Roles and Function of The HR Office

Human Resource
Management
Office Administration
Miss Townsend
January 2022
Roles and Functions of
Human Resource
Management Office
Introduction
❑ The Human Resource department is essential for the successful operations of
all departments, because its main purpose is to ensure there is adequate supply
of suitable personnel throughout the business.
❑ It is important for the HR department to maintain good communication with

the other departments so that accurate, timely data can be obtained.
Roles and Functions
❑ Recruitment
❑ Job description
❑ Induction
❑ Deployment
❑ Appraisal
❑ Training
❑ Staff welfare
❑ Disciplinary procedures
Recruitment
This is the process of searching for, attracting and selecting candidates
for a job or jobs.
Internal recruitment
❑ Internalrecruitment occurs when persons who work within an organisation are
given the opportunity to apply for a vacant position.
Advantages internal recruitment
• Usually less expensive
• Takes less time
• The employer already knows the strengths and weaknesses of the applicant.
External recruitment
Employers may choose to do external recruitment for a number of
reasons:
• Current employees may not have the required attributes for the job.
• It allows employers to select from a larger number of candidates.
• It brings new ideas and abilities into the organisation.
Recruitment
A position may become vacant for reasons that include:
❖ growth or diversification within the company
❖ the current employee in the position has been promoted or
transferred.
❖ the employee who held the positon has retired, was dismissed,
resigned or may have died.
The recruitment process entails a number of steps:
1. The employer establishes the criteria for the vacant position.
2. The position is advertised using selected communication channels.
3. Prospective candidate responds to the advertisement.
4. Employer shortlists candidates who best meet the job requirements.
5. The selected candidates are interviewed and assessed.
6. The employer makes a decision to appoint.
7. An offer is made to the chosen applicant.
8. If offer is accepted, the prospective candidate is invited to meet with the
employer to negotiate and finalise terms of employment.
Recruitment
Interviews
❑ The main purpose of an interview from Human Resource Management
perspectives is to assess an applicant’s suitability for a position.
❑ Itis important to prepare interview questions that will cover all relevant area,
such as details about a candidate’s work experience.
❑ Avoid asking closed-ended questions.
❑ Itis best to ask open-ended questions during an interview. This will encourage
the respondent to talk about the issue under discussion.
Job description- A job description is a list of the duties and tasks
that must be done in a job. It provides an overview for the job by
outlining its features and requisites.
Job specification- A job specification outlines the human

characteristics needed for the position. It identifies the knowledge,
skills, abilities, attitudes and experience needed for an applicant to
successfully complete the duties.
A job description is written using headings such as:
• Title: job title of the position advertised.
• Summary: a brief description of the job.
• Accountability: the person to whom the employee will be reporting.
• Responsibility: the person for whom the employee will be responsible.
• Location: the place where the job will be based.
• Purpose of the job: what the candidate is expected to achieve.
• Main duties: a brief description of the post, stating the main areas of
responsibility.
• Equipment: a list of tools, equipment and machinery that must be used to do the
job.
• Terms of employment: hours of work, remuneration, holiday entitlement and
benefits.
Selection and Induction
When all candidates have been interviewed, the panel makes it selection.
The HR department sends a letter offering the position and a contract of
employment, setting out details such as hours of work, holidays, sickness
pay and so on.
The HR department sets up the new employee’s induction. The induction

process enables a new employee to become familiar with the function,
purpose and procedures of the company in general and specifically, with the
requirements of the new job.
Deployment
This is the transferral or moving of an employee to another position in
the company. This often coincides with a restructuring of departments
and functions within the company. The HR office will naturally
become involved in deployment, e.g. helping different departments
decide which members of staff are best suited to new jobs that have
been created after the restructuring.
Appraisal
The purpose of appraisal is to review worker’s performance against
pre-set goals. The Human Resource department is responsible for the
development of the appraisal form as a way for employees to develop in
their careers.
Performance Appraisal steps
• The manager and employee meet at the beginning of the appraisal period to review past
performance and plan for future expectations, in keeping with employee’s job
description, responsibilities and goals.
• The employee works towards the goals. There is an on-going discussion and feedback
from the manager. This allow the manager to assess the employee’s progress, hear from
the employee about factors affecting performance and identify ways in which the
employee may improve, providing help if needed.
• At the end of the appraisal period, the manager evaluates employee’s performance.
Based on the results from the appraisal, employees maybe:
• Rewarded (e.g. pay increase, bonus, promotion)
• Reprimanded
• Given a different job

• Trained
• Demoted
• Dismissed
• Appraisals are effective tools for managing performance because:
• It helps to clarify standards, goals and responsibilities.
• Serve to identify and correct problems.
• Allows managers to identify the level and type of training staff
needs.
• Provides a basis for decisions about rewards such as promotions,
salary increases and other incentives.
• Recognises the work effort of employees.
Training
One of the results of the performance appraisal is that managers and
employees are able to recognise the training, development or coaching
needs of each employee. Training refers to the teaching and learning
activities carried on for the primary purpose of helping members of an
organization acquire and apply the knowledge, skills, abilities, and attitudes
needed by a particular job and organization.
• Training can take many forms:
• Induction
• Lectures,seminars and workshops- groups of employees are trained

by qualified persons.
• Mentoringand coaching- a highly rated employees teaches skills to
other employees, either one-on-one or in groups.
• Onlinetraining- using the internet to access training materials,
information and activities.
• Self-study-employees are provided with the printed training materials
and study independently.
• Audio-visual training- employees are taught via audio or video
recordings.
• Handson training- a task is demonstrated and taught, then the
employees practise under supervision.
• Simulation- use of machinery/computer to represent real-life work
situations.
Training is important because:
• Helpsnew employees develop the skills they need to fulfil their
responsibilities.
• Enables existing employees to improve their performance.
• Increases productivity and productivity
• Keeps workers up to date with changes in technology.
Staff welfare
Staff welfare involves all the activities associated with producing an
environment that protects, promotes and supports the health and
well-being of the workers in an organisation.
An important aspect of staff welfare is the creation of an

environment that is free fear, threat or intimidation. This will enable
workers to communicate openly about their concerns or difficulties.
Role and Function of Human Resource in
Staff welfare
The Human Resource department must liaise with all other departments to ensure
the best possible work conditions for employees. The Human Resource department
should ensure:
1. Amenities, such as drinking water, bathroom and washroom facilities are

available.
2. Safe and healthy working environment for their employees- this will include
the elimination of risk and accident factors and training of employees in safe
practices.
3. The Human Resource department advises management on methods
of providing for the physical, emotional and mental well-being of
employees. These include:
•- access to health services
• -holding workshops that focus on wellness and safety
• -counseling services with assurance of strict confidentiality.

4. Working hours and rest periods
5. Non-discrimination, gender equality, equal treatment.

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Human Resource

❑ It is important for the HR department to maintain good communication with

Job specification- A job specification outlines the human

The HR department sets up the new employee’s induction. The induction

• Given a different job

• Lectures,seminars and workshops- groups of employees are trained

An important aspect of staff welfare is the creation of an

1. Amenities, such as drinking water, bathroom and washroom facilities are

•- access to health services

• -holding workshops that focus on wellness and safety

• -counseling services with assurance of strict confidentiality.

5. Non-discrimination, gender equality, equal treatment.

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