2022

HR Administrator Job Description Examples

An HR administrator is an entry-level position in the human resources department, reporting to the HR analyst, HR manager, or HR director. HR administrators are the first point of contact between an employee and the company and deal with internal and external partners. It is an HR administrator who reaches out to the VP of HR, HR directors, and managers with HR-related queries.

The HR administrator’s primary task will be a helping hand to the HR department to manage internal HR databases. Typical duties include updating daily HR documents, answering employees’ questions, and keeping a track record of personnel documents.

The HR administrator will develop a calendar and assist employees on their medical leaves, and federal holidays. HR administrators handle the majority of the documentation such as contract formation, recruitment paperwork, and complete employee documentation.

Two HR Administrator Job Description Samples

Here are two HR Administrator job descriptions that will help you in recruiting the best candidate for this position.

HR Administrator Job Description – Sample #1

Here is the first HR administrator job description.

HR Administrator Job Brief

ABC is a growing company looking to fill a vacant position of HR administrator to support our Human Resources department. Your primary task will be as the first point of contact for employees and 3rd parties. This is a fast-paced job and we are looking for a quick learner with excellent communication skills to fill this position.

Your administrative roles will consist of managing various HR documents such as employment contracts, onboarding company policies, and updating internal databases. Other than this, you will assist HR professionals in the hiring process, from making calls and scheduling interviews with the concerned Head of the Department.

The HR administrator will need to reply to emails, take phone calls and answer employee questions in person, take minutes of meetings, and ensure timely completion of all tasks.

Our ideal candidate is someone with at least 2 years of working in relevant roles in the past.

Responsibilities

Here is a look at all the job responsibilities of an HR administrator:

  • Organize, maintain and update internal databases with digital personnel records of relevant employee information.
  • Supervise new employee onboarding, prepare offer documentation, and conduct orientation sessions.
  • Keep a track record of leaves such as sick or maternity.
  • Update company policies and FAQ Documents in lieu of Director/VP of HR.
  • First point of contact with employees on HR-related issues and insurance vendors.
  • Ensure legal compliance.
  • Update, maintain, and present reports with KPIs such as turnover rates and hires by each department.
  • Assist payroll department by providing employee information on leaves and employee benefits.
  • Organize a job fair and work on relevant HR projects.
  • Gather staffing needs from the Head of Departments, and create and publish job ads.
  • Schedule job interviews, contact, screen, and shortlist candidates as needed.
  • Administer performance management program by monitoring employee appraisals and salary revisions.
  • Provide guidance on employee behavior and launch investigations.
  • Provide training and development opportunities.
  • Respond to emails and calls on behalf of the department.
  • Take meeting minute notes.
  • Calculate staff entitlements such as annual leaves.
  • Administer drug, background checks, and other pre-employment screening.
  • Prepare correspondence, arrange meetings, processing confidential reports and documents.
  • Handle all employee queries, written or verbal with the utmost confidentiality.
  • Brings issues to managers’ notice.
  • Keep up to date on current issues and matters related to the HR department.
  • Frequently interact with managers and heads of various departments to disseminate information.
  • Organize and supervise all travel arrangements for employees.

Mandatory Skills and Requirements

The HR administrator should have a Bachelor’s degree, either in HR, management, or a relevant business field.

Here is a complete list of skills and requirements for the role of HR administrator:

  • Proven experience as an HR Administrator or relevant role.
  • Proficiency in using HR software like HRIS or HRMS.
  • Digital literate with expertise in using MS Office applications.
  • Thorough knowledge of labor relations and laws.
  • Excellent organizational skills, with an ability to prioritize important projects.
  • Excellent communication skills for in-person, email, and telephone calls.
  • Excellent skills in written English to create reports and meet tight deadlines.

Preferred Education and Qualifications

  • Professionals in Human Resources (PHR), or other HR certifications, are preferred.
  • Minimum Bachelor’s degree or relevant in HR required.
  • Skilled in performance management and employee benefits administration.
  • An excellent learner with the ability to work in teams.
  • Good organizational abilities.
  • Flexibility and willingness to learn at all times.
  • Good problem-solving skills.
  • Basic knowledge of the recruitment process.
  • Present information in forms, tables, and spreadsheets.

