Recruitment and HR Blog

Does your Business conduct Performance Management?

Matt Heighway - Monday, June 04, 2018


 

 

 

 

 

 

 

 

 

An effective performance management system starts with the organisation's mission, vision, values and strategic goals. These are then converted into operational plans and workforce plans which then can be managed.

As an organisation it is important to share the aims and objectives, provide information about performance results, seek comments and feedback from staff, get ideas and suggestions – and make people feel a part of their organisation. Performance management systems can be an effective means for such communication.

Monitoring performance is important for many reasons:

  • It allows you to respond quickly to changes
  • Unacceptable performance can be identified at any time
  • Collects information about the performance of individuals and teams
  • Keeps people and teams in touch with what you have agreed will be achieved
  • Provides opportunity to negotiate changes to unrealistic or problematic performance standards or objectives if circumstances warrant it.
  • How should you monitor performance?
  • Through day to day observation as employees carry out their work
  • Conduct regular performance appraisals
  • Informal individual or team meetings
  • Key Performance Indicators

There are many effective ways to monitor and verify performance, evidence of monitoring, coaching and training can come in all forms such as;

  • Samples of written work
  • Information on how specific situations are handled
  • New skills and knowledge obtained/applied on the job
  • Training courses/seminars attended
  • Specific KPIs
  • Verifiable comments from peers or subordinates
  • Feedback from internal and external clients
  • Collecting Data
  • Dollar value of sales by the employee
  • Number of complaints about the employee
  • Number of client commendations
  • Days absent
  • Number of creative ideas generated and implemented

When gathering evidence it is advised not to just get it on actual performance – get it on context as well e.g. something affecting a job role beyond anyone’s control and gather it throughout the year, as an ongoing process.

Monitoring well means consistently measuring performance and providing ongoing feedback to employees and work groups on their progress toward reaching their goals.

The Footprint Group’s HR Consultants can offer your business a variety of options in regards to Employee Performance Management from coaching you and your Managers through to conducting the entire Performance Management Process. Contact us here for more information

Breaking News - National Minimum Wage increase confirmed

Matt Heighway - Friday, June 01, 2018


Annual Wage Review Delivered – Increases for all Award Based Employees.

 

If your staff are covered by an of the Modern Awards, and paid at Award rates, the 1st of July marks pay increase time in accordance with the Annual Wage review conducted by Fair Work Australia and handed down 1 June 2018.

 

From 1 July, the following key changes occur:

1)ALL Modern Award rates of pay will increase by 3.5%;

2)The National Minimum Wage increases to $719.20 per week or $18.93 per hour.

 

An example:

If you employ an adult Receptionist under Level 2, Year 2, of the Clerks Private Sector Award, the current minimum pay rate for that person is $824.10 per week (or $21.69 per hour or $42 853.20 per annum).

 

Increasing by 3.5%, the new weekly minimum for this employee will become $852.95 (rounded to the nearest $0.05).

 

What you need to do:

-Review all current staff pay rates. If any employees are being paid at the Award Rate, review and increase in accordance with this 3.5% effective from the first full pay period after 1 July 2018. The Fair Work website will have all changes in Awards updated at that time also www.fairwork.gov.au ;

-Review all existing Juniors and Trainees against this ruling. Award Free Juniors may also require further adjustments in accordance with the % calculations relevant to their age, which will now fall in line with those detailed in the Miscellaneous Award 2010;

 

If you are unsure of your obligations or would like some guidance and assistance with this or any other HR and employee relations matter, contact Kristy-Lee and the expert HR team at The Footprint Group, we are here to support local business.

 

kristy@thefootprintgroup.com.au

www.thefootprintgroup.com.au

Ph: 02 4324 3922

Finding Employees that will represent your Brand

Matt Heighway - Monday, May 07, 2018

Footprint Recruitment Central Coast

 

 

 

 

 

 

 

 

As business owners, leaders and managers we often spend a great deal of time and effort into our ‘brand’. This includes our business brand, our personal brand and often in a wider capacity the brand of our industry and local business community.

We put countless hours and huge amounts of money into building our brand, ensuring the image is right, the consistency is there and the marketability of the brand is as strong as it can be. We know our brand, and many of those leaders who really have a strong understanding of, and synergy with their brand, represent their brand in everything they do.

