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Job Descriptions

Job Descriptions Total Logistics (Ireland) Limited is a subsidiary of Miramax plc in the US. In Ireland, the company has over 400 unionised staff in warehousing, distribution, sales and customer support. The Irish operation is the largest Miramax has outside of the US- Miramax’s headquarters for Europe, Middle East and Africa (EMEA) is based in Cork, with a number of other centres around Ireland. Total Logistics distributes electronic equipment manufactured in Ireland to customers across EMEA on behalf of the major hi-tech manufacturers in Ireland. These manufacturers include Dell, Gateway, Apple, Microsoft, and Intel. The nature of the distribution industry is changing rapidly. Total Logistics’ customers are increasingly trading on the internet, and custom manufacturing product to the consumer’s requirements. With this custom manufacturing brought on by the growth of the internet, there is an increasing need to streamline the distribution process to bring products to the consumer more quickly. The management of Total Logistics recognises the need for faster and more efficient distribution, and with this in mind, has decided to significantly alter their operations to reflect the increasing impact of the internet. The Human Resources department of Total Logistics has traditionally been involved in activities like recruitment, industrial relations and some amount of training. No individual member of the HR department would possess the skills necessary to manage the HR aspect of the changes which are about to be implemented in Total Logistics’ operations. The HR manager will need to develop and implement innovative HR practices which will help the company through the period of change. Job Title: Human Resources Manager Responsible to: Chief Executive, Total Logistics (Ireland) Limited Purpose: The purpose of this position is to implement changes to existing policies and procedures to reflect the changes in the operating environment of the logistics industry, and to design an innovative HR strategy to ensure that the organisation’s human resources are equipped to deliver a best in class service to the company’s customers. Co-ordinates with: All directors, managers and supervisors. Union representatives and members. 1. Assessing current HR practices and tailoring them to meet the new environment the company operates in. 2. Work closely with our Group HR staff in New York to implement company-wide HR practices. 3. Co-operation with trade unions to ensure employee buy-in to the change process 4. Develop and implement a performance appraisal system, linking the system to both individual and organisational development needs. 5. Prepare and negotiate all labour agreements and wage rounds. Provide advice and guidance to management relating to the implementation of the agreements. 6. Design and implement processes for ongoing change management. 7. Develop and administer the company’s health and safety policy, ensuring that the company complies with all legal requirements in that area. 8. Develop and maintain innovative, performance related employee benefit programmes. Oversee employee recreational programmes. 1. It will be necessary to tailor existing HR policies to the new environment. The industry is changing so much that some of the policies in place may not reflect the pace of change. Remuneration and rostering policies may need to be altered. 2. It will be important for the new manager to work closely with Group HR. Any decision made at group level will obviously affect the Irish level, so it is important that the Irish HR Manager is involved. 3. The necessity to change work practices in the new environment means that the HR manager will need to work closely with Trade Unions to ensure their buy-in to the process. 4. A revised performance appraisal system will also be necessary to reinforce the necessary employee behaviour to ensure that the change process is a success. Masters in Human Resources Management or equivalent Experience Five years in a services industry in a senior generalist role in Human Resources, including experience in training and development, compensation and performance appraisal. A number of years experience in the logistics/distribution industry Ability to see both sides of an argument Ability to influence at the highest level Ability to work under pressure Project Management skills Experience: the essential experience traits listed above are obvious in the situation the company is in. All of the essential requirements are fundamental to the role of a HR manager in a change environment. Education: A third level degree and IPD membership must be sought by the company. A person of the calibre of the HR Manager the company is seeking will have at least have these qualifications. A masters degree would be desirable as it would mean that the candidate would have a grasp of the latest HR practices in industry. Personality: A positive outlook is essential- it means that during the change process, the HR manager will not lose hope under any circumstances. A HR manager with a negative outlook could threaten the success of the whole change process. Skills: The necessary skills speak for themselves. Project management skills would be useful for the implementation of any new initiatives the HR Manager may wish to introduce. Circumstances: A willingness to travel to the other Irish sites and to HQ in New York is essential if the HR manager is to carry out his/her duties effectively. The vacancy is to be advertised internally to promote the career development of existing employees. Internal advertising will include a full job description and person specification which will be placed on notice boards in all branches of Total Logistics. The next step is to decide which medium to use to advertise the vacancy externally. Choices available include national & local newspapers, trade journals (the IPD news), an internet jobs site, or through a recruitment agency. The Human Resources Manager position will be advertised in the Irish Times on Friday and in the IPD News the same week. The Irish Times has by far the largest recruitment section of any newspaper, with a large readership. Also, the IPD news is read by all qualified HR professionals- it provides a captive audience for an organisation recruiting a HR Manager of the calibre we are looking for. An agency would also of benefit, particularly a specialist HR recruitment agency. These people would have a very good knowledge of the type of candidate available in the market. The text of the newspaper/IPD ad will be as follows: Total Logistics (Ireland) Limited is part of Miramax plc, the world’s leading logistics services provider. Miramax has