of the
internet and they must have a capability to use internet friendly because we
are working on marketing strategies for the internet.
Administrator
competencies: The administrator officer are responsible for managing the job
schedule. In our company there is a lot of pending job, there is confusing
between line manager who do that work so it is need to manage a time schedule
and parity among work. The applicant must have strong knowledge about planning
the schedule and job design.
Communication skill:
The administrator officer should have a strong communication skill. He/she
should listen to client problem and have to communicate well to maintain good
relationship with them. Our company is providing the marketing strategies to
the other company and our network is growing very fast so proper communication
is plays vital role for establishing relationship with client. In current
situation, there is many information lack between the supervisor and the employee
in our company so administrator officer must have ability to create proper
channel for better coordination between them and also with client.
Cognitive competencies:
There is a lot of problem in the company that is not been identified, there is
no one who look payable account, travel arrangement, book keeping and various
administration work. Such that the administrator office must have a capability
to identify where the problem is and have to find the solution. The person
should think clearly and analytically to find out what may be a best solution
for that problem.
We recruit those
applicant who meet minimum criteria that we define then among them we chose
best applicant which has most of the competencies need for that position. We
have to ensure that employees have those competencies and they need to
contribute to the company success. He/she must have desire to work hard in
competitive environment and should possess positive attitude. Also our company
are ready to give various training to improve the performance of the employee.
Ideas for Performance Management, Compensation, and Incentives
Performance management,
compensation and incentives are needed to motivate the employee to work hard
and better. It should be consistent with the responsibility, competencies and
culture of the organization.
Performance management
is process of evaluating a performance of employee and giving feedback to them
to improve on their work. The manager evaluate the performance of employee by
whether the activities of employee is directed toward the organizational goal
or not. In our company new administrator officer joined the company and we need
to evaluate the performance of him/her. The major responsibility of officer is
to do an administrator work and maintaining good communication and relationship
with client, with other employee. Officer performance can be measure by
evaluating the satisfaction level of client by her work, discussing about the
problem having in the company, we can use MBO strategy to measure performance. Even
there is no single best type of performance management system, we have to
continually work with officer and must evaluate timely and give feedback to
improve on it. If the training is needed we should give it.
Compensation and
incentives plays an important role to influence the attribute and behavior of
employee. If the employee feel that the company shows the loyalty to them then
they try to work harder to help to meet organizational goal. The compensation
that our company offer to the officer is by paying equitably salary, Medical
and health care or insurance, Retirement plan for workers, Life Insurance,
providing the share of the company, Bonus to the staff to motivate to work
hard. The better the performance of the officer he/she will promoted to higher
level. We use job evaluation of each employee and we evaluate fairly the
performance of employee. The more the company shows concern about their
employee the employee will return more through greater performance in the work.
Our company provides employee a social security benefit. We arrange get
together program to know each other and to build the trust among us. Our
company will help the officer in every situation even in personal problem. We
will try to build single team in office to increase effectiveness in the
work.
Challenges for Filling
Job Position
When a new person shift
from one company to another or the first day in the office obviously they feel
nervous and there may be number of different challenge that need to face from
the beginning of day. According to organization demand the officer have to
perform well. The primary job of administrator officer is to manage all the
paper work and maintain good communication between all employees. The possible
challenges that administrator face in our company may be:
Communication
challenge; Officer have to build proper communication channel which ensure the
clear message will transfer from higher level of employee to lower level of
employee.
Company accounting
system: The administrator officer have to maintain the account payable of the
company. It may be primary challenge for them because they have to work on new
system at new desk.
Client management: Our Company
provides marketing support for number of companies. Administrator officer have
to communicate well to them, they have to evaluate the requirement of client
and must exchange information regularly.
Lack of teamwork: The
administrator officer are new to the officer. He/she may take some time to know
the organizational culture and belief. Within that time it will be very
difficult to communicate with other employee and lack of tem work occur.
Information management:
Administrator have to maintain all the information properly. When people enter
in new system, it takes time to manipulate all the information.
Adaptability: Every
organization has its own rule and regulation. They create own their working
environment. When new person enter to new office they have to face new policy
and to adopt that rule and policy takes little bit time. Officer have to work
under company policy.
Recommendation:
- Establishing
clear job description and detailing all the skill sets of officer: we can
help officer to work properly by providing job description, what to do and
how to do.
- Induction
new employee for office procedures: we can help to reduce challenge of
officer by making them familiar with office procedure, and working
strategy of office. By providing training course and Coaching timely about
new system; training is essential part for improving performance. The
company must provide various training and coaching to improve the performance
of employee
- By
providing compensation and incentive: it makes employee to feel that
company is concern towards them. And they try to give best of them. That
brings harmony in the workplace.
- By
providing good working environment: it is very much important to provide internal
and external good working environment to employee. The company has to
provide all the resources in time to run work smoothly and effectively.
Summary and Conclusion:
As an assistant manager
of a marketing department at fast-growing company I have to help the manager to
lead the unit to develop long-term strategies for unit, to maintain excellent
customer service with clients and to strive to build future business
opportunities. After a time goes I have to spend a lot of time on task that are
beyond my job expectations. After discussion with supervisor, I opened vacancy
for administrator officer. The major responsibility of Officer is going to deal
with the accounts payable and
receivables in a business. There are number of the pending administrator job
that should be handle by the administrator officer. Officer have to handle Employee
files and records and various information. Its need to handle various plan and
have to ensure the smooth running of all the office activities.
There are many
challenges as offering some one as administrator officer. They have to adopt
new environment and have to work with new team. We have to motivate them by
providing good working and friendly environment. Performance management
helps to know officer weakness and strength. By giving feedback they can
improve on their performance. There should be balance between employee
expectation and the expectation of the company. The company must show concern to their
employee. If the employee feel that the company shows the loyalty to them then
they try to work harder to help to meet organizational goal.
References
Lepak, D., & Gowan, M. (2010). Human resource management: Managing
employees for
Competitive advantage. Upper Saddle River, NJ: Pearson Prentice Hall.
(2013, 7 19). Retrieved from
www.humanresources.hrvinet.com:
http://www.humanresources.hrvinet.com/administrative-officer-job-description/
ExecutiveBrief.
(2013, 7 19). Retrieved from www.projectsmart.co.uk:
http://www.projectsmart.co.uk/12-competencies-which-ones-should-your-people-have.html
(2013, 7 19).
Retrieved from www.managementstudyguide.com:
http://www.managementstudyguide.com/performance-management.html
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