HR Assistants are Administrators who are responsible for supporting General Manager, corporate managers and team or department with a wide range of office based activities. The management of information, record-keeping and documentation control is a very important activity in every business and organization.
Typical day duties:
• Prepares and maintains spreadsheets, reports, databases, project plans, etc.
• Maintains manual/electronic filing systems
• Collates and processes timesheets, expenses, invoices/purchase orders, etc.
• Handles incoming calls and refers callers to appropriate personnel.
• Arranges meetings, ensures documentation for meetings is prepared in a timely manner.
• Makes business/ travel arrangements
• Maintains holiday/leave schedules and personnel movement planners
• Prepares technical documentation packs, manuals, procedural documents, etc.
• Undertakes, or arranges, photocopying and printing activities
Job description and duties
HR assistants have the task of “assisting” HR managers in their duties but also perform many job duties on their own. They help TPE to monitor employee information, such as name, address, compensation, job title and description, benefits, insurance, and tax withholding information. The HR assistant also helps with paperwork involving employee terminations, grievances, absences and performance reviews.
When a new job is posted, the HR assistant often performs many of the tasks revolving around the hiring of an applicant, including gathering personal information from applicants, contacting references, verifying previous employment and informing applicants if they were chosen for the position. HR assistant’s duties include but are not limited to the following.
• Assembling and maintaining personnel records
• Recording documentation for employees, such as wages, production, supervisory reports, absences and terminations
• Preparing and file reports for employment records
• Provide employee information to authorized personnel
• Recording employee information using both paper files and electronic data entry
• Compiling spreadsheets, writing reports and preparing presentations for HR manager
• Answering questions from the public and employees
• Processing payroll and answering payroll-related questions
• Assisting in new employee orientations
• Scheduling meeting and appointments, maintaining calendars and copying files
• Accepting, tracking payments and monitoring financial information
• Writing up and posting job openings
• Recruiting, hiring and training new employees
• Employee relations
• Compensation and benefits
• Business ethics
• Staff training and developing
• Personnel recruitment and evaluation
• Employment laws
• Labor problems
• Labor and social negotiation
• Human resource management
• Workplace dispute resolution
• Personnel compensation
• Leadership and group dynamics
• Behavior in organizations
• Updates payroll records by entering changes in exemptions, insurance coverage, savings deductions and job title and department/division transfers.
• Ensures that all supporting payroll information and documentation is appropriate and correct.
• Deals with queries relating to pay in a timely and professional manner.
• Prepares and maintains spreadsheets, reports, databases etc.
Skills and abilities
While Bachelor of Science degree, training and work experience are important for HR assistants, this individual must also possess certain traits to be successful in this position. Because HR assistants spend a large portion of their days speaking with employees and management, the individual must present themselves in a positive and friendly manner.
Employee records and files are highly confidential, so the HR assistant must be aware of privacy concerns, possess good ethics and be capable of being discreet. The following traits are also beneficial to candidates who aspire to become HR assistants.
• Good problem-solving skills
• Strong interpersonal skills
• Good written and oral communication skills
• Ability to effectively analyse and interpret information
• Ability to prioritize and use time efficiently
• Good organizational skills
• Ability to follow directions