They act in a way which reflects the brand, talk in language which speaks of the brand, dress in a way which reflects the brand and communicate in ways which suits the brand and its consumers.

So the brand is good, and we know how to represent it – but then there are the staff. How can you make sure that the people you engage in your business represent the brand as well as you do?

The people you engage in your organisation, whether as employee, supplier or contractor naturally become associated with your brand, and one thing I believe we can’t underestimate is the value of association and the impact this has on our brand.

You can work as hard as you like perfecting your reflection of your brand, but if the associations you keep in your business do not appear consistent with the brand you are trying to portray, you are undermining and possibly damaging the quality, consistency and overall impact of your brand by those who view your business.

At the heart of this for me is the people within your business. The staff, contractors and service partners you align yourself with who, by nature of their roles, act as an ambassador to your business and ultimately are responsible for projecting your brand to your consumers and the wider community.

Whether employed by you directly or indirectly via an agreement, engagement or supplier relationship, you need to be certain that they represent your brand to the extent you expect and the level you demand.

To do this here are some tips to help get things aligned:

-Understand for yourself the values, beliefs, attitudes and behaviours which define your brand. By understanding this you can then ensure all future relationships align with these core values, and as such reflect your brand.

-Assess new employees with these values in mind, to ensure they reflect the brand from the inside out, so to speak

-Think about your brand when you engage a contractor or supplier, and ask yourself this question “if my top customers knew this person / business was associated with me and my business, how would they feel?”

-Trust your gut and follow your instincts

Associating yourself and your business with the right partners can be a valuable addition and compliment to your brand, and conversely the reverse can apply.

Never underestimate the value of association and the impact that those representing your business, whether directly employed or not, can have on your brand image and reputation in the market place.

Top 5 Questions to NOT ask a potential employee

Matt Heighway - Wednesday, May 02, 2018

 

Given that the interview is still the primary selection tool used by employers, when you step back and think about it, you are making some fairly substantial decisions about the future of your business and your team based on a meeting which typically lasts between 30 and 60 minutes.

That being the case, it’s imperative that you maximise the interview time by remembering the fundamental goal of an interview. The interview is your one chance to get to get to know the applicant, and assess whether they are going to fit in to your team and culture, and whether they can complete the job you are hiring for. The best way to do this is to ask relevant questions which are likely to elicit responses which give you a realistic and honest impression of the applicant, and ultimately give you the most detailed possible understanding for their suitability for your culture and the position you are recruiting for.

In my opinion, many employers spend way too much interview time on questions which hold little if any value to the goal at hand – finding out about the applicant and their suitability.

Here is my list of the top 5 time waster questions that you should leave out of your next interview:

1)Tell me a bit about yourself – an interview is not a date, and this question usually ends in one of three ways. The first is a well-rehearsed and often not very accurate ‘elevator pitch’ designed to dazzle you with their brilliance. The second is a complete life story background which whilst interesting, usually tells you very little about their suitability for the role. The third is a shocked response by a nervous applicant which typically ends up with them talking for the sake of talking, unsure what information to give away or not, and again you are left with very little of any true reflection about the person, their fit for your business or their ability to do the job at hand

2)Where do you see yourself in 5-10 years – the answer is who knows and who cares! You don’t know where your business will be in 5-10 years so why would you expect an applicant to have a clearer picture of their career. And the reality is they probably won’t be with you then, and that’s ok.

3)What are your weaknesses? If you think anyone is truly honest in answering this question you are mistaken. They will usually come up with some trait which they can ‘sell’ to you as a weakness, which of course you will see as a strength. Some of the most commonly used are ‘I am a perfectionist, I like to do things right all the time’, ‘I find it hard to say no if someone needs my help’, ‘I really like to be challenged’

4)Can you use MYOB? (or insert name of any system). It’s a waste of time because they will say yes and try and figure it out later. Almost any closed ended question like this hold very little value to helping you achieve the goal of the interview

5)Why do you want to work for us? Whilst the answer will almost certainly give you a little confidence boost and that feel good feeling about your business, this again is loaded towards a fake and dishonest answer. There may be some authentic answers in the mix with this type of question, but ultimately this prompts the applicant to compliment the business and try and ‘sell’ their love for a company they probably at this stage know very little about.

