The Job Description of Human Resource Receptionist - Case Study Example

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Human Resources Management 22 March Job Analysis Task ments: Human Resource Receptionist What action is being performed (verb) To whom/what is the action directed (receiver of the verb) How is the action performed (procedure, tools, equipment) Why is action performed (purpose) Acting Department Receptionist 10-employee department Administrative duties Maintaining Personnel files Up to date Appraisals Assisting Public and employees Personnel questionnaires Employee surveys Following Company policy Provision of information Confidentiality Processing Amendments Personnel forms Proper documentation Monitoring Timesheets Periodically Costing of Hours Handling Director’s calendar Cautiously Scheduling of meetings Managing Office mail Manual posts plus Emails Official correspondence Typing Office work Data entry tools Normal course of work Answering Phones PABX board of lines Official correspondence Task Statements 1 Acting in capacity of receptionist performing administrative duties for 10-employees department 2 Maintaining personnel files up to date to facilitate in employees’ appraisals 3 Assisting public and employees to fill out personnel questionnaires in employees’ surveys being conducted 4 Following company’s policy, while providing information, to ensure confidentiality 5 Processing changes in personnel forms of employees and properly documenting them 6 Monitoring timesheets are being correctly recorded periodically on the basis of which costing of labor and employees’ hours is carried out 7 Managing office post mails and emails received and sent to correspond with parties 8 Entering data and typing office work through editing tools in regular due course of work KSA Statements: Human Resource Receptionist Student Name Task Statement (copy/paste all task statements here) Knowledge (cognitive skill) Skill (learned) Ability (competence) 1 Acting in capacity of receptionist performing administrative duties for 10-employees department Knowledge of business administration Previous relevant experience in similar position in an office setting of at least 5-10 employees Multi-tasking 2 Maintaining personnel files up to date to facilitate in employees’ appraisals Knowledge of handling employees’ data Experience of voluminous documentation Documentation management skills 3 Assisting public and employees to fill out personnel questionnaires in employees’ surveys being conducted Knowledge of preparing and filling questionnaires Previous HR related sufficient experience of at least 1 year Ease of access for all employees, good communication skills 4 Following company’s policy, while providing information, to ensure confidentiality Knowledge of codes of ethics and policies Professional qualification Professional integrity and due care 5 Processing changes in personnel forms of employees and properly documenting them Knowledge of handling employees’ data Previous HR related sufficient experience of at least 1 year Documentation management skills 6 Monitoring timesheets are being correctly recorded periodically on the basis of which costing of labor and employees’ hours is carried out Knowledge of currently running timesheet methodology Experience of performing administrative functions related to payroll sheets and costing Analytical and skeptical skills 7 Managing office post mails and emails received and sent to correspond with parties Knowledge of internet and manual dispatch system Basic education (High school diploma or equivalent) Good communication skills 8 Entering data and typing office work through editing tools in regular due course of work Good command over Microsoft Office Basic education (High school diploma or equivalent) Good typing, shorthand writing and communication skills KSA Statements 1 Having good knowledge of business administration and multi-tasking skills, preferably with previous relevant experience in similar position in an office setting of atleast 5-10 employees 2 Bearing knowledge and ability of handling voluminous amounts of employees’ data 3 Having knowledge of preparing and filling survey questionnaires preferably with previous HR related sufficient experience of 1 year 4 Having ability to communicate with professionalism and due care without breaching company’s codes of ethics and policies regarding confidentiality of information 5 Bearing knowledge and ability of handling voluminous amounts of employees’ data 6 Having know-how of timesheet management methods and maintenance of related documentation, applying analytical abilities to ensure timesheets are being recorded correctly 7 Having basic education such as High School Diploma or equivalent with knowledge of internet email usage and manual posting and dispatch systems 8 Having a good command over Microsoft Office with suitable communication and typing skills (short hand writing is a plus point) Job Description: Human Resource Receptionist Job Summary Required is an incumbent to serve the position of a Receptionist who shall also be responsible for administrative duties for the HRM department of 10 employees. Essential Job Functions Maintaining personnel files; managing official correspondences with different parties within and outside the department; timesheet recording, management and coordination between payroll department and administration/HR department; scheduling meetings, keeping check of directors’ calendars and receiving calls on their behalf; handling all incoming and outgoing phone calls; assisting in all HR matters including recruitment of new employees, final settlements of outgoing employees, documentation of all employees forms, moving files for appraisals and being accessible and available to all employees to address any concerns raised by them; responsible for data entry and typing of any letters and other documents as may be required from time to time; and Attending to all incoming and outgoing person(s) ensuring security and confidentiality of company’s profile and information at all times. Required Knowledge, Skills