Procedure - Welcoming Interviewees

Section: Human Resource Policies Procedures 
Procedure Owner: Ignition633 Ministries Nigeria Human Resources  
Procedure Name: SafetyWelcoming Rules Policy Interviewees  
Origination Date: JulyAugust 2024 

Introduction:Purpose
AsThis procedure aims to ensure that gate guards at Ignition633 Ministries contribute positively to the firstcandidate faceexperience during interviews. As interviewees' initial point of ourcontact, organization,gate yourguards demeanorplay cana significantlycrucial influencerole thein visitor'ssetting experience,a especiallyprofessional theand interviewee's.welcoming Whiletone. yourThe primary responsibilitygoal is to secureprovide all interviewees with a seamless, respectful, and manefficient experience, reflecting the Gate,organization’s remembercommitment thatto your professionalism, warmth,professionalism and efficiencyhospitality.

Scope
This procedure applies to all gate guards involved in interviewingmanaging interview candidates canat greatlyIgnition633 contributeMinistries. toIt theirincludes comfortprocedures for receiving and confidenceverifying duringcandidates, ensuring compliance with security protocols, and providing assistance and directions to the interview process.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:Interview
Candidate List:List
- The HR Team will notify the Gate Guard and provide a list of all Interview candidates when there’sduring an interview.

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

During The Interview: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: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:Notification
- Inform the HR Team that the interviewee has arrived.

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

Professional Demeanor: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: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.