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04 Apr Human Resources for Office Managers

Office Managers often form part of the managerial staff, due to being the line managers for Administrative assistant, secretaries, office junior, junior secretaries and possibly other types of office support roles. Anyone who has managerial responsibilities will have substantial interactions with Human Resources.

Hiring / Firing

If you manage your team, it means that you will administer the hiring process for your team. This means that an Office Manager will be tasked with hiring for their team.

What does this include?

  • Creating a Job Role (Find an Example of this)
  • Get job role approved by managers and HR.
  • Get approval to hire
  • Follow HR protocol (I.e. Internal hiring first, before approaching recruiters).
  • Liaise with HR over competency questions for the interview.

The relationship with HR is likely to continue once you have found the suitable candidate:

  • Liaise with HR over Job offer and contract details.
  • Liaise with HR during the hiring process with regard to background checks.
  • Agree start dates often through HR.
  • On the first day, you may need to deliver the HR induction. This will include a new starter pack, signing any additional agreement, getting a security ID and even signing up for company pensions.

On the other side, you will have to deal with HR for any disciplinary, complaint, redundancy, pay rises and resignation.

Other general managerial requirements:

Holiday, Sickness and Leave Calendars

  • You may need to maintain Holiday, Sickness and Leave Calendars. This will mean enforcing any HR policies for these areas. (This could include a need for consecutive leave, reporting more than 7 days off work and ensuring that a minimum amount of leave is taken each year).

Appraisal Process

  • You will need to ensure that the appraisal process is completed and agreed before deadline. This can be quite complex and should be run like a project, depending on your organisation. Often an Office Manager will be responsible for chasing other managers to keep to this deadline, for their department. If there is a large amount of administration in plan each stage per standard project management.

Resignation

  • All managers will face a resignation at one point or another. This again will mean liaising with HR.

Disciplinary or complaints

  • Again you will need to be clear on HR policies for disciplinary and complaints. You may face complaints about yourself as a manager or complaints between members of your team. In these scenarios, it is important that you know how to act and keep to the HR regulations.



Laura Rich

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