What is modern HR administration?

HR functions

Officially speaking, the HR department is the personnel management division of an enterprise.

Let's look at an example. Antonina Pavlovna is a responsible employee of the HR department. Its functionality includes:

search, select, hire and fire personnel;
maintain control and records of employees;
create staffing schedules;
maintain work records and take into account length of service;
analyze staff turnover, decide how to reduce it;
issue certificates of employment to employees;
create a vacation schedule;
develop plans for staff development.

Interesting fact! According to an international survey by the Society for Human Resource Management, 47% of employees in the HR department consider combating employee turnover as a company's top priority.

The HR department is the first thing a candidate encounters when joining an organization. If there is turmoil there, and you have to wade through a pile of papers to get to the desk of an irritated personnel officer, then this will scare off a potential employee: no one wants to end up in a place where there is constant confusion.

Antonina Pavlovna keeps order in her HR department: all papers must be in place, and work must be completed on time. Interviews take place in a friendly atmosphere with a cup of tea and cookies. This way the employee understands that he has joined a responsible and friendly team.

In her work, Antonina Pavlovna regularly interacts with other departments. For example, the accounting department provides documents and copies of orders on the enrollment of employees or dismissal, on vacations, incentives or penalties for employees. And in the legal department she is informed about changes in legislation and also provides legal support.

Recruitment in the HR department

Antonina Pavlovna is not indifferent to the fate of the organization. She understands that a large part of a company's success depends on the quality of its people. Therefore, it determines what kind of employees the company needs and then selects them. This is one of the key tasks of a HR specialist.

To search for employees, the personnel officer promptly submits information to the media and the employment service about vacancies. Sometimes the manager asks to post vacancies on recruiting sites. In this case, you need to describe in detail the conditions, work schedule, required skills and much more in order to immediately weed out unsuitable applicants.

During the interview, Antonina Pavlovna learned to evaluate how suitable a candidate is and what position to put him in.

In addition to searching for new employees, we must not forget about the development of regular employees. Therefore, the personnel officer selects advanced training courses: they are required once every 3 years. She also finds trainings and courses for employees – they are optional. For example, a three-day intensive course “Consumer habits: how to use them in your work as a sales manager.”

Interesting fact! 76% of HR professionals believe employee onboarding is poor in their organizations. And 53% of specialists are confident that employee engagement increases with a well-structured adaptation process (Kronos study in the USA).

Antonina Pavlovna’s functions also include organizing and conducting employee assessment and certification.

Personnel records management in the organization

Issues of organizing personnel records management in any organization are the main ones when checking an organization by supervisory authorities.
Personnel records management means a personnel management system in which coordinated work with basic documents is achieved. All documents are related to employees: their movement in the company, working hours and wages.

Personnel are of particular value to the organization. In many ways, the success of a company depends on the composition of its employees. It is very important that the employer pays due attention to documentation, otherwise fines will quickly negate the success achieved by the work of the entire team. To be sure that you have all the necessary papers, look at the list of basic personnel documents, which is listed at the bottom of this page .

HR department structure

Antonina Pavlovna got a job at the company in the HR department a long time ago, when the company was small: 85 people with security guards and cleaners. Then she calmly coped with her responsibilities alone.

The enterprise grew. When its number exceeded 100 employees, three specialists were hired to help Antonina Pavlovna in the HR department.

Now the company has more than 500 people, and the HR department has also grown. Now it employs 8 people. In our case, personnel officers are distributed among the departments for which they are responsible. For example, Antonina Pavlovna is responsible for the marketing and financial divisions. That is, it hires, fires, and keeps records only of employees of these two divisions.

There is also another option for distributing responsibilities: when each HR officer is assigned a specific list of functions, but which applies to the entire organization. For example, one person is responsible for certification and training of all personnel, and another is responsible for registration of admission, transfer, dismissal of employees, management of personal affairs, etc.

Summarize:

in enterprises with less than 100 employees, one specialist in the HR department is sufficient;
where there are 100 to 500 employees, 3–4 HR officers are needed;
where there are more than 500 people - 7-10 personnel officers.

However, this is only a recommendation: each director of an enterprise decides for himself how many employees to hire. We also note that in addition to HR specialists, the enterprise must have a head of the HR department.

Who carries out personnel records management?

This activity requires many skills. The ability to select the most suitable candidates for a position, awareness of legal issues, literacy to correctly fill out documents, accounting. Most often, the list of skills is not limited to this. Unfortunately, even the presence of all these skills is not a guarantee that there will be complete order in personnel records management. Experience in this area is important.

Most often, HR-related document management activities are carried out by:

Human Resources Department;
HR clerk;
A company that can offer audit of personnel documents and outsourcing of personnel records management .

