HR Management essay on: HR Management and description of candidate’s job
You are a HR manager and have been assigned to a task force to increase the minimum salary of your clerical staff. The first step you decide to do is to relook at their job description.
By using a position of a clerk at Human Resource Department (HRD), identify five new tasks which you think that you will assign to this position.
Ans1. A human resource assistant refers to a clerk or an administrative professional who take care of the various duties which support the business capital as well as the employment initiatives. Based upon the report generated in the year 2009, some of the successful candidates for the post of clerk at Human Resource Department (HRD) shall possess a diploma or degree which is equivalent to the same. The post of a clerk at Human Resource Department (HRD) refers to an entry level job for the individual who wants to make his career in the field of Human Resources (HR).
The following five tasks mentioned below shall be assigned to the position of a clerk at Human Resource Department (HRD) are as under:
Þ Employee relations: The first & foremost task which shall be kept in mind by the person hired for the position of clerk at the Human Resource Department (HRD) would be to maintain cordial relationship with the employees. The main task would be to manage the data of all the employees working in the enterprise. Collection & managing the data would be done with the help of software i.e. Human Resource Information System (HRIS). When an employee is hired within the organization, the role of a clerk in the Human Resource Department (HRD) would be collect and maintain the employee file. The employee file will include the personal details of the employee i.e. name, contact number, current job title, educational background, professional details, information of the salary, etc. The role of the clerk would be to update the employee file as & when required. Up gradation of the employee file would be done any time when there is promotion, increase in the salary or change in the work location. The human resource clerk would be required to frame a report on the basis of the data has been collected. To cite an example, when the enterprise is in search of one of the highest potential team member, the clerk would use the Human Resource Information System (HRIS) to take out the results. This information system would help to take out the prints of the highly potential workers on the basis of their performance reviewed.
Þ Recruitment and Selection: The second task which shall be accomplished by the clerk at Human Resource Department (HRD) would be to recruit & select the people for the enterprise as a whole. The human resource assistant would be actively involved in the staffing practices of the employer. When the candidates apply for a particular position within an organization, the role of the human resource assistants would be to screen the resume as per the criteria set by the enterprise and the most apt resume as per the requirements would be shortlisted for the interview with the human resource manager. The clerk at the HRD would be required to schedule interviews for each candidate. When the candidates are hired, the clerk at the human resource department would be required to give them the offer letters. The clerk at human resource department (HRD) would be required to co-ordinate with the candidates in relation to the various pre employment activities such as drug tests, screening of the backgrounds, etc. Once new hiring is done, the various orientation procedures would be done by the clerk in the HRD.
Þ Administration Work: The third task which shall be kept in mind by the clerk at HRD would be to handle the administration work which would help in the effective & efficient working of the enterprise. The clerk or the HRD assistant would be required to draft correspondence for the various departments. This would take in to consideration handbooks as well as interoffice memorandums. The human resource clerk would be required to collect & maintain any contract which has been maintained with the external departments.
Þ Presenting benefits packages: In order to motivate the employees, the clerk at human resource department (HRD) would be required to formulate various benefit packages. The benefit packages would take into consideration the bonus or performance pay guidelines based upon which the employees would get recognition for the work completed.
Þ Impart policy training: The last type of task which would be performed by the clerk at human resource department (HRD) would be train the newly hired employees. Once the employee has been hired, a formal orientation or training and development would be imparted to the individual so as to make him/her acquainted with the roles, responsibilities & the tasks to be completed. Intensive training & development sessions shall be provided to the newly recruited person so as to make him/ her comfortable with the job profile.
- For each task, identify their competencies (KSAs).
Ans2. In order to accomplish the tasks mentioned above, the clerk at human resource department (HRD) shall be familiar with computers as well as the procedures which are necessary understand the working style or environment of the organization. The clerk at human resource department (HRD) would be required to have general understanding of word documents, spreadsheets, power point presentations, access and send emails, etc. Some of the enterprises might demand that the clerk shall be able to have fair knowledge regarding bookkeeping, impart training and development to the newly hired employees & have good command over the written as well as verbal communication skills. Some of the other requirements of the clerk at human resource department (HRD) would be to have decision making & conflict management abilities. This would act as one of the most essential abilities which would be required as one of the most tasks for this human resource position.
Þ Negotiation Skills: The clerk at human resource department (HRD) would be required to have effective negotiation skills which would help to win the situations for the enterprise as well as the employees they hire. The newly employed workers have limited expectations from their employers and they want some of them to be accomplished. The human resource assistant shall have the ability to read the minds of the newly recruited employees as well as the unspoken desires of the employees. This will help the employees to exceed the requirements and implement certain creative ways to fulfill the needs of the employees. The clerk at HRD would be required to take into consideration some of the basic things such as whether the furniture is arranged in the best possible manner, updated technology is used or organize the workspace in such a way that the office appears spacious.
Þ Job Knowledge: The clerk at human resource department (HRD) shall possess high levels of information related to its job profile. Human resource refers to a field where in the companies shall comply with federal policies, health related problems, labor laws and safety issues. The clerk at human resource department (HRD) shall be such who would be updated over certain legislations related to employment, violations, harassments through which the employees undergo. The core competencies related to the job profile as well as the knowledge required to perform the tasks shall be possessed with the clerk.
Þ Effective Training: The clerk at human resource department (HRD) would be responsible to impart training & development to the newly hired employees. Therefore, the clerks shall have the urge to learn & prepare materials which would help him to train the newly recruited employees. The clerks shall possess technical skills in order to create training programs for the employees to respond to the changes of the company. The clerk at human resource department (HRD) shall opt for different learning styles to make the newly hired employees aware regarding the needs of the employee.
Þ Influential Power: The clerk at human resource department (HRD) shall possess an influential power in order to influence the people. Qualities such as leadership, ready to motivate the employees to perform at its best & ethical decision making shall be practiced by the clerk. During tough situations such as major layoffs or recruitment of the employees, it is the duty of the clerk at human resource department to make them stay calm so that the overall productivity of the enterprise is not hampered.
Þ Others: The basic skill which shall be possessed with the clerk at human resource department (HRD) is to have a high school diploma or a degree which is equivalent to the same. Many enterprises are in search of candidates for the post of a clerk who are either college graduates or have a degree in human resource management. The organization provides intensive training to all those who are not from the same field i.e. human resource management (HRM).
- By using at least five latest published articles and one motivation theory, discuss in detail the role of compensation as a motivation tool to increase the performance of your staff.
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