My advice – ditch the time wasting questions and focus on asking questions which are more relevant, better thought through and designed to elicit honest, authentic and realistic answers to topics which are relevant to team fit and job relevant skills and experience.

The right fit - How to recruit staff in a candidate short market

Matt Heighway - Tuesday, April 03, 2018

 


 

 

 

 

 

 

 

 

When your business is short staffed, there can be nothing more frustrating than a candidate short market.

You and your team are already under the pump, and as an owner or manager you constantly find yourself being pulled into working ‘in’ rather than ‘on’ your business. This only impacts on your ability to focus on growth, client acquisition and product & service development.

But despite the temptation, it’s important to remember that desperate times shouldn’t mean you take desperate measures.

When you simply don’t have the resources to make ends meet, and fulfil the workload you have coming through the door, it can seem like a good option to appoint new employees who don’t fit in with your usual criteria and are a mis-match with your culture and values. But this in fact can do more harm than good and here is why:

1)A new team member who does not encompass your values and work in a way which reflects your business quality standards, ethics and systems will never be long term, so ultimately you spend time, money and effort training, developing, coaching and guiding for them only to leave before you have recouped your costs

2)Appointing a new team member who does not fit in with your existing team, who are committed to your vision and goals, will potentially upset them and have the reverse impact for you. To unsettle your existing team may result in less productive staff, or worse still those staff leaving the organisation because of the new person

3)In a candidate short market your judgement can be blurred by desperation. You need extra hands on deck ASAP, and the candidates in these markets know this. So they become more demanding with their expectations around terms, conditions and salaries. Ultimately you agree because you need someone, but long term it creates a situation with is no longer sustainable because the business workflow ends up structured around them and their demands, rather than the potential for a strong structure for growth.

Clearly there needs to be a solution to help get you and your business through this time, so here are a few things I recommend to help relieve the load!

1)Communicate openly with your existing team and support them – create an environment which keeps them engaged, motivated and focused. This way they will be as productive as possible for you. Share with them your efforts to locate a like minded team member, and even ask for their help with this, you never know who is around in their extended social circles.

2)Think outside the square. Clearly your usual ideal candidate is not out there right now, so how else could this work get done? Can the work be re structured in the office to create a different skills gap, can you promote or retrain an existing team member, can you systemise or streamline anything to help make processes easier and faster?

3)Think about outsourcing. This won’t be an option for all roles and all businesses, and certainly may not be long term. But in the short term could a contractor or outsourced supplier help you to get through this busy period?

4)What’s not urgent and taking up your time? Can it be put on the shelf for a short time? This can often be hard for business leaders who spend time and energy structuring things to enable them to spend time on their business and its overall strategy and development. But sometimes, especially in small business, the ability to switch between working in and on the business can be priceless for getting through these tough workflow periods

5)Get an outsider’s perspective. Ever felt like you can’t see the forest for the trees? It can happen so easily when you are snowed under, overwhelmed and unable to see a real solution. Getting an outside consultant, mentor or trusted advisor in to have a ‘birds eye’ look at your business might reveal some light bulb suggestions for easing the load, which had been in front of your face the whole time but just hadn’t crossed your mind. 

Above all else it’s important to remain positive and focused. Be clear about your vision and direction and the sort of people you want in your business to help you achieve these goals. If you remain clear on that, it will help ensure that even in the times you feel like you’re drowning in work, you make the right decisions about who you engage in your business and why.

 

Recruiting your first employee

Matt Heighway - Wednesday, March 28, 2018

Footprint Recruitment Central Coast - finding staff

 

 

 

 

 

 

 

 

Sometimes just knowing where to start when hiring your first staff member can be the most daunting thing. For many of us, hiring the first staff member into our business is a huge step – not only because it means exciting things like growth and opportunity, but it often also means we need to let go of some control, trust someone else with our ‘baby’ and let this person in to our business world.

So to help those who find themselves in this position, here are the basic things to focus on when making your first hire:

1)Know what you are looking for:

Before you even start the hiring process, sit down and take a good look at your business. Write out all of the tasks that need doing in the business, and try and put them together into some logical positions and structures.

