Essential Human Resources Administrator Skills 2022
Are you looking for the top HR administrator skills to become a better HR professional?
Here are skills you can master to get noticed by your employer and excel in your career as an HR administrator.
An HR administrator is not an easy role, and you cannot become one if you don't have the potential or the required skills to be a responsible human resources administrator. An HR administrator's job description can be high stress, fast-paced, and challenging. HR administrators need to multitask, explain things in non-technical terms, and be highly organized.
An HR administrator must have a bachelor's or master's degree in Human Resources, Business Administration, or a related field and should be responsible for looking after some of the ongoing processes in an HR department.
The HR activities entail familiarity with business software, strong communication skills, interpersonal and people skills, flexibility, willingness to learn, company policies, updating internal databases, legal compliance, record keeping, handling work schedules, keeping confidential information, and managing the HR data of the organization.
Typical duties include responding to hr professionals and handling personnel records. In addition, the ideal candidate should have the capacity to handle payroll duties, manage training and travel accommodations, fit right into the work culture, handle internal hr databases, handle hr metrics, and respond to other hr administrators.
Many jobs require the administrator to assist the HR Manager and Director of Administration in providing a comprehensive HR administration service. They need to act as the first point of contact for all customers to the Human Resources team, providing an effective Human Resources administration service relating to the employment lifecycle and coordinating HR recruitment systems through software. As well as ensuring accurate HR records on all employees, including full-time, part-time, and bank staff/hourly paid employees, and provide HR reports as required.
This guide will provide a brief on some of the HR skills you must possess to become a professional HR administrator.
1. Communication Skills
HR administrator jobs include communication channels between the employers and stakeholders. Thus Human Resources administrators must have excellent communication skills as a skill set.
Communication is a two-way process, and human resources administrators must learn about vertical information streams. These streams enable an HR administrator to communicate with human resources management and hr generalists. Conversing with the human resource members is a vertical communication stream that is important for most hr administrators.
The employees in the HR department have to be extremely good in communication skills as they have communication links across the organizations. the HR personnel must possess the ability to adapt their communication style with people from every department, at different levels and with different agendas.
Moreover, external communication is another effective communication channel as it helps to connect with the people outside of the organization, like potential employees and investors. Therefore, written and verbal communication skills are needed to express and present ideas in sync with the company policies. In addition, they often have to conduct an interview that requires listening skills to listen to the employees with grievances in the workplace.
HR administrators work with a great variety of individuals. As such, the ability to communicate well can be significant. In addition, it's common for HR administrators to work closely with all staff, specifically other HR personnel, to keep all HR aspects running efficiently. Therefore, establishing a good written and verbal communication flow can be essential for completing administrative duties.
It is essential to learn these HR skills, as you must know how you should present and conduct yourself before the hr managers. In addition, as a human resources worker, you must learn how to connect well with others and engage, compel and convince the human resources managers with your perceptions.
Hence, good verbal and non-verbal communication skills are mandatory to become an HR administrator.
2. Conflict Management
Conflict management is identifying and handling conflicts sensibly, fairly, and efficiently. It is the process of dealing with incompatibilities or disagreements arising from diverging opinions, objectives, and needs.
HR is the hub of all conflicts as all employees come there with their grievances. Managing or resolving conflict is no small task. Instead, it's an arduous task that requires patience, training, and intuition.
Simply ignoring an argument is not the same as resolving conflict instead from the roots. Unfortunately, conflict management is an everyday reality for HR individuals. They are constantly being approached with disputes that must be fixed and addressed to allow the mental well-being of all at the workplace.
3. Decision Making
An HR employee has to make more decisions on average than their counterparts in another department. Decisions regarding promotions, training, recruitment, reduction, and more have to be taken daily.
Thus the HR professionals must have the ability to make decisions with limited information available to them for the said decisions.
Decision-making involves choosing between various solutions to a problem. Decisions can be concluded through the intuitive or reasoned process or a combination of the two. Unfortunately, HR administrators often receive little supervision from the HR manager. As a result, HR administrators need specific self-motivation and decision-making skills to ensure their work is done effectively and on time.
4. Organizational Skills
Organizational skills allow you to stay focused on different tasks and use your time, energy, strength, mental capacity, and physical space effectively and efficiently to achieve the desired outcome.
HR is responsible for maintaining data and files for all the organization's employees. This data needs to be carefully secured and filed to be accessible in emergencies.
Maintaining databases ensures that all tasks run smoothly without delays, as otherwise, individuals can lose energy in simply obtaining information rather than using it.
HR administrators usually oversee all staff members' queries and documentation. As a result, HR administrators can work effectively with strong organizational skills, and deadlines can be easier to meet. In addition, delegation and strategic planning can be good ways to maintain proper organization.
They have to maintain files and keep an eye on the schedules to ensure they are being followed.
5. Ethical and Cultural Fit
While it is essential to follow a moral code of conduct is necessary for all areas of the workplace, employees of the HR department have an added responsibility.
The HR administrator hears about all the employees' personal information, weaknesses and strengths, and possible grievances, which means that HR personnel has added responsibility to safeguard this information and uphold the ethical-moral code.
They have to guard such information, but they also have to ensure that others in the company are also behaving in an ethically correct manner.
Moreover, the administrator should ensure that they demonstrate support for the company's commitment to equal opportunities and its Dignity, Diversity, and Equality Policy.
HR administrators must showcase adaptability through their work. Adaptability allows a person to learn more skills and knowledge based on changing circumstances.
If an organization does not keep evolving with time, it might become outdated in some time, which is why it is necessary to upskill a business continuously.
