From recruitment and induction to performance management and termination of employment, HR management is one of the most complex aspects of running a business. Kim says: “I think every PA that’s dealing with it will have areas that she or he feel more comfortable with.”
But there are some basics to keep in mind, whether HR management falls under your job description or you’re a PA branching into HR. We looked at a few.
Be organised
Having a solid structure for filing cannot be underestimated. When dealing with contracts, personal details and benefits, having more method and less madness is vital. Keep files with separate sections for each area and always have a paper trail. Write down everything that is said, promised and agreed, and file it carefully. “People will have a discussion with you over lunch and you’ll agree to a pay rise,” Kim says. “Always have a paper trail of discussions of what comes under the umbrella of HR.”
Manage a separate HR diary so that HR tasks don’t get lost in the general diary. Kim explains: “It’s quite important when you set up things like appraisal meetings that they aren’t rescheduled or moved because that will undermine and devalue the process.” While rescheduling might not be the PA’s decision, PAs can ensure that appraisals and interviews are scheduled for the most practical time.
Keep it confidential
HR management for your business will involve privileged information such as salaries and benefit packages. 'Keep it confidential' is one of the most crucial pieces of HR advice you're likely to receive. If you haven’t previously worked in this area, you may need to become newly aware of how to guard sensitive information. Kim explains that you may no longer be able to leave your screen unlocked and files open on your desk.
You may also need to develop professional distance to ensure that you are not placed in a compromising position by others who expect you to speak more candidly than you should. “You can be friendly and you can still be popular and be the person you were but your relationships fundamentally change when you’re HR,” says Kim.
Ask for help when you need it
In Kim’s experience, PAs tend to need support where HR management branches into employment law or best practice. She identifies a fine line between the administrative side of HR, consisting of tasks such as note-taking, and the heavier side involving grievances and performance management. You don’t have to do it all on your own. You can or sign up for HR training or seek external support from services like Kim’s allows PAs to get on with HR management with help from behind the scenes in areas that are particularly challenging.
Kim Briggs is a HR consultant who specialises in working with smaller organisations – This e-mail address is being protected from spambots. You need JavaScript enabled to view it
For HR training, visit www.cipd.org
For general HR information, visit www.directgov.net