Audit , or audit activity, means an independent verification of the accounting and financial statements of an organization or individual entrepreneur. Outsourcing is the transfer by an organization of part of a process or function under the control of another organization that is a professional in this field. The development of personnel documents is also the area of activity of companies providing audit and outsourcing services. It includes consultation and development of all necessary papers.

Who is better to entrust with HR activities?

Who can cope with this task better? Judge for yourself:

Maintaining the HR department will cost the most. You will have to keep a small staff to help in this matter and pay them regular salaries. Over a long period of time, an impressive amount will come out. But you will be sure that everything will be done at the right level.
The HR clerk will also need a salary, but the payments will be less than the HR department. One person will have a lot of responsibility, so the risk of errors both in filling out documents and in their availability increases significantly. And finding a person who will have all the necessary skills is not at all easy.
The most affordable option would be to use the services of a company. They will help you quickly cope with your tasks at a time when it is especially necessary and convenient for you. You can be sure that the level of services will be at the highest level thanks to professionalism, experience and competent distribution of responsibilities in the team.

Therefore, the best option would be to contact a company that knows a lot about personnel records.

We will be happy to help you in this matter!

What fine can you receive

In paragraph 1 of Art. 5.27 of the Code of Administrative Offenses of the Russian Federation, the following fines were imposed:

For officials: from 1 to 5 thousand rubles;
For individual entrepreneurs: from 1 to 5 thousand rubles. or suspension of activities for 3 months;
For legal entities: from 30 to 50 thousand rubles. or suspension of activities for 3 months.

It is important to schedule correctly.

At a furniture company, the HR specialist neglected the staffing table and filled it out at random - “as long as there was something.” Once there was a reduction, some of the employees were fired. One of them was not a mistake: he sued the company for unjustified dismissal. The director of the enterprise could easily win the court if the staffing table proved a change in the structure of the organization that led to the reduction. And since the personnel officer did not take care of this, the dismissed employee won the dispute and is awaiting payment of compensation.

Note! In accordance with the Labor Code of the Russian Federation, an illegally dismissed employee has the right to compensation for moral damage or to demand reinstatement.

The second thing a HR specialist has to work with is an employment contract. It is in writing and must be signed by both parties. The contract specifies working conditions and remuneration that comply with the employment contract and satisfy the employee and the employer.

Labor regulations are no less important. In them, the HR specialist prescribes the procedure for hiring and dismissal, rights and obligations, responsibilities of the parties, the system of personnel motivation and other aspects of labor relations.

The order of acceptance to work. For example, when hiring an estimate engineer to the city administration, the personnel officer, along with concluding an employment contract, allocates a workplace to the engineer and assigns property to him: a computer desk, an armchair, a computer, a printer, etc.

When an employee is hired, the HR specialist is required to maintain and store his work record book.

Note! The work record book cannot be kept in a desk drawer. According to the law, storage of work records in the personnel department is possible only in metal safes or cabinets, to which only an appointed specialist has access.

That's not all: it is necessary to keep records of all work books of the enterprise in a separate book. Employees sign it upon receipt of the work certificate and upon dismissal of the employee.

The full liability agreement is also drawn up by HR specialists. For example, an employee needs to travel around the city frequently. Financial specialists did the math and found out that it would be cheaper to provide an employee with a car than to constantly pay for a taxi. Besides, it saves time. A car is an expensive thing; you can’t just give it away for use. Therefore, an agreement is concluded under which the employee bears full responsibility for the allocated property. It is also stated that he cannot use the car for personal purposes: to transport potatoes from the dacha or go on a date with a girl.

Next are time sheets. For example, the administration's HR specialists are lucky - employees work from Monday to Friday from 9:00 to 18:00. You only need to pay in sick leave, time off, and vacation from time to time. But at a factory, things are more complicated with workers: there is also a schedule, but some work overtime every day, some 2 every 2 or 2 every 3. Each employee needs to separately calculate working hours so that the accounting department calculates wages correctly, and the department HR could monitor the work of employees. Sometimes a separate specialist, a timekeeper, is hired for this task.

The regulation on the protection of personal data of employees is also the responsibility of the department staff. When applying for a job, an employee leaves passport data and other confidential information. He doesn’t want to find a debt collector in his home two months later, demanding repayment of an incomprehensible loan. Therefore, companies need to consider a system for protecting personal data. Usually a document is drawn up that states in which departments, where employee information is stored, how it is collected and processed, who has access to it and, most importantly, methods of protection against unauthorized access.

Note! The regulation on the protection of personal data of employees must be signed by the head of the company.

The remaining documents that personnel employees must maintain and develop: regulations on remuneration, vacation schedule, regulations on bonuses.