How to write an HR assistant job description: A 6-step guide

Human resources are crucial for maintaining employee relations, labor law compliance, and good company culture.

However, many HR assistant candidates lack legal knowledge, administrative skills, an understanding of HR technologies, or soft skills like communication and empathy. 

This skill gap and the inability to craft a good HR assistant job description often lead to a lengthy hiring process filled with unsuitable candidates and frustration.

To help you address these issues, we explain the crucial HR assistant skills, provide actionable steps to write a suitable job description, and offer a human resources assistant job description template.

What is an HR assistant?

An HR assistant is a key support role in the human resources department that handles administrative tasks like recruitment assistance, maintaining employee records, managing payroll, and providing clerical support to ensure smooth HR operations.

HR assistant duties and responsibilities vary based on the company’s needs. However, human resources assistants need to cover three main areas of work:

• Employee support: Provide day-to-day administrative support for existing and new employees by listening to their concerns and offering solutions. 

• Recruiting logistics: Help the hiring process by handling small repetitive tasks like contacting candidates and following up with them, scheduling interviews, maintaining and organizing human resources files and records, and coordinating employee orientation and onboarding for new hires.

• Benefits regulation: Manage employee benefits, such as processing enrollments, terminations, and health benefits. HR assistants communicate with external benefit providers and ensure reporting and fees follow government regulations.

12 key skills to look for human resources assistant 

Hiring managers sometimes struggle to identify the most important skills to successfully tackle HR assistant duties and responsibilities. 

In this section, we explore the essential hard and soft skills that set apart top-performing HR generalists.

Hard skills for HR assistants

Although human resources primarily lean toward soft skills, an HR assistant needs to master these hard skills.

Soft skills for HR assistants

Soft skills are an important component of any position, but this is particularly true for roles in HR because they require a lot of communication with other team members.

Here are the essential soft skills to look for in human resources assistant candidates:

If you’re interested in testing HR assistant skills with TestGorilla’s talent assessments, book a live demo to learn how.

How to write an effective human resources assistant job description: 6 key steps

Writing a great HR assistant job description is crucial for attracting candidates. 

In this section, we cover the best practices for outlining the role and the human resources assistant responsibilities and attracting job applicants.

1. Clearly define the role

You should start with a brief overview of human resource assistant duties, skills, and goals to set expectations for applicants about the daily tasks and the level of organization and reliability required.

2. Explain HR assistant duties and responsibilities

List all human resource assistant duties, like maintaining HR records, supporting recruitment processes, and assisting in payroll.

It’s important to list all human resources assistant responsibilities to ensure transparency and help candidates assess the scope of the role to see if they’re a good fit.

3. Outline the necessary skills and role requirements

Focus on the core competencies and skills crucial for the HR assistant job role. Remember that practical abilities are usually more important than formal education or experience. 

That’s why we suggest you focus on listing hard and soft skills. 

For example, you should explain you are looking for candidates who understand HR practices, can use HR technology, have the necessary soft skills, and are familiar with legal HR frameworks. 

5. Describe your company’s culture

Having the right human resources assistant skills doesn’t necessarily mean that a candidate is going to be a good employee. That’s why you need to evaluate their cultural add.

Briefly describe your business and what makes it a unique workplace to attract candidates who align with your organizational values and culture.

6. Mention the salary range

Listing the salary range is an important practice to attract candidates. More than 80% of Gen Zers are less likely to apply for a role if the description doesn’t display the salary.

Being upfront about compensation sends a clear message that your company is transparent and respects the time and expectations of job seekers.

Human resources assistant job description template

Here is an HR assistant job description template you can use when hiring your next human resources admin assistant. Make sure you include the job title and other relevant details.

[YOUR COMPANY’S NAME] is looking to hire a human resources assistant with outstanding administrative and communication skills. 

What is your role as an HR assistant? 

Our next HR assistant performs administrative tasks in an organized and efficient manner and supports the daily operations of the human resources department. You must be reliable and organized. 

