HR Secretary Job Description and Hiring Process

This assignment delves into a detailed job description for an HR Secretary role. It outlines responsibilities, working conditions, qualifications, salary, and the entire recruitment process, including timeline, selection stages, and standards. The document also includes a questionnaire for the interview process and emphasizes reference checks for candidate verification.

Running head: ENROLMENT, APPOINTMENT AND INITIATION OF EMPLOYEES
ENROLMENT, APPOINTMENT AND INITIATION OF EMPLOYEES
Name of the Student
Name of the University
Author note

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1. What is the process through which a company might gauge the prerequisite to
schedule an interview?
Ans. The process is very simple, if it can be understood. The most common method is
utilizing a staffing bar through which the employers can view the jobs required to be filled,
the persons assigned to the jobs and the lines of control. The staffing bar provides
information about the outgoing workers, the retiring workers and the workers who deserve to
be promoted or should be dismissed from the organization.
2. A female worker in your company is due to give birth in four months and she has
expressed her desire to take a year motherhood leave. The higher authorities have informed
you that you must commence to look for a non-permanent employee a month before the
worker goes for the prolonged leave. State your reply about the schedule for enrolment.
Ans. My opinion in the above scenario would be to reconsider the timeline of the
advertisement process because it would take a much longer period to hire the quintessential
worker for this job keeping in mind the time-consuming concept of the evaluation of job
request papers, the interviewing process and the ultimate initiation and the adjustment period.
3. Provide a diagram showing the job proficiency chart of your work or any other
individual’s work, which clearly meets all the requirement sets out. Give five proficiency
features along with their mentioned job designation.
Ans. Job proficiency chart of a graphic specialist:
Proficiency Role
Customer Amenity Develop and build harmonizing relation
with the clients by effectively satisfying

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their demands.
Advisor or Specialist Guide Guide the customers in their graphic arts
demands by providing them special
advice.
Information- technology Provide advice and help on technical
matters.
Project Administration Provide valuable insights for project
requirements and supervise the time of
the project.
Technology solution administration Manage the supervision of problems
regarding computer equipment or
software malfunctioning.
4. Link the proficiency chart of the above question to finalize a job designation
profile.
Ans. Overall, the occupation of a graphic specialist involves the functions of
planning, designing and originating visual arts and programs in accordance to the specific
demands of a company or an individual.

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5. What is the significance of setting up advising sessions with important working
people during the design of job designation profile?
Ans. It is vital to set up advising sessions with the important working people because
they could provide valuable outlooks on the required job demands and capabilities.
6. What do you think that a diverse labor force resemble like? Give eight
demonstrations.
Ans. A diverse labor force must be inclusive of sex, religious affiliation, physical
characteristics, physical or mental defection, cultural heritage and others.
7. Describe the finalization period of a job designation program?
Ans. When all the important authorities involved with the job process have duly
provided their signatures then it is thought that the job designation program has concluded.
8. Do you think that if a job advertisement specifically states it looks to hire a male
for a particular position such as for a car company customer or sales personnel, would it
violate the legislative requisite?
Ans. Yes, any job advertisement looking to hire a person of a particular gender, would
severely violate and contravene the legislative rule on grounds of immediate discrimination.
9. Provide a job advertisement, which would help to attract the right person with the
necessary set of skills for the specified job.
Ans. This is a job advertisement looking to hire interesting people to work for a
virtual blueprint studio. It would be great if the new hires would possess the skills of
creativity, originality and team working. The job applicant must have a two years prior
working experience. The job applicant must be knowledgeable about the Graphics application

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programs and the Ms Office format. If you are interested then please forward your curriculum
vitae and your portfolio blueprint as soon as possible.
10. If given a chance to construct the make-up of a job interview panel, what will be
your suggestion?
Ans. Primarily, there should not be an even number of interviewers in a job interview
panel so that the process of ties in votes calculation cannot occur. The interview panel must
consist of female members and members from the non-majority groups. Everything must be
conducted in the written form so as to avoid any discrepancy.
11. For instance, if the company you are at present employed with is involved in the
café shop business and is currently setting up a coffee centre in the town. What would be
your list of questions if you were assigned to interview new wait employees?
Ans. a. Have you worked anywhere before in the same position?
b. Do you think you can find assistance from your past work experience?
c. What do you know of the coffee business?
d. What novel concepts you can share with our team?
e. What are you proficient at and what are the areas you need to work on?
f. Why do you want this job?
g. What makes you the most capable person for this job?
12. Do you think it would be normal to ask independent job applicants difficult
questions, Elaborate?

