Activity 7

This is an example of a position description for a current job. It documents the responsibilities of a member of the HR team. Read it carefully and complete the activities

Job title: Junior Clerical Assistant

Grade: 2

Job purpose

To provide routine clerical support.

Duties and responsibilities:

Assist with processing of incoming and outgoing mail for the human resources (hr) department.

Manage the administration of current vacancies; this will include photocopying and mailing-out of details and application forms, processing applications on the computer and sending out cards to unsuccessful candidates.

Retrieve and record messages from the recruitment answering machine.

Maintain and computerised personnel records. This includes the preparations and upkeep the personal files and maintaining lists or databases for a variety of purposes.

Update computer records of absences of staff across the organisation due to illness; liaise with personal for other departments for information when needed.

Transfer appropriate files and documents to microfilm.

Manage the HR departments stationary order stationery, ensure a satisfactory supply and maintain a record of the stationery budget.

Ensure a satisfactory supply of routine paperwork and documentation used by HR department by regularly photocopying and replenishing appropriate documents.

Assist with enquires receiving by HR department, both by telephone and in person.

Supervision

Supervisor: Senior Secretary regularly supervised or left to work within established guide lines subject to scrutiny by supervisor

Special conditions: None

Date: this position description was last updated 8 February 2015

1. Identify ten of the verbs used in the duties and responsibilities section
2. What are eight of the aspects of the position description used to documents the responsibilities of a HR worker that could be improved?
3. Provide an example of each of the missing sections that could be used to improve this position description.
4. Create a job description that outlines the roles and responsibilities of HR professional (1 or 2 pages)