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Module 8 - Human Resources Department

The human resources department is responsible for recruiting, training, and managing employees to help the company achieve its goals. Their roles include analyzing human resource needs, recruiting and selecting candidates, providing induction and training, evaluating performance through appraisals, ensuring employee welfare, and establishing disciplinary procedures. The department also writes job descriptions, monitors turnover, and handles termination of employment.

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61 views5 pages

Module 8 - Human Resources Department

The human resources department is responsible for recruiting, training, and managing employees to help the company achieve its goals. Their roles include analyzing human resource needs, recruiting and selecting candidates, providing induction and training, evaluating performance through appraisals, ensuring employee welfare, and establishing disciplinary procedures. The department also writes job descriptions, monitors turnover, and handles termination of employment.

Uploaded by

Ashleigh Jarrett
Copyright
© © All Rights Reserved
We take content rights seriously. If you suspect this is your content, claim it here.
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Download as DOCX, PDF, TXT or read online on Scribd
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HUMAN RESOURCES DEPARTMENT

Human Resource Management is a company’s use of its employees who are the human
resource or human assets in a company, to achieve its goals. Employees are people who
work in an organization full-time, part-time, or temporarily and are paid wages or salaries in
return. Persons who may be owners of the company or higher-level employees are
responsible for ensuring that the work is performed according to identified standards. They
are commonly called directors, administrators, managers, or supervisors.

The human resource office/personnel office is part of the organization that is responsible for
the affairs that relate to its employees and their welfare. This office plays both a strategic
role and an administrative role. Through the strategic role, it ensures that the company’s
employees are satisfied with their jobs to the extent that they work as a team. The
administrative function of the HR office is concerned with recruiting, training, and rewarding
employees.

Role of the Human Resources Office

● Analysis- to determine human resource needs in the company.


● Recruitment – to advertise vacant positions and interview applicants.
● Selection – to identify the most suitable candidates from those interviewed.
● Induction – to conduct training or orientation sessions to welcome new employees to the
company.
● Training- to develop employees’ knowledge, skills or attitudes to enable them to perform
their jobs more effectively.
● Deployment – moving employees to work areas within the organization where needs
exist.
● Appraisal – Assessing the performance of employees and where necessary, providing
training and other support.
● Interviews
● Discharging/Termination – The discharging of employees must be done through the
personnel Officer.
● Issuing Job Description

Recruitment
A position may become vacant for reasons that include:

● Growth or diversification in the company


● The current employee in the position has been promoted or transferred
● The employee who held the position has retired, was dismissed, resigned or may have
died.

Selection and Induction

When all candidates have been interviewed, the panel makes its selection. The HR
department writes a letter offering the position and a contract of employment outlines setting
out details of hours of work, holidays, sickness pay and so on.

The induction process enables a new employee to become familiar with the function, purpose
and procedures of the company in general and specifically, with the requirements of the new
job.

Deployment

Deployment is the transferrable or moving of an employee to another position in the


company. This often coincides with a restructuring of departments and functions within the
company.

Appraisal

Most organizations will evaluate recruits after a set period. This is usually three to six
months. The appraisal allows both the organization and the employee to decide whether the
choice was a good one. The outcome of the appraisal will determine the next step.

Training

The objective of training employees is to provide the company with the most efficient
workforce possible. Training can be ‘on the job’ off the job’, depending on the complexity of
the work involved.

● ‘Off-the-job’ training may involve a recruit being sent away to an external training site
for a week, a month or even longer to letoalist skill.
● ‘On-the-job’ training usually occurs when the job requires a variety of skills. This is the
kind of training a clerk or office assistant will usually receive because the tasks they will
be expected to perform will not be very specialized.

Staff Welfare

The HR department must ensure that the working environment is safe, healthy, and
conducive for work and that the staff find nothing in the environment that impacts negatively
on their performance.

● Subsidized health insurance


● Free eye tests and medical consultation
● Comfortable chairs and desks
● A staff restaurant where inexpensive, healthy and appetizing food and drink are available
● Free counselling in the case of personal problems, e.g. bereavement, divorce.

Disciplinary Procedures

Sometimes the human resource department will need to discipline employees on matters
relating to:

● Workplace disputes – employees having problems with colleagues.


● Poor performance – employee not working at the required level
● Absence or unpunctuality – frequently away from work
● Misuse of the organization’s facilities – excessive use of the company’s telephone to
make personal phone calls, for example
● Misuse of work time – on mobile phones making or receiving personal calls, excessive
internet surfing.
● Harassment – an employee may be harassing another employee sexually or about their
race, religion, or disability.
● Gross misconduct – this term covers all forms of extremely unacceptable behaviour and
may result in instant dismissal.

Discharging Employees/Termination of Service

The discharging of employees must be done through the personnel Officer. He should be
consulted by the department head who wishes to terminate the service of someone from his
staff. The personnel officer needs to know why people are leaving the organization.
If the organization finds itself with a high rate of labour turnover, then action must be taken
to find the causes. The aim is to find out why employees are leaving and then to eliminate
the sources of disagreement between management and staff.

Job Description

A job description is a document that identifies the position’s title, responsibilities, duties,
reporting relationships, working conditions, and salary/wage classification. The HR
department liaises with individual departments to write these descriptions to inform the
recruitment process and later, as a guide for appraising the employee’s performance.

Employee Turnover

There may be internal and external factors that could explain why employee turnover is high.
These are:

Internal Factors:

● Poor working conditions – These may be physical, the quality of office furniture or poor
food in the staff canteen, or psychological. There also may be a negative atmosphere in
the company that is causing disgruntled feelings among staff.

● Low salaries – An employee may feel that he/she is underpaid for the work he/she is
doing and will look for a job outside the organization.

● Lack of promotion prospects – If there are no opportunities for promotion within the
organization, the ambitious employee will look for promotion prospects elsewhere.

● Lack of job satisfaction – If there is no variation or if it is repetitive in a job, this may


lead to boredom.

● Lack of training opportunities – If employees are not given training that will help them
get the most out of their job and give them the chance to be promoted because of their
new skills, then they are likely to leave the organization.

External Factors:
● The state of the economy – if the country is experiencing a recession, then there will be
a certain amount of disillusionment and dissatisfaction in the workforce.

● Better opportunities – Employees may see jobs advertised that are similar to theirs, but
which offer better salaries and benefits.

● Competition for job placement – many persons may be attempting to obtain the same
job. In some instances, they may be all suitably qualified.

● Migration – people leave their jobs because they are moving from one country to another

● Globalization – job opportunities are outsourced to other countries that offer cheaper
sources of labor.

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