Navigating HR Executive Responsibilities: Insights and Best Practices

Hi,

I am a fresh HR Executive appointed in a chemical manufacturing firm, and the director has ordered me to handle all responsibilities related to HR. However, I am finding the work handed over to me to be very casual, such as payroll. What should my responsibilities be? Should my role be supervisory or more implementation-based, like a clerical job? I am confused about this.

Regards

HR Executive - JD Includes:

Payroll
Mediclaims
HR Database
Joining Formalities
Relieving Formalities
Contribution to the policies
Sourcing
Access cards
PF-related queries
Claims
Inductions & training

All of these responsibilities are included in the job description of an HR Executive. Could you please clarify which department you are referring to within HR? Is it Talent Acquisition, Operations, Administration, Strategy & Planning, Business, Organizational Development, Training & Development? Each of these departments performs different functions. Please provide more specific information.

Thank you.

Thank you for the quick and informative reply.

As it is a small firm with only about 50 employees and there is no HR Manager to guide me, I am the head of the HR department as well. Currently, they have handed over to me:

- PAYROLL
- BANK A/C
- MEDICLAIM
- PF & ESIC

These departments, but I found the responsibilities are more at a clerical level rather than executive type. Could you please explain to me in detail about PAYROLL?

I look forward to your response.

Thank you.

Thank you for the quick and informative reply.

As it is a small firm with only about 50 employees, there is no HR Manager to guide me. I am also the head of the HR department. Currently, they have assigned me responsibilities for:

- PAYROLL
- BANK A/C
- MEDICLAIM
- PF & ESIC

I have noticed that these responsibilities seem more clerical in nature rather than executive level. Can you please explain the details of the payroll process?

I am looking forward to your response. Thank you.

HR Executive job description includes:
- Payroll
- Mediclaims
- HR Database
- Joining Formalities
- Relieving Formalities
- Policy Contributions
- Sourcing
- Access cards
- PF-related queries
- Claims
- Inductions and training

Could you clarify which department you are referring to within HR? Is it Talent Acquisition, Operations, Administration, Strategy & Planning, Business, Organizational Development, or Training & Development? Each of these departments has distinct roles. Please provide more specific information.

Hi,

What exactly do you want to know about the Payroll Section?

Payroll consists of:
- Calculating Salaries
- Tax deductions (if any)
- OT/OD Calculations
- PF calculations
- Maintaining Employee Databases with their PAN Card details, Taxation, and Investment Details
- Leave Records, if applicable
- Any bonuses given or increments
- Any Loan amounts from the Company

In case of New Hiring:
Designing a Salary Structure according to the existing Slab of the company, including all deductions

In case of Resignation:
Calculating Recovery, if any, based on the concerns mentioned above

I hope this clears the query. Please let me know if you have any questions on this.

Regards,
Shweta

Dear Shweta,

The information you have provided is really knowledgeable and helpful to me. I appreciate the way you have detailed different HR departments such as Talent Acquisition, Operations, Administration, Strategy & Planning, Business, Organizational Development, Training & Development.

Can you please tell me what falls under Operations?

I am looking forward to your valuable response.

Regards,
Sheetal

Hi Shweta,

Can you tell me the details of different departments in HR? I am waiting for your response.

Regards,
Rafiq

Dear Shweta,

The information provided by you is very useful, but can you please elaborate on what exactly needs to be done in the case of ESIC? Currently, I am working with a healthcare service company, and I now need to take care of the payroll responsibilities. If you could provide details on ESIC and explain how the salary should be calculated for a healthcare service company, I would greatly appreciate it.

Looking forward to your reply.

Suhrita

Dear Sheetal,

Thanks a ton for appreciating...

The HR Operations Department is specifically designed for Employee Relations. The Operations team is responsible for dealing with employee queries and keeping the staff informed about future developments.

1. Joining Formalities
2. Inductions/Presentations on company's policies & procedures
3. Creation of User ID/Visiting Cards/IT Facilities (Operation team has to forward these requests to the concerned Dept)
4. Formal Introduction within the Department
5. Employee Database Maintenance
6. Generation of Employee ID Cards
7. Claims (if any)
8. Payroll Section (PF & tax-related queries)
9. Retentions
10. Recoveries (if any)
11. Full & Final Settlement
12. Clearances
13. Car Lease (if applicable)
14. Medical
15. Timely provision of investment opportunities through some camps
16. Most Important: Replying to employee queries promptly with relevant information
17. Legal Issues in case of absconded employees or recoveries at separation not paid
18. Issuing Relieving/Experience/Termination/Transfers Letters

Thanks,
Shweta Jaitly

Dear Rafiq,

Thanks a ton for appreciating.

