Talent Acquisition Specialist

Talent Acquisition Specialist

Overview

This skill provides comprehensive support for talent acquisition and HR strategy. It covers the entire hiring lifecycle from job analysis to onboarding, following industry best practices and established frameworks.

Key Capabilities

Supported Languages

• Japanese (日本語): Primary templates for domestic hiring
• English: Templates for global/international hiring

When to Use This Skill

Trigger Scenarios

1. Creating a new position

   • "新しいポジションのJDを作成したい"
   • "Create a job description for a Senior Engineer"

2. Planning recruitment

   • "来期の採用計画を立てたい"
   • "Help me create a recruitment plan for Q1"

3. Designing interviews

   • "面接評価シートを作成してください"
   • "Design interview evaluation criteria for PM role"

4. Building onboarding program

   • "新入社員のオンボーディング計画が必要"
   • "Create a 90-day onboarding plan"

Core Workflows

Workflow 1: Job Description (JD) Creation

Use this workflow when creating or updating job descriptions for any position.

Step 1: Gather Role Information

Collect essential information about the position:

Step 2: Conduct Job Analysis

Analyze the role's core responsibilities:

1. Primary Duties (60-80% of time)

   • List 3-5 core responsibilities
   • Use action verbs (Design, Develop, Lead, Manage, Analyze)
   • Include measurable outcomes where possible

2. Secondary Duties (20-40% of time)

   • List 2-4 supporting responsibilities
   • Include collaboration and cross-functional work

3. Decision Authority

   • What decisions can this role make independently?
   • What requires escalation or approval?

Step 3: Define Requirements

Create requirements using the MoSCoW method:

Step 4: Set Competency Requirements

Reference: references/competency_model_guide.md

Define 4-6 competencies using this structure:

| Competency | Level | Behavioral Indicator |
|------------|-------|---------------------|
| Problem Solving | Advanced | Identifies root causes, proposes multiple solutions |
| Communication | Intermediate | Clearly explains technical concepts to non-technical audience |
| Leadership | Basic | Takes initiative, mentors junior team members |

Step 5: Generate JD Document

Use template: assets/job_description_template_ja.md or assets/job_description_template_en.md

Quality Checklist:

• Clear and compelling job title
• Purpose explains "why" not just "what"
• Responsibilities use action verbs
• Requirements are realistic and necessary
• Competencies align with role expectations
• Compensation information included (if applicable)
• Application process is clear

Workflow 2: Recruitment Planning

Use this workflow when planning recruitment activities for one or multiple positions.

Step 1: Assess Hiring Needs

Analyze the recruitment requirements:

## Hiring Needs Analysis

| Dimension | Current State | Target State | Gap |
|-----------|--------------|--------------|-----|
| Headcount | [Current] | [Planned] | [Difference] |
| Skill Mix | [Current skills] | [Needed skills] | [Missing skills] |
| Timeline | - | [Target date] | - |
| Budget | - | [Available budget] | - |

Step 2: Define Recruitment Strategy

Source Selection Matrix:

Step 3: Create Timeline & Milestones

Standard Recruitment Timeline:

gantt
    title Recruitment Timeline
    dateFormat YYYY-MM-DD
    section Planning
    Needs Analysis      :a1, 2025-01-01, 5d
    JD Creation         :a2, after a1, 3d
    section Sourcing
    Job Posting         :b1, after a2, 2d
    Active Sourcing     :b2, after a2, 14d
    section Selection
    Resume Screening    :c1, after b1, 7d
    First Interview     :c2, after c1, 10d
    Second Interview    :c3, after c2, 7d
    Final Interview     :c4, after c3, 5d
    section Closing
    Offer               :d1, after c4, 3d
    Negotiation         :d2, after d1, 5d
    Acceptance          :d3, after d2, 3d

Step 4: Set KPIs and Metrics

Reference: references/recruitment_best_practices.md

Key Recruitment Metrics:

Step 5: Create Recruitment Budget

Budget Template:

Workflow 3: Interview Evaluation Design

Use this workflow to create structured interview processes with objective evaluation criteria.

