Scope
This SOP applies to all VAs responsible for HR tasks, including recruitment, onboarding, document management, compliance, payroll coordination, employee engagement, and performance tracking.
Definition
HRIS: Human Resource Information System, a software solution for managing HR activities and employee records.
Responsibilities
Confidentiality and Data Protection
Keep all employee information secure and confidential. Comply with GDPR and all relevant local data protection regulations.
Communication
Maintain professional, clear, and timely communication with employees, candidates, and leadership. Use designated communication platforms such as Slack and email, and escalate issues when necessary.
1. Job Posting and Sourcing
Draft or update the job description with required qualifications and responsibilities.
- Post job descriptions on approved platforms such as Indeed and LinkedIn.
- Source candidates proactively through networking, referrals, or recruitment databases.
2. Screening and Interviewing
Review resumes and applications against role criteria.
- Shortlist qualified candidates for the hiring manager’s review.
- Schedule interviews, send confirmations, and provide necessary details to candidates and interviewers.
3. Follow-Up and Documentation
Maintain updated candidate records, including resumes, interview notes, and communications.
- Notify candidates of their application status.
- Share hiring progress with the hiring manager.
4. Onboarding Process
Prepare the onboarding schedule and relevant documentation.
- Guide new hires through company policies, team introductions, and culture.
- Set up software accounts and grant access to required tools.
5. Offboarding Process
Collect resignation or termination documents.
- Revoke access to company systems and recover property.
- Conduct exit interviews and gather feedback.
6. Employee Records
Maintain digital copies of employee documents, including contracts, IDs, and certifications.
- Update records promptly when employee details change.
- Store all documents securely in designated folders.
7. Compliance
Verify that employment documents meet legal requirements.
- Prepare documents for audits or inspections.
- Track document expiration and manage renewals.
8. Timekeeping and Attendance
Collect and review attendance, timesheets, and leave requests.
- Confirm accuracy and required approvals.
- Submit data to the payroll department by deadlines.
9. Payroll Support
Provide payroll with complete employee data for processing.
- Ensure bonuses, deductions, and overtime are accurate.
- Address payroll questions from employees promptly.
10. Communication
Conduct regular check-ins with employees.
- Organize surveys or sessions to gather engagement feedback.
- Share results and recommendations with management.
11. Recognition and Rewards
Track milestones such as work anniversaries and performance achievements.
- Assist with recognition programs, awards, and bonuses.
- Document and report rewards activity to management.
12. Performance Tracking
Maintain a calendar of performance review dates.
- Notify supervisors and employees of upcoming reviews.
- Collect and organize KPI data.
13. Record Keeping
Store performance reviews, feedback, and improvement plans.
- Keep performance data confidential and secure.
- Share summaries only with authorized leadership.
14. Monthly HR Reporting
Prepare updates on recruitment, onboarding, payroll, and engagement.
- Deliver reports to management on schedule.
- Archive reports securely for record-keeping.15. Legal Compliance
Stay updated on changes to labor and employment laws.
- Update HR processes to reflect regulatory changes.
- Train team members or staff on compliance updates.