JOB DESCRIPTION OF A CONSULTANT

PERSONNEL RELATED

Attendance / Leave Record

Salary Calculation & Payments

Personal Folder maintenance

Increment record

ADMINISTRATION RELATED

Timely payment of Phone Bills / Electricity Bills

-      Payment of “Tea” bills

-      Payment of “Stationery” bills

-      Inventory control / Reordering of all stationery items so we do not run short.

-      Statutory compliances (Shop & Establishment Act)

-      Housekeeping

-      Minor cash Purchases (Imprest A/c)

-      Announcement of Paid /Unpaid  Holidays in advance

-      Insurance (Cars/Computers/entire office)

-      Security

BUSINESS RELATED

FILING

-      Correspondence Files

-      Bio- data Files

-      Pro-data Boxes

JOB DESCRIPTION OF A CONSULTANT

Follow-up clients (once computer print-outs have been sent) to give “dates”     for conducting interviews & names of candidates to be called

Prepare interview-schedules & release to client & to “Interview Panel Expert”

Get ready Interview-Call letters & ensure timely dispatch to candidates.

Phone-up candidates & obtain their confirmation/alternate dates requested.

Communicate “Status” to client every 2^nd /3^rd day (or even daily) as to who /how many are attending.

Wherever necessary ensure dispatch of “Registration Forms” along with Call- Letters.

As soon as interview-call are dispatched, send out to client plastic folder containing.

Xerox copies of biodatas along with Interview Evaluation sheets.

Follow up with client (if required by periodic visits) re; Feed Back on

How many / who attended

Who was passed (selected) /rejected /kept on hold

Who is to be called for Final Interview (if any) & when. To follow up and organize such final interviews.

Ensure that client issues appointment letters to candidates “Passed” in the final interview. Follow up and get copies of appointment letters-alternately sit across client and fill up “Compensation Format” for calculating our professional fees.

Wherever client is unable to select/appoint anyone in the final   interview, sit with him and decide next course of action. e.g

Call some more candidates

-      Re-advertise

-      Search our database etc.

You job is not over till,

Relevant invoices are issued

Payment cheques are collected

Feedback to candidates re “outcome” of the interviews

Today this is a “weak” area. We give feedback only if (and when) concerned candidate phones us. This is not correct.

We owe to each candidate feedback on whether he got rejected / short listed for final interview/short listed for salary-negotiations. For this feedback, we should call him up on our own. If he does not have a phone, we should send him a Standard (but nice & polite) letter (never a post-card !)

CLIENT –RESPONSE

There are many cases where we have already received “Advance” (i.e. Minimum

Search fees) but have not acted-upon the client’s Purchase Order, by

Searching our Database

Short listing suitable candidates

Sending first the “Short list” and then individual detailed bio-datas to the client for his scrutiny.

We take action only when client start phoning! This is creating poor image.

So first thing to do is to prepare a

COMPREHENSIVE ORDER BACKLOG LIST

(in chronological order of the dates)

                                                          SPLIT THIS INTO

Where Advance            where we are not                casual /stray

is received - A             insisting on advance – B      Requests

                                                                     Monthly orderC

          

Obviously this is top priority           either because,       which could

& action must be started at            we want to start a          be converted  Once, otherwise these                   relationship with an  to advance, if

“Orders” Will get cancelled!            important client i.e.  we had time                                                     Hinduja/Finolex/Kirloskar    to attend to OR                  these although

We are not sure of   intuitively we          Being able to find suitable know that             

                                         Candidate (create poor           we

                                         Impression)                          have in our

Databank, very suitable

Candidates)

Lost Potential

Lost Business !

Our priority for action is obviously First A, then B & lastly C.

You should sit-down with Nirmit, devise a proper format and, with his help (his memory) start filling up each of these lists, starting with List A. This format could have following columns;

Client Name / Contact Person / Phone No.

Position / Vacancy

“Advance” details (Cheque No. / Date/ amount)

Action taken details

Computer Print out sent – date / (No. of records)

Detailed Bio Data sent-date / (No. of bio datas)

Interview Arranged – date / (No. of candidates)

Remarks

In the software being developed by Mr. Nagle, there are “Modules” for

Order Processing                                 There is a Folder

Interview Fixing                                  for each of these

Advance / Invoicing /Accounting

The formats to be used are shown in these individual folders. All these will ultimately get computerized. However, it will help us and Mr. Nagle tremendously if we are to immediately introduce a MANUAL SYSTEM (of “record-keeping” in Lists/Statements/Tabulations/Registers / Formats etc.) and use it for a few months to find-out its SHORTCOMING / LACUNAE, so that when we computerize, we can take care of problems faced during MANUAL OPERATION.

Rewriting computer software again and again is expensive/time-consuming and throws “Production” out-of-gear. This could be avoided by trying / testing a MANUAL SYSTEM. Although it could mean duplicate / multiple entry of same data in several different FORMS/STATEMENTS/REGISTERS. But this will be a very good LEARNING PROCESS, and will help us do a better job of computerizing with very little subsequent changes.