Now take the tasks you want or need to continue doing, and put these into your role, and have a look at what is left. From the tasks that are left, take a look at the tasks which are most important to the business being able to function – and which tasks do you most desperately need help with – you now have a focus for your new position, so write yourself a Position Description for the role (there are lots of templates available either online or from a HR service provider)

 

2)Know your target market:

After figuring out what sort of role you want to fill, and the type of candidate you want to fill it, start to think about where your ‘ideal applicant’ is looking for work.

There is no point advertising for someone in the local paper, if you know your ideal applicant probably doesn’t read the paper. Think about where your applicant looks for work, the sort of mediums they use, the location they will be in and the other people they are likely to come into contact with.

3)Write the right ad

Writing an ad that attracts the right sort of candidates, and lets readers know what are the essential components for the role will save you time by ensuring your applicant pool is generally better suited to what you are looking for. To get the best people for your role you will need to sell the role, and the company to the reader, and make it clear what you are seeking in regards to their skills, experience and qualifications.

4)Use Your Networks:Advertising is one way to find potential new employees, but don’t forget to think outside the box and use your networks, referral groups, industry associations and any other groups you have access to letting them know you are looking for someone.

5)Conduct Structured Interviews:

By conducting interviews where there are a number of questions which are set and asked standard to all applicants you will have a common set of responses by which to assess and compare them by after the interviews. You should also allow time for free talk, discussion and questions within each interview to help you understand those non tangible factors such as team fit and personality style.

After each interview reflect objectively on each one and make notes – it saves confusing multiple applicants after all the interviews are done.

6)Use Other Screening Tools:

Interviews are great and very important, but there are other tools available to help you make your decision – don’t forget about reference checking, skills testing, checking qualifications, psychometric assessments, aptitude tests, and the full range of other recruitment tools available to assist you.

Being the sole decision maker in a recruitment process can sometimes be difficult as you spend time thinking over your decision trying to make the right choice. By sharing the decision making process with other people you can cut the time spent doubting yourself and potentially losing great candidates. Seek assistance from advisors, mentors, or other key people who help you in your business.

7)If you are not sure – seek help:

Don’t be afraid to get help from a Recruiter, or HR Consultant if you think you need, or would like, some help. Find a Consultant who is happy for you to engage their services for the parts of the process you need help with or just don’t have the time.

8)Recruitment is Only Step 1:

Whilst recruiting the right person is really important, don’t forget that this is only the beginning of the process. Making sure the person has the right training, induction and ongoing management will give them the best chance for success in the role.

This is by no means an exhaustive list, but hopefully these tips will help you make that first hire a successful one for you and your business.

 

The Boss of HR Documents - Position Descriptions

Matt Heighway - Thursday, March 22, 2018

 

Footprint Recruitment and HR - Product Descriptions

 

 

 

 

 

 

 

 

As a business owner of manager you may think you have a million more important things to do than write a Position Description for every role in your company.

Particularly in small business, where there is a need for flexibility within the scope and responsibility and daily duties of each individual, to meet the fluctuating needs and demands of a fluid business structure, these ‘structured’ documents can often seem limiting and unnecessary.

However, accurate and detailed Position Descriptions can be one of the most important documents to have in your business, and here is why:

1)They improve efficiency - They allow you to structure the business according to what needs doing and how it should be done, in the most efficient and effective way. Without clear Position Descriptions which are prepared prior to hiring and reviewed regularly, many businesses find themselves working around the people they have, and what they can or are willing to do, not what the business needs.

2)They create structure – as we all know, where there are no rules people instinctively will make up their own. Position descriptions which are clear, appropriately detailed and cover the nature, scope and duties of the role, as well as the expectations around employee behaviour and performance standards create a working ‘rule book’ for your employees.

3)They provide clarity - for you as a business owner or manager having position descriptions for each role allows you to understand where any gaps lie in your business, and also where you may be needing to allocate skills, experience and expertise as you grow

4)They provide a guideline for both staff and managers when it comes to performance expectations and managing poor performance. By having clear definitions within a position description around the expectations of what roles are to be performed, and how this is to be done, you have a tool to use against which to measure performance and manage appropriately

5)They create certainty for the employee, so that they feel confident and comfortable with what they are required to do, and how this is to be done. Many employees thrive off this sort of reassurance around the employers expectations of them, so having these in place is a simple way to provide that structure and certainty for your staff.

