Person Specification for Human Resources Assistant
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Added on 2019/09/16
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The assignment is about creating a person specification template based on the job description provided, which outlines the duties and responsibilities of a Human Resources Assistant. The person specification should include essential and desirable factors, along with minimum requirements and evidence for each factor.
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Achievement of the following learning outcomes must be demonstrated within thereport: 1.Carry out a job analysis, develop a person specification, identify suitable tools for selection of personnel Format of theReport:Thereportmust be structured to demonstrate the key points within the task. Reference must be made to published literature in order to describe and evaluate the rationale for developing job descriptions and person specifications and to justify the criteria and measurement tools selected. Students will be provided with a job description. From this thereportmust identify key components of the job and draw up a person specification, detailing essential and desirable criteria. The main bulk of thereportmust then use published literature to justify the use of job descriptions, person specifications and, where appropriate, the use of different sources of evidence that applicants possess the attributes included in the person specification.Your reasons for choosing the criteria on the person specification must also be justified in brief and the way in which each component of the person specification will be measured and what tools will be used for that purpose must be explained. A summary can be used to explain the choices of criteria and the way they will be measured so that not too many words are used on this part of thereport. At least one psychometric test must be included as an assessment tool. Assessment Criteria: Apasswill: 1.address the specified stages of the assignment 2.produce a clear person specification 3.use test catalogues and manuals to support arguments for specific assessment tools 4.be organized in a clear and logical way Further markswill be awarded for: 1.demonstration of deeper understanding and consideration of the issues involved 2.links to relevant sources of information that have not been directly mentioned during the module 3.well argued suggestions and comments 4.clear and logical development of person specification and measurement techniques from job description 1.The word limit of1500 wordsonly includes thereport, not the words included on the table of essential and desirable criteria
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2.There is no set number of either essential or desirable criteria, the number is largely up to you. The number of rows on the table does not mean you have to have that number of criteria 3.There is also no set number of tests or other sources of evidence to use – although I do want you toinclude at least one psychometric test in your essential criteria. But do think about the real world implications of what you are suggesting. Tests are both expensive and time-consuming, so should only be used in a way that is really going to add value to the process. Also, as far as applicants are concerned, they may be rather overwhelmed if expected to complete huge numbers of tests and exercises. 4.Analysing the job description (job analysis) to arrive at key components of the job basically involves looking critically at the job description you have been provided with, so that you can decide what skills, qualifications, competencies and experience would be required to carry out the job successfully and then combining these in the person specification, either as essential or desirable criteria. 5.Thereportmust justify the criteria selected by explaining why they are on the list, and why they are either essential or desirable. Most of this will involve a value judgement, on your part, because it is your opinion, based on the content of the job description. 6.Identifying how each component of the person specification will be measured and what tools will be used for that purpose involves specifying whether the c.v., interview, a psychometric test (and if so, which one) etc. or a combination of methods and tools are used to demonstrate that each criterion has been met. 7.You can’t really know what an acceptable score is likely to be on any test, but you could argue that anyone who is below the normative score for their group (information that is often available in test manuals) would not be suitable for the role. For example, would you want someone who scores below the average for the general population on verbal skills to be employed in a role that involves communicating with the public? Even if you don’t have specific scores for the test norms, you could simply specify that you want them to be in the top 75% of scores for that test (if it is an ability or aptitude test), or above the mean etc. for their population (e.g. graduates, managers, general population etc.). If it is a personality test, then you might be better stipulating that the successful candidate's score will be between the 50th and the 75th percentile on the measure, as too much of any personality characteristic can be damaging.