HR DEPT:

1. Strategy & Planning/Business Development Department
A: Company Structure
B: Manpower Projection/Planning
C: Budget Designing
D: Cost-Cutting Measures (If Required)

2. Talent Acquisition Department
A: Sourcing
B: Designing Job Descriptions
C: Head Hunting
D: Raising Appraisal Documents
E: Performance Evaluation of existing Manpower
F: Timely arranging events/competitions within the organization

3. Operations:
Refer to the above post

4. Administration
A: Entire Data
B: Travel/Cab Bookings
C: Stationery
D: AMC (Annual Maintenance Contract - New & Renewal on year-end)
E: Introduction of New Vendors
F: Facility Management
G: Assets Record & Upkeeping
H: Corporate Connections (if Any)
I: BlackBerry Sets/Laptops/Data Cards (Issue)
J: Premises-related issues (Parking, Building Maintenance (Leased/Owned), Electricity, etc.)
K: Event Management
L: Budget Projection (Initially generated by Admin and then forwarded to the Strategy & Planning/Business Development Department)
M: Financial Review (Different parameters to be reviewed quarterly)
N: Manpower Seating Allocation

5. Training & Development
A: Motivational Training
B: Leadership Training
C: Any new Software/Implementation of process updating to the employee
D: Orientations on the development strategies of the Organization to the employees

Best to my knowledge, these are the various departments in the HR Dept. Please do add some more in case these are insufficient.

Thanks,
Shweta Jaitly

Dear Suhurita,

I am not too sure about your query. So, it's better that you can search this site to get the info, as giving false information won't be right. In fact, do apprise me as well once you get that.

Regards,
Shweta

Hi Shweta,

Your post is very informative. I agree with you that there are various departments in HR, as you have mentioned in your post in a brief manner.

Regards,
Rachana

Dear Shweta,

Can you please help me out with the job description of a Sales Person, as we are a Freight Forwarding Company.

Smita

Hi,

What exactly do you want to know in the Payroll Section?

Payroll consists of:
- Calculating Salaries
- Tax deduction (if any)
- OT/OD Calculation
- PF calculation
- Maintaining Employee D/B with their PAN Card details, Taxation, and Investment Details
- Leave Records if Applicable
- Any Bonuses given/Increments
- Any Loan Amount from the Company

In case of New Hiring:
- Designing a Salary Structure according to the existing Slab of the company including all deductions

In case of Resignation:
- Calculation of Recovery if any based on the concerns mentioned above

Hope this clears the query. Do let me know if you have any questions on this.

Regards,
Shweta

Hi Shweta,

Thank you for providing us with valuable information. It is very useful for freshers. Could you please tell me what the job responsibilities are for an HR executive/officer who works in a large manufacturing concern with more than 1000 employees?

Thanks again, Shweta.

Ms. Shweta,

Hi, how are you?

I appreciate the valuable data you are providing to our teammates. It is truly beneficial for everybody. Please keep up the good work.

Thank you.

Best regards, [Your Name]

Dear Shweta,

Hi! I am Pooja Nayak. I am a fresher. After completing my MBA, I have just joined a construction company as a management trainee in HR.

I have been asked to design a service card for employees. A service card includes a detailed description of employees from date of joining to separation. My organization wants me to include all details of employees except leave records. This includes any assets given to the employee by the company, loans, medical history, promotions/demotions, special achievements/adverse records, performance appraisals, etc.

Can you please help me with the format? You can also email me at poojanayak.22@gmail.com.

Waiting for your response.

Regards,
Pooja.

Really informative. Can you please tell me about the employee and employer's contributions in PF and ESIC?

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This is the corrected version of the user's input with proper spelling, grammar, and formatting.

Hi Shweta,

I am Sahithya. Your answers are very useful. I appreciate the knowledge transfer you provide for others; I am impressed and thought you could really help me in my career growth. I am working as an HR Executive in a software company. I am a fresher and have been working since July 1st. Since I am new, I am very eager to learn and develop my career in this field. I have also joined an MBA program.

As an HR professional, what are the best practices to follow? So far, I have been recruiting candidates through portals. I would like to build a network with other HR professionals in various organizations. This would be beneficial for me and my company. Kindly provide some tips and guidance.

Awaiting your reply. Thanks in advance.

Greetings,

From a global perspective, HR has 3 pillars or activity areas:

- Administrative = the "paperwork"
- Functional = the "do"... recruitment, payroll, training, compensation
- Strategic = the higher order, long-term planning, manpower planning, reward and incentive strategies, performance management strategy, recruitment and retention strategy, succession planning

How companies define the exact duties and tasks and how they "departmentalize them" is solely up to the organization and the standard practices of the country in which they operate.

For example, in the USA, health and safety of employees is an HR responsibility; however, in the UAE, those responsibilities are delegated to Facilities.

So, it's important to know where someone is serving to accurately answer a question.

