job. It documents the responsibilities of a member of the HR team. Read it caref
ID: 382743 • Letter: J
Question
job. It documents the responsibilities of a member of the HR team. Read it carefully and complete the activities.
Job title: Junior Clerical Assistant
Grade: 2
Job purpose
To provide routine clerical support.
Duties and responsibilities:
Assist with the processing of incoming and outgoing mail for the human resources (HR) department.
Manage the administration of current vacancies; this will include photocopying and mailing-out of details and application forms, processing applications on the computer and sending-out cards to unsuccessful candidates.
Retrieve and record messages from the recruitment answering machine.
Maintain manual and computerised personnel records. This includes the preparation and upkeep of personnel files and maintaining lists or databases for a variety of purposes.
Update computer records of absences of staff across the organisation due to illness; liaise with personnel from other departments for information when needed.
Transfer appropriate files and documents to microfilm.
Manage the HR department’s stationery—order stationery, ensure a satisfactory supply and maintain a record of the stationery budget.
Ensure a satisfactory supply of routine paperwork and documentation used by the HR department by regularly photocopying and replenishing appropriate documents.
Assist with enquiries received by the HR department, both by telephone and in person. This will include dealing with members of the general public, members of staff, potential employees and external organisations; there may be minimal contact with students.
Undertake general clerical duties such as routine photocopying and filing.
Undertake other duties as requested.
Supervision
Supervisor: Senior Secretary Regularly supervised, or left to work within established guidelines, subject to scrutiny by supervisor.
Special conditions
None.
Date
This position description was last updated 8 February, 2001
1.Identify ten of the verbs used in the duties and responsibilities section.
2.What are eight of the aspects of the position description used to document the responsibilities of a HR worker that could be improved?
3.Provide an example of each of the missing sections that could be used to improve this position description.
4.Create a job description that outlines the roles and responsibilities of HR professionals. (1–2 pages)
Explanation / Answer
Answer (1): – The following 10 verbs used in the duties and responsibilities section are as below
Assist, process, manage, mail, send, retrieve, record, maintain, prepare, update, liaise,
Answer (2): In this HR worker job position description, all the aspects of profile description were not used. Only few aspects of description were used and these are mentioned as below
Answer (3): Following are the missing aspects of job description, which will further improve the job description for the HR worker as below.
Answer (4) – Job description for HR professional: -
i.Lead the HR activities at the plant level
ii.Lead the recruitment process at the plant for operations need
iii.Lead the general administration process at the plant.
iv.Drive the HR reward and recognition initiatives at plant level.
v.Lead the attendance system and salary pay process at the plant operations
vi. Single window contact of HR at the plant
vii.Lead & drive all HR functional activities at the plant operations.
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