Head of HR Administration

The Head of HR Administration is responsible for the management of the day-to-day operations of all HR personnel administrative matters guided by the implemented HR procedures and policies as directed by the Chief Human Resources Officer. The Head of HR Administration is responsible for the delivery of efficient and accurate HR Administration processes and support through the effective coordination and management of the HR Administration support team.

This role requires that its occupant take ownership of the operational delivery of HR Administrative services, ensuring that quality service is provided to all employees and internal stakeholders in line with the business’s policies, procedures, and legislative requirements.

Objectives and Responsibilities of the Head of HR Administration

General Administrative Duties: The Head of HR Administration is tasked with the management of the day-to-day operation of employee-relation functions inclusive of employee absences and employee vacations. The Head of HR is tasked with successfully collecting, storing, and managing important documentation in both electronic and hard copy format through a clear and concise reference system. The Head of HR Administration also prepares important employee documentation inclusive but not limited to employment contracts, employee settlement documentation, and offers of employment.

The Head of HR Administration will also have an ability to distinguish between conflicting demands, scheduling, and planning in order to meet priorities and deadlines. He is further tasked with tracking all matters pertaining to employee pensions. The Head of HR Administration also takes initiative in enforcing the importance of complying with the HR policies, procedures, and processes. He also has the duty of maintaining up-to-date procedure manuals for all HR Administration duties and ensuring that workstation risk assessments are conducted for all new employees.

Collaboration: The role of the Head of HR Administration is a collaborative one where he liaises with the finance department and provides essential information that ensures that pay roll is carried out in accordance with policies approved by the Chief Human Resources Officer. The Head of HR Administration also works closely with the Chief Human Resources Officer in the development of the business’s overall human resources strategies to guarantee the implementation of HR best practice across the business and in accordance with specified business objectives.

The Head of HR Administration is additionally tasked with ensuring that all payroll instructions are prepared, logged, and submitted to the Payroll Manager in a timely manner, meeting the business’s monthly payroll run, for example, new starters, contractual variations, leavers, staff benefits, and contractual benefits.

Recruitment and Selection: The Head of HR Administration also plays a major role in selection and recruitment where he carries out administrative duties, for example, the preparation of recruitment documents and materials, organization of the recruitment timetable, drafting and placing adverts, administering recruitment campaigns through the e-recruitment systems, sitting on interview panels, and administering tests. In this position, the Head of HR Administration also ensures that the HR recruitment team complies with safe recruitment practices and compliance inclusive of background checks.

On-boarding and Induction: The Head of HR Administration administers the process through which new employees are taken aboard and indoctrinated, for example, preparation of contracts, volunteer agreements, as well as the processing of all pre-employment checks. The Head of HR Administration additionally conducts induction meetings with new employees and liaises with departmental heads and managers in ensuring that they are fully aware of their roles and responsibilities in the induction process. In this capacity, the Head of HR Administration administers also oversees and records the business’s quarterly/annual appraisal cycle and training needs.

Analytics: The Head of HR Administration plays an analytical role ensuring that the human resources database consistently and accurately reflects the current staff details and conditions. This is inclusive of inputting starters and leavers, changing of details, contractual amendments, annual leave, and the recording of sick and other leaves.

In this capacity, the Head of HR Administration creates appropriate reports from the human resources database for monitoring and auditing employee data, training, and performance, among other processes. The Head of HR Administration also monitors, analyses, and reports on the success of implemented administrative policies to the Chief Human Resources Officer and avails solutions where improvements may be needed.

Knowledge: The Head of HR Administration provides day-to-day advice to departmental heads, managers, and employees on general HR related policies and procedures, forwarding issues that are more complex to the Chief Human Resources Officer.

Other Duties: The Head of HR Administration also performs similar administrative duties as are necessary for the proper execution of his duties and duties as delegated by the Chief Human Resources Officer.

Required Qualifications of the Head of HR Administration

Education: The Head of HR Administration must have a master’s (Phd) degree in Human Resources, Labor Laws, Public Administration, Business Administration, or any other related field. An equivalent of the same in working experience is also acceptable for the position.

Experience: A candidate for the position must have had at least 7 years of working experience in a senior managerial position within the HR department or as a Payroll Manager. The candidate will also demonstrate an experience and knowledge of HR administrative best practices, HR Technology, and general practices. The candidate will also have had experience in business process optimization with significant exposure in review processes that lead to the identification of redundancies or inefficiencies.

A suitable candidate will also have had proven success in redefining processes for achieving productivity gains. The candidate will also demonstrate experience working in a supervisory position within a HR department, leading a team towards the achievement of goals and targets.

Communication Skills: Strong written and verbal communication skills are a necessity for this position, firstly because these skills will facilitate the effective conveyance of messages between the Head of HR Administration, collaborative parties, junior HR management, top HR management, and key stakeholders. Communication skills are also necessary in the creation of reports for senior HR management as well as key stakeholders that rely on this information.

These reports have to be clear, unambiguous, and convincing in order to influence critical decision making and strategy formation. The Head of HR Administration must also be highly capable of tailoring messages to suit the crowd at hand and translating the most complex concepts into simplified and understandable messages.

Ms Office: A suitable candidate for this position must have great computer skills and demonstrate high proficiency in the use of Ms Word, Ms Excel, and PowerPoint, all necessary for the creation of visually and verbally engaging training materials and reports for junior human resources management, top human resources management, key stakeholders, and collaborating personnel.

Analytical Skills: A candidate for this position must be passionate about conducting research and deriving insights form raw data and information, identifying lasting potential solutions for HR procedures and policies. The Head of HR Administration will additionally have ample skills and knowledge in the workings of HR and recruitment databases.

Interpersonal Skills: A candidate for this position must be highly organized, have an ability to prioritize multiple tasks and meet tight deadlines, have excellent negotiation skills, be self-motivated working under minimal supervision, and be service-oriented. He must have a high degree of honesty and integrity, be proactive, have a high level of accuracy, have strong attention to detail, and demonstrate calmness and composure under pressure and in times of uncertainty.

Leadership/People Skills: The candidate must also demonstrate strong leadership skills, being able to inspire and motivate a cross-functional team leading it in a unified direction and with a unified vision. The candidate must also be able to influence top departmental leadership and management. He will, therefore, be likeable and relatable, inspiring trust in others, and demonstrating an organic ability to establish strong and meaningful relationships with others.

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