Human Resources Assistants, Except Payroll and Timekeeping

Human Resources

Level 3247 of 1200 points

Job description

Human Resources Assistants, Except Payroll and Timekeeping

Job purpose

To compile, process and maintain the organisation's personnel records and documentation, and to provide employees, applicants and authorised third parties with accurate information on personnel policies, benefits and procedures, so that HR administration is complete, current and compliant.

Skills

Sound knowledge of personnel administration — record-keeping requirements, benefit and workers' compensation arrangements, recruitment and onboarding procedures, and the confidentiality rules attaching to employee data — with confident use of HR information systems. Vocational training, an associate's degree or equivalent experience, plus one to two years of on-the-job learning.
Explains personnel policies, benefits, eligibility and procedures to employees and applicants, and answers queries on examinations, salaries and entitlements, recognising that these matters are sensitive. Liaises with other departments, previous employers and external organisations to gather or verify information, and may interview applicants.
Applies established rules to individual cases: checks documentation for completeness, resolves discrepancies in records, screens applications against specified requirements, and identifies cases needing referral. Problems are procedural, with precedents available.
Organises a steady flow of documentation, record updates and reports against deadlines, and prepares new-employee orientations and in-house or external training. Prioritises within a framework set by others.
Work is desk-based, using HR systems and handling paper files and documents. No handling, lifting or dexterity demands beyond this.

Responsibilities

No line management. Provides an information and administrative service to employees, applicants and managers, and may refer selected applicants to hiring personnel.
Assists in administering employee benefit programmes and workers' compensation plans, and records earnings and absence data that feed pay and benefit entitlements. Accuracy here has a direct monetary effect on individuals, but the schemes are designed and authorised by others and the postholder holds no budget or spending authority.
Ordinary care of a workstation, HR systems and physical personnel files. May prepare badges, passes and identification cards and carry out related security duties.
Processes, verifies and maintains documentation covering staffing, recruitment, training, grievances, performance evaluations, classifications and leave, and records employee data including earnings, absences and reasons for termination. Releases file information to authorised persons only and compiles routine reports on personnel activity. The records are confidential, but their content and structure are set by others.

Effort required

Steady attention to detail across repetitive documentation and data-entry work, with care needed to keep records accurate and consistent. Tasks are well-defined and procedural; the demand is sustained accuracy rather than sustained analysis.
Routine contact with employees and applicants about matters personally significant to them — benefits, eligibility, grievances, rejections and terminations — calling for tact and discretion. Some exposure to disappointment, but the postholder is not the decision-maker and rarely handles the conflict itself.
Extended periods seated at a workstation, with occasional handling and filing of documents. No lifting or exertion.

Working conditions

An ordinary indoor office, with no material physical hazards and predominantly seated screen-based work at a single base. Psychosocial demand is modest and arises mainly from handling confidential and occasionally distressing personal information.
Regular business hours with a predictable workload, punctuated by recurring peaks around recruitment rounds, orientations and reporting deadlines. Work is closely governed by established policies, procedures and legal requirements, with supervision readily available and limited individual discretion.

Skills

40% · 125 points▾

KnowledgeLevel 3 of 8
54 of 144 points
Knowledge of facts, principles and general ideas in a job area. The job requires a range of thinking and practical knowledge to do tasks and solve problems by choosing and using basic methods, tools, materials and information.
Interpersonal and communication skillsLevel 2 of 5
38 of 96 points
Standard communication and interaction with others. The job holder is required to communicate with colleagues or customers in structured settings. Tact, empathy and basic relationship building are required.
Problem-solving skillsLevel 1 of 5
19 of 96 points
Routine problems. The job requires solving minor, routine problems that occur regularly. Solutions are already known and are easy to follow.
Planning and organisational skillsLevel 1 of 5
14 of 72 points
Limited planning required. Tasks are set by others or are predefined, with minimal need for adjustment.
Physical skillsLevel 0 of 5
0 of 72 points
Not applicable. The job does not require any particular physical skills (although there is likely to be some physical activity).

Responsibility

35% · 57 points▾

PeopleLevel 0 of 5
0 of 144 points
Does not apply. The job does not require any responsibility for people.
Goods and equipmentLevel 0 of 5
0 of 84 points
Not applicable. The job does not involve any responsibility for goods or equipment.
InformationLevel 2 of 5
38 of 96 points
Limited responsibility for information. The job requires the individual to gather, process or share information in a controlled way, following guidelines or predefined procedures.
Financial resourcesLevel 1 of 5
19 of 96 points
Very limited responsibility for financial resources. The job involves handling small amounts of cash or processing simple transactions, such as recording expenses or maintaining basic financial records.

Effort

15% · 41 points▾

Mental effortLevel 1 of 5
12 of 60 points
Limited mental effort. The job involves tasks that require only low levels of mental effort, such as basic attention and following simple instructions with few competing demands for attention.
Psychosocial and emotional effortLevel 2 of 5
29 of 72 points
Occasional psychosocial and emotional effort. The job requires occasional involvement in emotionally demanding situations, such as handling minor conflicts or dealing with upset individuals.
Physical effortLevel 0 of 5
0 of 48 points
Not applicable. The job does not require any physical effort.

Working Conditions

10% · 24 points▾

Environment (physical, psychological or emotional)Level 1 of 5
17 of 84 points
Minimal exposure to hazards or stress. The job involves little or no exposure to physical hazards (e.g. chemicals, moving equipment, noise) and minimal emotional or psychological risks (e.g. occasional routine tasks with no emotional burden). There is minor exposure to dust, dirt, fumes, noise, waste, poor lighting, etc.
Organisational environmentLevel 1 of 5
7 of 36 points
Minimal organisational demands. The job requires standard working hours with no night shifts or irregular schedules. There is little or no need for travel or digital connectivity beyond typical working hours.