Job analysis of HR Officer

As, the basic things of job analysis is collecting several Job-related data to perform the designated job.
Companies analyse the job and the aim is to use the information to fit the employee in right fit for the job and
also impact talent management and the whole organization though the job analysis. So, for the betterment of the
organization, it is important to focus on job analysis.

Purpose of the Job

HR Officer in the organization is responsible for hiring, developing and looking after employees and
there are other important functions of Human Resources Department which are performed such as monitoring
performance and training and development of employees. This job title is developed for the purpose of
recruitment and employee screening, acquiring new talent from the market in accordance with the business
needs, performance evaluation of current employees, employee relationship management, maintenance of
employee records and enforcement of disciplinary actions.

Position Analysis

The first step in the process is position analysis that is a process which ensure that the work performed
by any position is described accurately and for this purpose, position analysis questionnaire (PAQ) is designed
which is one of the most widely used tool for the purpose of job analysis. PAQ is designed in a structured form
and play an important role in the quantitative measurement of job characteristics and help in the analysis of
correlation with human traits.

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Position Analysis Questionnaire

PURPOSE AND INSTRUCTIONS

The purpose of the study is to obtain current information on your job based on a review of job duties and
responsibilities.

Because you know your duties and responsibilities better than anyone else, we need your help to get an
accurate description of your job. We are asking you to complete this questionnaire that asks for
information about your job duties. The questionnaire does not ask about your job performance; only what
your job requires you to do.

Please complete this questionnaire as honestly, completely and accurately as you can. Base your answers
on what is normal to your current job, not special projects or temporary assignment duties, unless these
tasks are a regular part of your job. This questionnaire needs to cover many jobs, so the questions are not
specifically about your job. However, you should be able to compare your job duties to the examples
given. If two answers seem to fit your situation, just check the one that works best. When answering the
questions, imagine you are describing what you do to a neighbor, friend or to someone just hired for your
position.

Your supervisor and manager will also be asked about your job, but they will not be allowed to change
your answers. We appreciate your active participation in this important study. If you have questions,
please feel free to ask your supervisor or division administrator.

Please return this questionnaire to your supervisor.

A. EMPLOYEE DATA (PLEASE PRINT):

Your Name:

Employee ID: Department: Human Resources Management

Your Job Title: HR Officer Job Code:

How long have you been in your current position: 1 years 2 months

Work Telephone Number:

HR Manager
Supervisor's Name: Supervisor's Title:

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B. GENERAL PURPOSE OF POSITION

Indicate in one or two sentences the general purpose of the position (or why this job exists). This
statement should be a general summary of the responsibilities listed in the next section.

The general purpose of the job is to manage human resources requirement of the company and look after end to
end recruitment, training and development and compensation and benefits and make sure that organization is
working in accordance with the current market.

C. SUMMARY OF RESPONSIBILITIES/DUTIES

Describe specific job responsibilities/duties, listing the most important first. Use a separate statement for
each responsibility. Most positions can be described in 6-8 major responsibility areas. Combine minor
or occasional duties in one last statement. Give a best estimate of average percentage of time each
responsibility takes; however, do not include a duty which occupies 5% or less of your time unless it is an
essential part of the job. Each statement should be brief and concise, beginning with an action verb. A list
of action verbs is attached for reference but feel free to use other action verbs if they are more
appropriate. The box below shows an example.
--EXAMPLE-- Percent (%)
of Time
Secretary
1. Performs a variety of typing duties including standard letters, reports and
forms. 25%
2. Takes and transcribes dictation. Composes letters and memos as directed. 25%
3. Maintains departmental files; ensures that all records are updated and 20%
modified as necessary.
20%
4. Answers the telephone and greets visitors.
10%
5. Makes travel arrangements.
100%
LIST MOST IMPORTANT DUTIES FIRST Percent (%)
of Time
1. Recruitment and selection 20%

20%
2. Job Description

Documentation and File Management 20%

3

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4. Training and organizational development 20%

Compensation and benefit 20%

5.

100%

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For the remainder of the questionnaire, most of the questions require that you check the box or list
information. Guidelines for completing these sections are as follows: 1) read each definition
carefully before answering, 2) consider the job, not yourself, 3) answer based on the job as it
currently exists, 4) select the most appropriate answer(s) for each question.

General Education & Experience

D. EDUCATION: Check the box that best indicates the minimum training/education
requirements of this job. (Not necessarily your education, but the requirements for the job).

Master’s Degree

Minimum
Requirement
Up to 8 years of education Some College/Associate's Degree

9 to 11 years of education Bachelor's Degree

High School Diploma or GED Master's Degree

Vocational/Technical/Business School Doctorate Degree

E. EXPERIENCE

TYPE OF EXPERIENCE NEEDED: Please indicate the specific job experience needed. For
example, "accounting experience in an education environment" vs. "accounting experience". Be
sure that the experience stated is what is actually required by the job, not what is preferred.

Bachelor's degree in human resources. Minimum 1 -2 years of relevant experience in human

resources. Additional training/certification in Payroll Management – may be advantageous. Labor
Relations certification – may be advantageous.

