HR generalist job description template

Position Identification

1. Position Summary

The HR Generalist coordinates and executes day-to-day human resources functions for [ORGANIZATION_NAME], supporting workforce operations across [PROVINCE]. This role handles recruitment, onboarding, employee records administration, health and safety tracking, and foundational employee relations under the direction of [REPORTS_TO_TITLE]. Acting as the primary point of contact for staff inquiries, the role maintains core HR systems, coordinates payroll-related documentation, and ensures consistency in company practices. The primary outcome of this role is the delivery of compliant, responsive, and organized HR administrative workflows that support operational teams and reduce employer risk.

2. Key Responsibilities

2.1 Talent Acquisition and Recruitment (20% Time Allocation)

• Drafts, updates, and publishes job descriptions and job advertisements to designated job boards and local hiring channels.
• Screens incoming resumes, conducts initial telephone pre-screening interviews, and shortlists qualified candidates against objective role criteria.
• Schedules interview panels, prepares standardized interview guides for [REPORTS_TO_TITLE], and collates candidate evaluation scorecards.
• Conducts reference checks and coordinates pre-employment background verifications following established organizational protocols.
• Drafts standard employment offer letters and employment agreements using approved templates for authorization by [OWNER_OR_MANAGER].

2.2 Onboarding, Orientation, and Employee Lifecycle (15% Time Allocation)

• Issues new hire documentation packs, confirms receipt of signed employment agreements, and verifies identity and work authorization records.
• Coordinates new hire setup across internal systems, workstations, and safety equipment with relevant operational supervisors.
• Delivers standard orientation sessions covering company policies, workplace standards, health and safety rules, and benefit overviews.
• Monitors the completion of the [PROBATION_PERIOD] review process, sending reminder notifications and documentation to managers before milestone deadlines.
• Executes offboarding administrative tasks, including preparing departure documentation, scheduling exit interviews, and retrieving organization-issued assets.

2.3 HR Administration, Systems, and Records Management (15% Time Allocation)

• Maintains digital employee files in [HRIS_NAME], verifying that records comply with applicable personal information protection standards.
• Audits employee data across [HRIS_NAME] and [PAYROLL_SYSTEM] on a recurring monthly schedule to ensure data accuracy.
• Prepares employment verification letters, leaves of absence confirmations, and standard HR correspondence.
• Tracks mandatory training completion records, safety certifications, and professional licensing expiries across all operating staff.
• Generates monthly headcount, turnover, and attendance reports for review by [REPORTS_TO_TITLE].

2.4 Employee Relations and Policy Advisory (15% Time Allocation)

• Serves as the first-tier contact for front-line employee inquiries regarding policies, standard operating procedures, and employment standards rules.
• Advises front-line supervisors on standard disciplinary steps, attendance management processes, and performance documentation workflows.
• Gathers preliminary factual information regarding workplace conflicts, grievances, or safety concerns, escalating complex matters directly to [OWNER_OR_MANAGER].
• Assists in annual reviews and administrative updates of the employee handbook and operational workplace policies.
• Coordinates employee recognition initiatives, wellness activities, and general internal workforce communications.

2.5 Health, Safety, and Accommodation Coordination (15% Time Allocation)

• Acts as the administrative coordinator for the Joint Health and Safety Committee (JHSC) or health and safety representative, maintaining meeting minutes and inspection records.
• Logs workplace incident, injury, and near-miss reports in accordance with statutory reporting timelines in [PROVINCE].
• Assists [REPORTS_TO_TITLE] in managing return-to-work plans and documentation for occupational and non-occupational injuries or illnesses.
• Supports the administrative steps of workplace accommodation requests, collecting functional abilities information while protecting employee medical confidentiality.
• Verifies that required health and safety posters, workplace policies, and emergency contact details remain posted at [WORK_LOCATION].

2.6 Total Rewards and Benefits Administration (10% Time Allocation)

• Enrolls eligible employees into [BENEFIT_PLAN_NAME] upon completion of applicable waiting periods, processing life-event changes and terminations promptly.
• Reconciles monthly group benefit invoices against active payroll rosters to resolve enrollment discrepancies and prevent premium leakage.
• Prepares bi-weekly payroll change instructions (new hires, salary adjustments, terminations, unpaid leaves) and submits them to [PAYROLL_SYSTEM] operators.
• Responds to employee questions regarding paid time off balances, benefit coverage, statutory holidays, and leave entitlements under [PROVINCE] employment standards.

2.7 Training and Performance Coordination (10% Time Allocation)

• Schedules mandatory compliance training (e.g., WHMIS, accessibility standards, workplace violence and harassment prevention) for all active personnel.
• Tracks performance evaluation workflows, distributing appraisal templates and tracking submission compliance across supervisors.
• Coordinates logistics for internal and external professional development sessions, tracking training budget expenditures against approved departmental allocations.
• Collates training evaluation forms and summarizes feedback for continuous program improvement.

3. Qualifications & Experience

Required vs. Preferred Qualifications

4. Competencies

Role Competencies and Behavioural Indicators

5. Working Conditions & Performance Measures

5.1 Working Conditions and Physical Demands

Working Conditions and Physical Demands Assessment

5.2 Performance Measures

Key Performance Indicators and Quality Standards

5.3 Career Path Progression

• Typical Prior Roles: HR Assistant, HR Coordinator, Office Manager, Payroll & Benefits Administrator, Recruitment Coordinator.
• Typical Next Roles: Senior HR Generalist, HR Manager, People & Culture Manager, Total Rewards Specialist, Employee Relations Consultant.

6. Document Acknowledgement

This job description is an accurate summary of the primary duties, responsibilities, and qualifications of the HR Generalist role. It is not an exhaustive inventory of all tasks that may be assigned. [ORGANIZATION_NAME] reserves the right to modify job duties and responsibilities with reasonable notice to meet changing operational requirements.

Employee Acknowledgement:

I confirm that I have received, reviewed, and understand this job description.

Employee Name (Printed)

Employee Signature

Date (DD-MMM-YYYY)

Manager Approval:

Manager / Approver Name (Printed)

Manager Signature

Date (DD-MMM-YYYY)

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