1. Periodic Employee Review
Human Resources Management – New Hire Process
New Hire Process
Periodic Employee Review
Description: This workflow describes all the steps required to initiate and manage the entire of process of recruiting, hiring, and onboarding a new hire. It is in this process that the firm identifies a role that needs to be filled, searches for a potential candidate, evaluates interviewees, extends a job offer, and successfully hires and onboards a new hire. Because this is a particularly complex process, it is important the firm understands how long it typically takes to successfully fill a role within the firm.
Process Checklist
PREPARE
ROLE
TASK
DETAILS/TIPS
Advisor
Create Job Posting
Identify Role & Draft Description
Meet internally as a team to define the new role, including the following key components:
Responsibilities of the role – Consider what the team needs today but also over the next five years in order to think strategically about the role
Requirements for holding the position – This might include years of experience, licenses or designations, background, expertise, etc.
Compensation range – This helps identify the type of candidates that would be typically be attracted to the job based on their current salary
Be sure to conduct some research to ensure the pay the firm is projecting for this particular role is competitive in the industry based on geography, requirements, etc.
Also ensure the firm checks financials to confirm that the level of pay for this role is sustainable to maintain over the long-term
Draft a job description for the new role using this information
Generally most job descriptions are comprised of the following:
Job title
Summary of the role
List of specific responsibilities
List of role requirements
Targeted start date for the job
Create & Circulate Job Posting
Add the job posting to firm's website and any external recruiting websites
Send the job description to any personal contacts for potential referrals for the role
Be sure the personal contacts have a clear understanding of the type of candidates the firm is looking for to fill the role
sei.com/advisors
© 2015 SEI. This information is proprietary.  No further distribution is intended.

2. Periodic Employee Review
Human Resources Management – New Hire Process
New Hire Process
Periodic Employee Review
Process Checklist
PREPARE
ROLE
TASK
DETAILS/TIPS
Client Service Associate
Evaluate Applicants
Review Applicant Submissions
Review the applications for the key role requirements
This helps to sort through and initially eliminate any applicants that don’t meet the must-have requirements of the role
Research the candidates for background information
Examples of some web-based tools that can be utilized for this research:
Standard search engines (e.g. Google) – Search background information via the news or company websites
Social networking sites (e.g. LinkedIn) – Search background within different companies and the community
Identify a short list of potential candidates for the role based on this research
Coordinate & Schedule Interviews
Confirm the short list of candidates with team to ensure there are no issues
Validate the interviewees to conduct the interviews of the candidates
This generally includes the Advisors, the managers the new hire will report to, and any other team members who will be working with the new hire
Contact the candidates to schedule the interviews
Be sure to check the team’s calendars when scheduling the interviews for any conflicts (i.e., vacations, holidays, etc.)
sei.com/advisors
© 2015 SEI. This information is proprietary.  No further distribution is intended.

3. Periodic Employee Review
Human Resources Management – New Hire Process
New Hire Process
Periodic Employee Review
Process Checklist
PREPARE
ROLE
TASK
DETAILS/TIPS
Advisor
Evaluate Candidates
Oversee Interview Process
Prepare all interviewees for the interviews by ensuring they understand all the qualifications and qualities the team are looking to confirm in the interviews
Provide examples of questions that could be asked during the interview, such as career, professional background, behavioral, judgement, etc.
Ask that the interviewees to take notes during or directly after each interview for reference later when the team is making the decision on the new hire
Obtain a list of references from each candidate to contact as needed
Schedule a team debrief after the interviews are complete to discuss findings
To avoid groupthink influence, ask each interviewee to create their own prioritized list of top candidates before the team debrief
Debrief with Team After Interviews
Meet internally to discuss the interviews
Identify the pros and cons of each candidate as it pertains to the role
Reference the candidates’ resumes or the interviewees notes from the interviews as needed
Prioritize a list of top candidates to extend the job offer to
It’s important not to put any candidates on the list that the firm would not actually want to hire, because the intention is that the firm can continue to go down the list if the top candidate does not accept the offer
Contact References for Validation
Call the references of the top candidates within the prioritized list
Validate the candidate’s previous work with the employer based on the information provided in the candidate’s resume and interview
Reconfirm the prioritized list of top candidates based on this feedback
sei.com/advisors
© 2015 SEI. This information is proprietary.  No further distribution is intended.