Continuous upskilling and evolving with time are adaptive skills. Henceforth, all HR administrators must have the ability to learn and master new market trends and HR skills rapidly and implement the gained knowledge into their work.
HR managers appreciate good adaptability skills. So, we recommend you include this skill in your resume, as this skill is crucial for your work efficiency.
The workplace can never remain the same forever, and therefore change must be managed, anticipated, and transitioned. Not only must they expect it, but they should also help the organization get used to the change and navigate it in the right direction.
This means they must be prepared to change the recruitment styles, hierarchies, the work culture, and so on to keep up pace with the changing work dynamics. HR acts as a buffer between the incoming change and the employees to soften the blow of the effects.
HR administrators are also responsible for compliance and ensuring that the organization follows numerous compliance laws. Moreover, employees are well educated about any compliance issues the company may be facing. In addition, the human resources department needs to ensure all external rules and regulations are met and responsible for ensuring that all internal regulations are met.
HR administrators should guide the company to adhere to legal standards and in-house policies and take responsibility for enforcing regulations in all aspects, at all levels, and advising on all such matters.
Some of the responsibilities within the compliance subset include:
- Creating an Employee Handbook
- Educating and Training
- Hiring the Right Talent
- Organizing Routine HR Compliance Training
- Investigating work-related accidents
- Conducting background checks on prospective employees
- Assessing healthcare information
Recruitment is how companies seek out qualified individuals for internal positions. A substantial part of recruitment is to interview candidates. One of the competencies of an HR administrator is ensuring that the recruitment process is fair.
This is an essential skill for HR administrators as some companies have a section of HR devoted to recruiting employees. By including recruitment as a technical skill on your resume, you present yourself as an HR professional with expertise in the recruitment process. This further helps employers identify you as individuals who can identify the best candidates for their company.
HR administrators do some recruitment work, including preparing recruitment documents, organizing recruitment timetables, drafting and placing adverts, logging application forms, administering recruitment campaigns through the E-Recruit system, sitting on interview panels, and administering tests and ensuring that the HR service undertakes all necessary employment checks, including the right to work, qualification, and medical assessments and references.
9. Technical Skills
Technical and administrative duties include maintaining personnel records, managing HR documents (e.g., employment records and onboarding guides), and updating internal databases.
Many HR software programs help in promoting better organization within all HR departments. This is an employee management system that allows for the allocation of personal and professional data for each individual employee.
With almost all corporations turning to technology to better organize their employee data, HR software programs are an excellent technical skill to add to your resume.
HR administrators often work closely with computers and various software to handle employee documentation and general administrative tasks. These professionals often learn computer skills through their experience and education. Whether updating databases or writing reports, computer literacy can be an excellent skill for HR administrators.
This presents to the employers that you can not only help introduce HR software to their department, but if they already have HR software, it shows that you already have experience using these programs.
Some of the most demanded technical skills include MS Office, Database, OnBoarding Management, Human Resources Experience, Recruiting, Collaboration, Compliance, HRIS, Outlook, Customer Service, Data Entry, Employee Relations Management, Microsoft Excel, Scheduling, Facilitation, Human Resource Management, and Performance Management.
You can learn to master these skills with our top-rated HR certifications professionally:
10. Documentation Skills
HR administrator responsibilities include processing employee data, updating company policies, and assisting in hiring. To be successful, you should have diligent documentation skills and be familiar with HR-related queries. HR administrators handle the majority of employee documentation, including contracts, recruitment paperwork, and starter packs. In addition, they take the daily record-updating and documentation of the human resources department.
Some of the documentation skills are:
- Maintaining digital and physical personnel records such as employment contracts.
- Updating databases internally with new recruits' information.
- Creating and distributing FAQ and guidelines documents about the policies.
- Gather data regarding payroll like bank accounts and working days.
- Publish and remove job advertisements.
- Schedule job interviews and contact candidates as per requirement.
- Prepare presentations and reports on HR-related metrics like the total number of hires by the department.
- Develop training and onboarding material.
- Respond to employees' questions about benefits.
- Moreover, documentation is a vital part of an administrator's job description, as they are the primary contact for queries on the HR systems.
- They act as a systems administrator, configuring the system as required, controlling all user access, managing data flows of the system, ensuring accuracy and data protection compliance, and liaising with hr professionals to troubleshoot queries as required.
- They provide the HR Database that accurately reflects current staff conditions and details. This includes inputting starters and leavers, contractual amendments, change of details, annual leave, and recording sicknesses and other vacations.
- Lastly, they also provide relevant reports from the HR database for auditing and monitoring employee data and training.
The ideal HR administrator candidate should have experience with the ten skills mentioned above to become an excellent administrator. In addition, they should be able to handle HR procedures and must be able to juggle various administrative tasks promptly. Ultimately, the administrator should be able to guarantee that the HR department supports employees while conforming to labor laws and labor relations.
The HR administrator must be able to organize and maintain personnel records, update internal databases, prepare HR documents, like employment contracts and revise policies, hire guides, ensure legal compliance, liaise with external partners, answer employees' queries about HR-related issues, create regular reports and presentations on HR metrics, assist payroll department by providing relevant employee information, such as leaves of absence, work schedules, and sick days, process expenses forms and arrange travel accommodations and participate in HR projects.
Most human resources professionals want an employee to have prior experience as an HR administrator, be literate with computer and HR software, such as HRIS, have excellent communication skills, and have an HR-related degree. If these skills resonate with you, you are on the right career path to being an HR administrator.
If you are new to Human Resources and are looking to break into an HR Administrator position, we recommend taking our HR Certification Courses, where you will learn how to build your skillset in human resources, build your human resources network, craft an excellent HR resume, and create a successful job search strategy that lands you a sought-after HR Administrator job.
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.