Cardiff Met: HR Assistant Job Analysis, Person Spec, Selection

This report, prepared by a student at Cardiff Metropolitan University, analyzes the job of a Human Resources Assistant. It begins with an introduction outlining the purpose of the report, which is to identify key components, person specifications, and selection methods for the role. The report includes a detailed job description, outlining responsibilities and duties such as recruitment support, HRIS utilization, administrative tasks, and maintaining HR information systems. It also specifies essential and desirable factors for the position, along with the evidence required to assess candidates. The report explains the rationale behind the selection tools, including CVs, interviews, MBTI tests, and other tests, and how each method contributes to identifying suitable candidates. The report references several sources to support its analysis of the job requirements and selection processes. The report provides a comprehensive overview of the HR Assistant position and the methods used to identify and select qualified candidates.

Job analysis, person specification and selection methods of
Human Resource Assistant
Occupational Psychology
Nabila Dayani
20110742
Cardiff Metropolitan University

Introduction
This report aims to identify the key components for the job of ‘Human Resources
Assistant’ and draw up the person specifications in the detail with the essential and the desirable
criteria for a person in this job. It will be beneficial to match the employees with the suitable
skills desired for the suited position of the job. Every position has different necessities and needs
in order to fulfill its uniqueness in the organization. Every job required skills, educational
qualifications and past experiences. The job analysis helps the organization to understand the
requirements of the job in order to fix the responsibilities, duties and authority for the proposed
positions. The analysis is usually performed by the Human Resource Department for each job
profile present in the organization and suitable employees are appointed using various tools and
evaluation measures.
This report presents the job analysis of Human Resources Assistant’ and the attributes
that the person in this position should have will be included in the report. The attributes
presented in the study also provide the desirable and essential attributes required in the person
specifications. Also, the reasons for choosing the criteria and the way in which the measurement
for the same will happen will be explained in this report.

Job description
Job Description
Team: Human Resources
Post Title:
Human Resources Assistant
Posts Responsible to (and
Level): Human Resource Manager
Posts Responsible for (and
Level):
None
Job Purpose: The primary purpose of the job is to provide administrative support in a most effective
manner for the position of HR advisors and HR manager through ensuring high quality of service in
providing the information of process and procedures of human resource and to examine the processing
of data through using the Human resource information system.

Recruitment Process
STAGE DESCRIPTION
1. Staffing Plan When the vacancy arises, the impact of that position will be
considered with respect to the Workforce Plan and the Human
Resource Department. The re-designing of the job and the
opportunity for reshuffling the staff or replacing/recruiting the staff
member will be performed.
2. Job Analysis The whole process will be clearly understood by outlining the tasks,
duties, responsibilities and the competencies, qualification and
aptitude of the candidate. The company will therefore derive a clear
Person specification and job description.
3. Sourcing Candidates The organization will try to source the candidates using various
advertisement and related platforms in the allowed time scale along
with the job type and the nature of the business so as to find a suitable
candidate.
4. Selection Programme The applicants will first be short-listed using the CV, followed by a
personal interview. The applicants will also go through the aptitude
test and the MBTI test. The organization will ensure that all the
selection processes are performed with utmost fairness.
5. Evaluation of the
whole process
After a considerable time, the selection process and its faults will be
assessed and considerations on what could have been done for

improving the effectiveness of the whole selection and recruitment
process will be performed.
The job description will be used for setting out the overall role of the human resource manager
along with the main tasks to be performed by them. The person specifications will help in
detailing the experience and skills which are required for performing the job effectively. The job
description and person specifications will help in assisting the selection of the suitable human
resource manager. This will help in clearly setting out the main accountabilities and enabling in
the potential applicants for matching all the experience, skills and aptitude as provided in the
selection criteria.
The applicants will be able to understand the role in terms of the complexity and responsibilities
under the job level descriptors of the human resource manager (Snell, S. A., Morris, S. S., &
Bohlander, G. W., 2015).
Responsibilities and Duties:
 Take the duty of supporting in the functions of recruitment and selection which comprises of
invoice processing, advertisement placing, chasing references, interview arrangement,
rechecking of pre-employment records, and others.
 Acts as a member of panel at the time of recruitment and contributes towards the hiring of
right candidate for the particular job.
 Undertake the responsibility for supporting the utilization of HR.net Enterprise which
comprises of mailing relevant contractual information, processing honorarium, pursuing

