This is an example of a position description for a current job. It documents the responsibilities of a member of the HR team.

Job title: Junior Clerical Assistant

Grade: 2

Job purpose

To provide routine clerical support.

Duties and responsibilities:

Assist with the 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 manual and computerised personnel records. This includes the preparation and upkeep of personnel 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 personnel from other departments for information when needed.

Transfer appropriate files and documents to microfilm.

Manage the HR department's stationeryorder stationery, ensure a satisfactory supply and maintain a record of the stationery budget.

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

Assist with enquiries received by the HR department, both by telephone and in person. This will include dealing with members of the general public, members of staff, potential employees and external organisations; there may be minimal contact with students.

Undertake general clerical duties such as routine photocopying and filing.

Undertake other duties as requested.

Supervision

Supervisor: Senior Secretary Regularly supervised, or left to work within established guidelines, subject to scrutiny by supervisor.

Special conditions

None.

Date

This position description was last updated 8 February, 20xx

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