HRM Course Project

Human Resource Receptionist Job Summary:

The HR Receptionist will be responsible for Greets the public; provides general administrative support including answering phones, typing, scheduling appointments; complaint handling/tracking; employee applications. Providing assistance and directions to the organizations, on where to go to address their HR questions.

Essential Job Functions:

• Excellent phone etiquette with at least one year experience operating a telephone switchboard to answer, screen and forward calls, providing information, taking messages and scheduling appointments. Greet and Welcome employees and visitors to demonstrate good customer service
• Maintain personnel files in alphabetical order to maintain file organization.
• Excellent writing skills in order to prepare letters and related documents using Microsoft Word as well as (Excel, PowerPoint and Access) to communicate with employees and stakeholders of the organization.
• Assist Public and employees with personnel questions using the company policy and procedure to ensure the correct information is given. Sort and distribute incoming mails and faxes by departments to get to the intended recipient in a timely manner.
• Coordinate Director’s calendar Using MS Outlook Calendar to keep appointments, meetings and manage the director’s daily schedule.
• Previous Knowledge of administrative and pre-employment assessments is a plus.

Required Knowledge, skills and abilities:

• Knowledge of a multi-line phone system with at least 2-3 years of receptionist and/or administrative experience.
• Previous knowledge of administration and pre-employment assessments. Two years of proven customer service experience (i. e. friendly attitude, listening, proactive and willingness to help).
• Three years or more experience using MS office software applications (MS word, Excel, PowerPoint, Access) as well as MS Outlook
• Knowledge of using organizational alphabetical filing system and filing procedure
• Ability to work independently; Self-starter who takes initiative
• Ability to multi-task and quickly change direction based on changing needs and priorities.
• Ability to exercise discretion while handling confidential information.
• Job related experience is required
• Education Associates or Bachelor’s Degree in business or Human Resources Certifications & Licenses

None Required Environmental Factors and Conditions/Physical Requirements

• The HR Receptionist position requires the following physical demands: prolonged sitting or standing, some lifting, carrying, pushing, and/or pulling; some stooping, kneeling, and reaching and significant fine finger dexterity.
• Equipment and tools utilized Computer, Multi-line phone system, Copier, and Fax Machine Pre -employment background check and drug screening required

Literature Review

Organizations are growing in size each and every day, which in turn creates a high demand for employees. This outcome, however, needs a systematic approach to determine the right employee for the right position. The process has become so large that organizations need specialized help from Human Resource Management (HRM) departments to ensure that the requirements of the position are met. Therefore, the HRM department provides the function of job analysis in order to select the right individual for the position. Job analysis is a complex and vital part of every HRM program, as well as an important systematic process used within an organization to determine future members of the workforce. ” Job analysis contributes too many important Human Resource Management functions as it identifies and analyzes the relation between the job and what is required. According to the “Job Analysis: Overview,” Job analysis is a process used to identify and determine in detail the particular job duties, requirements, and the relative importance of these duties for a given position or a particular job.

A job analysis defines the work, activities, tasks, objectives, products, services, or processes required to perform a particular job. It collects details about work activities, human behaviors, machine, tools, equipment and work aids, performance standards, job context, and human requirements. These in turn help to identify the knowledge, skills and abilities required to perform a job. An important factor to note is that in this process, analysis is conducted on the job, not the person, which also results in a description of the job and not the person.

There are many different methods/ways to conduct a job analysis. It is dependent on organizational needs and what resources are available. Questionnaires, observations and interviews are very common methods. Although individual methods are used exclusively, several can be used in combination, besides the 3 resources listed above there are also the use of surveys as well. In fact, it is recommended that utilizing more than one method is more sensible (How, 1998), (Dessler, 2005).

In human resources, job analysis plays an important role of it. It provides information regarding positions in the organization. It is an important topic as well as a vital employment tool which can assist with HR activities and potential and current employees, ‘Job analysis is the systematic study of positions to identify their observable duties and responsibilities, as well as the knowledge, skills and abilities required to perform a particular task or group of tasks’ (Kovac, 2006, p. ). Job analysis can be used in determining training needs by identifying training content, the assessment tests which need to be used to measure the effectiveness of training, the equipment to be used in the training process, and the methods of training. Job Analysis can also be used in compensation to identify the skill levels, the compensable job factors, the work environment, the responsibilities, and the required level of education and salary level.

In selection procedures, job analysis can be used to identify job duties that need to be included in ads of vacant position, the appropriate salary levels for a position, the minimum requirements, the interview questions, the selection tests, the evaluation forms, etc. For performance reviews, job analysis can be used to figure out goals and objectives, performance standards, the evaluation criteria, the length of probationary period. (www. ssa. gov Review and Evaluation of Job Analysis Practices) I based my job analysis on these same characteristics stated above, I used the interview, and observation for my job analysis.

By visiting my previous employer human resource department and talking with the human resources manager in order to get a better in-site on how they do their job analysis, as well as doing some online research as well as getting information on human resources books. My task and KSA statements are based on the job descriptions of other human resource receptionist positions in my area. Through my research on this particular position I have found that every business or company has several different descriptions of what their human resource receptionist does based on the type of business that it is.

Even though a lot of the descriptions were the same for corporations and larger business for the most part, smaller businesses that did have this position seemed to lack in the job description of their human resource receptions and had other job descriptions for them like working large equipment. This project has definitely taught me more than I ever knew about human resources and what they really do I didn’t realize how much work went into the Human Resources Department of a business.