HR Administrative Assistant Job Description Template

Table of Contents

    An ideal candidate for the role of an HR administrative assistant must provide administrative support to the HR team. This role involves managing personnel records, scheduling interviews and orientations, and assisting with payroll and benefits administration. They must also be proficient in using HR software to manage employee information and perform other tasks.

    A good HR Administrative Assistant must be organized, detail-oriented, and have excellent communication and customer service skills. They must understand labor laws and regulations and provide legal advice when needed.

    HR Administrative Assistant Job Brief

    We are looking for an HR Administrative Assistant to help the Human Resources (HR) department with administrative tasks. In this role, you will help organize and run the department by answering phone calls, filing records, keeping track of employee information, setting up meetings and interviews, and answering questions from employees. You will also keep employee files up to date, keep databases up to date, and run reports. Proficiency in programs like Microsoft Office, databases, and HR software is also an additional advantage.

    Roles and Responsibilities of HR Administrative Assistant

    • Help with hiring-related tasks, such as setting up interviews and background checks.
    • Prepare offer letters and contracts.
    • Add information about employees to files and databases.
    • Answer questions from employees, applicants, and external stakeholders.
    • Ensure HR rules and procedures are always followed.
    • Manage the onboarding of new employees.
    • Do research, answer complaints, and solve problems as needed.
    • Help with disciplinary actions and employee relations.
    • Process and check the payroll.
    • Make plans for meetings and keep records.
    • Respond to phone calls, emails, etc.
    • Help out with other HR tasks when needed.
    • Handle unemployment claims and termination processes.
    • Update necessary files and folders about the job.
    • Make reports on employee performance and benefits.

    Requirements and skills 

    • Bachelor’s degree in Human Resources, Business Administration, or a related field.
    • Excellent communication, organization, and problem-solving skills.
    • Knowledge of relevant HR laws and rules.
    • Proficiency in Microsoft Office Suite and HRIS systems.
    • Ability to run and manage the HR department on a day-to-day basis.
    • Update and keep track of employee records.
    • Handle paperwork for new hires, firings, transfers, etc.
    • Maintain accurate records of employee attendance and timekeeping.
    • Manage the employee performance review process.
    • Help with recruitment activities like job postings, interviews, and onboarding.
    • Develop and implement strategies for employee retention and engagement.
    • Act as a liaison between the company and external HR vendors.
    • Stay up-to-date on HR trends, industry regulations, and best practices.
    • Provide guidance and advice to management and other staff on HR matters.
    • Organize and facilitate training programs and workshops.
    • Conduct exit interviews whenever necessary.

    Frequently Asked Questions

    1. What kind of software do HR Administrative Assistants use?

    HR Administrative Assistants usually use a mix of industry-specific software like applicant tracking systems, payroll software, and HR management systems.

    2. What are the benefits of working as an HR Administrative Assistant?

    As an HR Administrative Assistant, you can benefit from job security as HR departments are essential. Additionally, there is a great deal of flexibility and diversity in the tasks, which can vary daily. Furthermore, the role offers a unique opportunity to interact with many individuals, from other employees and management to external vendors and suppliers.

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