and Abilities Good communication skills; presentable and well-groomed; document management skills; professionalism; data entry and typing skills; and Analytical skills. Education, Experience, Certifications and Licenses Basic education (High school diploma or equivalent); professional qualification (business administration or HR); and previous relevant HR/admin experience of 1 year or more in similar position in an office setting of at least 5-10 employees Environmental factors and Conditions / Physical Requirements We are equal opportunity employer and any gender or race (with or without any physical or medical conditions) may apply in confidence. Equipment and Tools Utilized Good command in Microsoft Office (Excel, PowerPoint and Word); Good typing skills (short hand writing is a plus point); Knowledge of full functionality of internet usage; and Handling of PABX telephone, intercom and multi-lines systems. Literature Review: Human Resource Receptionist Job analysis refers to a methodology whereby the requirements of the entity are determined as to what does it seek in the incumbent to be hired. Before that, it's of utmost importance to break down the vacant job into its components to identify in detail how each requirement needs to be fulfilled. This analysis being carried out generates a job description which is ready to be published to invite applications by candidates whose profiles most closely meet the job description, derived at through job analysis. Ronan and Prien suggested that few factors need to be considered when hiring a new employee for a specific role, such as his own capabilities, the general aura of the entity and employees' compatibility with this new office setting and the tasks assigned to such individuals. They were of the view that job analysis shall be carried out only after considering environmental, social, personal and cultural factors affecting the job in some ways. Therefore, to pull a blind eye to these factors and issuing vague job description without analyzing everything, the hiring of the right person might not be ensured. Consequently, hiring wrong person shall incur extra overhead costs and confidential information may be more prone to being misused publicly. Therefore, a thorough analysis prior to issuing job description needs to be conducted (Ronan & Prien, 1966). There are several job evaluation and analysis methods. As given by Walter in his book, there is 'Wage Incentive Method,' whereby an employee's emoluments are based on how much is required in order to motivate him to complete his allotted duties. Another method is 'Ranking or grading method.' It’s the most commonly used technique in organizations to aid in selecting the right person for the job. Queries are presented to derive out the most honest answers out of the interviewees and each answer is graded against a standard grading scale. Each trait, good or bad, is graded and the final weighted average grade is reached at. The one with most favorable results are selected for next step first. Lyttle stated that once job evaluation is broken down into smaller components, it gives us greater comparability between all the job analysis methods available. He further claims that each job evaluation being executed for a job should be tailored perfectly to meet the special conditions and requirements of that company. Other methods are namely: (Lyttle, 1929) Straight point method; weighted Points method; the Benge plan; the Kress plan; and The Weed plan. Another way to look at it is the fact that job analysis improves an entity's business efficiency. How? Wheaton gives a fantastic answer to that! Being director of Organization Effectiveness in Corporate College, she suggests that job description and job analysis are not interchangeable terms as they are mistaken for in today's corporate world. Job description is merely a detailed write-up of what responsibilities and duties are to be performed therein. However, job analysis is much broader and complex term. It is a process whereby the bigger picture of the requirements are seen in light of legal and professional terms. Accordingly, job analysis is very vital specially for strategic positions where the selectors need to be well aware of what is expected from and required of from the new incumbent. Furthermore, she highlights a rare area which needs to be addressed: selecting a wrong person initially in absence of job analysis may be subsequently challenged in the court of law in the event of any litigations regarding ethical issues or integrity of employees. At such point, the entity shall have the burden of proof to show that they were diligent in recruiting their employees and performed background checks and detailed analysis of qualifications and experiences and hence any subsequent legal implications regarding them can be defended by seeking the grounds of acting in good faith. Cultural impacts from ingoing and outgoing employees play a very crucial role in shaping the organization's norms and practices. Therefore, person to be hired shall not only be weighed against the conventional grading systems but instead should also be assessed to be culturally fit for the organization (Wheaton, 2011) Job analysis and job descriptions are something we see every day in our office routines, being carried out by our HR personnel departments. However, never did we know what we were unaware of all this time. However, after this research, I can proudly rectify or at least give fruitful input to any layman sitting around my table in future, talking about job description and analysis! I can start with the very basic question though: For a start, do you even know the difference between the two? Works Cited Lyttle, Charles Walter, 'Job Evaluation Methods,' New York, 1929, Revision in 1942. Ronan, Willian; Prien, Erick; 'Review of research findings,' Georgia/Memphis, 1971, 371-396 Wheaton, Jody, Director of Organizational Effectiveness for Corporate College, 2011 Available at: http://www.sbnonline.com/2011/10/how-conducting-a-job-analysis-improves-your-business%E2%80%99s-efficiency-growth-and-innovation Read More