HR Assistant Job Description: 7 Must-Have Sections

When hiring an HR Assistant, it’s important to create a job description to provide candidates with a clear overview of the position’s responsibilities, qualifications, and details about your company.  HR Assistants are responsible for handling administrative tasks, managing employee records, coordinating recruiting and onboarding, and assisting with HR projects and initiatives. 

A well-written job description will help attract qualified applicants who are a good fit for the role. In this blog post, we’ll cover everything you need to include in an effective HR assistant job description.

What to Include in an HR Assistant Job Description?

The HR assistant job description encompasses a brief introduction to the company, a concise job summary, detailed responsibilities and qualifications, and more. This comprehensive overview aims to attract suitable candidates by providing insight into the organization’s ethos, the role’s scope, and the expectations for potential applicants. Given below are the crucial elements to include in a job description.

1. Company Overview

The company overview section should provide key details on your organization’s background, mission, values, and culture. This gives candidates clarity on what your company does and what it stands for. In this section, you can explain the industry it operates in, the products/services it offers, the company size, and anything that makes its culture unique. 

Sample:

ABC Inc. is one of India’s fastest-growing pharmaceutical manufacturers in Mumbai, India. Founded in 2005, we develop high-quality medications that improve millions of lives across the world. Our work environment is dynamic, mission-driven, and focused on research, compliance, and operational excellence. With over 3000 employees currently, we have ambitious growth plans to expand to new global markets.

2. HR Assistant Job Overview

The job overview section should briefly summarize the role and its importance to your organization. In this section, you can provide the job title and department and explain the core purpose/function of the position. You can also emphasize any aspects of the role that make it interesting or unique. 

Sample:

We are seeking a Human Resources Assistant to join our HR department. In this role, you will assist in managing human resources operations including recruitment, onboarding, payroll, and benefits administration. Additionally, you will be responsible for offering administrative assistance to the HR department. This is a great opportunity for individuals seeking to gain experience and also take on important responsibilities.

3. HR Assistant Job Responsibilities

This section is the most important part of the job description. It delves into the daily duties, projects, and tasks of an HR assistant. While writing this section, ensure that you provide comprehensive coverage of the role. 

Sample:

• Assist with recruiting tasks, including posting job openings, reviewing resumes, coordinating interviews, preparing offer letters, and onboarding new hires.
• Maintain digital and physical employee records and HR databases. 
• Ensure all employee information is accurate and up-to-date.
• Perform payroll, benefits administration, and other HR system data entry tasks.
• Respond to employee HR inquiries about policies, procedures, benefits, leave requests, etc.
• Schedule HR events, meetings, and trainings.
• Assist managers with performance reviews, disciplinary issues, terminations, and other employee-related matters.
• Support the implementation of new HR programs, policies, and initiatives.
• Complete special HR projects as assigned.

4. Education & Experience

This section should list the educational and professional credentials necessary to succeed in this role. List any preferred or required HR or business-related degrees and certifications. You can also include information about the work experience you are looking for, and specify the years of experience needed. 

Sample:

• Bachelor’s degree in Business Administration or any other relevant field.
• Master’s degree in Human Resources or related field.
• Human resource management course certification.
• Over  2+ years of HR-related experience. 
• Knowledge of employment laws and practices.
• Proficiency with MS Office and HR software (HRIS or HRMS).

5. HR Assistant Skills

In this section, highlight the hard and soft skills needed to excel as an HR Assistant. Try to focus on specialized skills that are especially important for success in this role. This helps candidates assess whether they would be a good fit for the offered role.

Sample:

• Deep understanding of HR policies, procedures, and best practices.
• Experienced in maintaining HR records and databases.
• Experienced with payroll and ATS systems.
• Strong grasp of HR principles.Skilled in Microsoft Office Suite (Word, Excel, PowerPoint).
• Excellent written and verbal communication abilities.
• Highly organized with strong attention to detail.
• Able to handle sensitive employee information confidentially.
• Self-motivated with the ability to prioritize and manage multiple tasks.
• Customer service-oriented with strong interpersonal skills.

