| Detail | For this role |
|---|---|
| Department | Human Resources |
| Level | Manager |
| Reports to | General Manager |
| Direct reports | Personnel Officer, Admin Executive, Time Office Executive |
| Experience | 8 to 12 years in personnel, HR and administration roles, preferably in manufacturing or a hospital |
Personnel and Administration Manager job description template
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Job title: Personnel and Administration Manager
Department: Human Resources
Reports to: General Manager
Location: [City], [office, branch or site]
About the role
A Personnel and Administration Manager, often called Manager P&A, looks after both people and premises in a factory, hospital or traditional mid-sized company. On the personnel side the role handles hiring, attendance, wage inputs, statutory compliance, discipline and welfare. On the administration side it runs security, housekeeping, canteen, transport, guest house and office services. It usually reports to the General Manager or Plant Head. A good P&A manager keeps both the muster and the facilities in order every day.
Key responsibilities
- Recruit workers, staff and trainees for the unit, complete joining formalities and issue appointment letters to every employee.
- Supervise the time office for attendance, leave, overtime and shift records, and approve monthly wage and salary inputs.
- Maintain compliance and registers for PF, ESI, contract labour and establishment rules, and handle inspections by the authorities.
- Handle discipline, warnings and domestic inquiries under the standing orders, and keep personnel files complete.
- Manage security arrangements, gate passes, visitor control and material movement records with the security agency.
- Run housekeeping, canteen, drinking water, restrooms and other welfare facilities, and check vendor performance every month.
- Arrange employee transport, company vehicles, guest house bookings and travel for staff and visitors.
- Look after office administration, including stationery, telephones, courier, equipment maintenance and utility bills.
- Renew establishment licences and registrations, such as the factory licence, trade licence and fire NOC, before they expire.
- Control the personnel and administration budget, negotiate with vendors and verify bills before payment.
Requirements
- MSW, MPM or MBA in HR, or a graduate with a diploma in personnel management and labour welfare
- Knowledge of PF, ESI, contract labour and factory rules
- A diploma in labour laws is an advantage
- 8 to 12 years in personnel, HR and administration roles, preferably in manufacturing or a hospital
KRAs and KPIs for a Personnel and Administration Manager
Key result areas for the appraisal form, each with a KPI you can measure every month or quarter.
| Key result area | How to measure it |
|---|---|
| Manpower availability | Sanctioned worker and staff positions filled within 30 days of a vacancy |
| Wage input accuracy | Attendance and overtime inputs submitted by the cut-off date with no later corrections |
| Inspection outcomes | Zero adverse findings in labour, factory or ESI inspections during the year |
| Licence renewals | Every licence and registration renewed before its expiry date |
| Facility services | Canteen, housekeeping and transport complaints closed within 3 working days |
| Admin cost | Administration spend within the approved monthly budget |
Skills and tools
Tools used day to day: HRMS, Biometric attendance system, MS Excel, EPFO and ESIC portals, CCTV and visitor management system.
Reporting line and career path
Next roles: Plant HR Manager, General Manager Administration, HR Manager
Interview questions for a Personnel and Administration Manager
- The canteen contractor keeps failing hygiene checks. What steps would you take?
- A labour inspector may visit tomorrow. Which records do you check today?
- How do you control material leaving the gate without slowing down dispatch?
- A worker has been absent for 10 days without information. What is your process?
- Which licences does a unit like ours have to renew, and how do you keep track of them?
- How do you balance personnel work and admin firefighting on the same day?
Managing a Personnel and Administration Manager in ZeniaHR
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What does a personnel and administration manager do?
A personnel and administration manager handles both HR and facility work for a unit. On the personnel side that means hiring, attendance, wage inputs, compliance, discipline and welfare. On the administration side it means security, canteen, housekeeping, transport, guest house, licences and office services.
What is the difference between an HR manager and a personnel and administration manager?
An HR manager focuses on people processes such as hiring, performance, policies and employee relations. A personnel and administration manager also runs the premises: security, canteen, transport, housekeeping and licences. The P&A title is common in factories, hospitals and older companies where one manager looks after both.
What does P&A stand for in a company?
P&A stands for personnel and administration. It is the name of the department, or the manager's title, in companies where HR and general administration are combined. The P&A department typically covers the time office, statutory compliance, welfare, security, canteen, transport and office services.