Human resources department management system template collection

Chapter 2 Daily Management (1)
Day-to-day management job responsibilities and qualifications of Human Resources Department
The daily work of the human resources department is mainly reflected in the two positions of the daily supervisor and the commissioner. Before starting work, the supervisor and commissioner must first be clear about the department and their job responsibilities. Only in this way can they do their job well and avoid occurrences Low level mistake.

Human resources day-to-day supervisor job responsibilities
The direct superior of the daily supervisor of human resources is the human resources manager, and the direct subordinate is the daily human resources specialist.Its job responsibilities are as follows.

Responsibility 1: Preliminary drafting and preparation of the department's plan and annual budget, statistical analysis of employee dynamic data, investigation and analysis of employee needs.

Responsibility 2: Expand internal communication channels for employees, resolve and deal with employee accidents.

Responsibility 3: Prepare recruitment materials, conduct preliminary selection and testing of candidates, and be responsible for contract signing, assessment and deployment of new employees.

Responsibility 4: Responsible for explaining and explaining incentive policies and providing employees with benefits and legal advice.

Responsibility 5: Organize, classify, and manage employee files, and be responsible for filling in and archiving forms such as daily reports and monthly reports.

Responsibility 6: Responsible for the collection and archiving of human resource decisions and decisions.

Human resources day-to-day supervisor qualifications
Human resources day-to-day supervisors must meet the following qualifications.

Condition 1: Bachelor degree or above in law or management.

Condition 2: Have more than two years of management experience in human resources related positions in well-known enterprises or foreign-funded enterprises.

Condition 3: Familiar with the management and organization of employee relations and development and have relevant practical experience.

Condition 4: Familiar with national labor and personnel policies, labor laws and regulations, and the implementation elements of labor contracts, as well as various management regulations on social insurance coordination.

Condition 5: Have a strong sense of responsibility, work order and planning, and think carefully.

Condition 6: Possess good written and oral expression skills, and strong resistance to pressure.

Human resources daily management specialist job responsibilities
The direct superior of the human resources daily management specialist is the human resources supervisor, and there is no subordinate. His job responsibilities include the following points.

Responsibility 1: Responsible for reviewing the certificates and background of the recruits, and handling the entry procedures for new recruits.

Responsibility 2: Responsible for signing labor contracts and agreements on training, confidentiality, and non-competition with new employees.

Responsibility 3: Receive and handle employee complaints, and track the results of various employee disputes.

Responsibility 4: Provide relevant suggestions on employee incentives, rewards and punishments, and be responsible for their implementation.

Responsibility 5: Send and receive resignation notices and organize resignation interviews, be responsible for issuing resignation certificates, reviewing and supervising resignation handover.

Responsibility 6: Coordinate and deal with labor relations and industrial accidents.

Responsibility 7: Complete other tasks assigned by superiors.

Qualifications for Human Resources Daily Management Specialist
Human resources daily management specialist must meet the following qualifications.

Condition 1: Possess a bachelor's degree or above in law or management.

Condition 2: Familiar with labor laws and regulations.

Condition 3: Strong sense of responsibility and careful thinking.

Condition 4: Possess strong work organization and planning.

Condition 5: Good written and oral communication skills.

Condition 6: Patience, seriousness, and strong stress resistance.

The job responsibilities and qualifications of the daily human resources supervisor and daily specialist are described clearly in the above content, and each enterprise can make appropriate adjustments according to its own actual situation to make the daily work of the human resources of the enterprise smoother and more reasonable.

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Integrated management
In order to standardize the work of human resource management, the enterprise first needs to institutionalize the management work.Therefore, the human resource management department needs to formulate comprehensive management systems, processes and management forms related to the department.

There are many contents of the comprehensive management system, here we only list the human resource management system, personnel management system and annual leave management system.The human resource management system and the personnel management system comprehensively stipulate the various requirements of the enterprise's human resource management.The annual leave management system stipulates the conditions for employees to take annual leave and how to go through the leave procedures.

The integrated management process is a reference step for the human resources department to work in the daily management process.

There are many forms required for comprehensive management work. Here we only list the commonly used and practical parts. Enterprises can modify or redesign according to their actual needs.

Comprehensive management system
Human Resource Management System
The human resource management system is the most basic management system of an enterprise. The human resource management system of XX company is listed below for readers' reference.

×× company human resources management system
Executive department file number
Date Approved by Approver
General
Article [-] This system is specially formulated in accordance with the relevant laws and regulations of the country and in combination with the actual situation of the company.

