Procedure - Welcoming Interviewees

Section: Human Resource Policies  
Procedure Owner: Ignition633 Ministries Nigeria Human Resources  
Procedure Name: Safety Rules Policy   
Origination Date: July 2024 

Introduction:
As the first face of our organization, your demeanor can significantly influence the visitor's experience, especially the interviewee's. While your primary responsibility is to secure and man the Gate, remember that your professionalism, warmth, and efficiency in interviewing candidates can greatly contribute to their comfort and confidence during the interview process. 

Before The Interview:
Candidate List:
- The HR Team will notify the Gate Guard and provide a list of all Interview candidates when there’s an interview.

Confirm The Interview Venue:
- Before the interview, always confirm with HR where the Interview is holding 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.