4. Periodic Employee Review
Human Resources Management – New Hire Process
New Hire Process
Periodic Employee Review
Process Checklist
PREPARE
ROLE
TASK
DETAILS/TIPS
Advisor
Extend Job Offer
If the candidate does not accept the offer in this step, move onto the next candidate in the prioritized list from the previous step
Draft Offer Letter for Top Candidate
Review the background of the top candidate in order to assess the appropriate offer
Determine the lower-level details of offer (i.e., compensation, benefits, start date, etc.)
Draft the official offer letter for the candidate
Typical components of an offer letter include but are not limited to:
Congratulations on offer statement
Title of position
Role and responsibilities
Salary and compensation structure
Benefits (i.e., vacation, holidays, health, retirement, etc.)
Start date of position
Required documentation for new hire
At-will employment language
Acceptance statement and signature line
Best practice is to develop an offer letter template the firm can utilize each time there is a new hire to streamline the new hire process
Obtain Acceptance of Job Offer
Call the candidate to discuss and extend the job offer verbally
Negotiate any offer terms and confirm there is no issue with the start date
Confirming the start date is especially important if the candidate needs 2 weeks to notify their current employer of the decision to leave to pursue this new role
Obtain verbal acceptance of the offer from the candidate over the phone
Finalize the offer letter with any updates discussed over the call and send it to the candidate for review and signatures
Client Service Associate
Qualify New Hire
Follow New Hire Procedures
Schedule any required testing (i.e., drug testing, fingerprinting, etc.)
These requirements all depend on the firm’s specific policies and procedures
Initiate any necessary compliance procedures
Collect and file the signed offer letter for record-keeping purposes
Complete any new hire paperwork with the new hire and submit for processing
Confirm & Welcome New Hire
Confirm testing results we’re positive and all paperwork processed successfully
Notify any team members as appropriate
Send a welcome letter to the new hire to notify them that everything processed successfully
Take this opportunity to remind the new hire about their start date
sei.com/advisors
© 2015 SEI. This information is proprietary.  No further distribution is intended.

5. Periodic Employee Review
Human Resources Management – New Hire Process
New Hire Process
Periodic Employee Review
Process Checklist
CONDUCT
ROLE
TASK
DETAILS/TIPS
Advisor
Prepare for New Hire
Notify Team & Prepare for New Hire
Send an to the team introducing the new hire
Notify the team of the new hire's first day so everyone can properly prepare
Draft an agenda for the new hire's first few days
Be sure the new hire is provided enough time to understand the business and train before handing off any specific projects or responsibilities
Schedule time with each team member in alignment with that agenda
Ensure every team member clearly understands their role in helping to onboard and train the new hire during the first few days of employment
Confirm New Hire's First Day Logistics
Prepare any new hire papers (i.e., organizational chart, employee handbook, etc.)
Create a workstation for the new hire
If this requires the purchase of any new equipment, launch the “New Equipment” workflow as appropriate
Confirm first day logistics with the new hire so there is no confusion
Ensure the new hire is aware of expected arrival time, the firm’s typical dress code, directions for parking, etc.
Start New Hire
Oversee New Hire's First Day
Greet the new hire upon arrival and provide a complete tour of the office
Make sure to point out all the necessities that the new hire will need to access right away, such as the bathroom, water cooler, etc.
Introduce the new hire to the team members and review their roles
Even if the new hire already met the team members during the interview process, provide a refresher of the person’s name and role at the firm
Review the new hire’s agenda for the next few days to set expectations
Ensure the new hire follows the scheduled agenda and has proper guidance
Oversee Initial Training of New Hire
Review the new hire's role and responsibilities to ensure the new hire clearly understands what is expected and how to perform each duty
It’s important not to assume the new hire knows how to perform any one responsibility, so take time to walk through each process step-by-step
Leverage the firm’s workflows as much as possible to train the new hire, so the process is clear and best practices are followed
Ensure the new hire is trained on all systems, technology, and processes within the firm
Delegate the new hire's first few tasks and projects by starting with small-scale projects and building up on the new hire’s responsibilities over time
Follow-up with new hire periodically to answer any questions that come up
SEI proprietary. Not for distribution.
sei.com/advisors

6. Periodic Employee Review
Human Resources Management – New Hire Process
New Hire Process
Periodic Employee Review
Process Checklist
FOLLOW-UP
ROLE
TASK
DETAILS/TIPS
Advisor
Onboard New Hire
Manage New Hire Onboarding Tasks
Review how the firm expects the role will expand over time
Providing a projection of how the firm would like to grow the role not only sets expectations but also motivates the new hire to perform
Discuss the process for reporting to the new hire’s manager, including frequency, level of oversight, preferred method of reporting, etc.
Explain the employee performance review process to set expectations
If appropriate, provide an example of the performance review template that is utilized during this process, so the new hire understands what how performance will be measured at the firm
“Performance Review” template (right-click underlined text to open hyperlink to template)
Launch the "Periodic Employee Review" workflow as appropriate
sei.com/advisors
© 2015 SEI. This information is proprietary.  No further distribution is intended.