Article [-] The procedures and policies in this system are applicable to all employees.

Staffing Management
Article [-] The human resources department, on the basis of a comprehensive understanding of the company's work tasks of the year, the work content and work intensity of each post, proposes the company's annual post preparation budget plan and submits it to the general manager for approval.

Article [-]. While ensuring the needs of personnel such as production and operation, an annual job budget should be carried out, so as to eliminate the phenomena of more than one post and overstaffing.

Article [-] The Human Resources Department will prepare corresponding talent reserves according to the forecast of the company's annual personnel requirements.

Article [-] The human resources department shall formulate the corresponding management organization table according to the specific conditions of the company, and use it as the basic information of human resources management in this year.

Article [-] The company's job responsibilities are formulated by the Human Resources Department, and each department needs to give clear requirements for the job responsibilities, personnel quality and qualifications of the personnel in the department, for the reference of the Human Resources Department.

Article [-] The company's annual personnel budget must be approved by the general manager's office meeting before it can take effect.

recruitment
Article [-] The recruitment of personnel for each position of the company is under the unified responsibility of the Human Resources Department, and other departments or individuals cannot recruit employees without authorization.

Article [-] When there is a need for personnel in various departments due to job vacancies, the manager of the employing department should submit the "Employee Demand Form" in writing. In addition to clearly filling in the vacant positions and the necessary conditions for the required personnel, the form should also include Attach the specific job description of the position, and only after the approval of the general manager can it be transferred to the Human Resources Department for recruitment.

No.11 The personnel demand of the department belongs to the new establishment, and the recruitment can only be carried out after the confirmation of the manager of the human resources department and the approval of the general manager.

No.12 ways and means of recruitment.

(1) News media (such as websites, newspapers, TV, magazines, etc.).

(2) On-site job fair.

(3) Campus job fairs.

(4) Talent intermediary service agencies (such as talent exchange centers, employment agencies, headhunting companies, etc.).

(5) Recommended by employees within the company.

(6) Internal competition within the company.

No.13 After preliminary screening of the resumes of all applicants, the Human Resources Department arranges qualified employees to
(Continued)
Interview, preliminary test (written test) and re-test.

(1) The initial interviewer will be selected after coordination by the Human Resources Department.During the interview process, the interviewer records the comprehensive inspection results of the applicant's resume authenticity, basic quality and business ability on the "Interview Evaluation Form".

(2) After passing the interview and preliminary test (written test), the applicant will be further arranged for a retest.

(3) Candidates who pass the re-examination will be notified by the Human Resources Department to go to the hospital designated by the company for a physical examination. Those who pass the physical examination will be formally hired by the company.

Article No.14 After the employee is confirmed to be employed, the Human Resources Department must conduct a background investigation on him. All personnel who conceal, falsely report personal experience and information, or have illegal and criminal records or have serious violations of discipline in previous work will not be hired. Those who are hired must terminate their labor relationship immediately.

Recruitment
No.15 All employees must be hired after obtaining written confirmation from the department manager and human resources manager.

Article No.16 All recruited new employees must provide the following information to the Human Resources Department within one month after entry:
(1) "Employee Information Registration Form" (to be filled out by the company).

(2) Two recent color one-inch full-face photos without hat.

(3) A personal resume.

(4) ID card (the original is for review, and the copy is kept).

(5) Academic certificate (the original is for review, and the copy is kept).

(6) Resignation certificate from the former unit.

(7) Other relevant certificates and certificates required for entry procedures.

(8) Those who are engaged in special positions stipulated by the state also need to provide corresponding technical qualification certificates.

Article No.17 The Human Resources Department is responsible for organizing the recruited personnel to sign labor contracts with the company.

Article No.18 After signing the labor contract, the Human Resources Department is responsible for paying medical insurance, social insurance and housing provident fund for the employees in accordance with the relevant national and provincial laws and regulations.

Labor contract management
Article No.19 determines the term of the labor contract:

(1) Newly signed employees: 1 year for ordinary employees; 3 years for supervisors and above.

(2) Renewal of employees: 1 year for ordinary employees; 3 years for employees above supervisory level.

No.20 Renewal of the labor contract:

(1) The Human Resources Department should send the "Labor Contract Renewal Approval Form" to the employee's department manager two months before the expiration of the employee's labor contract to find out whether he will renew the contract with the employee and determine the time limit for the renewal of the labor contract .