5ENROLMENT, APPOINTMENT AND INITIATION OF EMPLOYEES
Ans. Independent job applicants must not be asked difficult questions in order to
maintain uniformity and constancy in the employee selection and appraisal process.
13. The job interview panel wants to enquire about the decision of the female
employees if on a working day their offspring falls sick suddenly and in unable to make a
visit to the doctor or childcare centre. Do you think this question is in accordance with the
legislative conditions?
Ans. The above question seriously violates the conditions of the legislation because
the above-required information is not required for an employee to disclose in order to do the
job.
14. What do you think should be the appropriate process of selecting the final
candidates?
Ans. The appropriate process of selecting the final candidates should be strictly based
on the selection benchmark rather against other candidate’s performance. Overall, the process
must be completely just and equitable. The prior work experience of workers can be assessed
except in the case of new job entrants.
15. The job selection panel has assigned you the task to conduct interviews within an
interval of fifteen minutes. What would be your response?
Ans. Both the interviewers and the interviewees must keep in mind that the whole
interview is limited to fifteen minutes; therefore, both the sides must be aptly prepared to ask
questions and to answer them accurately without buying undue time.
16. How can you inform a prospective applicant about the interview location and
hour?

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Ans. The required information consisting of the hour, time and the corresponding
person can be passed to the applicant prior three to four days in the advent of the interview
process.
17. State the steps, which you think, should be suitable in the conduction of the
interview process.
Ans. The first step should be an introductory step. The second step should be a basic
informative process where the interviewee will be notified of the structure of the interview.
The third step must necessitate that the interviewees get an initial good grasp over the job
profile. In the fourth step, the interviewers must place questions to the interviewees to gather
knowledge about the adroitness of the employees to do the job. In the fifth step, the
applicants must be given an opportunity to place any possible questions to the employees to
clear any lingering doubts. At the final step, the interviewer must notify the interviewees
about the next occurring steps and thereby conclude the interview on a pleasant note.
18. Select an advertisement in which you can place two set of investigative questions
to the job applicants so as to assess the abilities of the employees against the consenting
preference criteria. Ask people distinct questions and measure their answers.
Ans.1. Could you please shed light upon the…..
2. I could not get what has been said…..please elaborate it.
3. Can you provide certain examples to clarify what you have just confirmed?
4. Can you specify your perceptions in detail about this topic?
19. The Human Resource authority in your company is of the opinion that the
supervisor under whom the person is going to receive the initial induction must not be

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involved in the interview process. However, you think differently. So how are you going to
persuade the HR authority?
Ans. I would say to the Human Resource authority that the supervisor must be
included in the interviewing process since he or she constitutes the front office staff and is the
person under whom the new entrant would receive training. Undoubtedly, the supervisor is in
a better position to judge that whether the capabilities of the applicants are in line with the
demands of the new job.
20. How can you check yourself when you feel the inclination to appoint a person
based on instinct and favoritism?
Ans. The techniques of data survey and organization blueprint metamorphosis such as
a relative rating process can assist the companies to maintain an unprejudiced and a fair
interview selection process. The practice of paying independent concise focus, asking similar
type of questions and taking good time to judge the applicants instead of committing haste
decisions will ensure the non-partisanship of the job process.
21. Craft a single page form, which can be used to communicate with a referee over
the telephone?
Ans.
Introduction
Call the referee and tell him why you have ringed him/her.
State the areas in which you are going to do the reference
examination.

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General questions
How is your relationship with the
new entrant?
Specify their employment period.
What was the job profile of the new
entrant?
State the reason for the employee to
put his/her paper down.
Evaluate the new entrant’s job
performance.
State the areas in which the new
entrant was proficient.
State the areas in which the new
entrant lacked.
Did you have any issue of agitation
with the new entrant’s work?
Please express your opinion on the
new entrant’s:-
- Responsibility
- Timeliness
- Turnout
- aptitude

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ClFinal
If given a chance, would you re-
hire the new entrant?
If yes, then why?
If no, then why?
Give any concluding remarks.
22. Originate a format, which could be utilized as a selection outline.
Ans. Selection Outline
(Time and date)
TO: HR management team
FROM: XXX, Division of …….
SUBJECT: Designation…….No. xxx
Recruitment decision and joining date I am stating to notify you we have successfully
finished the hiring method for the designation of
…... The Selection panel has taken the decision
to hire …….. for the appointed role.
Selection team The selection panel consists of……., …… and
……. The selection panel has duly reviewed all
the job applications and has thereby selected the
most perfect candidate for the post.

