Trang 1 _ _ _ _ _ _***_ _ _ _ _ _MID TERM REPORTMajor: Business EnglishTHE PROCESS OF RECRUITING FOREIGNTEACHERS AT ATHENA VIETNAM EDUCATION Trang 3 TABLE OF CONTENTTABLE OF CONTENTS...
OVERVIEW OF THE ATHENA COMPANY AND MY INTERNSHIP
General Introduction
ATHENA Company's full name is ATHENA International Cooperation Company The company operates in the field of providing office teachers working in Hanoi Starting operation in 2019, ATHENA has a system of school partners, and centers in Hanoi. ATHENA's partner system is preschool, elementary, junior high, high school, and English centers Schools and English centers in many districts in Hanoi such as Ha Dong, Cau Giay, Nam Tu Liem, My Dinh, and Long Bien, ATHENA's school system is increasingly expanding in Hanoi.
History of Development
Founded in 2019, ATHENA experienced four years of development Up to now, specific successes have been achieved and have gained a foothold in the education market in Hanoi as well as in Vietnam.
In the first days of its establishment, ATHENA focused on developing the company to become a trusted foothold for many foreign schools and teachers ATHENA provides quality teachers for public schools in Hanoi and provides legal services for teachers.
After having had a solid foundation, ATHENA embarked on other projects to connect Vietnamese culture with foreigners In 2020, ATHENA implemented a project to teach Vietnamese free of charge to foreigners.
Until now, ATHENA has had a network of partners throughout Hanoi including kindergartens, and public schools such as Hoang Mai High School, Ly Thai To High School, Nguyen Binh Kiem School, and Hoa Sen Kindergarten, and English centers such as Langmaster, Ames English, English teachers come from native countries and have university English qualifications or higher.
Product lines
ATHENA Company supports the "Quotation for Legal Consulting Services for Foreign Labors in Vietnam” service From assisting with work permits and visas to addressing employment contracts and immigration procedures, our services are designed to streamline the process of employing foreign workers, allowing you to focus on your core business objectives The company strives to be every trusted partner in optimizing its international workforce while upholding the highest standards of legal compliance and ethical practices Here are some legal procedure services that ATHENA Company supports:
1 Service of Applying for entrial letter 7 - 10 days
2 Service of Applying for approval to use foreign employees 10 - 14 days
3 Service of Applying for Work Permit (Full package) 21 - 30 days
4 Service of Applying for a Temporary Residence Card 7 - 14 days
5 Service of sponsorship company’s business license 5 - 10 days
6 Service of Applying for Vietnamese criminal record 7 days Figure 1-1: QUOTATION FOR LEGAL CONSULTING SERVICE FOR FOREIGN LABOR IN VIETNAM
Source: Internal materials of ATHENA
1.3.2 Foreign language teacher supply service
Besides providing legal services ATHENA company also conducts a “Foreign language teacher supply service” This service connects educational institutions, language centers, and schools with a diverse pool of highly qualified and proficient language instructors.
Through a rigorous screening and evaluation process, ATHENA ensures that the language teachers possess the necessary qualifications, experience, and teaching methodologies to meet the unique requirements of each school Here are some schools which ATHENA work with:
No List of schools and centers
1 Trung học Nguyễn Bỉnh Khiêm
7 Little Sol Montessori - Mỗ Lao
8 Little Sol Montessori - Lê Văn Lương
9 Little Sol Montessori - Phạm Ngọc Thạch
10 GrapeSEED Blosom - Phạm Ngọc Thạch
Source: Internal materials of ATHENA
Mission, vision, core values
With many years of development, ATHENA is always a great employee development environment The company always ensures legal services in compliance with the law and has a source of quality teachers for schools in Hanoi
At ATHENA, our mission is centered around supporting the best service possible We are committed to providing our clients with unparalleled solutions and assistance, striving to exceed expectations in every endeavor Through continuous innovation, meticulous attention to detail, and a customer-centric approach, we aim to empower businesses and individuals alike to achieve their goals with confidence At ATHENA, supporting the best service means going the extra mile to deliver exceptional results and fostering lasting partnerships based on trust, reliability, and success.
ATHENA's mission is to be a pioneer and leader with a high-quality system of foreign language teachers We are dedicated to providing groundbreaking solutions and exceptional support that surpasses expectations in every endeavor ATHENA commits to bringing the best service possible to the clients Through continuous innovation and a focus on excellence, the company aims to lead the way in offering a top-notch network of foreign language educators.
