HR Representative Job Role

The HR Representative plays a key role in supporting a variety of human resource initiatives and
serves as the primary contact for employees, managers, and applicants throughout the hiring, on-
boarding, and off-boarding processes. Additionally, this role works to ensure data integrity and
accuracy across various systems and files.

Key Responsibilities:

1. Recruitment and Selection

 Actively maintain HR database and personnel files to ensure records are accurate.

 Update new employee information and various employee changes after verifying necessary

documentation and approvals have been obtained; accountable for following up with managers

and/or employee if information is incomplete.

 Facilitate staffing workflow and candidate communication; places and handles job postings on

various job portals; conducts and reviews background checks.

 Run new hire on-boarding processes, proactively coordinate and troubleshoot with other

departments as needed.

 Route all new hire paperwork as appropriate; update ERP and folders in a timely manner.

 Support employee exit process, ensure appropriate paperwork is submitted and processed;

exit interview to be arranged.

 Act as first point of contact responding to a broad range of HR related inquires including policy

and benefit questions; routes and raises issues to the appropriate seniors.

 Provide administrative support for employee benefit programs and processes.

 Generate assigned and ad hoc reports

 Perform any other duties and special projects as necessary

 Maintain and update policies, contracts, and procedures and keep these up to date with

current employment legislation.

 Manage employee attendance records

 Provides support and assistance for HR related projects Payroll activities

 Assist in the coordination of annual reviews

 Assist in strategic recruitment / hiring / termination process

 Collaborate in a team-based environment; providing excellent, friendly and responsive

customer service to employees and managers.

 Develop and maintain a deep understanding of our people, our work and our culture.
  Ensure compliance with employment regulations, including AICTE/RGPV and apply company

policies and procedures.

 Administer leaves of absence according to company policy.

 Maintain confidential, electronic HR records for all employees.

 Assist in planning and coordinating team trainings, morale events, and activities.

 Perform other related duties and projects as required and assigned.

 Plan for and create new innovative methods for employee retention and job satisfaction.

 Assume on-call responsibility as the acting supervisor after company hours.

 Assist in the implementation of human resources strategies, procedures, and processes.

 Exhibit strong integrity and loyalty to corporate vision and Mission while nurturing a

performance-enhancing culture with an emphasis on safety and a productive team

environment.

Detailed Recruitment Process

 The manpower requisition has to be raised by the concerned department in the due format.
As per the faculty requirements raised by the Department, the vacant faculty positions are to be approved
by Director/Principal/ Honorable Management.

 After the due approval on the vacant positions, the HRs should filter existing pool/ invite fresh
applications through various resources like SISTec Career
portal/Naukri/LinkedIn/Facebook/References.

 HRs should have detailed discussion with the probable candidate and understand the suitability of
his/her candidature against required profile. In the process, HR should understand the candidate’s
communication skills, joining probability, personal details.

 SISTec Application Form has to be duly filled by the candidate in either online /offline mode.

 After this, HR should share the profile with HOD copy marked to Director/P/VP/Admin Manager for
the further short listing.

 Every Candidate should undergo A Recruitment Test in online /offline mode.

 The interview of the shortlisted profile by the HOD should be conducted in Online/Offline mode and
HR should ensure proper filling up of the Interview Feedback Form from all the interviewers along
with the Remarks of P/VP/Director and HR himself/herself on the same date.

 HR shall prepare and present salary comparison sheet of the concerned department/cadre. Then,
Salary negotiations are to be carried out by the HR with prior discussions with P/Director.

 Any closure of the profile should be well communicated to P/VP/Director/Admin Manager via e-mail
mentioning the Final Salary Settlements, special terms (if any) and Joining Date.

 Concerned HR shall take formal approval by the Director for each fresh appointment/change in
appointment conditions. After due approval, the Offer Letter has to be rolled out to the selected
candidate.

 Joining formalities include proper verification of the documents, joining form, buddy form, ID card
Creation, E-mail ID creation, Library Account Creation.

 Immediately after the proper joining of an employee, HR should send a Welcome mail sharing the
Academic Rule Book and Admin Rule Book to the employee.
 HR should maintain the Confidential File of every employee that contains Application form, Joining
Form, Buddy form, HOD Yearly Feedback Form, Employee Performance Summary Sheet, All
documents, No dues Form, Exit Interview form, Experience Certificate.

 Exit Interview shall be taken by the concerned Principal along with HR, and the discussion has to
be documented in the Exit Interview form.

Formats