We are looking for people who can follow instructions and prioritize tasks efficiently.

HR assistant job responsibilities

As [YOUR COMPANY’S NAME] human resources assistant, you deal with the daily administrative services required to support and maintain the operations of our human resources department.

They include:

• Organizing, maintaining, and updating human resources files and records

• Answering HR-related internal and external requests and inquiries

• Assisting with the recruitment process by sourcing candidates, performing background and reference checks, scheduling interviews, and issuing contracts

• Performing routine audits of HR files and documentation to ensure they are filed and stored correctly

• Making sure HR records and procedures comply with legal regulations and company policies

• Supporting payroll functions such as processing, fixing errors, and making sure paycheck distribution is timely

• Creating and submitting regular reports on general HR activities

• Performing or assisting with new hire orientation

• Coordinating with external benefit providers and vendors such as health, disability, or retirement plan providers on behalf of your organization

• Completing termination paperwork and assisting with exit interviews

HR assistant job qualifications and requirements

Our requirements for an HR assistant are: 

• Strong understanding of HR functions and best practices

• Computer literacy and experience working with Microsoft Office and HR-related business and organizational tools

• Basic knowledge of labor law and employment equity regulations

• Excellent communication skills

• Ability to prioritize tasks and meet deadlines

• Well-developed problem-solving and organizational skills

Nice-to-haves:

• Bachelor’s degree or associate’s degree in human resources, business, or management

• Prior related office experience

About [Your Company’s Name] culture

Our company cultivates a culture of inclusivity, innovation, and growth. 

We share a mission of [briefly describe mission or core values], creating an environment where every member is empowered to contribute and excel.

We support our employees’ professional and personal development and offer a workplace that encourages creativity and collaboration.

Salary range and benefits

We use transparency and fairness in all operations, including recruitment. For the HR assistant position, we offer a competitive salary range of [$48,000 to $55,000], depending on skills.

Our comprehensive benefits package includes [list all benefits].

3 things to avoid when writing a job description for an HR assistant 

Here are common mistakes you need to avoid to make your job listing stand out and ensure it resonates with the right talent.

1. Complex language 

Using too much industry-specific jargon or complex language can alienate potential candidates who are intimidated by overly technical terms even though they are a perfect fit. That’s why you must keep the language simple to welcome a broader range of qualified applicants.

2. Vague job descriptions

Vague descriptions of HR assistant responsibilities and requirements can lead to a flood of unqualified applicants. 

Being specific helps potential candidates understand what you expect of them. That way, they can self-select based on their fit for the role, saving time for both parties.

3. Not mentioning the company culture

Not mentioning your company’s culture and values can attract candidates who aren’t a good cultural add. On the other hand, describing your organization’s culture attracts like-minded individuals who can thrive in your work environment and contribute to your company’s success. 

Almost half (45%) of job-seekers use company culture to decide whether to apply for a job.

Next steps: Attracting and assessing HR assistants

You can always use Indeed and Monster to attract applicants, but we recommend trying job postings on more specific recruitment channels. For example, you can reach more than 170,000 job seekers on SHRM HR Jobs, a platform designed for HR professionals.

You can also try LinkedIn. This professional social media network helps you source qualified professionals and provides access to networks and communities that significantly broaden your candidate pool.

You should focus on skills-based hiring using talent assessments to assess HR assistants. After skill-testing your candidates, you can use HR assistant interview questions to select your next hire.

Skills tests help you identify candidates with the right skill set for a human resources assistant. Using talent assessments has several benefits:

• Less time spent on unqualified candidates: Reading every resume thoroughly is time-consuming. Talent assessments streamline your screening process and filter out candidates who lack human resources assistant skills.

• Improved time to hire: Skills tests help you speed up hiring by ranking your candidates by skill levels. 

• Better candidate engagement: Candidates who receive a fair opportunity to get the job are motivated to show their skills, knowing that’s the only thing you judge them for.

• Hiring top candidates: Skills-based hiring provides a data-driven approach that helps you assess present skills, predicting job performance better than experience.