At ATHENA, the mission is guided by a set of core values that define its commitment to excellence and drive ATHENA's actions each day Respect, honesty, trust, and kindness are core values of ATHENA company:
“Firstly, respect is at the heart of everything we do - we respect our customers, their needs, and their aspirations, as well as the profession we serve and our colleagues Secondly, honesty is the foundation of our relationships - we are truthful with the company, transparent with our clients, and authentic with ourselves
Thirdly, trust is paramount in all our endeavors - we trust in our abilities, have faith in our colleagues, and have confidence in the quality of ATHENA's products and services. Finally, kindness is our way of conducting business - we show kindness to our customers, compassion towards the company, and support to our colleagues, taking care of every detail no matter how small.”
By upholding these principles, ATHENA is driven to fulfill its mission of being a pioneering force with a high-quality system of foreign language teachers, providing exceptional services that empower our clients to thrive in a globalized world.
Organizational Structure
ATHENA Company has a hierarchical organizational structure with two main boards: the supervisory board and the advisory board The company comprises six departments, each responsible for specific functions At the helm of operations is the General Director, who oversees the overall functioning of the organization As an education startup, ATHENA has 30 employees working across various departments to fulfill its mission and objectives This structure allows for clear lines of authority, efficient decision-making, and effective communication within the organization to drive growth and success in the education industry.
Source: Internal materials of ATHENA
The Human Resource department team is under the supervisory board The person with the highest position is the head of the human resources department, responsible for managing the recruitment of foreign teachers and handling legal issues Here are some of HR’s main responsibilities and duties:
Person in charge Task Detail task
Foreign language teacher supply service
● Set-up and interview round 1
● Visa process (optional) Legal department Legal procedures
● Make a contract with the candidate
● Work with relevant parties about the candidate's legal documents
● Discuss, negotiate and sign labor contracts with candidates Figure 1-4: HUMAN RESOURCES ACTIVITIES
Source: Internal materials of ATHENA
My internship activities
During my internship at ATHENA Company, I had the opportunity to work in the Human Resource department, under the guidance of Ms Tran Khanh Linh – Human Resource Manager I chose this topic because I found it to be of utmost importance while working in this position.
As an intern, I was closely involved in various aspects of the recruitment process, gaining valuable insights into the crucial steps required to attract and hire top talent for the education agency One of the primary reasons I selected this topic was my belief in the transformative power of education and its role in shaping individuals' lives Being a part of the recruitment process for an education agency allowed me to contribute to the growth and development of the institution while indirectly impacting the lives of students and educators.
My responsibilities during the internship included assisting in creating job postings that highlighted the agency's values and mission, identifying suitable platforms for job advertisements to reach a wider audience of potential candidates, and screening applications to shortlist the most qualified candidates Moreover, I had the opportunity to observe and participate in interviews, which allowed me to understand the importance of aligning the agency's objectives with the candidate's aspirations and skills.
Additionally, I was involved in analyzing the recruitment strategies' effectiveness and proposing improvements to optimize the hiring process This aspect of the internship was particularly fulfilling as it allowed me to apply analytical thinking and problem- solving skills to enhance the agency's recruitment outcomes.
Throughout the internship, I witnessed the significant impact that effective recruitment can have on an education agency's success Recruiting individuals who are not only qualified but also passionate about the agency's mission and vision contributes to a positive and nurturing learning environment As a result, students receive a high- quality education, and teachers find themselves in a supportive and fulfilling work environment.
ACTIVITIES OF RECRUITING FOREIGN TEACHERS AT
The theoretical basis of the Recruitment Process
2.1.1 The Definition of the Recruitment Process
The recruitment process is a systematic and strategic approach used by organizations to identify, attract, screen, and select qualified individuals for specific job positions within the company It is a critical function of Human Resources aimed at ensuring that suitable candidates are hired to fill the right roles, aligning with the company's goals and culture.
The effectiveness of the recruitment process can be evaluated using various metrics to measure its efficiency and success in filling job positions with the right candidates The criteria for evaluating the recruitment process can differ based on the level of the position being filled According to the Talent Access Report by the Society for Human
Resource Management (SHRM), the criteria for evaluating the recruitment process are as follows:
Firstly, Time-to-Fill (For All Positions): This metric measures the time taken from the initiation of the recruitment process to the final acceptance of the job offer by the selected candidate A lengthy time-to-fill can result in increased costs and lost productivity, while a shorter time-to-fill indicates an efficient recruitment process.
Secondly, Position Open to Position Approved-to-Fill (For Non-Executives' Positions): This criterion measures the time taken from the point when a position is open and approved to be filled until the hiring process begins A delay in this stage may lead to delays in finding suitable candidates.
