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HR Analyst

Ambition Institute
You applied on Fri 26th May 2023

Short answer questions

Your responses were reviewed independently and anonymously. Here are the average scores. In some cases teams don't have time to review all answers.

You are running regular reports and notice that some staff have the incorrect notice period listed on their record. This could be due to, administration errors on input into the data base, errors at the point or contract or unique circumstances related to an individual. What would you do?

Your Answer

Review & Correct Staff Records: I would thoroughly review the staff records, including any contracts, offer letters, or other relevant documentation, to ensure accuracy and identify if there were any errors in the initial data input. Also, rectify the incorrect notice periods and update the staff records to reflect accurate information.
Communicate with Staff Members: I would contact the relevant staff members to discuss the notice periods listed on their records, which will help clarify discrepancies and gather additional information.
Engage with HR and Administration Teams: I would also request a meeting with the HR and administration teams to discuss the issue and understand their data input processes. Along with their collaboration, it would be possible to identify and implement areas of improvement to maintain data accuracy.
Identify Root Causes: Analyse the information gathered from staff members and teams to identify the root causes and take necessary steps to implement process improvements.
Monitoring: Establish regular monitoring or review processes to ensure the ongoing accuracy of staff records.

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You have been asked to support a project on the roll out of a new Applicant Tracking System. Your role is to manage the communication and training for the new system. Please describe how you would approach the planning of this and outline the key steps you would take to ensure success.

Your Answer

Understanding key objectives and stakeholders - Understanding the objectives of the new system and the key stakeholders involved in the project, such as the Hiring Managers, other HR personnel and other key leaders. I would identify their roles and responsibilities in relation to the ATS.
Assessing the current ATS - Understanding the key differences and advantages of the new ATS system in comparison to the previous tracking system by conducting a thorough assessment. I would also identify the new ATS' challenges as well to develop a clear and comprehensive communication and training plan.
Establishing a timeline - Create a timeline for communication activities, ensuring stakeholders receive relevant information at the right time.
Training - A. Create user-friendly training materials, such as user guides, video tutorials, and FAQs, to help users navigate and use the ATS efficiently. B. Plan and schedule training sessions for different user groups, both in-person and virtual, if necessary.
Support - Establishing a communication channel to address issues or concerns regarding the system. A user forum can also be set up so employees can share their experiences or provide solutions.
Feedback - Ensure smooth and successful adoption of the new system by monitoring its implementation and gathering feedback from users.

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Working with others across Ambition is an important part of making this role a success. You are working on ensuring the data we hold on our staff is cleansed. As you have reviewed the data you have noticed there are some issues with new staff records. You believe this could be occurring at the point of onboarding, when data is transferred from an offline tracker to our HR system.

To help resolve the issue you till need to speak to the recruitment team, to understand their process. This team is comprised of one long term staff member who has recently returned from MAT leave and two brand new staff members.

How would you go about addressing the issue with the team and working with them to ensure the issue does not arise again? What would be your approach? What tools would you use? How would you ensure you had engaged all stakeholders.

Your Answer

I would request a meeting with the recruitment team to discuss the issues and to understand the onboarding process. Before the meeting, I would review the data issues in detail and gather specific examples to prepare a list of questions to understand the onboarding process and potential areas for improvement. During the meeting, I would request the long-term staff member to walk me through the onboarding process, including how they transfer data from the offline tracker to the HR system. I would also ask the new members if any recent changes have been made to the process. Additionally, I would discuss the team's challenges during the data transfer process and encourage them to share their observations, concerns, or difficulties and document them.

I will discuss potential improvements to the onboarding and data transfer procedures. Also, encouraging team members to share their ideas and suggestions. I want to use collaboration tools like digital whiteboards to capture and organize the proposed solutions interactively and inclusively.

I would collaboratively develop and define SOPs and guidelines to ensure consistency and accuracy in future processes. And also, enquire if the team requires training to be updated on the procedures.

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