Process of Recruiting a New HR Assistant in the College - Essay Example

Effective monitoring is possible only when the information provided by different departments, is clear, relevant and continuous. The accounting department plays a crucial role in providing crucial information regarding the details of the employees and their particulars. Unless the information about the service conditions of the employees is available, there can not be any effective monitoring of their services.
The accounting department has an important role to play in the process of recruiting a new HR Assistant in the college. It needs the essential information from the new recruit about his age, qualifications, previous experience, his salary expectations and his last drawn salary statement etc. All the information relating to the newly selected HR Assistant is required to be submitted by him in the form of several forms to fulfill the requirements of the recruitment process.
The documentation process in the accounting department involves the collection of information from the newly selected HR Assistant in the following forms
1. Offer Letter
2. The latest Resume
3. Date of Birth Certificate
4. Proof of his Educational qualifications
5. Address proof
6. Previous employment’s salary particulars of his last drawn salary
7. Relieving Letter from the previous employer
8. Medical Certificate
All the above-mentioned details are essential to fulfill the norms of recruitment.
It starts with the resume of the prospective employee as it gives complete information about his age, educational qualifications, work experience, and other essential information. Though a resume provides all the required information, it is essential to have a legally valid certificate to confirm what the candidate has mentioned in the resume. So the date of birth certificate which is given by the government officials is compulsory. The certificates of his educational qualifications prove that his qualifications are real and not fake. There should be an address proof so that it is easier to communicate with the newly recruited employee. In addition to that, it also provides vital information about the place from which he comes and his nativity which is essential for the recruitment process.
The relieving letter from the previous employer is compulsory as it provides legal proof that the employee has no obligations and commitments with the previous employer. It clears the employee from the legal obligations which he enters when he joins a job.
The process of documentation not only takes the information from the newly recruited employee, but also provides authentic information about the newly recruited employee’s job and its particulars. The accounting department should provide the employee with the Appointment Order and Salary details. Generally, when a new employee is taken into the organization, the department in which the newly recruited one works looks after the process of generating the Appointment Order and Salary fixation etc. The accounting department furnishes the relevant information to the HR Department and other departments which are involved in the recruitment process. In the present scenario, the accounting department and Human Resources department work together in generating the Appointment Letter and in providing the details of the payment of the new employee.
While preparing the salary statement of the employee, the accounting department prepares the details of the salary. Based on the compensation fixed for the newly recruited employee, the salary is shown as basic pay, Dearness Allowance, House Rent Allowance and other details like contribution to Provident Fund, Gratuity, Conveyance allowances, medical expenses reimbursement, and bonus.
The salary information is prepared and presented following the Payroll Accounting system. In the system, “Separate tables are utilized for wage payments (payroll items) and deceased employee payments. The tables are organized in columns in which, for each payment, an appropriate entry has been made to indicate whether the payment is subject to tax coding subject to deductions for Federal and State taxes” (Accounting Manual 1999)
The efficiency of the organization depends on the continuous monitoring of the system of administration with proper controls and checks. The accounting department plays a vital role in providing the essential information and in recording the information regarding the functioning of an employee and how it reflects on his pay. The continuous flow of information is vital for keeping the organization dynamic. Chan and Wright have made the following observation on the importance and availability of information.