Thirdly, Position Approved-to-Fill to Job Posted (For Nonexecutives' Positions): This metric evaluates the time taken from the approval of the position to its posting on various job platforms A shorter duration in this stage ensures a faster outreach to potential candidates.
Fourthly, Job Posted to Screening Started (For Nonexecutives' Positions): This criterion assesses the time taken from the job posting to the initiation of candidate screening A prompt start to the screening process ensures that qualified candidates are considered quickly.
Fifthly, Screen Applicants (For Nonexecutives' Positions): This stage evaluates the efficiency of the screening process in identifying candidates who meet the job requirements A well-executed screening process filters out unsuitable candidates effectively.
Sixthly, Conduct Interviews (For Nonexecutives' Positions): This metric assesses the time taken to conduct interviews with shortlisted candidates Efficient interview scheduling and execution are crucial for a successful hiring process.
Seventhly, Make a Final Decision and Extend an Offer (For Nonexecutives' Positions): This criterion measures the time taken to finalize the hiring decision and extend the job offer to the selected candidate A swift decision-making process helps in securing top talent.
Finally, Offer to Acceptance (For Nonexecutives' Positions): This metric evaluates the time taken from extending the job offer to the candidate's acceptance A shorter duration in this stage ensures a higher likelihood of candidate acceptance.
The above criteria provide valuable insights into the efficiency and effectiveness of the recruitment process, allowing organizations to make data-driven improvements and enhance their talent acquisition strategies.
Source: Talent Access Report 2022 by The Society for Human Resource Management.
2.1.2 The Importance of the Recruitment Process
The recruitment process holds immense importance for organizations across various industries, as it directly impacts the quality of the workforce and the overall success of the company By employing a systematic and well-structured recruitment process, organizations can attract, assess, and select the most suitable candidates for their job openings This ensures that the organization is staffed with competent and skilled individuals who can contribute effectively to the company's objectives.
A comprehensive recruitment process helps in identifying candidates who possess the necessary qualifications, experience, and cultural fit for the organization It minimizes the risk of making hasty hiring decisions and reduces turnover rates, leading to higher employee retention According to a study by the Society for Human Resource Management (SHRM), a well-structured recruitment process can significantly improve employee retention and save the organization costs associated with frequent hiring and onboarding (source: SHRM, "Human Capital Benchmarking Report," 2018).
Moreover, a robust recruitment process enhances workforce diversity and inclusion Organizations that prioritize diversity in their recruitment efforts benefit from varied perspectives, creativity, and innovation A diverse workforce can lead to better problem-solving and decision-making, contributing to the company's overall performance and competitiveness in the market A study published in the Harvard Business Review suggests that diverse teams are more likely to outperform non-diverse teams in terms of financial performance and decision-making effectiveness (source: Harvard Business Review, "Why Diverse Teams Are Smarter," 2016).
2.1.3 The Phases of the Recruitment Process
The recruitment process typically consists of several distinct stages, each serving a specific purpose in identifying and selecting the right candidates for a job position While the exact steps and terminology used may vary from one organization to another, the following are three stages of the recruitment process:
(source: Examining the Contribution of Recruitment Practices to Business
Performance: A Case Study of Three Corporate Giants)
Stage One: Define Job Requirements Including Job Description and Job Specification
The initial stage involves defining the job requirements in detail Creating a well- crafted job description is essential, as it outlines the responsibilities, duties, and objectives of the position A clear job description helps potential candidates understand the expectations and whether their skills align with the role Alongside the job description, the organization develops a job specification that lists the specific qualifications, experience, and attributes required from applicants This specification serves as a guide for recruiters to assess candidates based on the necessary competencies.
Stage Two: Attract Potential Employees Including Job Advertising
The second stage focuses on attracting potential employees to the job opening Strategic job advertising is a critical aspect of this phase Organizations utilize various channels, such as their website, job boards, social media platforms, and professional networks, to reach a broad audience of potential candidates Effective job advertising uses compelling language and appealing content to engage and entice potential applicants to apply for the position.
Stage Three: Select the Right People Including Job Interviews and Ability Tests
The Current Situation of the Recruitment Process at ATHENA Company
2.2.1 The Role of the Recruitment Process at ATHENA Company
The organization’s structure at ATHENA Company is designed to efficiently manage its operations and meet its objectives The company has a clear focus on two main sources of recruitment: hiring foreign teachers and promoting internal staff.