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Benchmark The requisite conditions are:
Domestic Entrants
Foreign Entrants
Technique
23. Outline an application to be delivered to the prospective entrants. The application
must be outlined in a general format and should not extend 250 words.
Ans. To (the entrant’s name),
We sent our gratitude to you for sending an application for the vacant post in our
company. We acknowledge the fact that you displayed effective interest in our company. For
the above-mentioned vacant post, we got many job applications; therefore, the selection
process became very complicated. It was also characterized by stiff competition. Though, we
were highly overwhelmed by your educational aptitudes, we have ultimately taken the
decision to not to proceed forward with your job application. We give you our heartiest
wishes for your future work search.
24. Finally, a prospective candidate has been chosen by you to fill up a vacant
position. Now you have to take decisions about their paycheck. What will be your next step
about it?
Ans. The paycheck should be set in accordance with the preferred amount of the new
entrant and the prior work experience of the new entrant.

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25. State the names of all the valid documents, which must be provided to a new
entrant.
Ans. The documents, which a new entrant must obtain from the employer, are job
contract paper, worker data form, tax statement form and a pension form.
26. What should be the clauses in a job contract form given to a new entrant?
Ans.
27. Now, if you were the new entrant looking forward to your new job, what
information you would like to get at your initiation process?
Ans. 1. A brief simplification of the job duties and obligations.
2. A clarification of the trainer’s future projections.
3. An understanding of the trial method.
4. Significant information about the initiation timetable.
5. Professional safety information.
6. A brief introductory association with the important personnel of the company.
7. An acknowledgement to the organization’s desire within the terms of
professional conduct.
8. Brochures mentioning the organization’s plan, strategy and others.
9. Getting vital equipment regarding the organization’s dress code, entrance key
and others.
10. Any other important issues within the premises of the company.

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28. How would you convince the present workers that if they switch to different jobs
within the same company, then it would be best for them to go through the initiation process
again like the new employees?
Ans. Initiation is extremely important because it helps to make the new entrant
comprehend about the new duties, expectations and responsibilities that is required to be
fulfilled in the new company or an existing one. All employees must go through the initiation
process, even the newly promoted or the newly relocated ones.
29. State the areas in which you are going to clarify the judicial commitments of the
company in your initiation program.
Ans. The areas where the organization possesses judicial commitments are:
 Job scenario.
 Presentation quality.
 Anti-unfairness codification.
Assignment
You are an employee of a big company. Select the sector of the company. Here, you
were asked to supervise the hiring process of a new job entrant. You are free to choose the
job designation. Thereby originate a hiring program for the new entrant.
The program constituents, which, must be incorporated, are-

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 Designation description.
 Rationale.
 Time period for the occupation contract with the company. .
 Private enumeration.
 Evaluation benchmark.
 A composite chart of the company hierarchy levels detailing all the job
positions.
 Any extra information, which is deemed to be important for the entrant.
 Interview enquiries.
 Examining the references.
 Promotional tactic.
 The process of acquiescence with the legislation.
 Vital paperwork.
 The advisory panel and their role.
 The initiation process of the new entrant.
Illustrate how every stage demonstrates the plans and procedures of human resources and its
lifecycle.
Ans. I am an employee of an International Organization named Solutions Co., which mainly
manufactures and promotes health food items for the greatest number of people available.
The organization is hiring individuals for the position of HR Secretary.
Description of a Position

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Main Objective: The primary responsibilities of a Human Resources Secretary are to
maintain and support the process of human resource services. His chief responsibilities are as
follows:
 Providing support for the departmental staffs.
 Informing the applicants and other employees regarding any issues.
 Maintenance of clerical and business account records.
 Implementation and completion of project plans and schemes.
A human resource secretary is accountable to the Human Resource Director.
Significant Functions of a Human Resource Secretary:
 A human resource secretary manages and conducts tests for hiring new employees
in case of vacancies in the organization.
 A human resource secretary response to all the calls and queries like screening of
calls, transporting of calls and answering to the queries and messages.
 His duty is to assist and guide the employment process like taking calls, planning
interviews, data entry, preservation of present applications, guiding the search for
new entrants, notifying the employees regarding any new information, conducting
orientation and induction program for fresh teachers and career guidance
programs for the objective of fulfilling the recruitment requirements in various
districts while adhering to the norms and regulations of the organization.
 Another responsibility of a human resource secretary is to make the new
employees aware of the practices of the terms and conditions of the organizations
by arranging orientation program for the new employees. This induction program
will include introduction of personnel, updating the employees with the pay scale,
benefits and other facilities provided by the organization.

