The roles and functions of the human resource office

The roles and functions of the human resource office

By: Rose Thomas

​What is the human resource office ?

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The HR office is part of the organisation that is responsible for the affairs that relate to its employees and their welfare. This office plays both strategic role and an administrative role. Through the strategic role it ensures that the company’s employees are satisfied with their job to the extent that they work as a team.

The administrative function of the HR office is concerned with recruiting, training, and rewarding employees.

Multiple Choice

What is the meaning of human resources?

• The people who represents a business

• The best person to do the job

• The people employed to do work in a business

• Supervises employees and sets tasks to be done

Do you know any responsibilities of the HR office​?

​Responsibilities of the HR Office

1. 1. Analysis

2. 2. Recruitment

3. 3. Selection

4. 4. Induction

5. 5. Training

6. 6. Deployment 

7. 7. Appraisal​​

​Analysis as a reszponsibility of the HR office

​Analysis means to determine human resource needs in the company. Human resource needs Looks at the knowledge, skills, and abilities needed to do the job effectively.

What cause position in a company to be vacant??​

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Position may become vacant for reasons that include:

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• Growth or diversification in the company

• Promotion, demotion, transfer of employees

• The employee who held the position has retired, was dismissed,position has retired, was dismissed, resigned or may  have died

When vacancy occurs in a company the following steps may be taken:

·         The HR office request a description of the vacant position from the relevant department or prepares the description based  on information received from the head of that department. The description details the set of knowledge, skills and attitudes that  is consider desirable  in an employee.

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·         The information  is then  transferred  into  the job advertisement. Information included in an advertisement( a description of the company, area of specialisation  and duties, minimum qualification, salary range or a statement  to indicate  that salary will be commensurate  with qualification, deadline  for application etc.

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·         Once applications arrive at the Human Resource office the HR manager, assisted by HR staff, reads and sort them and a shortlist of candidate to be interviewed may be prepared. Rejected applicants may be placed in a holding file for future reference.

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Interview

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​ This is a formal meeting at which someone is asked questions in order to find out whether they are suitable for a job, course of study etc.

The interview process gives the company, through its interview team opportunity to access candidates face-to-face

Multiple Choice

The purpose of an interview is:

• to match employees with the employer that best suits them, and vice versa.

• for the job candidate to talk about his achievements.

• for the employer to test the interviewee by asking tricky questions.

Multiple Choice

Which of the following is okay to do at an interview?

• Ask the employer questions

• Answer your cellphone

• Be a few minutes late

​ Purposes of an interview

​It allows the panel members to question the candidate in detail about his or her skills and background, I order to determine  whether he or she fit in with colleagues andbe an asset to the organisation.

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Interview also allow the panel to access the oral communication skills of the candidate.

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It allows the panel to access the candidate’s character and how the candidate will interact  with other people and react to situations

It affords candidate an opportunity to ask the panel about the terms and conditions of the job or about specific aspects of the job.

​Criteria for shortlisting

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ü  Work experience

ü  Literacy skills

ü  Academicqualification

ü  Good CV and letter of a pplication

ü  References

Open Ended

After shortlisting what is the next step?

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Selection and induction

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​ When all candidates have been interviewed the panel makes it selection. The HR sends out a letter offering the position and a contract of employment, setting out details such as hours of work, holidays, and sickness pay and so on. Some company may call to inform the successful candidate and invite them to meet with company personnel to discuss contract details.

Multiple Choice

An induction programme is organized for

• field workers

• staff welfare

• new employees

• drivers

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The HR department sets up the new employee’s induction. The induction process enables a new employee to become familiar with the function, purpose and procedures of the company in general , ad specifically with  the  requirements of the new job.

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Multiple Choice

Which of these things should you bring to an interview?

• Copies of you resume

• A list of references

• Both A and B

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The following will be given during the induction process:

General information about the rules and practices of the organisation. This may include an employee handbook which states:

1.  the policies governing  the work environment ,

2. a copy  of the job description  for the position 

3. organisation chart showing positions and hierarchies  of the organisation 

4. health and safety information.

5. Details of grievance and disciplinary procedures  should also be included I the  employee handbook .

Multiple Choice

The process of choosing applicants with the entry requirements for interviewing is called

• testing

• examining

• short listing

• selecting

Multiple Choice

What is recruitment?

• The way a business finds new staff

• Those who have an interest in the business

• It is another term for vacancy

• Customer service best practice is carried out using this method.

Multiple Choice

Which activity is to be followed after recruitment

• placement

• selection

• induction

• wages and salary

Multiple Choice

Qualification, Designation, Location and Job related duties are mentioned in the:

• Job Description

• Job Specification

• Job Evaluation

• Recruitment Letter

Multiple Choice

Which is the process of helping new employees adjust to a company?

• training

• recruitment

• human resource management

• orientation