If you want to bring the best possible people onto your company’s team, then you are going to need to start the hiring process on the right track by writing a solid job description. When you work as a company’s recruiter or hiring manager, you are tasked with filling multiple positions simultaneously with the expectation that the individuals you bring on board are going to fit in well. This can quickly become an exhausting exercise, however, when most of the resumes you receive feel like half-hearted efforts or are entirely unqualified for the job. If your writing is clear about what you really want in a candidate, though, you can narrow the playing field considerably and make the choices you are presented with far more appealing. To show you what we mean by this, consult the Human Resources Administrative Assistant job description sample below.
Human Resources Administrative Assistant Job Summary
In this position, you will provide support to the team in our human resources department. To do this, you will perform a number of tasks on a regular basis, including interviewing and sorting through applicants, familiarizing new hires with company practices and arranging the distribution of payroll and benefits programs to all employees.
Human Resources Administrative Assistant Job Responsibilities and Duties
- Provides great candidates for job openings by arranging applicant screenings, interviews and tests, informing current employees of internal openings, bringing in agency-provided temporary workers and keeping records of all personnel.
- Arranges payment of employees through calculations, check distribution and record maintenance.
- Informs employees of eligibility for medical insurance, savings bonds, student loans and disability programs. Also guides employees through the application processes for these and informs them of approvals.
- Keeps records of human resources activities, including any new hires, firings or transfers that take place as well as time taken by employees for vacation, illness and other personal reasons.
- Reviews claims and documentation regarding unemployment, and consults with legal counsel when necessary.
- Familiarizes new hires with company culture and practices by distributing packets of necessary information and reviewing policies, payment systems and benefit programs.
- Keeps knowledge of human resource department practices up-to-date by taking part in any workshops or other educational meetings and reading any new materials.
Human Resources Administrative Assistant Skills and Qualifications
- Solid written and verbal communication skills
- Updating personnel files
- Ability to adapt to company wage and compensation structure
- Familiarizing new employees with company practices
- Administering programs for employee benefits
- Crafting and posing interview questions to job candidates
- Ability to work as part of a team
Pulse Magazine has been the foremost pop culture publication in the United States for over two decades. It is our purpose to give people the factual information they want about their favorite media without resorting to the overreliance on buzzwords and trends that has become ubiquitous in the modern industry. People want the freedom to formulate their own opinions about the news, and that’s what we do on a daily basis.
What to Include in Your Human Resources Administrative Assistant Job Description
Crafting a job description that will stand out to the right people is a deceptively tricky task. You want to include enough information about salaries and company human resources policies to entice people to apply, but you don’t want to overload the description with so much information that it makes the position appear more complicated and confusing than it really is. Here are some guidelines regarding how the final product should read.
• Title and Job Summary: Before you get into the meat of the description, you need to be sure that the job title accurately reflects both the level of authority granted to the position—junior, senior, lead or otherwise—as well as the overall culture and standards of the company. Follow this up with anywhere from one to three brief sentences that touch on some of the position’s primary functions within the company and some of the tasks that the applicant will be performing.
• Main Responsibilities: After alluding to them in the summary, it’s time to inform the potential candidates of the tasks that the position will require them to perform on a daily basis. In keeping with the brief, to the point nature of the description, try to keep this list between five and ten items in length, beginning each with a word that conveys action. This is a subtle way of conveying a sense of importance within the job that people will find attractive.
• Qualifications and Skills: When it comes to weeding out the unqualified candidates to get to the great ones, this is the section of the Human Resources Administrative Assistant job description that will do most of the heavy lifting. Start with experience, education and skills that are required, and then move into qualities that you would prefer in the ideal candidate.
• SEO: Anyone looking for a new job these days utilizes keyword searching on sites like Yahoo, Big and Google in order to find positions that fit their skillsets. To that end, be sure that your description makes use of terminology that is related to the human resources industry such as “interviewing” and “maintaining company records” so that people can easily find your posting.
Ultimately, a well-written Human Resources Administrative Assistant job description will present information about the position and the company in a clear and exciting way that encourages top talent to get in touch with you.
Making better hires starts with building better job descriptions
• Browse 100s of templates across 40+ industries
• Customize your template with your company info & job requirements
• Post it to 20+ job boards in seconds – for FREE!
Get a professional, candidate-centric job description quickly & easily with MightyRecruiter
Writing Your Human Resources Administrative Assistant Job Description: Dos and Don’ts
When you believe your job description is done, go back over it using the following tips as a kind of checklist before posting it for everyone to see.
• Do consider the job description from the perspective of a candidate, focusing on the crucial information about the position’s summary of daily tasks and its salary.
• Don’t spend the entire description aggrandizing the company. This will only turn people away, as they will get the impression that they wouldn’t be of great value.
• Do emphasize any necessary special knowledge. Do this as early in the document as possible to start filtering out the unqualified individuals right away.
• Don’t forget to include the company’s location.
As long as you write the description with clearly articulated tasks and submission guidelines, great human resources workers will find you.
Best Practices for Writing a Job Description
- The Human Resources Administrative Assistant job description sample shown above is a great guide for writing your own description for the same position in your company. However, more often than not, outlines like this one are not going to be available for every open position that lands on your desk. We have you covered on that front as well, with a list of practices that, when implemented into your writing, will increase the appeal of your job descriptions to talented individuals.
- Don’t overuse blocks of text. While text blocks that are a few sentences long in your summary sections are fine, bullets are the best method of presenting information in the body of the job description. This allows candidates to quickly scan the document for the information they need to decide whether or not to apply.
- Do convey the culture of the company in your language. The information you present to readers as well as the tone with which you present it is one of the most effective ways to find your ideal candidate. If your writing reflects the attitude and values of the company, you are much more likely to find someone with a similar personality who will be able to hit the ground running.
- Do provide relevant contact information. When an applicant knows that he or she can have their questions and concerns addressed quickly, you start to establish a sense of loyalty that is invaluable if and when you recruit him or her.
If you use these principles to demonstrate a genuine interest in your applicants, the talent will flock to you.