This is an example of a position description for a current job. It documents the

Question

This is an example of a position description for a current 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.What are eight of the aspects of the position description used to document the responsibilities of a HR worker that could be improved?
2.Provide an example of each of the missing sections that could be used to improve this position description.

Explanation / Answer

Duties and responsibilities:

1.      Assist with the processing of incoming and outgoing mail for the human resources (HR) department.

2.      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.

3.      Retrieve and record messages from the recruitment answering machine.

4.      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.

5.      Update computer records of absences of staff across the organisation due to illness; liaise with personnel from other departments for information when needed.

6.      Transfer appropriate files and documents to microfilm.

7.      Manage the HR department’s stationery—order stationery, ensure a satisfactory supply and maintain a record of the stationery budget.

8.      Ensure a satisfactory supply of routine paperwork and documentation used by the HR department by regularly photocopying and replenishing appropriate documents.

9.      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 organizations; there may be minimal contact with students.

10. Undertake general clerical duties such as routine photocopying and filing.

11. Undertake other duties as requested.

1) The aspects which could be improved are:

·         The position responsibilities seems a more generic in nature and could be made more specific.

·         Specifying direct responsibilities of the employee

·         Also specifying secondary responsibilities

·         Some mention should be also made about the scale of operations.

2) The improvements which could be made are as below:

o   These could be reworded as management of messages to ensure quick retrieval and recording of messages within the set turnaround time of 1 day.

o   This could be rephrased as: Having primary responsibility of maintaining adequate inventory of HR department’s stationery to ensure optimum inventory and availability.

o   As a secondary responsibility, is accountable for assisting staffs to ensure that the process of photocopying and replenishment of documents go smoothly.

o   Responsible as a single point of contact for handling and responding to enquiries estimated to be on an average 20 in numbers each day through telephonic contact or personal interaction. Also includes dealing with members of the general public, members of staff, potential employees and external organizations; there may be minimal contact with students

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