Overview of the HR Assistant Role
An HR Assistant is employed to provide administrative assistance and support to the HR department. They will perform tasks such as maintaining employee records, assisting with recruitment, processing payroll information, and ensuring compliance with legal requirements and HR policies.
You will need to have excellent communication skills, as you will often need to adapt to speaking with different people within the business. Be empathetic to employees and listen to their needs attentively.
It is important to have computer literacy to enter employee data into an HR database. All data will need to follow employment law and company data protection policies.
If you’re looking for a different office role, you can see more Admin jobs here.
Dress Code
An HR Assistant should dress in business casual attire such as dress shirts and blouses, dress pants, chinos, fitted skirts or knee length dresses, and closed-toe shoes.
HR Assistant Responsibilities
An HR Assistant needs to provide support to multiple teams and employees within the company by providing them with accurate and clear information. They are also responsible for certain data entry tasks which must be performed with good attention to detail.
HR Assistant Tips
Work on your communication and organisational skills, as it is important to maintain employee records, auditing them regularly and updating any records when details change.
Be able to work well in a team, as you will need to work with other colleagues in the HR department, as well as offer support to individual employees and the payroll and admin teams.
HR Assistant Job Qualifications & Skills
An HR Assistant must have administrative skills to perform well in this role, as well as strong communication skills and knowledge of employment law.
Knowledge of Employment Law
It is important to have knowledge of key employment laws such as contracts of employment, discrimination laws, maternity/paternity pay, disciplinary procedures, and others. Knowing these laws is crucial for you to perform your HR duties effectively.
Understanding and following these employment laws is important for compliance to avoid any employee negligence. HR must be able to make informed decisions based on legal requirements when dealing with misconduct or complaints, which is why a good understanding of employment law is so important.
Communication Skills
An HR Assistant must have excellent communication skills for speaking with employees and dealing with issues or inquiries. You must be empathetic and professional with the ability to communicate clearly with employees, candidates and higher management.
Maintain discretion when handling sensitive employee information and be clear and concise when communicating information, either verbally or in writing. You must be able to adjust your communication style depending on who you’re speaking to and have good interpersonal skills for maintaining positive relationships within a company.
Administrative Skills
An HR Assistant must be proficient in data entry to accurately enter and update employee information within an HR system. This will include employment history and personal details, which need to be kept secure and confidential.
It is also part of an HR Assistant’s duties to coordinate meetings, interviews and onboarding sessions. This will require the use of scheduling software to properly organize events. It is also important to send relevant information via emails and internal chat services, which you will need to use.
HR Assistant Job Duties
It is an HR Assistant’s duty to assist with recruitment including onboarding and interview processes. They must also maintain accurate employee records and support the payroll and admin teams.
Assisting with Recruitment & Onboarding Processes
An HR Assistant will be tasked with helping identify qualified candidates for available job roles and guiding them through the hiring process. This includes screening applicants, setting up interviews, conducting assessments and offering negotiations, including salary details and outlining company benefits.
If hired, the Assistant will need to provide the new employee with necessary information regarding the office space and company regulations and introduce them to the relevant staff.
It is also part of an HR Assistant’s role to ensure the new employee completes the relevant training so that they can quickly become a productive member of the team.
Maintaining Employee Records
An HR Assistant will systematically organize, store and update accurate employee documentation. All documentation should comply with legal requirements and company policies and will need to be stored securely within a reliable HR system which adheres to strict data privacy practises.
It is important to conduct regular audits and promptly update employee records with any changes in personal information, including contact details, job title, salary, benefits and performance evaluations. Pay close attention to detail and make sure all data is accurate.
Supporting Payroll & Admin
As an HR Assistant it is important to collaborate with the payroll and admin teams, when necessary, as the assistant will also provide data such as absences, bonuses and leave to the payroll team.
It will also be important to provide the admin team with correct and up-to-date information regarding employees and new hires. Make sure you communicate with the relevant teams and assist them when possible. Provide them with the information they need to be productive in their work.
HR Assistant Career Path & Advancement
Gaining experience as an HR Assistant can open doors to HR advisor, manager and officer roles as well as specialist HR positions.
HR Advisor & HR Officer Roles
To become an HR Advisor, you will need to increase your skills and gain a lot of experience as an HR Assistant. Typically, an HR Advisor will offer strategic advice to managers about complex HR issues. They will need to gain expertise in HR practises to assist with developing and implementing HR strategies.
An HR Officer operates much like the HR Assistant, but they will handle more administrative duties such as recruitment and basic policy implementation. Use your HR Assistant experience to learn about processing payroll and managing leave requests, amongst other everyday HR practises.
Progressing to HR Manager or Specialist Positions
Both HR Manager and HR Specialist roles will require considerable experience and skill development. It is recommended to gain a degree in a relevant field such as HR to access the skills you need to perform well in these roles.
To become a successful HR Manager or specialist, you should increase your communication and interpersonal skills, as your main goal will be to improve employee engagement, productivity, and satisfaction.
FAQs on Becoming an HR Assistant
What Skills Are Most Important to Be an HR Assistant?
To become an HR Assistant, you need excellent communication skills, strong interpersonal skills, the ability to maintain confidentiality and strong organisational abilities.
Do You Need a CIPD Qualification to Be an HR Assistant?
CIPD Qualifications are highly valued in the industry, but they are not legally required to become an HR Assistant. However, having one can improve your chances of employability.
How Much Does an HR Assistant Earn in the UK?
The average salary for an HR Assistant in the UK is around £26,000 per year; this can vary by location, and an entry-level position will be slightly lower.
What Does an HR Assistant Do?
An HR Assistant will help the HR team with many tasks, including recruiting, hiring, and training employees. They also help manage payroll and employment records.
