Human Resources Assistant Job Analysis and Person Specification Report

This report conducts a comprehensive job analysis for the role of a Human Resources Assistant, encompassing a detailed job description outlining responsibilities such as recruitment support, HRIS system utilization, administrative duties, and contributions to learning and development, and health and safety initiatives. The report also presents a thorough person specification, differentiating between essential and desirable criteria, and providing evidence-based justifications for each requirement. The analysis emphasizes the importance of verifying applicant information through interviews and pre-employment testing, including MS Word, Excel, PPT etc. and IT skills, as well as personality assessments like MBTI tests, to ensure the selection of suitable candidates. The report highlights the significance of CVs, interviews, and various tests in evaluating candidates' skills, experience, trustworthiness, and overall suitability for the position. Furthermore, it explores the role of flexibility, equality promotion, and commitment to organizational goals in the HR Assistant role. The report provides a strong foundation for effective recruitment and selection processes.

Introduction
This report aims to identify the key components for the job of ‘Human Resources Assistant’ and
draw up the person specifications that details the essential and the desirable criteria for a person
in this job. It will be beneficial in matching the employees with the suitable skills desired for the
suited position of the job. Every position has different necessities and needs owing to 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 so
as to fix the responsibilities, duties and authority for the proposed positions. Job analysis is
important for hiring a suitable candidate so as to gain competitive advantage and to achieve all
the objectives and goals. 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 helps the organization to attain the best potential in
the market and to increase the productivity of the company for making it run and grow
successfully. 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 report
stresses on importance of verifying the applicant information presented in the resume by
conducting interview and pre-employment testing. These factor will be beneficial in training and
education of employees recruited for onboarding. 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.
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 includes 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
work on Microsoft Office
Should know
basic functions
of MS Word,
Excel, PPT etc.
Test
Punctual Interview
Trustworthy, can keep the Interview, References

confidential information secret
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 Knowledge of Test, Interview, CV

system inputting and
data extraction
Experience of working as a
HRA
One year or
more
CV, Interview
Reasons
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. Therefore, 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. The process of browsing profiles and reviewing resumes and CV is
not enough to weed out applicants who are not a good fit for the company and therefore for
determining the best possible talent to lead the company, various other measures are performed
for complete evaluation.

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. 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. For interview, a good environment
will be provided to the applicants so make sure that they are comfortable and transparent. The
interviewer will ask question to determine whether the applicant is committed towards the
applied position and aligned with the goals and objectives or not.
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. 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 so as 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.