One last comment: as a fresh "executive" in an HR role, don't hesitate to learn the "clerical" details, especially in a small organization. It will provide you with a wide generalist experience and serve you well as you progress in your career. It will allow you an in-depth understanding of what HR does and how the various sub-departments and functions work together.

I am a "General Manager" and I type client invoices...why? Because we are a small specialty firm.

Building experience and "know-how" is never a bad thing.

Cheers on a Friday,

Bruncha

Thank you all very much for appreciating. Loads of thanks were not expected. Thanks a ton, friends. You people have really boosted my morale.

Regards,
Shweta

Hi all,

I am working in a reputed bank in the operations department, but I am not interested in this role. Based on previous experience, I have received a job offer, but they are requesting me to join immediately. As per my current employment agreement, I am required to provide a 30-day notice period. I am considering quitting my current job without giving any notice as no experience certification is needed.

Please advise if there may be any legal implications if I resign without notice. Your help is greatly appreciated.

Kindly help me.

Swata, I think you clarify all the doubts. There might be no other responsibility apart from these responsibilities. HR Executives work on the shop floor, and their first job is customer satisfaction. Customers are our employees. 🙂

Hi,

I am an HRD In-charge in a garments manufacturing factory, working since December 2005.

An accountant working in my factory is following up on any work related to the HR department, and every time he disturbs me because my boss has instructed him to do so. I want to know if the accountant's actions are appropriate or if he is trying to overstep his boundaries. Can an accountant be the boss of an HRD In-charge, or do both roles hold the same position according to the organization's structure? Please help me.

Regards,
Lalit

Hi Shweta,

I am Sahithya. I've joined as an HR Executive. Kindly help with some recruiting methodologies and what are the best practices of an HR Executive.

Hi, Actually, you can hold both roles, but you need to clarify which is your core area. Ask your superiors in which role you should focus and strive to align with that. Initially, when you start working in all areas, you will gain an understanding and learn various aspects. However, later on, analyze in which field your presence is most critical.

Hi,

Here, many people have given their valuable opinions regarding the role of an HR Executive. However, I would like to mention one more crucial role of an HR Executive, which is Employee Relations & Industrial Relations.

In terms of Payroll, it is essential to be very aware of Leave and Attendance as well. This is because, for the preparation of salaries, you must first manage Leave and Attendance perfectly. In this case, you can consider using Attendance (Biometric) Software and Payroll Software. As you mentioned that it's a small concern, you can opt for local vendors who can provide you with this package at a more affordable rate. It will indeed make your job much easier and more efficient.

Dear Shweta,

Hi! I am Pooja Nayak. I am a fresher. After completing my MBA, I have just joined a construction company as a management trainee in HR.

My query is: I have been asked to design a service card or service report for employees. A service card should include a detailed description of employees from their Date of Joining (DOJ) to separation. My organization wants me to include all details of employees except leave records. This includes any assets given to them by the company, loans, their medical history, promotions/demotions, special achievements/adverse records, performance appraisals, etc.

Can you please help me with the format? You can also email me at [POOJANAYAK@GMAIL.COM](mailto:poojanayak@gmail.com).

Waiting for your response.

Regards,
Pooja

Hi Shweta,

I am very thankful to you for doing a very good job. Actually, I am very new to this site. By seeing your posts, I am feeling that it's really helpful. Anyway, nice to meet you on this site.

This is Rajesh, working as an HR officer in a construction firm (providing consulting and supervision services). I want to know about the growth opportunities in HR. I am feeling very happy here and getting job satisfaction, but I am feeling depressed when I think about the salary. With 1 year of experience, how will we grow? I am very frank that I want to earn more money as well as gain good knowledge. Please help me with that. If you don't mind, please send some information to my email ID: rajesh_karlapudi@yahoo.co.in.

Thanks & Regards,
Rajesh

Being an HR professional, we have to maintain different tasks with coordination, which means we have to take some support from Admin. Suppose in an organization, all furniture issues and for getting new things. First, we have to take approval from management, then we have to inform Admin to arrange that. They are the persons directly involved in the tasks. All office boys are also taken care of by Admin. I think it's clear. If you need any information, mail me.

Dear Vishasari,

I can share my experience with you.

Just like you, I joined a pharmaceutical industry five and a half years ago, and I was also very frustrated that I didn't have any work to do. However, after a few days, tasks started coming my way, and within a year, I didn't have a single idle moment during office hours.

So, don't worry. Just wait, concentrate on your current assigned job, and take on additional responsibilities whenever you can.

Just wait... and see.

Best of Luck,

Shariar Kabir Choudhury
Novotel Ltd.
Dhaka
Bangladesh

Thanks for the kind advice.

My concern is with the old employee who used to handle these tasks before me. I might have started bifurcating the work. I am not frustrated at all, but the only thing is that I don't want to waste my time. I want to work hard in the HR field so everybody can recognize my work.

