The direct responsibility of the HR department is to analyze the company’s need for recruitment of specialists, search, hire and adapt employees with the required level of qualifications and the “correct” personal qualities. In order for the work to be effective and coordinated, the enterprise adopts a local act - a regulation on the personnel department, which is designed to organize and streamline the activities of personnel managers. The internal document has a clear logical structure, which can be divided into seven components.
General provisions
The section specifies the procedure for creating and liquidating a unit, the subordination structure, and the documents that guide HR managers in the course of their work.
The first part states that the decision to create, liquidate or reorganize a department is made by the head of the company.
The department is headed by a chief, to whom the rest of the employees report when resolving internal issues. The head of the department is subordinate to the general director of the company.
It is prescribed that in their work HR officers are guided by the following provisions:
- Labor Code of the Russian Federation;
- federal laws;
- by-laws and instructions approved by authorities;
- local acts of the company;
- orders from the management of the enterprise;
- staffing table;
- collective agreement, etc.
Additionally, in the first section of the regulations on the personnel department, you can indicate that in order to fulfill assigned tasks, its employees interact with representatives of other departments.
Nuances of the document
The document is subject to approval by the head of the enterprise , indicating the date of signature, after which the provision is disassembled into copies (minimum - 2 pieces), stitched, certified with seals and signatures of responsible persons.
Approved copies are transferred for storage:
- 1 copy - to the head of the organization;
- 2nd copy – to the HR department.
The validity period of the provision is established at enterprises individually, the recommended one is 5 years .
Making changes to the document - crossing out or adding innovations - is strictly prohibited. In the “Conclusion” section when developing a document, it is necessary to provide a description of the procedure for making changes, which may include the following steps:
- in order to make changes to the regulations, the head of the enterprise can express his decision in the form of an order, which indicates the wording of the change in a fragment of the document both “before” and “after”;
- changes are made to the existing document in accordance with available copies;
- HR service employees and other employees of the relevant departments of the enterprise are familiarized with the changes made and signed.
The personnel service is an important component of the structure of any modern enterprise , and its versatility and functionality are reflected in the regulations on the personnel department.
This document is being developed in the interests of the organization for many years, although it is not mandatory in accordance with current legislation, it will serve as the basis for the implementation of the company’s HR management policy.
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Tasks of the HR Department
The HR department is the “face of the company” because it is where the process of introducing a new employee to the employer’s corporate culture begins. The main goals of the Trudoviks’ activities are competent work with existing specialists, search and recruitment of new ones. They are divided into the following set of tasks:
- analysis of the enterprise's need for new personnel;
- search for new employees who meet the requirements for qualification level and personal qualities;
- ensuring adaptation of accepted specialists;
- maintaining personnel document flow (hiring to the organization, dismissals, issuing certificates to staff upon request, storing documentation, maintaining personal cards);
- ensuring compliance with workers' labor rights and social guarantees;
- organization of personnel training;
- participation in the formation of corporate culture;
- analysis of the influence of various factors on labor productivity, development of a set of measures to increase it;
- organizing professional promotion of qualified employees, etc.
Regulations on the HR department (form, sample - 2020)
APPROVED by the General Director of OJSC "_________" ______________________ "___"_________ 201_
Regulations on the HR department
1. GENERAL PROVISIONS 1.1. The HR department (hereinafter referred to as the “department”) is a structural division of the enterprise. 1.2. The department was created on the basis of the order of the General Director N _____ dated “__”___________ 201_ 1.3. Employees of the department are appointed and dismissed based on the decision of the General Director on the proposal of the Head of the department. 1.4. The department in its work is guided by: — the Constitution of the Russian Federation; — Labor Code of the Russian Federation; — federal laws of the Russian Federation; — decrees and orders of the President of the Russian Federation; — decrees and orders of the Government of the Russian Federation; — laws of ________________ (specify the subject of the Russian Federation); — the charter of the enterprise; — local acts of the enterprise; - these regulations on the department. 1.5. The department should have documents and materials on the following issues: - structure and staffing of the enterprise; — internal labor regulations; — profile, specialization and development prospects of the enterprise; — personnel policy and strategy of the enterprise; — the procedure for determining the future and current needs of the enterprise in personnel; — sources of personnel supply for the enterprise; — the state of the labor market; — systems and methods of personnel assessment; — methods for analyzing the professional and qualification structure of personnel; — the procedure for registration, maintenance and storage of documentation related to personnel and their movement; — the procedure for creating and maintaining a data bank about the enterprise’s personnel; — organization of time records; — methods of recording the movement of personnel; — the procedure for drawing up established reporting; — protection of information and information constituting a state secret or commercial secret of an enterprise. 1.6. The department uses modern information technologies in its work to work with personnel, means of interaction and communication; considers the possibilities of introducing advanced domestic and foreign experience in working with personnel; conducts sociological and psychological research aimed at improving the organization of labor, production and management, increasing the productivity of the enterprise; in cooperation with other structural units, ensures compliance with labor safety rules and regulations.