queries with the team managers and others.
 Take a responsibility of administrative duties which includes the support in various process of
HR. It comprises of paternity and maternity leave, panel of job evolution, procedure of
probation, special leave forms and others.
 Take the responsibility of supporting in the organizational culture of learning and
development which comprises of collaboration of individual appraisals with individual
learning and correlate the information with the training evolution.
 Take the responsibility of supporting the manager of Human resource in delivering the culture
of safety and health within the organization and it comprises of maintain the records of
training related to the culture of health and safety.
 Take the responsibility of supporting the HR team in administration which comprises of
information distribution, taking minutes of meetings and organize them, update the page of
intranet related to the HR environment and word processing.
 Maintain the HR information system and generation different types of letters through regular
using of information technology.
 The financial Responsibility includes maintaining of expenditure records and processing the
payment of invoices on a regular basis.
 Stationery ordering responsibility with the maintenance of use of material within the team
members.
 Non-Financial Assets are also included in responsibility
 Responsibility of developing the confidential information of a particular employee by using
the software system of human resource and paper files.
 Responsibility for securing confidential information.

 Responsible for updating the webpage of the company.
 Responsible for attaching the standard requirement of the job.
(a) The flexibility is expected from the individuals in performing the roles and responsibilities of the
job. The individual may need to perform the general responsibity which are not enclosed in the job
requirements.
(b) The individuals are expected to be flexible with the changes in the demands of the job and
involved in the activities of learning and development.
(c) The individual is responsible for health and safety of self and others and to comply with
Housing’s Health and Safety policies of Herefordshire and any other service related to the job.
(d) The promoting of equality is the part of job and no discrimination must be made among the
individuals.
(e) The individual must perform their duties and responsibilities in order to attain the organizational
commitment in providing high quality service to its customers.
Person specification
Essential Factors Minimum
Requirement
Evidence
Comfortable in working in a
busy administrative role
Can work for 4
hours at a stretch
Performance in Simulation games
Have knowledge of It and can Should know Test

work on Microsoft Office basic functions
of MS Word,
Excel, PPT etc.
Punctual Interview
Trustworthy, can keep the
confidential information secret
Interview, References
Organizing skills CV, Interview
Record keeping Knowledge of
basic database
Test
Team Leader Lead a team of
minimum 5
people
CV, Interview
Interested in HR field Certificate CV
Proactive Interview

Self-motivated and enthusiastic Psychometric test
Desirable Factors Minimum
Requirement
Evidence
Experience of using HRIS
system
Knowledge of
inputting and
data extraction
Test, Interview, CV
Experience of working as a
HRA
One year or
more
CV, Interview
Reasons for the selection tools
The CV will help in identifying the educational qualifications, reasons for looking job in this
field, skills, interests and previous experiences. The CV will help in assessing the acquired
experience, the position held in the previous organization and the contribution of the candidate
during the time of working. The CV of the candidate will help in reflecting the capabilities and
potential of the candidate. The CV will further direct the strengths of the candidate personifying
his area of expertise and relevancy with the job profile. The accomplishments of the candidates
can also be taken into account while considering the best suitable option among all the
candidates. Therefore, CV forms a foundation of the job analysis and plays a critical part in
selection of the candidates. Additionally, the CV is the direct reflection of the candidate and his

overall personality and will help the organization to identify the suitability of the person for a
particular desired position. (Gatewood, R., Feild, H. S., & Barrick, M., 2015).
Interview will help in identifying the suitability of the candidate for this particular position. The
trustworthiness, personality and the way of handling different situations can be judged in the
interview (Brinkmann, S., 2014). Further the organization can narrow its field by taking
interview in case it receives a heavy volume of applicants. The interview will categorize the
employees on the basis of their skills and intelligence. The interview further helps in evaluating
the additional desirable skills like speaking skills and confidence level of the candidates along
with analyzing the social behavior of the candidate. The profile of an HR assistant manager
demands the candidate to have good speaking skills, social behavior and high level of
confidence. This step will help in selecting the best candidates out of all the suggested ones.
(Shackleton, V., 2015).
The MBTI will be carried out to determine the personality treats of the person. The result will be
beneficial in developing their leaders and identifying the candidates that require more
experience. The behavior and workplace needs of the employees can also be assessed. This test
type helps the organization by working as a filter and helping the HR department of company for
selecting a suitable candidate for the organization. The strengths and weakness of the employees
can be evaluated and the organization fill the strengths of the candidates with the weakness
prevailing in the organization (Costen, W. M., 2012). It will further help in discovering the team
style of the candidate so as to place him effectively in the organization. This will help the
organization to understand the psychological profile of the candidate in order to establish the
kind of work and profile suiting him best. The organization will accept the candidates ranging
from 50 to 75percetile in their MBTI test (Luo, C., 2013).