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Recruitment Information

Recruitment Briefcase

Recruitment Information

Entry requirement

Employers should set entry requirements (including experience, education attainment, technical and management skills, language ability, physical fitness, etc) based on the genuine occupational requirements of the vacancy. The requirements should be periodically reviewed and modified according to operational need and labour market changes.

Channels to publicise vacancy information

  • Personal network;
  • Newspaper and magazine advertisement;
  • Employment websites;
  • Private employment agencies;
  • Extensive recruitment network provided by the Labour Department.

Labour Department Interative Employment Service website

Relaxing entry requirements and adopting flexible work arrangement make recruitment easier

Employers whose vacancies remain unfilled for a long time may review the entry requirements of their vacancies. Relaxing the entry requirements (e.g. education attainment, experience and language ability) makes it easier to recruit suitable employees. Adopting flexible work arrangements (e.g. part-time job) also brings you a larger pool of candidates including new arrivals, ethnic minorities, retirees and home-makers.

Prudent handling of personal data

Employers should observe the requirements of the Personal Data (Privacy) Ordinance when collecting personal data from job seekers during recruitment:

  • Employers and their agents are required to reveal their identity in the recruitment advertisement when inviting job seekers to provide their personal data in the application form or resume;
  • Recruitment advertisements that directly ask job seekers to provide their personal data are required to include a Personal Information Collection Statement ("PICS") informing them about the purposes for which their personal data is to be used, e.g. "Personal data collected will be used for recruitment purposes only". Alternatively, contact information of the employer should be stated in the advertisements for job seekers to obtain a copy of the PICS;
  • Other than the essential information, employer should not collect excessive personal data from job seekers. Without the consent of job seekers, employers should not retain the personal data of unsuccessful applicants beyond two years from the date of notification;
  • Employers should not collect a copy of the Hong Kong Identity Card of a job seeker unless and until an offer of employment has been accepted.

Arranging job interviews

  • Shortlisting candidates for interview

    Employers have to set the screening criteria and the number of candidates to be interviewed beforehand. If only a limited number of job applicants will be interviewed, employers can ask applicants to send their application forms or resumes first. Based on the pre-set screening criteria, employers can draw up a candidate list. Employers may also screen out less competitive applicants through telephone/online interviews with the applicants.

  • Appointing interviewers

    Apart from members of the Human Resources Department, members from other departments, in particular the Department Manager/supervisor of the post under recruitment may jointly interview the candidates. The arrangement has the advantage that recruiting supervisors are involved in the selection process and they could choose the candidate they think most suitable. This arrangement also helps shorten the recruitment process.

  • Arranging skills tests

    Employers may arrange applicants to go through various job-related skills and trade tests on language, aptitude and computer knowledge, etc. on the internet before interviews.

  • Fixing an interview schedule

    The schedule should not be too packed. It is advisable to space out interviews with some time gap between them. Such an arrangement allows interviewers to spend more time with a candidate for further clarification, or to make up for any delay or overrun. It also allows interviewers sufficient time for discussion about the performance of each candidate and write up detailed notes for future reference.

  • Choosing suitable venue

    Offices and conference rooms are most popular choices for holding interviews. To make the applicants less stressful, it is desirable to run job interviews in a relaxing and comfortable atmosphere.

Conducting an interview

  • Verification of documents

    Employers should check the identification documents of the candidates and ensure that they are lawfully employable in Hong Kong. Their proof of academic/professional qualification and employment history may also need to be checked and verified.

  • General procedures

    • A get-to-know each other introduction;
    • A question-and-answer (Q&A) session based on the information provided by the candidate in the resume;
    • A brief inquiry of the candidate's character and behavior pattern;
    • A brief on the job duties of the vacancy and a Q&A session on situational questions related to the post under recruitment;
    • Answer the candidate's questions about the job or the company.

  • Division of work within the interviewing panel

    If it is a panel interview, members may be assigned different roles in the interview. Questions covering various aspects are to be asked by different members. One interviewer may ask probing questions and follow up on the answers, trying to impose pressure on the candidate. The other interviewer may adopt a friendly approach and encourage the candidate to express himself/herself freely.

  • Materials at fingertips

    Interviewers should be provided with the job specifications and entry requirements of the vacancies, resumes or records of the candidates.

  • Questioning techniques

    Questions are asked in the interview for various purposes, which include obtaining information from a candidate, seeking confirmation of details of the candidate's resume and helping to decide whether the candidate is suitable for the post or not.

    Different types of questions serve different purposes:

    Type of Question Closed Question Open Question
    Examples " Do you ..? " , " Have you .. ? " etc. " Why? ", " When ? " , " Which . . ? " etc.
    Purpose Candidates can answer the questions in a single word such as "Yes" or "No". Asking these questions can help interviewers save time when seeking confirmation on some information. These questions encourage the candidate to talk at length, so that the interviewer can obtain more detailed information.

  • Listening techniques

    Keeping eye contact with a candidate, nodding head and using wordings like "I see", "really", "n..." or "yes", keep the communication flow and encourage candidates to talk freely;

    Reading a candidate's body language is important. For instance, if a candidate avoids having eye contact with you at times, this may indicate that he/she is "hiding" something.

Selection system

  • Assess the extent to which each candidate fulfils the job requirements;
  • A marking scheme with different assessment items carrying different weightings in accordance with their degrees of importance should be prepared. Employers can rank the candidates fair and impartial by simply adding up the marks for each of them.

Result notification

  • Once decided, employers should inform the successful candidate of the result without delay. They may inform the candidate by phone, and then followed by issuing a written confirmation if the verbal offer is accepted. The written confirmation serves to outline the conditions of the job offer, including the date and time to report duty, and seek the prospective employee's acceptance in writing;
  • Employers should also notify those unsuccessful applicants as soon as possible. The simplest way is to inform the candidates during interviews that they would receive a notification within a specified period of time after the interview. Failure to receive the notification means a candidate's job application is unsuccessful.
Last Review Date: 25 July 2018
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