Recruiting foreign teachers is vital to ensure the quality of education delivered to schools in the new academic year To maintain high standards of teaching, ATHENA sets specific criteria for potential foreign teachers These criteria include proficiency in speaking standard English, possessing a university degree, holding an English teaching certificate, and demonstrating a commitment to a long-term partnership with the school and the company By adhering to these stringent standards, ATHENA aims to provide its partner schools with skilled and dedicated educators who can enhance the learning experience for students.
Figure 2-7: RECRUITING NEW FOREIGN TEACHERS
On the other hand, the company also emphasizes the importance of recruiting and developing internal staff Promoting internal employees allows ATHENA to tap into its existing talent pool and nurture the skills and potential of its workforce By providing opportunities for career advancement and personal growth, ATHENA not only motivates its employees but also builds a loyal and committed team that contributes to the overall growth and success of the organization.
The SWOT analysis of the current process at ATHENA Company
2.3.1 The process of recruiting foreign teachers of ATHENA Company
ATHENA Company places a high emphasis on maintaining an effective and efficient recruitment process, especially when it comes to hiring foreign teachers to join their educational team The recruitment process is designed to ensure that only the most qualified and suitable candidates are selected to deliver quality education and align with the company's goals and values The process consists of five well-defined steps:
Step one: Receiving Recruitment Requests
The recruitment process kicks off with receiving recruitment requests from various departments within the organization These requests are thoroughly assessed to understand the specific requirements and qualifications needed for foreign teacher positions By closely collaborating with the respective departments, the Human Resources team gains insights into the core responsibilities and expectations for the roles, facilitating a targeted search for the best candidates.
Step two: Building Recruitment Resources
Once the recruitment requests are received and analyzed, ATHENA Company builds its recruitment resources This step involves synthesizing multiple recruitment sources to attract a diverse pool of qualified candidates Leveraging a variety of channels, including international job boards, educational networks, and overseas recruitment agencies, the company expands its reach to potential foreign teachers globally A well- crafted recruitment strategy helps ATHENA maximize its chances of attracting experienced and skilled educators from around the world.
Step three: Conducting Recruitment and Recruiting Foreign Teachers
The third step involves the core recruitment activities and processes ATHENA Company starts by making comprehensive recruitment posts, showcasing the appealing aspects of working at the institution The HR team receives and thoroughly processes candidate CVs to identify potential matches for the job positions To maintain professionalism and efficient communication, the company promptly confirms receipt of applications via email.
The recruitment process further includes a structured interview process, which typically consists of two rounds Round 1 interviews focus on assessing the candidates' educational background, teaching experience, and pedagogical approach Shortlisted candidates proceed to Round 2 interviews, where they engage in more in-depth discussions, demonstrating their teaching abilities and alignment with ATHENA's requirements The thorough interview process allows interviewer to evaluate candidates holistically, selecting those who possess the necessary expertise and cultural fit.
Following the interview stage, the HR team conducts a comprehensive evaluation of the candidates to determine the best fit for the available positions After careful deliberation, successful candidates are presented with an OFFER LETTER, extending them an official invitation to join the ATHENA educational community.
Step four: Receiving Foreign Teachers' Procedures
Once candidates have accepted the offer, ATHENA Company proceeds with the necessary procedures for receiving foreign teachers This stage involves facilitating visa applications, work permits, and other necessary paperwork to ensure a smooth and legal transition for the teachers to work in the country The HR team collaborates with relevant authorities and agencies to expedite these processes and support the foreign teachers throughout.
Step five: Transferring Foreign Teachers' Procedures
The final step in the recruitment process focuses on the seamless transfer of foreign teachers into the ATHENA work environment This process encompasses orientation and onboarding activities, introducing the teachers to the school's culture, curriculum, and policies The company also provides support in finding suitable accommodations and adjusting to the new cultural and professional environment.
2.3.2 The SWOT analysis of the current process at ATHENA Company
Based on the criteria for the recruitment process of the Society for Human Resource Management I mentioned above, here is The SWOT analysis of the current process at ATHENA Company including strengths, weaknesses, threats, and opportunities.
Overall, ATHENA has implemented a well-defined and strategic recruitment process to identify, attract, and select the most qualified candidates for various job positions within the organization a Strengths
The preparation of recruitment documents is a strength of the organization, as it ensures clarity and consistency in conveying job requirements Well-structured recruitment documents help candidates understand the job roles and responsibilities clearly, creating a positive impression of the company's professionalism.