over 16,000 employees world-wide, and an annual turnover of $4.3bn. In Ireland, Total Logistics employs 400 people across a range of activities. The company is currently experiencing tremendous growth, as in the process of implementing a strategy to equip the organisation to meet this growth. To facilitate this implementation, the company has a vacancy for a Human Resources Manager at our Cork Headquarters. Reporting to the Chief Executive, the successful candidate will have 5 years experience in a senior Human Resources role in a large organisation. The HR manager will take part in a major strategic change initiative, and will have responsibility for ensuring the Total Logistics’ human resources are equipped to meet the exciting changes that lie ahead for our industry. Prior experience in the logistics/distribution industry would be a distinct advantage. Experience in change management and proven negotiation and communication skills are a prerequisite for the position. The ideal candidate will be IPD qualified, and be educated to degree level. A masters degree in Industrial Relations/Human Resources would be a distinct advantage. This is a senior management role, and is vital to the future success of Total Logistics. Consequently, remuneration for this position will be extremely attractive, and will include a company car, profit sharing, and non-contributory pension. Applications to include Curriculum Vitae should be sent to: The Human Resources Department, Total Logistics (Ireland) Limited, Main Street, Cork or to recruitment@totallogistics.ie, to arrive no later than 23rd November. Total Logistics (Ireland) Limited is an equal opportunities employer. Other selection methods will be used in conjunction with the traditional interview to reinforce the reliability and objectivity of the selection process. The Occupational Personality Questionnaire (OPQ) from Saville and Holdsworth (SHL) is an extensive psychometric test method which can be used to get an impression of an applicant’s personality. This will be useful for Total Logistics- it will give the recruiters an impression of how well each candidate will fit in with the culture of Total Logistics. In addition to the OPQ, Total Logistics can also avail of the traditional interview to investigate further the candidates’ experience, communication skills, and understanding of what being HR Manager with Total Logistics will mean to them. The Chief Executive and the Group HR Director would be the best people to sit on the interview panel. The Chief Executive should have the best insight into the future strategy and of how well each candidate fits into that future strategy. The Group HR Director will also have an appreciation of the future strategy of the group, as well as knowledge of what type of HR manager is needed to steer the company’s human resources through this period of change. The interview will assist the Chief Executive and the Group HR Director to  Identify the potential strengths and weaknesses of each candidate based on previous work experience  Understand the how each of the candidates relate to other people The questions in the interview should be based on the candidates’ experience and qualifications. Further questions can be designed in advance of the interviews to probe whether each candidate’s personal qualities and beliefs are compatible with the role of Human Resources Manager. To ensure equality for all candidates in the selection process, the questions for the interview should be prepared in advance, and the same questions should be asked to all candidates. Each answer should be graded against the requirements of the job. During the interview, the Chief Executive will question candidates on their experience and qualifications. The Group HR Director will question each candidate on his or her experience specifically in Human Resources. Second interviews should be held, unless any one candidate stands out as being ideal for the position from the first round of interviews. Once the successful candidate has been identified, checking of reference should be carried out before any offer, verbal or otherwise, is made. A back-up candidate should also be identified at this stage as a precaution against the successful candidate not passing the reference check or the pre-employment medical. Being fit to work should be a condition of employment on the employment contract of any employee. The medical should be prepared by a medical practitioner, and it is important from Total Logistics’ position that only medical conditions which could affect the candidate’s performance as Human Resources Manager should be checked for. At this stage, regret letters should be given to unsuccessful applicants. If requested, feedback sessions should be held with these people explaining why they were unsuccessful in their application. The successful candidate will then receive a offer letter, along with a contract of employment to be signed by the new employee and returned to Total Logistics. The contract should have a clause built in laying down a six-month probation period. This way, Total Logistics has covered itself if it find after the candidate has been hired that they were not as ideal as they might have appeared during the selection process. The contract should state the following provisions:  Rate or method of calculation of the employee’s remuneration and payment intervals (weekly, monthly, etc.)  Holidays and other paid leave  Sick leave arrangements and pension scheme provisions  Company rules and regulations Once the contract has been issued and signed by the new HR Manager, the new employee is ready to become part of Total Logistics Limited. The day the new recruit starts is the last stage of the recruitment process. On this day, the new HR Manager will go through an induction. This stage will be the HR Managers first interaction with the company as an employee, so it is therefore crucial that nothing is left out and that the induction process is clear and detailed. The first stage of the induction is the new manager’s induction to his or her own department, the HR Department. This will be done by a member of the department. The new hire will be introduced to colleagues in the HR department. The second stage is the company induction. The new HR manager will be taken on a tour of the building, meeting people from the different departments. Also, the induction should include a presentation explaining Total Logistics’ policies e.g. pension & share option schemes, grievance procedures, and sick pay and holiday policies. At this stage, the new HR Manager is ready to start their new career in Total Logistics! Human Resource Management Assignment Bibliography:

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