Personnel Administration

The scope of personnel administration is quite wide.  It includes all activities which help the management in getting the work done by the labour force in the best manner possible to accomplish the organizational objectives.  The main objective in any organization is the optimum utilization of available resources.  Personnel administration is primarily concerned with the organization of men, therefore, the main objective may be summarized as to utilize the available human resources in a such a way so as to get the work done effectively to the maximum satisfaction of the individual worker to seek their cooperation in accomplishing the general goals of the organization.

 

The objectives of personnel administration can be classified into General objectives and specific objectives.

 

General objectives

 

1. Maximum individual development – the employer should always be careful in developing the personality of each individual.  If an act of the employer can adversely affect the personality of the individual, he should avaoid it.  Employer should establish and support such human values that may have social recognition and importance.  They should always be regarded as partners and given due importance.  The objective of Personnel administration as a bridge between the management and the employees is to keep the management apprised of positive accomplishments and warning signals in the personnel practices.  If the human assets of an organization are being misused in the process of profit maximization, it is definitely a short term achievement, because in the long run, the adverse effects felt by the work force will translate into lesser profits for the organization. 

 

2. Desirable working relationship between employer and employee – it is the major objective of personnel administration to achieve a desirable working relationship between the employer and the employees so that they may cooperate with the management.  Both of them must rely on each other.  The personnel administrator should get it realized to the top management that personnel should be given fair and equitable treatment and on the other hand, convey to the workers that they should cooperate in achieving the goals of the management.  The basic responsibility for the personnel lies with the supervisors although the administrator supplies tools such as policy, record keeping, control and advice. His objective is therefore to ensure that the line supervisor is aware of his personnel responsibilities and carries them out responsibly.  Simultaneously he should also ensure ethical conduct amongst all personnel and on the part of each supervisor towards each employee for whom he is responsible.

 

3. Specialised services – The administrator provides the tools such as record keeping, policy making, controlling and advising.  Although not directly responsible for the personnel, which lies with the line supervisor, he may examine causes for non-efficiency or non-effectiveness, suggest remedial measure, perform research into proposed personnel procedures, handle negotiations with a government agency, etc.  The basic objective here is to provide assistance to the line supervisor whilst simultaneously ensuring that the line supervisor meets his responsibilities to the personnel.

 

4. Moulding of human resources – Human beings are the most important resource and the only active factor which engages all other factors of production.  Therefore, the administrator should emphasise the effective utilization of human resources as compared to physical resources so that production and productivity is optimized.  Other factors of production will be ineffective without effective moulding of human resources.

 

Specific objectives

 

1. Selection of the right type and number of persons
2. Proper orientation and introduction of new employees to their jobs
3. Organisation of suitable training facilities
4. Provision of better working conditions and facilities.
5. Provision of sound, fair and effective wage and salary administration and incentives.
6. Good industrial relations with representative trade unions
7. Personnel research

 

 

Duties of Personnel Staff

 

In a dynamic working environment, the boundaries of any role cannot be clearly defined.  However, the duties of Personnel staff may be described as under :-

 

1.                  As a Service Provider – providing information on market statistics of personnel availability, pay rates, etc.  Interpret the complex laws and legislations.  Employment and placement programs, employee compensation programs, training and development programs, labour relations could be stated to be the duty as a service provider.  It must be noted that there will often be an overlap between the different roles that a Personnel staff may assume

 

2.                  As a facilitator – advises the supervisors on employee problems, facilitates training and development, and when performance appraisals are done.  One of the responsibilities of Personnel staff is also to ensure that other managers who undertake such activities are well equipped to do so.

 

3.                  As a consultant – to help the supervisors resolve problems due to lack of motivation, lack of training, grievances, etc.

 

4.                  As an auditor – to ensure that all members of the management perform their respective roles, to determine whether personnel policies and procedures are being administered uniformly by supervisors.