8.If you prefer to organize yourreportunder subheadings, that is fine. Bear in mind that in the business world people often don’t have time to read wordy reports, so anything that enables them to find the aspects of thereportthat are relevant to them and read just that part, will be beneficial. But do not write in note form. 9.A professionalreportshould be written in the third person. 10.Job Title:Human Resources Assistant 11.Team:Human Resources 12.Responsible to:Human Resources Manager 13.Number of people directly managed:0 14.Main purpose of the job: 15.To provide efficient administrative support for the HR Manager and HR Advisors, 16.ensuring service users are provided with key information on HR processes and 17.procedures. 18.To assist in the processing of employee data by utilising the Human 19.Resources Information System. 20.Main Duties and Responsibilities: 21.Undertake duties supporting the recruitment and selection function including 22.placing adverts; processing invoices; CRB and pre-employment checks; chasing 23.references; arranging short-listing and interview packs; contacting candidates and 24.managers; and any other associated duties. 25.Attend recruitment interviews as a panel member and fully contribute towards the 26.selection of successful candidates. 27.Undertake duties supporting the use of HR.net Enterprise (HR Information System) 28.including inputting changes onto system; sending out relevant contractual 29.information; chasing queries with managers; liaising with payroll to resolve queries; 30.processing honorarium and other payments. 31.Undertake administrative duties supporting various HR processes including 32.maternity and paternity leave and other forms of special leave; job evaluation 33.panels; probation procedure; other terms and conditions of employment. 34.Undertake duties supporting the organisation’s learning and development culture 35.including the collation of learning needs from individuals’ appraisals and the 36.collation of information relating to the evaluation of training. 37.Undertake administrative duties to support the HR Manager in the delivery of a 38.health and safety culture within the organisation including the provision of statistical 39.information; maintaining records on health and safety training undertaken. 40.Provide administrative support to the HR team including word processing; 41.distribution of information; organising and taking minutes at meetings for the HR 42.Manager/HR Advisors; update the Intranet pages relating to HR. 43.Working Environment/Physical Challenges 44.Required to use information technology on a regular basis to input and maintain the HR 45.Information System and to generate various letters. 46.Financial Responsibility
47.Responsible for processing the payment of invoices on a regular basis and maintaining 48.records of expenditure. 49.Responsible for ordering stationery and materials for use within team. 50.Responsibility for Non Financial Assets 51.Responsible for preparing, and amending confidential information concerning employees 52.contained within Human Resource management software systems and paper personal 53.files. 54.Responsible for ensuring that the confidential information is kept secure. 55.Responsible for updating and enhancing the Human Resources site on the Company’s 56.Intranet. 57.Standard requirements attached to the job: 58.(a) All individuals are expected to be flexible in undertaking the duties and 59.responsibilities attached to their job and may be asked to perform other duties 60.which reasonably correspond to the general character of their job and their level of 61.responsibility. 62.(b) All individuals are expected to maintain personal and professional development to 63.meet the changing demands of the job and participate in appropriate learning and 64.development activities. 65.(c) To recognise health and safety is a responsibility of every individual, to take 66.reasonable care of self and others and to comply with Herefordshire Housing’s 67.Health and Safety policies and any service specific procedures/rules that apply to 68.the job. 69.(d) To promote equality as part of the job and to treat everyone with fairness and 70.dignity. 71.(e) All individuals are expected to carry out their duties and responsibilities having 72.regard to the Company’s commitment to providing a customer focused service. 73.Please note that where the job holder is disabled every effort will be made to supply 74.necessary aids, adaptations or equipment to allow them to carry out the duties of 75.the job. If, however, a certain task proves to be unachievable, job redesign will be 76.given full consideration. 77. This is the template which you must use for your person specification which you will be developing from the job description Person Specification Essential FactorsMinimumEvidence
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Justification of Criteria and Methods of evaluating those criteria: (Please describe and evaluate the rationale for developing job descriptions and person specifications; justify the criteria selected; identify how each component of the person specification will be measured and explain and justify the choice of tools that will be used for that purpose in no more than 1,500 words) Here is an example of a person specification to help you see how you might develop your own person specification Person Specification – Research Assistant – ageing & retirement Essential FactorsMinimum Requirement (where appropriate) Evidence A masters degree in a related area Meritcertificate An understanding of occupational psychology and/or human resource issues in the workplace Interview Experience of electronic literature searching and writing a literature review Interview c.v.
Good written and verbal communication skills Presentation to be given at interview Strong time management skillsExercise to be undertaken at interview IT literacy (MS Word, Excel)Interview c.v. Strong attention to detail Between50thand 75thpercentile on conscientiousness Interview c.v. 16pf Ability to work as a member of a team Between50thand 75thpercentile for extraversion, tough minded, self-directed, self-controlled Interview References 16pf Desirable FactorsMinimum Requirement (where appropriate) Evidence A PhD in a related areacertificate An understanding of ageing and retirement issues in relation to the workplace Interview Experience of designing and conducting research projects and publication in a related area c.v. interview Familiarity with software used for qualitative or quantitative analysis Interview
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