6)They provide the basis for a successful recruitment campaign. By having an up to date and accurate position description in place prior to commencing the recruitment campaign, you are much much more likely to appoint an appropriate candidates, because you have clarity around what you need in the role, and what skills, experience and expertise are required to fulfil these requirements.

7)They provide the framework for your regular and structured performance review process. The position description is the key tool through which you can easily assess your employees performance, and implement appropriate career development pathways, and training and development opportunities based on this.

Don't underestimate the importance of this HR document, contact Footprint HR Central Coast to learn how we can help

 

12 tips to make your Resume’s Cover Letter stand out

Matt Heighway - Friday, March 16, 2018

 

 

Footprint Recruitment and HR celebrating 12 years on the Central Coast

 

 

 

 

 

 

 

 

 

 

A Cover letter should accompany your resume with every job application. The application letter is a targeted, precise, interesting communication tool that provides you with the opportunity to sell your skills and experience.

To help keep your application out of the bin: 

1.Make sure your contact details are on it

2.Send you application letter addressed to a named individual rather than “to whom it may concern” whenever possible

3.Clearly address the position you are applying for

4.Make sure your cover letter is tailored to each position and company you are applying for

5.Identify the reason as to why you are applying for the job – be as specific as possible

6.Format your letter professionally and make it visually appealing and coordinated to your resume

7.Add in the requirements / selection criteria of the job

8.Provide or refer to any information specifically requested in the advertisement (e.g. Typing test results)

9.Do sell your skills and experience within the cover letter

10.Do keep it consistent, so make sure the font is all the same and sizing all the same

11.Proof read your cover letter – make sure there are NO spelling or grammar errors

12.Close the letter by sincerely thanking the person for their time and effort

It is a raging, competitive job market out there. If you want someone to look at your resume you need to make your cover letter stand out from the rest! Make it a well researched, engaging, and interesting cover letter to keep the employer wanting more.

 

 

Avoiding Common Recruitment Traps

Matt Heighway - Wednesday, March 14, 2018

 

Footprint Recruitment helps you avoid common recruitment mistakes

 

 

 

 

 

 

 

 

 

 

Is it possible that a successful recruitment project can come about less because of your exceptional planning and structures, and more because you knew where the traps were – and most importantly how to avoid them?

Here are some of the most common traps employers fall into when recruiting staff- and my tips on how to avoid them!

1)The ‘anyone is better than nothing’ trap:

When you need to hire a new staff member – you typically don’t have time on your side. So you are either refilling a position because someone has resigned, you are flat out busy or a new project has just landed on your lap – so getting things done quickly is often a priority. But falling into the trap that anything is better than nothing is not the right thing to do. Of course you need someone in the role, but assuming that just ‘anyone will do’ is a dangerous trap. Getting the right person for a role is critical to the long term success of the position, otherwise you’ll find yourself consistently managing the person, and filling the role time and time again. So resist the urge to fill the role with just ‘anyone’ and look at alternate solutions – like temps, casuals or outsourcing to help you through the immediate staff, while you take the appropriate time to find your perfect new employee.

2)The ‘no one will do the role as good as I can’ trap:

As business owners we are invested in our business, both financially and emotionally, more than we can ever expect anyone else to be. So we therefore assume that no one else could possibly do a task as well as we can. This is one of the traps which impacts on successful recruitment projects – sometimes employers need to learn to let go, and hire someone who can do the role almost as well, and train them up to their level from there.

3)The ‘I’ll make the role up to suit them’ trap:

This is a really easy trap for small businesses to fall into when hiring staff, because there is often so much which could be passed onto someone new, that you think you can make up a role to suit a candidate who you really like. Unfortunately this trap can lead to longer term issues when the team or the business is growing. Understanding your future business structure, and the specific roles you need before you start recruiting is paramount to avoiding this trap – know what you need from the role and the person performing it, and stick to it! Of course some flexibility is great, but if you are too flexible, you’ll only do yourself a disservice in the longer term by creating a structure which doesn’t work for the business, all because of one person.