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 It is important for a human resource secretary to attend seminars, conferences and
workshops in order to gain knowledge and information for better performance in
the future.
 A human resource secretary maintains financial, legal and secretarial records by
compiling data from different sources like interviewees, employees and external
agencies.
 Another significant function of human resource secretary is to present a reliable
and meaningful data documentation for during the quarterly and annual audit
programs of the organization.
 A HR secretary responds and resolves all the queries and disputes of the
employees in order to maintain a professional environment in the office.
 A HR secretary maintains and keeps a track of all the personal information of the
employees in order to ensure effective employee management in the organization.
 A HR secretary provides manuals, application forms and other personnel forms to
the employees for the employees to ensure and guide them properly.
 A HR secretary is in charge of receiving mails, messages, packages and other
supplies and it is his responsibility to deliver them to the respective persons.
 Lastly, a HR secretary is responsible managing all the administrative operations
and ensures proper assistance to all the employees for their effective performance.
Additional Function: Apart from this, a HR secretary also executes functions other duties
related to his job role to ensure that all the employees in the organization work proficiently
and effectually.
Minimum Criteria Required:
Proficiencies, Understanding and Capabilities

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Every job requires skills and talents for the effective performance of the employees.
Proficiencies or skills play a very important role in the functioning of an employee. These
proficiencies are required for meeting the challenges of a job. Some professional proficiency
are preparation and maintenance of exact business records, effective development planning
for developing new projects, skills for operating different technical equipment and utilization
of various software technologies.
Like proficiency, all jobs require basic knowledge or rather understanding for performing
certain basic tasks like calculations, formatting of different documents and so on. There are
certain jobs that require few knowledge-based understandings for performing some functions
like operation of standard official software, commercial telephonic protocols and
conceptualization of grammar and punctuation.
Capabilities or rather Abilities are the last but the main framework for an effective
management of a HR secretary. These capabilities are essential for the performance of a HR
secretary as it reveals that how a HR secretary is capable of fulfilling all his responsibilities.
It also brings out his potential flexibility to manage an organization while performing all
other tasks equally.
Responsibility
The responsibilities of a HR secretary comprise his ability to perform under restricted
management by following certain rules and practices and managing a whole set of employees
with a definite and fixed budget.
Working Environment
At times, few jobs require certain physical skills like lifting, transporting, pushing, dragging
and other significant skills. In general, the job of HR secretary involves 70% sitting, 30%

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walking and 0% standing. This kind of job is usually performed in a hygienic and healthy
environment.
Knowledge: A minimum experience related to this kind of job is required.
Academic Qualification: The candidate must have a minimum qualification of a High School
certificate or equivalent.
Equivalent Qualification: Not required.
Eligibility Test: A candidate must qualify in the eligibility test prior to the final interview
round.
Diplomas and Licenses: Not required.
Current Educ./Training: Not required.
Allowances: A candidate from a criminal background or so is not eligible.
Endorsement Date: 10/04/2017
Pay Scale: $7.000
Explanation for the Fresh Position
The company is hiring eligible candidates for this position as the present HR secretary will be
moved to a new region to replace the Marketing Secretary who failed to manage his duties
and responsibilities.
The Total Time Period Required
The replacement process will begin 6 months prior to the date fixed so that the organization
gets sufficient time for the recruitment and the approval process.

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 15 days is required to outline the recruitment process and selection of staff.
 15 days for taking the decision regarding implementation of recruitment strategies.
 1 month is needed for preparing the job description with the HR director.
 Another 1 month is required to describe the pay scale and benefits for the mentioned
position.
 A total of 30 days is required for internal and external screening and selection of the
candidates.
 After the process of selection, a session will be arranged for the candidates who are
not able to qualify themselves in the test.
 A candidate will be given a 1-month time period for documentation.
Standards for Selection Process
The company in order to find an appropriate person for the position is promoting the process
both internally and externally through online medias and job sites.
Chart Showing the Mentioned Position
A Questionnaire for the Interview Process
The interview for the position of a HR Secretary constitutes three stages:

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1. In the first phase, a common set of questions is formed for interviewing all the
candidates.
In this stage only, the directors must declare the candidates eligible for the next stage.
Few questions that can be asked are describing and reasoning a role that the candidate
enjoyed in his previous job-role, a perfect job role according to the candidate, a
difficult situation that the candidate handled in his recent job experience, what are the
strategies used by him while handling the case, the potentialities that the candidate
have and lastly what kind of software tools is he familiar with for using in the official
works.
2. The second stage will constitute the personality test of the candidate and it requires a
help from psychologist.
3. The last and the final stage will test the candidate’s knowledge and it is mainly an
application-based test.
Inspection of the Reference provided by the Candidate
Once the candidate qualifies in all the three stages of the interview, the company takes
initiative to check the references that are furnished by the candidate. This is because the
organization wants to know in details about the personality and the truth of the documents
furnished by the candidate.