Check the box which best indicates the minimum amount of experience described above. (Not
necessarily your years of experience, but the requirements for the job.)

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 1 year but less than 3 years

Less than 6 months 3 but less than 5 years

6 months but less than 1 year 5 but less than 7 years
1 year but less than 3 years 7 years plus

F. TYPE OF SKILLS AND/OR LICENSING/CERTIFICATION REQUIRED:

Please indicate all specific skills and/or licensing/certification required (not preferred) to do this
job. For example, spreadsheet software proficiency may be a requirement for a secretarial job;
journey license may be required for an electrician.

 Excellent verbal and written communication skills.

 Excellent interpersonal, negotiation, and conflict resolution skills.
 Excellent organizational skills and attention to detail.
 Strong analytical and problem-solving skills

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G. SUPERVISORY RESPONSIBILITIES

SUPERVISORY NATURE: What is the nature of the direct supervisory responsibility your job
has? Check one answer.

No supervisory responsibility.

Work leadership of one or more employees.

Supervisor over a section of a department.
Assistant Manager over supervisors or a small department.
Manager of one department.
Manager of more than one department.
Director, through managers, of a single department.
Director, through managers, of multiple departments.

How many positions report directly to you?

None 1 2-3 4-6 7 or more

List the title(s) of employee(s) whom you directly supervise:

Title Grade/Level Number of Positions

Indicate the total number of employees you indirectly supervise through supervisors or
managers:

None 1-5 6-10 11-20 21-50 51-100

100 +

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Does this position require functional supervision of positions that do not report directly to you?

Yes No

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 Please complete organization chart below:

HR Manager

Other HR Other
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report
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your your
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super e
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None

H. GENERAL EMPLOYEE COMMENTS

Because no single questionnaire can cover every part of a job, can you think of any other information that
would be important in understanding your job? If so, please give us your comments below.
Help recruit employees, screen job candidates, assist in new hire orientation and administrative tasks, such as
organizing time-off requests.

Employee's Signature:
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Date:

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I. Reviewing Official's Name: Title:

Reviewing Official's Signature:

Date:

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Job analysis Outcome: Job description

JOB DESCRIPTION

Name: Designation: HR Officer

Reporting Authority: HR Manager Department: Human Resources

Job Responsibilities

Recruitment & Selection:

 Dealing in end to end recruitment process which includes, initial screening of CVs, short
listing candidates for interviews, scheduling interviews, conducting tests, reference check
and pre hiring formalities of corporate & outlet staff
 Headhunting of Retail Outlet staff and collect their resume from different sources to
streamline the hiring procedure and timely filling out the vacant positions
 Coordinate with universities placement departments for CV pool of junior candidates.
 Scheduling and attending job fairs, contacting educational institutes, universities to
collect the resume of the potential candidates to fill junior level positions as and when
required basis

Job Description:
 Drafting of job description of various junior or middle level position.
 Discuss it with the Supervisor and Management.
 Finalizing the Job Description with respective employee and senior management by
clearing the confusion or ambiguity related to it.
 Coordinate for Hardcopy signed job description from the concern person which include
(Director, HR Lead, HOD and Employee).

Documentation & File management:

 Prepare welcome documents/Welcome pack (Joining report, Checklist, Employee
Information Form and Policies) for all the new joining.
 Check all the documents of new joining/ previous employees as per the Check List
 Coordinate with the current and new employees for their missing documents
 Compile and update employee records in an MS Excel sheet on regular basis.
 Maintain each employee personal file on regular basis
 Prepare various excel sheets to compile staff data of different nature which required time
to time

Training & Organization Development:

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  To assist the Sr. HR Executive to do Job Analysis and Job Evaluation for critical positions
in the organization as and when required basis also ensure that accurate Job descriptions
are in place before hiring.
 Design Trainings on regular basis by doing complete research work and present it to the
to the employees
 Conduct new employee orientation to foster positive attitude towards company goals and
also prepare joining kit for the new employee
 To assist the Line Manager compiling Employee handbook and design various forms and
test as per the requirement of the organization

Others:
 Design job ad post or various events post with the help of Adobe Spark.
 Dealing in outlet staff handing over and taking over cases
 Work on special HR projects as assigned by the Management (Employee feedback,
different type of surveys, organizing events etc.)
 Outlets Visits on weekly basis

Job Specifications: (Knowledge, Skills & Key Behaviors)

Qualification: Graduate/ Masters from reputable Business school

Experience: 1-2 years of experience working in Human Resources department
preferably in retail setup or experience of various internships

Performance Indicators:
 Good communication (Verbal & Written both)
 Good Interpersonal skills
 Creative
 Organizational skills
 Proficient in MS Office
 Supportive and always ready to help others
 Regular & Punctual individual
 High level of accuracy and attention to details
 Be able to work under pressure
 Be able to maintain the confidentiality of HR department & employee related
issues/matters
 Be able to build good working relationship with staff members at all levels
 An active team member with can do attitude
 Be able to manage the workload and time accordingly
 Good listener, Polite & Cooperative
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 Multi-tasking and an active team member

________________________ ______________________

Director HR and Admin Coordinator

________________________

HR Officer

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