I don't feel degraded by the work at all. However, I have noticed that a colleague in the office is senior to me in the organization. She used to handle all the work before I joined the organization. She has now handed over most of the work to me. The only issue I found is when she is preparing payments by cheques, I requested her to update the salary register simultaneously when she distributes the cheques. It would make it easier to update the register. However, she rejected this, saying it's not her responsibility as it is related to salaries. I am concerned about her attitude and whether she is feeling insecure because of my entry into the office. I have knowledge through education, and she completed her graduation recently through distance learning while working.

I want to clarify each employee's tasks as the workload is quite clustered. Can anyone suggest a departmental hierarchy for the staff with job descriptions department-wise? For example, in Accounts, Marketing, HR, Production, Administration & Finance, Training, and Induction, from senior level to junior level.

Goodbye!

SARITA

Hi,

This is challenging. Please spend some time on referrals. If your nights become sleepless now from thinking, managing situations, and executions, your future will be bright.

I am a fresh HR Executive appointed in a chemical manufacturing firm. The director has tasked me with handling all responsibilities related to HR. However, I find the work handed over to me to be very casual. For example, what should my responsibility be regarding payroll? Should my role be supervisory or implementation-based, like a clerical job? I am confused about it.

Regards

Hi Shweta,

I completely agree with whatever you have mentioned, and it's really worth appreciating. I am working as an HR Executive where I am handling all the departments like training, compensation, appraisal, recruitment, insurance claims, PF, medical reimbursements, and more. As my company is a port company, there are 25 of us, and currently, we don't have an HR head. I have a person who handles both HR and business development. We have a balanced scorecard system. Can you tell me what will be my KRAs?

Regards,
Poonam

Hi Swetha,

Very informative reply. I am working in a small IT firm with about 50 employees, and there is no HR Manager to guide me. I am the only person in the HR department as well. Currently, they have handed over the following responsibilities to me:

1. RECRUITMENT
2. JOINING FORMALITIES
3. CREATION OF USER IDs (With System Admin)/VISITING CARDS/IT Facilities (Operation team has to forward these requests to the concerned Dept)
4. Formal Introduction within the Department
5. Maintaining employee Database
6. Generation of Employee ID Cards/Bank Accounts
7. Claims (If Any)
8. Payroll Section (PF & Tax-related Queries) (with Account Dept)
9. Employee Retention
10. Full & Final Settlement
11. Issue Relieving/Experience/Termination/Transfers Letters

Can anyone guide me on Employee Retention? I need to make my workplace good, and my employees should enjoy working here. Can someone please suggest how to do that?

Awaiting your response.

Thanks,
Rajasekar

Hi,

Employee retention can be achieved if the employee is truly valuable and productive. The easiest way is to provide performance-based hikes and perks, offer training in motivation and leadership, and organize stress-busting events for employees.

It is crucial to closely analyze exit interviews to identify and address company flaws. At our company, we hold weekly office parties in the pantry, bi-monthly picnics, and an annual Christmas party at a disco or farmhouse as decided by management. Employees receive performance bonuses near Diwali, and we have the flexibility to implement project plans.

For late sittings, cabs and food expenses are provided, along with overtime compensation. Working on weekends earns compensatory leave, and exceeding 160 hours in a month grants additional leave. Yearly appraisals include a minimum 20% salary increase.

We have employees who have been with us for 3 to 4 years and show no intention of leaving.

I hope this addresses your query.

Thanks,
Shweta Jaitly

For a beginner, it is advisable to not take on the maximum load possible. If the initial demand is for executive class, it can create problems in the future. A real leader is one who has the capacity to do any work of his followers. So take on all tasks as a challenge, and soon you will be soaring high in the sky.

Regards,
NKT

Dear Shweta,

Thank you for your email. I have gone through the information you provided. I am currently working as an Executive HR and hold the position of Head of the department with 2 assistants reporting to me. Our organization does not have a formal organizational structure. We employ approximately 150 staff members and are in the process of recruiting an additional 300 employees. The facility is in the manufacturing sector.

I have a total of 18 years of experience, with 15 years spent in the defense sector in the personnel and administration department. I started working in this industry on 01/11/07, making it my first role outside of the defense sector. I am currently 35 years old. I am uncertain about my position within the staff hierarchy and would appreciate it if you could provide some clarity on this matter. Additionally, I am interested in knowing when and at what level I may expect a promotion. Will I progress from Senior Executive to Assistant Manager, Deputy Manager, and finally Manager, or will my past experience lead me on a different path? I hold a Master's degree in Sociology and History, a B.Ed, a Postgraduate Diploma in HR, and I am currently pursuing an MBA in HR.

I look forward to hearing your thoughts on these matters.

Regards,

Dear all,

I am working in a good company, and having knowledge of anything is good. However, it is also important to look smart. Can anyone tell me what will be the best grooming in the office?

Please help me with this.