2. DEPARTMENT STRUCTURE 2.1. The structure and staffing of the department is approved by the General Director of the enterprise. 2.2. The department is managed by the Head of the Department. 2.3. The department includes: — _______________________________________; — _______________________________________; — _______________________________________; — _______________________________________; - _______________________________________.
3. MAIN TASKS OF THE DEPARTMENT 3.1. Selection, placement and training of personnel. 3.2. Studying the business and moral qualities of employees based on their practical activities. 3.3. Creation of a personnel reserve for promotion to managerial and financially responsible positions. 3.4. Organization and conduct of all types of training and advanced training of personnel. 3.5. Personnel accounting. 3.6. Ensuring the rights, benefits and guarantees of enterprise employees. 3.7. Professional development.
4. FUNCTIONS OF THE DEPARTMENT 4.1. Development of personnel policy and enterprise strategy. 4.2. Development of forecasts, determination of current personnel needs and sources of its satisfaction based on a study of the labor market. 4.3. Staffing the enterprise with workers, employees and specialists of the required professions, specialties and qualifications in accordance with the goals, strategy and profile of the enterprise, the changing external and internal conditions of its activities. Ensuring the admission and placement of young specialists in accordance with the profession and specialty obtained at the educational institution. Together with the heads of departments, organizes internships and work for students and young professionals. 4.4. Formation and maintenance of a data bank on the quantitative and qualitative composition of personnel. 4.5. Recruitment and selection of employees together with the heads of interested departments and making appropriate proposals for their appointment to the specified positions, issuing employment orders and other necessary documentation. 4.6. Development of proposals for employment through a competition in accordance with the procedure established by law, preparation and organization of the work of the competition commission. 4.7. Informing employees within the enterprise about available vacancies, using the media to place advertisements for hiring employees. 4.8. Establishing direct connections with educational institutions and employment services. Planning and organization of professional development. 4.9. Registration of hiring, transfer and dismissal of employees in accordance with labor legislation, regulations, instructions and orders of the head of the enterprise. 4.10. Personnel accounting.
etc…
Order the preparation of the necessary document according to your personal order.
Department structure
The number of HR specialists of a company depends on the number of employees of the enterprise. In large organizations with more than 100 employees, the efforts of 5-6 workers are needed to complete the assigned tasks. In small firms, functions are assigned to 1-2 HR managers.
The structure of the department may include employees engaged in the following areas:
- search and selection of personnel;
- maintaining personnel document flow;
- organization of adaptation of new employees, advanced training of “old” ones;
- maintaining time sheets, etc.
The proposed structure of the HR department is developed by its head and then approved by the general director of the company.
2. Structure
2.1. The structure and staffing level of the HR department is approved by [name of the position of the head of the enterprise], based on the specific conditions and characteristics of the enterprise’s activities, upon the proposal of the head of the HR department and in agreement with the [department of organization and remuneration].
2.2. The HR department may include structural units (bureaus, groups, sectors, sections, etc.).
For example: bureau (sector, group) of reception, bureau (sector, group) of accounting, bureau (sector, group) of dismissal, bureau (sector, group) for working with employees and workers.
2.3. Regulations on the divisions of the personnel department (bureaus, sectors, groups, etc.) are approved by the head of the personnel department, and the distribution of responsibilities between employees of the divisions is carried out [by the heads of bureaus, sectors, groups, deputy head(s) of the department].
2.4. [Enter as appropriate].
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Functions of the HR department
This section is intended to describe the responsibilities of HR specialists necessary to successfully solve the tasks assigned to them. In fact, this is a detailing of the second part of the provision.
Possible functions include the following:
- search for specialists for vacant positions;
- documentation of hiring and dismissal;
- maintaining personal files of employees, filling out work books;
- archiving of personnel documents;
- issuing certificates and other papers at the request of staff;
- preparation of documents for pension and health insurance;
- development and practical application of methods for assessing the effectiveness of specialists;
- accounting of time worked;
- analysis of the reasons for staff turnover;
- development of measures to increase labor productivity, etc.
The list of responsibilities is formed taking into account the tasks set by the company’s internal regulations for the HR department.
Rights
In order to effectively cope with the assigned tasks, HR officers of an enterprise must have a certain set of rights. The text of the provision specifies the following powers:
- receive necessary information from other departments of the company;
- give instructions to other departments within the scope of authority of the HR department;
- control labor discipline at the enterprise;
- contact management with proposals for events aimed at improving the skills of employees and strengthening corporate culture;
- monitor compliance with labor laws in the company, etc.
3. Objectives
The HR department is entrusted with the following tasks:
3.1. Selection and placement of personnel.
3.2. Studying the business and moral qualities of employees based on their practical activities.
3.3. Creation of a personnel reserve for promotion to managerial and financially responsible positions.
3.4. Organization and conduct of all types of training and advanced training of personnel.
3.5. Personnel accounting.
3.6. Ensuring the rights, benefits and guarantees of enterprise employees.
3.7. [Enter as appropriate].
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