Why does an organization need a human resources specialist

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Why does an organization need a human resources specialist

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Why does an organization need a human resources specialist

Every company should keep records, but is a human resources officer needed everywhere? We tell you what documents he draws up, what he does in addition to this and what kind of specialist you need to look for for this position.

Содержание

Who is a human resources specialist?
The list of mandatory personnel documents of the company
Requirements for a human resources specialist

Attention! This article is based on the legislation of the Russian Federation and tells about how personnel accounting works in Russia. The following information may not be applicable to your country.

15.05.2024

Why does an organization need a human resources specialist

There is a personnel specialist in any organization with a staff of employees – he organizes and maintains reports on the work of the entire team. It is impossible not to do this: every month companies must submit several personnel reports to the regulatory authorities. The fine for the absence or improper management of personnel records for organizations reaches 50 thousand rubles.

So what kind of specialist is this, what is his responsibility and how to find a good one? Let's figure it out now.

Who is a human resources specialist?

A HR specialist is engaged in personnel management. Formally, he equips the company with the necessary personnel and maintains documentation on them, but his duties are not limited to this.

Thus, the functions of a human resources specialist include:

1. Recruitment – search, selection and hiring of new employees. More precisely:

the study of the labor market and the preparation of job advertisements;
establishing links with educational institutions to find interns and future specialists;
placement of new personnel by position;
control over the transfer and dismissal of employees and the entry of relevant information into the personnel database of the enterprise.

2. Adaptation – support and assistance to new and newly arrived employees, namely:

staff training in everything necessary for work;
the cultivation of professionals within the organization – interns and young professionals.

3. Development – motivation and support for the effectiveness of the organization, including:

the development of work plans, measures to reduce turnover and measures to improve labor discipline;
drafting proposals for the development, training and advanced training of personnel.

4. Issuance of documents – certificates, compensation, military registration, registration of pensions and vacations, as well as monitoring compliance with their schedules.

Only one person is not necessarily responsible for all this. In large companies, there are entire HR departments (HR departments) where different functions are performed by different people.

For example, a human resources specialist in a school keeps records of school personnel, works with personal files and workbooks of employees, issues vacations, pensions and benefits, and prepares materials for qualification commissions. He is the link between the director and all other employees. Or rather, their documents.

HR departments in any other organizations work according to the same scheme. The control of employees and their documents is all that the HR officer does.

HR Specialist is also called HR Specialist (HR – Human Resources, from English. Human Resources).

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When does a company need an HR specialist?

You can "get" a human resources specialist when there are more than 100 people on staff. If there are more than 300 employees, it is worth hiring another specialist, and then creating a department and distributing HR functions.

There is no established norm for the number of employees who are "led" by the HR officer. The optimal figure is 150-250 people.

Is it possible to do without a human resources specialist?

Yes. The legislation does not oblige you to have one. With a small number of companies, the duties of a personnel officer can be performed by a secretary, accountant or manager.

Another option is that the manager can sign a service agreement with a third–party organization that will keep personnel records.

HR specialist can be replaced, but there is no way to do without HR accounting.

The list of mandatory personnel documents of the company

The position of a human resources specialist, in addition to the monthly report on the number and salary of employees, covers a whole list of important document flow. It includes:

1. Employment contracts are always drawn up in duplicate when hiring an employee, and are supplemented by agreements when their terms change.

2. Workbooks are mandatory personnel documents of any organization. They confirm the length of service of the employee and exist in paper and electronic versions.

Paper workbooks are required to be listed in the book of records of the movement of workbooks.
Electronic workbooks are contained in a cloud-based document management service, for example, Bitrix24 or TrustDoc.

3. Orders for hiring, dismissal, transfer, bonuses, etc. This is a standard procedure, but not always mandatory. For example, according to Article 68 of the Labor Code of the Russian Federation, employment is only formalized by an employment contract.

4. The staffing table takes into account all employees of the company. It includes structural divisions, their compositions and positions of employees with all additional information about categories and classes. This is the most important personnel document that helps to assess the size of the organization.

5. The rules of the internal labor regulations establish the mode of work and rest, the procedure for the admission and dismissal of employees and the rights and obligations of the parties. Every employee should be familiar with this document.

6. The timesheet records the time worked by each employee. But wages are calculated based on it.

7. The vacation schedule is drawn up two weeks before the beginning of the next calendar year and signed by the employee two weeks before the start of his vacation.

8. The regulation on remuneration is drawn up under special payment rules and, in addition to the remuneration itself, contains information about overtime pay, bonuses and other bonuses.

9. The pay sheet contains all information about the salary: the amount and time of payments, the total amount, the reasons for delays, etc. It does not have a standard, so each organization draws up its own payroll and approves it with another personnel document. For example, by order.

10. The Regulation on personal data (hereinafter referred to as PD) contains the composition of PD, the rules for their processing and transfer to third parties, and the rights and obligations of employees when processing PD.

But before processing PD, each employee must give consent to the processing of PD. Otherwise, the violator is financially liable – a fine of up to 100 thousand rubles.

All these documents are checked by state regulatory authorities: Roskomnadzor, the State Labor Inspectorate, the Federal Tax Service and others. All papers and reports must be signed and submitted in a timely manner – this is closely monitored.

Requirements for a human resources specialist

They include a set of knowledge and skills regarding personnel document management. Let's separate them and look at them in more detail:

A personnel specialist should know:

The Labor Code of the country. Current rules and regulations of labor protection.
The theory of personnel production. How to elect employees, how to design, maintain and store personnel documentation – all about how and what reports the HR officer submits.
Specific knowledge in the field of the organization's work. This includes both working with special documents and forms, as well as the structure and staff of the organization, its specialization and development prospects.

Higher education in the field of Personnel Management is also mandatory. Otherwise, professional retraining is required.

A human resources specialist should be able to:

Work in Microsoft Office. Especially with the Word – all documents are compiled in this text editor.
Working in 1C: Salary and Management. This is a program for automating the personnel policy and payroll of the company's employees.
Prepare reports on existing standards. Also work with personal files and cards, workbooks and contracts, LNA (local regulations), orders (on hiring, dismissal, vacation, business trip, etc.), timesheets for recording working hours and attendance of employees.

HR specialist must also be responsible, attentive and accurate in working with documents.

Conclusion

Let’s summarize. The presence of a personnel officer in the company:

organizes the enterprise and regulates relations between superiors and subordinates;

generates high-quality work with documents. If the head or secretary was previously engaged in hiring and adapting employees and document management, delegating HR work to an individual will make it better and more efficient;

allows you to avoid fines and conflicts in document management issues;

develops the company – reduces staff turnover, accelerates the search for new qualified employees and allows them to join the work faster.

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