6. Salary Information and Benefits

This section provides compensation details and the benefits associated with the role. You can mention a salary range and outline core benefits like healthcare, retirement contributions, paid time off, etc. This helps attract quality applicants for the role.

Sample:

• Competitive salary
• Access to a healthcare plan
• Remote work options
• Continuous learning and professional development opportunities
• Social events and team-building activities

7. Call-to-Action (CTA)

The CTA section of a job description encourages candidates to apply by clearly outlining the next steps they should take. This section needs to be concise yet informative, providing specific instructions on how applicants can express interest in the position. 

Sample:

If you are ambitious and have strong problem-solving skills, we welcome you to apply for this role. Submit your updated CV along with a tailored cover letter highlighting relevant experience at careers@abcinc.com

HR Assistant Job Description Template

This template provides an example of what a human resources assistant job description looks like. Use this template as a guide for crafting a compelling HR assistant JD for your organization: 

Company Overview: Internshala is India’s leading internship and fresher jobs platform, connecting students and recent graduates with meaningful job opportunities across India. Established in 2010, Internshala’s goal is to assist individuals in the early stages of their careers by providing them with valuable real-world skills. Internshala facilitates thousands of students with placement guarantee courses to make them job-ready. The Internshala platform is best suited for job and internship seekers to get hired and for employers to find the right candidates. Our work culture is fast-paced, collaborative, and data-driven. Internshala promotes continuous learning, diversity, and a healthy work-life balance. Job Title: HR Assistant  Job Summary: We are seeking an organized and detail-oriented HR Assistant to join our team. In this role, you will play an integral role in supporting all human resources functions at Internshala. You will assist in the full recruitment lifecycle from posting jobs to onboarding new hires. This includes scheduling interviews, conducting reference checks, preparing offer letters, and facilitating onboarding. We’re looking for someone who is highly organized, detail-oriented, and enjoys working in a fast-paced environment. Responsibilities: – Support day-to-day HR operations and functions. – Provide administrative assistance to HR executives. – Maintain employee records (physical and digital). – Prepare reports on personnel activities, such as recruitment, training, evaluations, etc. – Coordinate with HR projects, meetings, and training and take minutes during sessions. – Handle employee inquiries about policies/rules/regulations effectively. – Communicate with external agencies when necessary. – Address complaints/grievances effectively and professionally. – Schedule candidate interviews and assist in the recruitment process. Required Education & Experience: – Bachelor’s degree in Business Administration and other relevant fields. – Master’s degree in Human Resources, Business Administration, or a related field. – 1-3 years of HR administrative experience. Skills – Possess excellent interpersonal and customer service skills. – Possess knowledge of HR systems and databases.  – Hands-on experience with applicant tracking systems. – Have the ability to handle sensitive and confidential information with discretion. – Possess a strong eye for detail and data entry accuracy. – Tech-savvy with the ability to quickly learn new HR systems and databases. – Team player with an eagerness to learn about all areas of HR. – Possess problem-solving skills and the ability to work independently with minimal supervision. Offered Compensation:  The starting annual salary for this role is ₹5 LPA – ₹7 LPA based on skills and experience. Internshala offers a comprehensive benefits package, including: – Health, dental, and vision insurance – Paid time off  – Parental leave – Professional development opportunities Interested in joining the Internshala team as an HR Assistant? Submit your resume and cover letter to hr@internshala.com explaining why you are the ideal candidate for this role.

Conclusion

An effective HR assistant job description provides candidates with a comprehensive overview of the role and your company. A clear outlining of responsibilities, requirements, qualifications, and company culture will help attract qualified applicants who are excited about the position. Use the above sections as a guide when crafting or updating your company’s HR assistant position description.

Now that you know how to create an HR assistant JD, post your job description on Internshala to hire talent. Also, check out the interview questions for cultural fit assessment.