Procedure - Welcoming Interviewees

Section: Human Resource Procedures 
Procedure Owner: Ignition633 Ministries Nigeria Human Resources  
Procedure Name: Welcoming Interviewees  
Origination Date: August 2024 

Purpose
This procedure aims to ensure that gate guards at Ignition633 Ministries contribute positively to the candidate experience during interviews. As interviewees' initial point of contact, gate guards play a crucial role in setting a professional and welcoming tone. The goal is to provide all interviewees with a seamless, respectful, and efficient experience, reflecting the organization’s commitment to professionalism and hospitality.

Scope
This procedure applies to all gate guards involved in managing interview candidates at Ignition633 Ministries. It includes procedures for receiving and verifying candidates, ensuring compliance with security protocols, and providing assistance and directions to the interview location. The procedure covers the necessary steps before, during, and after the interview process, including greetings, verification, security procedures, and communication with the HR Team. It emphasizes the importance of maintaining a professional demeanor, communicating clearly, and supporting interviewees to enhance their overall experience.

Before The Interview
Candidate List
- The HR Team will notify the Gate Guard and provide a list of all Interview candidates during an interview.

Confirm The Interview Venue
- Before the interview, always confirm with HR where the Interview is held so that you can direct the Interviewee when it’s time for their interview.

During The Interview
When candidates arrive, do the following;
- Greetings and Initial Interaction
- Upon arrival, greet the interviewee warmly. Example: "Good morning/afternoon, welcome to Ignition633. How can I assist you?"

Verification of Identity
- Ask for the interviewee’s name and the purpose of their visit and verify their name against the interview schedule.
- Security and Check-In Procedures

Follow the organization’s security procedures, such as searching, issuing visitor badges, and ensuring the interviewee signs in. Maintain a balance between thorough security checks and a welcoming atmosphere. Invite the interviewee to come in and sit in the waiting area.

Notification
- Inform the HR Team that the interviewee has arrived.

Providing Directions and Assistance
- Provide clear, concise directions to the interview location. If possible, offer to escort the interviewee to the interview location. Example: "Your interview will be held at the Conference hall. Please go upstairs and take the first turn to your left."

Offering Assistance
- Be available to answer any questions or provide additional assistance, such as directions to the restroom or parking information.

Professional Demeanor
- Always be courteous, attentive, and patient. Understand that interviewees may be nervous, and a calm, friendly interaction can help ease their stress. Maintain a professional appearance and attitude at all times.

Communication Skills
- Communicate clearly and effectively. Be respectful and listen actively to the interviewee’s needs and questions.

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This procedure will be reviewed annually and is subject to change. Any changes will be communicated to all employees promptly. 

For any questions or further assistance regarding this procedure, employees should contact the HR department at hr.nigeria@ignition633.org.