HR Administrator Job Description – Sample #2

Here is another HR administrator job description. Both have different briefs, responsibilities, and skills. Use the one that fits your requirement.

HR Administrator Job Brief

XYZ is a growing digital marketing agency. What started as an idea, has now grown to a full-fledged team of 25 experts covering a number of projects. With such a rapid rate of expansion, we are having a hard time managing day-to-day HR tasks.

Are you digitally savvy? Does the idea of helping others succeed excite you? Do you like helping others? Are you good at using the latest programs and tools to manage the workload? If yes, then we are looking for you.

Our HR Department is understaffed at the moment and we need someone to fill in the vacant position of an HR Administrator. Working as an HR Administrator, your duties will include updating HR documents and staff records, ensuring legal compliance, reviewing company policies, recording holiday leaves, filing employment contracts, and creating statistical reports.

You also need to be well-versed in using LinkedIn for researching, approaching, and connecting with the right talent. On a regular basis, you will also create reports on the instructions of your HR manager that will help them in getting a better picture of the hiring trends, and employee turnover rate of the company.

Our ideal candidate is someone who has already worked in a relevant role in one of their previous organizations. However, if you’ve got no relevant job experience but have the right skillsets to fill this role, we strongly encourage you to apply. Our folks at the HR department will provide you with on-the-job training to sharpen your skills and abilities as an HR administrator.

Responsibilities

Here is a look at all the job responsibilities of an HR administrator:

  • Maintain and update physical & digital employee records.
  • Be the first point of contact between the company and the senior management.
  • Revise and suggest changes in company policies.
  • Deadline and goal-oriented.
  • Communicate with external partners.
  • Help in new employee onboarding and develop documentation.
  • Assist the HR Department in the management of day-to-day tasks.
  • Maintain confidentiality of internal documentation.
  • Create and publish job ads on Linkedin.
  • Maintain professionalism on Linkedin, calls, emails, and in-person visits to potential candidates and newly hired employees.
  • Prepare, update and maintain complete documentation in a digital archive.
  • Constantly notice areas of improvement and provide suggestions to the line manager.
  • Keep abreast with the industry’s latest news and trends.
  • Be in constant touch with relevant departments to determine staffing needs.

Mandatory Skills and Requirements

The HR administrator should have a Bachelor’s degree, either in HR, management, or a relevant business field.

Here is a complete list of skills and abilities required for the role of HR administrator:

  • Proficient in HRMS or any relevant HR Management Software.
  • Digitally Literate with solid expertise in using Microsoft Word, Excel, and PowerPoint.
  • Basic understanding and knowledge of using Linkedin as a medium to hire top talent and keep tabs on competitors.
  • Thorough understanding of state and federal labor laws.
  • Skilled in performance management and employee benefits administration.
  • Excellent organizational skills with the ability to prioritize tasks.
  • Excellent problem-solving skills.
  • Present information in forms, tables, and spreadsheets.

Preferred Education and Qualifications

Here’s a list of qualifications and certifications required by companies:

  • Professionals in Human Resources (PHR), or other HR certifications, are preferred.
  • Basic knowledge of the recruitment process.
  • Minimum Bachelor’s degree or relevant in HR required.

Conclusion

There you go. We have provided you with 2 sample HR administrator job descriptions that will help cut your time and effort in finding the most suitable candidate for this role.

It is important you make changes and adjust the job brief as per your company’s role. Some companies require the HR administrator to manage payroll, whereas other companies may not. All of this depends upon the budget, exact requirements, and the job role that the organization specifies.

It is important to be clear and communicate the job roles to the HR administrator before making an offer to them.

Josh Fechter
Josh Fechter is the founder of HR.University. He's a certified HR professional and has managed global teams across 5 different continents including their benefits and payroll. You can connect with him on LinkedIn here.