Step 1: Define Interview Structure

Design a multi-stage interview process:

Step 2: Create Competency-Based Questions

Reference: references/interview_methodology.md

STAR Method Framework:

For each competency, prepare questions that elicit STAR responses:

## Competency: Problem Solving

**Question**: Tell me about a time when you faced a complex problem with no clear solution.

**STAR Components to Listen For:**
- **Situation**: Context and complexity of the problem
- **Task**: Their specific responsibility
- **Action**: Steps they took to solve it
- **Result**: Outcome and learnings

**Behavioral Indicators (1-5 scale):**
1. Cannot provide clear example
2. Basic problem identification
3. Logical approach with some structure
4. Systematic analysis with creative solutions
5. Strategic thinking with measurable impact

Step 3: Design Evaluation Criteria

Create a scoring matrix:

Step 4: Create Evaluation Sheet

Use template: assets/interview_evaluation_sheet_ja.md or assets/interview_evaluation_sheet_en.md

Evaluation Sheet Sections:

1. Candidate Information

   • Name, position, interview date, interviewer(s)

2. Technical/Skill Assessment

   • Role-specific skills with 1-5 ratings

3. Competency Assessment

   • Behavioral competencies with STAR observations

4. Red Flags / Concerns

   • Any concerns to discuss in debrief

5. Overall Recommendation

   • Strong Hire / Hire / Neutral / No Hire / Strong No Hire

Step 5: Establish Debrief Process

Interview Debrief Agenda:

1. Independent Scoring First (5 min)

   • Each interviewer completes evaluation before discussion

2. Round Robin Feedback (15 min)

   • Each interviewer shares assessment
   • No interruptions during individual shares

3. Discussion & Calibration (10 min)

   • Address disagreements
   • Focus on evidence, not impressions

4. Final Decision (5 min)

   • Majority vote or hiring manager decision
   • Document decision rationale

Workflow 4: Onboarding Planning

Use this workflow to create comprehensive onboarding programs for new hires.

Step 1: Pre-boarding Preparation

Checklist (Before Day 1):

Step 2: Day 1 Schedule

Use template: assets/onboarding_plan_template_ja.md or assets/onboarding_plan_template_en.md

Sample Day 1 Agenda:

Step 3: 30-60-90 Day Plan

Phase 1: Learning (Days 1-30)

Phase 2: Contributing (Days 31-60)

Phase 3: Performing (Days 61-90)

Step 4: Mentoring Structure

Support Network:

Step 5: Check-in Schedule

Formal Check-ins:

Quick Reference

JD Creation Checklist

• Position information gathered
• Job analysis completed
• Must-have vs nice-to-have clarified
• 4-6 competencies defined with levels
• Requirements are realistic
• Language is inclusive
• Template filled completely

Recruitment Planning Checklist

• Headcount and budget approved
• Job description finalized
• Sourcing channels selected
• Timeline created
• Interview panel assigned
• KPIs defined

Interview Design Checklist

• Interview stages defined
• Competency questions prepared
• Evaluation criteria set
• Evaluation sheets created
• Debrief process established
• Interviewers trained

Onboarding Checklist

• Pre-boarding tasks assigned
• Day 1 agenda created
• 30-60-90 plan drafted
• Mentor/buddy assigned
• Check-in schedule set
• Success criteria defined

Resources

Templates (assets/)

JD Examples (assets/jd_examples/)

Reference Guides (references/)

Best Practices Summary

JD Writing

1. Use action verbs - Design, Lead, Develop, not "responsible for"
2. Be specific - "3+ years Python experience" not "experience required"
3. Be inclusive - Avoid gendered language, unnecessary requirements
4. Focus on outcomes - What will they achieve, not just tasks

Interviewing

1. Consistency - Same questions for all candidates in same role
2. Evidence-based - Rate on behaviors observed, not gut feeling
3. Bias mitigation - Use diverse panels, structured evaluations
4. Candidate experience - Timely communication, respectful process

Onboarding

1. Start before Day 1 - Pre-boarding builds momentum
2. Clear expectations - 30-60-90 goals prevent ambiguity
3. Multiple support channels - Manager, mentor, buddy
4. Regular check-ins - Early intervention if issues arise

Troubleshooting

Common Issues and Solutions

Examples

Example 1: Tech Startup Hiring

Context: Series A startup needs to hire 5 engineers in Q1

How This Skill Helps:

1. Workflow 1 (JD): Created standardized JD template for multiple roles
2. Workflow 2 (Planning): Built 90-day recruitment plan with milestone tracking
3. Workflow 3 (Evaluation): Designed consistent technical + behavioral interview process
4. Outcome: Filled all 5 positions in 75 days with 100% offer acceptance rate

Example 2: Enterprise Manager Hiring

Context: Fortune 500 company hiring Engineering Manager

How This Skill Helps:

1. Workflow 1 (JD): Created comprehensive JD with leadership competencies
2. Workflow 3 (Evaluation): Multi-stage interview with executive panel
3. Workflow 4 (Onboarding): Executive onboarding with stakeholder mapping
4. Outcome: Successful hire with strong 90-day performance review

Example 3: Global Expansion

Context: Japanese company opening US office

How This Skill Helps:

1. Bilingual templates: Japanese HQ approval + English candidate-facing
2. Workflow 2 (Planning): US market sourcing strategy
3. Workflow 4 (Onboarding): Cross-cultural onboarding program
4. Outcome: Hired 3 US employees with cultural alignment