(2) If the department manager decides not to renew the labor contract with the employee, it should be determined within one month before the employee's labor contract expires.

No.20 Article Human Resources Department is responsible for organizing pre-job training for employees, and other departments should cooperate with it.

No.20 Article [-] The training related to the knowledge and skills related to the employee's personal position shall be arranged by the employing department itself.

(Continued)
Employee probation period management

No.20 Three probationary periods: The probationary period for newly recruited employees should be at least one month and not more than six months.

contract period trial period

No trial period within 3 months
3 months - 1 year ≤ 1 month
1-3 years ≤ 2 months
3 years and above ≤ 6 months
No.20 Four Articles Two weeks before the expiration of the new employee’s probationary period, the human resources department shall notify the employing department to evaluate the new employee’s probationary period; after the employee’s probationary period expires, the employee shall submit a work summary of the probationary period.

No.20 Article [-] The employee shall submit the application for becoming a full-time employee, and the supervisor or manager shall provide comments and report to the general manager for approval.After evaluation, those who meet the qualifications will be notified by the general manager to the Human Resources Department to issue a "Notice of Regularization" to the employees.

No.20 Article [-] If an employee during the probationary period is not approved to become a full-time employee, the Human Resources Department will follow the opinions of his department to extend the probationary period of the employee or directly terminate the labor relationship with him.

No.20 Article [-] Regardless of whether a new employee passes the probationary period or not, the employing department is obliged to notify the human resources department one week before the end of the probationary period, so that the human resources department can handle relevant procedures for the employee.

job change
No.20 Internal transfer of eight departments.

If the department needs to adjust the position of employees, the department manager should fill in the "Employee Position Change Form", and submit the form to the Human Resources Department for filing after being signed and approved by the general manager.

No.20 nine cross-departmental transfers.

When an employee is transferred from the department, the manager of the department should fill in the "Employee Position Change Form", which will be signed and confirmed by the manager of the transferred department, and then submitted to the manager of the human resources department and the general manager for approval.

No.30 If an employee's job title changes, the Human Resources Department must issue a company-wide announcement.

No.30 is a promotion.

Employee performance is the main basis for promotion.Potential and outstanding employees are recommended by their direct supervisors or department managers.

No.30 Two job promotion procedures:
(1) The functional department submits the "Employee Status Change Form" to the Human Resources Department, and states the reasons for promotion.

(2) The Human Resources Department submits the audit opinion and submits it to the company leaders for approval.

(3) After being approved by the general manager, the Human Resources Department is responsible for issuing the appointment notice.

No.30 Three Articles When an employee’s position or responsibility changes, the direct leader must re-draw the job description within one week of the change, and it will be archived by the Human Resources Department after being signed and confirmed by the upper-level manager.

No.30 Article [-] Documents for change of position or position shall be stored in the employee's personal file, and the labor contract may be changed accordingly if necessary.

Resignation
No.30 five employees voluntarily resigned.

According to the provisions of the labor contract, the employee proposes to terminate the labor contract with the company before the labor contract expires.

No.30 six employee voluntary resignation procedures:
(1) The employee himself submits a "resignation report" to the leader of the department he belongs to.

(2) Notify the Human Resources Department after the department manager and general manager sign and approve.

(3) The Human Resources Department is responsible for distributing the "Employee Resignation List" to employees.

(4) Resigned employees need to go through the resignation procedures with the "Employee Resignation List", and must return all the company's belongings and arrears in full (for example, those who live in the company's dormitory must move out before resignation).

(5) After the approval of the department manager, the Human Resources Department will settle the salary and other expenses for the resigned personnel according to the "Employee Resignation List".

No.30 seven passive resignation (dismissal or termination of labor contract by the company).

Non-employee's subjective desire to be dismissed or terminated by the company, the reasons generally include illness, violation of discipline, casualty or other reasons stipulated in the labor contract.

The Human Resources Department is responsible for properly handling the relevant matters when employees leave the company passively, and in strict accordance with the relevant regulations of the state and the company to handle all procedures for employees to terminate labor relations in a timely manner.

No.30 eight resignation procedures:
(1) The manager of the department to which the employee belongs fills out the "Approval Form for Termination of Labor Contract", which is signed and approved by the general manager, and then submitted to the Human Resources Department for review and then sends the "Employee Resignation Notice" to the employee.

(2) The employee whose labor contract has been terminated must complete the "Employee Resignation List" when resigning. The resignation procedure is the same as that of "resignation".