4)The ‘reference checks are a waste of time’ trap:

Many employers decide to take ‘short cuts’ in the recruitment process by deciding that reference checking, or other critical parts of the process like interviews and skills testing, are a waste of time, and think they can trust their gut feel to get them through and save some time. There is no doubt that your gut feel is very important, but by failing to do the appropriate checks and assessments, leaves you open to the risk of hiring someone who does not have the skills, experience, attitudes, reliability and behaviours you need in the role.

5)The ‘her sister is looking for work’ trap:

Failing to properly asses the best candidates in the market is one of the biggest traps I see employers, particularly in small business, fall into.They hear of, or know of, someone looking for work, and thinks this gives them a quick fix to their staffing levels and busy workload.When recruiting staff you need to hire the people who know the roles best, and have the right skills and experience – not someone who knows your team well. Aside from the complications this trap creates to do with inappropriate skills and experience, there is the added complication of the ‘personalities’ involved – when they have a falling out with their friends who got them the job, the workplace can become very negative place with distractions and personal issues taking precedent over getting the job done!

 

Recruitment and Social Media

Matt Heighway - Wednesday, March 14, 2018

 


 

 

 

 

 

 

 

 

Social media seems to be re engineering the way we work across all areas of business.

Whilst it has most heavily impacted on our marketing, sales and branding processes, it has for many businesses become a method of sourcing referrals for suppliers, listing products, linking with associates and forming strategic alliances.

So how can social media help you recruit staff for your business – and is it a good tool to use?

There are 3 keys ways Social Media can play a part in our recruitment processes: 

1)Social Media as part of your network:

Perhaps the most obvious, and widely used social media recruitment technique is the concept of ‘word of mouth’. Our social media networks act as an extension of our existing ‘traditional’ networks – so putting it out there to all of your networks that you are currently recruiting is not a new concept. 

The Pro’s: you can access a wide range of people, each of whom know (or are connected with) lots of other people. This means the news of your vacancy may end up in front of many more people than via your ‘traditional’ networking, giving you a higher chance of someone suitable applying. It’s easy and it’s free – a Facebook post linking the reader to an advertisement on your website, or even just an overview and an e mail address takes a couple of minutes and is completely free. 

The Con’s: Do you want everyone to know you are recruiting? Putting it out there via your networks means the news of your vacancy could end up almost anywhere, in front of anyone. This includes suppliers, clients, competitors and staff (both past and present). There may be certain circumstances in which you wouldn’t want the news that you were hiring to be quite so public, in which case this is not a great tool for you to use.

Also, by having the news of a recruitment project publicised so willingly, you may find yourself inundated with interested applicants, which may be difficult to manage from an administrative and time perspective. 

2)Social Media Job Boards:

Just like Seek, MyCareer, CareerOne and all of the other niche online job boards, there are now social media job boards which are available to use when recruiting for staff. The most obvious being LinkedIn which is considered the social media site of choice for professionals looking to connect. LinkedIn has an integrated job board and recruitment function. 

The Pro’s: Like all job boards you can tailor your ad and nominate how you receive applications, queries and responses. If you are seeking professionals or executives this can be a great – why? Because it’s where the professionals are ‘hanging out’ online. 

The Con’s: There is a cost in placing ads, like with all commercial job boards. For LinkedIn it’s just under $200 per ad. Like any form of direct employment advertising, you can get a range of unsuitable applicants which need to be managed and responded to.

3)Building My Company Brand:

Social media is a great way to build brand awareness and presence, it’s one the main reasons it’s used across all industries as part of their marketing mix. When recruiting staff, this brand awareness can be used a great tool to attract top talent.

To be the best business you can be, you want the best possible people working for you. Similarly, the best talent want to work for the best company in their field. So how do you get that reputation?

Social Media can be a great way to help build this. It also builds a level of ‘familiarity’ in candidates minds. It allows you to communicate your key values and attitudes, and in doing this you will be more likely to attract talent whose views and beliefs match up to the organisations. This leads to better long term recruitment solutions, with individuals who engage more readily and fully with the organisation and their role, and who are going to be a better fit for the organisation and its team.

Overall using Social media to recruit can be an excellent way to leverage your online networks to attract a wide range of applicants. However, like with all other recruitment methods, you should still follow through in using your other selection tools, such as interviews, reference checks and assessments to ensure you are making the best possible hiring decision for your business.

 

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