JUNIOR HR ASSISTANT

Job Description:

A Junior HR Assistant in the Jewellery Industry plays a critical support role within the Human Resources (HR) department by assisting with a variety of administrative tasks, recruitment processes, employee relations, and ensuring the smooth functioning of HR operations in the company. This position is ideal for someone starting their career in HR, providing them with exposure to HR practices in a dynamic and customer-oriented industry like jewellery.

Key Responsibilities of a Junior HR Assistant in the Jewellery Industry:

1. Recruitment Support:

   • Assist in the recruitment process, including posting job openings, screening resumes, and scheduling interviews.
   • Coordinate and communicate with candidates, ensuring a positive candidate experience.
   • Prepare job offers and assist with the onboarding process for new hires, including documentation and orientation.

2. Employee Records and Documentation:

   • Maintain and update employee records, ensuring accuracy and compliance with company policies and legal requirements.
   • Ensure that all HR forms, contracts, and employee files are organized, stored securely, and up-to-date.
   • Prepare and assist with HR reports, such as attendance reports, performance evaluations, or employee demographics.

3. Attendance and Leave Management:

   • Monitor employee attendance and maintain accurate records of vacation, sick leave, and other types of absences.
   • Assist in managing leave requests and ensuring compliance with company policies and labor laws.
   • Support the HR team with payroll preparation by tracking attendance and providing necessary data.

4. Employee Relations and Support:

   • Serve as the first point of contact for employees regarding HR queries such as benefits, payroll, or workplace policies.
   • Assist with resolving employee issues and conflicts by providing support and escalation to senior HR staff when necessary.
   • Help create a positive work environment by promoting employee engagement and company culture.

5. Training and Development Support:

   • Assist with the coordination of training programs, workshops, or onboarding activities for new hires and current employees.
   • Maintain training records, ensuring that all employees are up-to-date with necessary certifications or development programs.
   • Assist in identifying training needs based on performance evaluations and employee feedback.

6. Compliance and Policy Adherence:

   • Ensure that HR processes align with labor laws, industry regulations, and company policies, especially in the areas of employee rights and working conditions.
   • Assist in the administration of benefits such as health insurance, retirement plans, or other employee perks.
   • Support the HR team in conducting internal audits or ensuring compliance with industry standards, particularly in relation to jewellery industry regulations.

7. Employee Welfare and Health & Safety:

   • Assist with employee wellness programs or initiatives aimed at improving the work environment, such as wellness checks or safety workshops.
   • Ensure that the workplace adheres to health and safety regulations, assisting with safety training or awareness programs.
   • Support the HR team in ensuring that the jewellery manufacturing or retail environment is safe for employees, particularly when dealing with valuable materials and products.

8. HR Software and Systems:

   • Use HR management systems (HRMS) to enter and update employee data, track attendance, and assist with payroll functions.
   • Ensure data accuracy within HR software and assist with generating reports as required by senior HR staff or management.
   • Assist with data entry, employee benefits administration, and other HR-related software tasks.

9. Organizing HR Events and Activities:

   • Help organize HR-related events such as team-building activities, employee recognition programs, or company-wide meetings.
   • Assist in organizing special events such as employee appreciation days, health and safety awareness programs, or holiday parties.
   • Help create and distribute employee newsletters or internal communications to keep staff informed about company policies, events, or initiatives.

10. Assisting with Performance Management:

    • Help in tracking employee performance reviews and appraisals, ensuring that evaluations are conducted timely and appropriately.
    • Provide administrative support for performance management processes, including preparing feedback forms or maintaining performance records.
    • Assist with setting up meetings between employees and managers for performance reviews or goal-setting sessions.

Skills and Qualifications for a Junior HR Assistant in the Jewellery Industry:

1. Organizational Skills:

   • Ability to handle multiple administrative tasks, prioritize duties, and meet deadlines.
   • Strong attention to detail when managing employee records, attendance, and documentation.

2. Communication Skills:

   • Clear and effective verbal and written communication skills to interact with employees, candidates, and other stakeholders.
   • Ability to explain policies and procedures in an understandable way to employees at all levels.

3. Interpersonal Skills:

   • A people-oriented mindset, with the ability to build positive relationships with employees, candidates, and other team members.
   • Ability to maintain confidentiality, especially when dealing with sensitive employee data or issues.

4. Problem-Solving Abilities:

   • Ability to assist in resolving employee queries, complaints, or conflicts with professionalism and tact.
   • Capable of handling routine issues and escalating more complex problems to senior HR staff when necessary.

5. Time Management:

   • Excellent time management skills to handle a variety of tasks simultaneously while maintaining accuracy.
   • Ability to work under pressure and adapt to changing priorities, especially during peak periods such as recruitment drives or training sessions.

6. Knowledge of HR Processes and Laws:

   • Basic understanding of HR functions, including recruitment, payroll, employee relations, and performance management.
   • Awareness of labor laws and regulations related to employee rights, particularly in the retail and manufacturing sectors.

7. Technical Proficiency:

   • Proficiency with office software such as Microsoft Office Suite (Word, Excel, PowerPoint).
   • Familiarity with HR management systems (HRMS) and data management tools for employee record-keeping, attendance tracking, and payroll administration.

8. Attention to Detail:

   • High attention to detail to ensure that all documentation is accurate and compliant with company policies and legal requirements.
   • Ability to spot discrepancies in employee records, attendance logs, or payroll data.

9. Customer Service Orientation:

   • While not a traditional customer-facing role, a junior HR assistant should be service-oriented and help employees navigate HR-related processes smoothly.

Traits of a Successful Junior HR Assistant in the Jewellery Industry:

• Adaptability: The ability to quickly learn and adjust to the company’s HR systems, policies, and procedures, particularly in the fast-paced jewellery industry.
• Discretion and Trustworthiness: As the role deals with confidential employee information, discretion is key.
• Proactivity: A successful HR assistant anticipates the needs of the HR department and acts before issues arise.
• Detail-Oriented: Precision and accuracy in handling records and ensuring compliance with laws and policies is crucial in the jewellery industry.

Career Development and Growth:

A Junior HR Assistant in the jewellery industry has various opportunities for career growth, including:

• HR Assistant or HR Officer: With more experience, a Junior HR Assistant can move into a more senior HR role, taking on more responsibility for HR operations, employee relations, and compliance.
• HR Coordinator: Moving into a coordinator role would involve overseeing more aspects of recruitment, employee development, and performance management.
• HR Manager: With experience and further education in HR management, this role involves overseeing the entire HR department, handling strategic planning, and managing teams of HR professionals.
• Specialized HR Roles: Over time, one can specialize in areas like recruitment, employee engagement, compensation & benefits, or learning & development, depending on interest and expertise.