No.30 Article [-] After approval by the general manager, the company terminates the labor contract with the passively resigned employees by means of compensation.

Article No.40 The Human Resources Department handles the relevant procedures for the transfer of labor relations for resigned employees within the specified time according to the "Labor Contract Law".

No.40 An employee's personal file shall be kept for at least two years after his or her resignation.

retirement

No.40 Article [-] At the beginning of each year, the human resources department must provide the list of retirees at the age of that year to the leaders of their departments so that they can arrange replacements.

No.40 Three Human Resources Departments are responsible for notifying employees one month before they reach retirement age.

No.40 The retirement procedures of the four employees are handled by the Human Resources Department.

No.40 five retired employees re-employment:
(1) When the employing department needs to retain or hire retirees due to special circumstances, it must explain the reasons for re-employment in writing to the Human Resources Department, and it can only be re-employed after approval by the general manager.

(Continued)
(2) After re-employment, the retirees of the company will no longer count their length of service and enjoy the original wages, but they can be subsidized in accordance with the original re-employment; for retirees who are re-employed from other units, the employing department should propose their re-employment to the Human Resources Department Remuneration can only be implemented after approval by the general manager.

by-laws
No.40 Article [-] This system will take effect from ×year×month×day, and the Human Resources Department is responsible for interpretation and revision.

No.40 Article [-] This system will be revised and supplemented in a timely manner in accordance with relevant national policies.

Annual Leave Management Regulations

In order to protect the physical and mental health of employees and safeguard the vital interests of employees, the company has formulated the "Regulations on the Administration of Annual Leave", which clearly stipulates the conditions related to employees' annual leave.

×× company annual leave management regulations

Executive department file number
Date Approved by Approver
(1) In order to protect the physical and mental health of employees and safeguard the vital interests of employees, employees who meet the leave conditions must take leave during the year.

(2) The employees of the company who have worked continuously for one year can enjoy paid annual leave from the second year onwards.

（3）年假天数：员工累计工作期在1年到10年间的，年休假为5天；10年到20年间的，年休假为10天；20年以上的，年休假为15天。

(4) The annual leave does not include national statutory holidays and rest days.

(5) All employees shall calculate their annual leave according to the year of their labor contract, and the paid annual leave must be taken before the next year.

(6) Those who have worked in the unit for more than 12 months but left within a contract year, shall enjoy the annual leave of the year in proportion.

(7) Annual leave Employees need to submit a written application, which can only be taken after approval by the company. Employees who fail to submit an application within the year are deemed to have given up voluntarily, and the annual leave that has not been taken will not be converted into annual leave wages and paid to employees.

(8) The annual leave can also be arranged by the company as a whole: employees must obey the leave arranged by the company according to the work situation. Employees who disagree with the company's vacation arrangement will be deemed to have given up the leave voluntarily. The untaken annual leave will not be converted into annual leave. staff.

(9) The heads of each department are responsible for arranging corresponding vacations for their subordinates according to the specific conditions of their work.

(10) If the employee does not take the annual leave before resignation, if he does not apply for leave before resignation, it will be deemed that he has voluntarily given up the unapplied annual leave.

(11) The number of days of annual leave in the year = the number of days the employee should take annual leave - the number of days of vacation arranged by the company in the year - the number of days taken.

(12) When employees take vacations, they shall first take the holidays stipulated by the state, and then take the vacations stipulated by the company.

(Continued)
(13) Employees who are under any of the following circumstances will not be entitled to enjoy the annual leave of the contract year:
① The number of winter and summer vacation days enjoyed by employees according to law is more than the number of annual vacation days.

② The employee's personal leave accumulatively exceeds 20 days and wages are not deducted according to regulations.

③ For employees whose cumulative working period is between 1 year and 10 years, the accumulated sick leave is more than 2 months.

④ Employees with an accumulative working period of 10 to 20 years have accumulative sick leave of more than 3 months.

⑤Employees who have worked for more than 20 years and have accumulated sick leave of more than 4 months.

(14) After being discussed and approved by the general manager's office meeting, these regulations will come into effect on the date of promulgation.

Personnel Management System
The following is the "Personnel Management System" of XX Company, which stipulates in detail the requirements for the appointment, service, business trip, treatment, promotion, and assessment of enterprise personnel.Enterprises can make corresponding modifications according to their own conditions.

×× company personnel management system
Executive department file number
(End of this chapter)