The recruitment and selection process for foreign teachers poses unique challenges Although ATHENA Company is proficient in conducting recruitment posts and screening candidate CVs, it may encounter a limited applicant pool for foreign positions To capitalize on this opportunity, the company can explore diversifying its international recruitment strategies Partnering with educational institutions, attending international job fairs, and enhancing the company's online presence can attract a larger pool of foreign teacher candidates, thereby enhancing the diversity of the organization's talent pool.
The interview process at ATHENA Company is systematic and thorough, comprising both Round 1 and Round 2 interviews This approach allows for a comprehensive evaluation of candidates, assessing not only their technical skills but also their cultural fit with the organization By conducting structured interviews, the company ensures that each candidate is assessed consistently, leading to better-informed hiring decisions. b Weaknesses
While the candidate evaluation process is strong, the company must address the issue of a long time-to-fill This prolonged recruitment timeline may lead to increased costs and the potential loss of top candidates to competitors Another area of improvement lies in the email confirmation process Inconsistencies in this stage can lead to delayed responses to candidates, which may negatively impact their perception of the company. c Threats
ATHENA faces stiff competition in attracting and hiring top candidates It must continually innovate its recruitment strategies to stay ahead of competitors and secure the best talent ATHENA's recruitment process for foreign teachers could be affected by changing immigration policies, potentially disrupting international talent acquisition efforts. d Opportunities
Enhancing the email confirmation process and providing timely feedback to candidates can positively impact their perception of the company and increase the likelihood of accepting job offers Additionally, leveraging technology, such as applicant tracking systems and AI-based tools, can streamline candidate sourcing, screening, and communication, reducing administrative burdens and improving overall efficiency.
CHAPTER 3 RECOMMENDATIONS TO IMPROVE THE RECRUITMENT PROCESS AT ATHENA COMPANY
Streamlining the Recruitment Process to Reduce Time-to-Fill
ATHENA Company should focus on streamlining its recruitment process to reduce the time-to-fill for vacant positions A lengthy recruitment timeline can lead to increased costs and the potential loss of top candidates to competitors To achieve this, the company can implement technology-driven solutions, such as applicant tracking systems (ATS), to automate and expedite various stages of the recruitment process ATS can help in efficient candidate sourcing, screening, and communication, allowing the HR team to identify and engage with potential candidates more swiftly By optimizing the recruitment process, ATHENA can attract and hire top talent in a competitive job market.
Improving the candidate experience through consistent communication.27 CONCLUSION
Improving the email confirmation process is essential to enhance the candidate experience during recruitment Inconsistent communication or delayed responses to candidates can negatively impact their perception of the company and influence their decision to accept job offers ATHENA should establish clear and consistent communication practices throughout the recruitment journey, providing timely updates to candidates at every stage Automated confirmation emails can be sent immediately upon receiving applications, acknowledging the candidates' interest and setting expectations for the subsequent steps in the process Regular follow-ups and feedback after interviews can further demonstrate the company's professionalism and commitment to candidate engagement By prioritizing a positive candidate experience, ATHENA can improve its employer brand and attract a broader pool of talented individuals.
Implementing these two recommendations will enhance the efficiency of ATHENA's recruitment process, reducing time-to-fill, and providing a positive candidate experience By staying ahead of competitors and addressing potential disruptions from changing immigration policies, ATHENA can secure the best talent for its educational community and maintain its position as a leading institution in the education industry.
In conclusion, Human Resources has emerged as a crucial factor contributing to the growth and success of businesses Its collaboration with various activities, such as recruiting internal and external staff, plays a pivotal role in maximizing profits for the organization Throughout my mid-term internship at ATHENA Vietnam Education CO., Ltd, I have gained valuable insights into the Recruitment process of an education agency, witnessing its significant impact on the company's brand and revenue growth.
By understanding how Human Resources functions and its role in Recruitment, I have acquired valuable knowledge and experience, better preparing me to enter the labor market During my internship, the guidance and support provided by the Human Resources department staff at ATHENA Vietnam Education CO., Ltd have allowed me to observe and grasp a deeper understanding of the recruitment process in action.
While the report provides an overview of the Recruitment process, I acknowledge that certain limitations might exist due to constraints in time, knowledge, and practical experiences Therefore, I am open to receiving feedback and recommendations from instructors and readers to further enhance the completeness of the report.
I extend my heartfelt gratitude to the director of ATHENA Vietnam Education CO., Ltd and the Human Resources department staff for their continuous support throughout my internship Additionally, I am immensely thankful to my instructor, Ms Le Thi Bich Thuy, for her attentive guidance and corrections during my internship and report writing process This valuable experience has been instrumental in my professional growth and has motivated me to pursue further excellence in the field of Human Resources and Recruitment.
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