TestGorilla offers more than 400 different talent assessments to test your potential HR assistants’ soft and hard skills.

But don’t worry about having to spend ages finding the right tests; here are our nine top skills test recommendations for human resources assistants.

Assess HR skills

The HR Fundamentals test helps you evaluate candidates’ understanding of core HR functions and their ability to implement effective policies and strategies.

If you’re interested in more sample questions, jump to the HR Fundamentals test preview.

Evaluate computer skills

The Computer Literacy (PC) test helps you assess basic technical skills and familiarity with common computer operations.

If you use Apple devices, you should use our Computer literacy test (Mac) instead.

Evaluate communication skills

Our Communication test measures proficiency in written and verbal communication, which are crucial for daily HR tasks.

Evaluate financial skills

You can use the Financial Math test to determine whether your candidates’ can make decisions aligned with your financial objectives.

Determine legal understanding

The Legal Research and Writing (US) test can help you assess the candidate’s ability to navigate legal documents and ensure compliance with relevant laws.

Assess how a candidate manages time

Our Time Management test helps identify people who excel at prioritizing tasks and managing their time efficiently using questions like the one below.

Assess problem-solving skills

The Problem Solving test evaluates analytical skills and a candidate’s capacity to solve complex challenges with questions like these:

For more problem solving questions, check out our Problem Solving test preview.

Evaluate attention to detail

The Attention to Detail (textual) test helps you measure the ability to analyze complex information without missing critical details.

Determine culture add

Our Culture Add test assesses how a candidate’s values and behaviors align with your organization's values. It also looks for behaviors that signal that an applicant is your ideal hire for a specific role, based on a customized survey you fill out when setting up this test.

Hire the best HR assistants with TestGorilla

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Find, evaluate, and hire the best HR assistants with TestGorilla

When hiring a human resources assistant, it’s important to identify crucial skills, create a precise human resources assistant job description, and use the right channels to attract the best candidates.

TestGorilla’s talent assessments help identify candidates with the right skills who align with your company’s culture. 

Book a live demo or a product tour to learn how to use talent assessments to improve your hiring process.

Ready to step up your hiring process and select the top HR assistant candidates? Sign up for our free forever plan to start making smarter, more effective hiring decisions.

HR assistant FAQs

Still have questions about HR assistants? Find your answers below.

What are the skills of an HR assistant?

• Understanding of key HR processes and systems

• Financial literacy and math skills

• Computer literacy

• Technological proficiency with HRIS and other HR tools

• Legal research and compliance understanding

• Administrative and clerical competencies

• Effective communication

• Organizational abilities

• Time management

• Problem-solving skills

• Attention to detail

• Teamwork and collaboration

• Analytical skills for data-driven decision-making

What are the traits of a good HR Assistant?

• Strong interpersonal skills

• Empathy for the problems of their co-workers

• Ability to handle confidential employee information discreetly

• Adaptability to challenging situations

• Flexibility in their work approach

• Capacity to manage multiple tasks simultaneously

• Great attention to detail

• Excellent written and verbal communication skills

• Capability to function well within a team environment

What is the average salary of an HR assistant?

According to Glassdoor, the median salary for an HR assistant job role in the US is $51,060 per year. The estimated additional pay is $2,716 annually, mostly from bonuses. Remember that these figures fluctuate based on geographical location, skills, and the specific demands of the role.

What is the difference between HR staff and HR assistants?

In human resource management, HR staff involves a range of roles within the human resources department, including an HR manager, specialists, and coordinators.The HR assistant is an entry-level position focused on supporting the needs of the HR department. Their tasks often involve administrative duties, such as managing records, assisting with recruitment, and supporting HR initiatives.

What is the next position after HR assistant?

After gaining experience as an HR or administrative assistant and obtaining an HR certification, the next step in the career ladder often leads to positions such as HR coordinator or HR specialist. These roles involve more responsibility, including overseeing specific HR functions like recruitment, training sessions, or employee relations, and require a deeper understanding of HR policies and practices.