HR Administration for Office Professionals

The programme

Programme overview

Every organisation needs someone to handle the practical administrative side of HR — leave records, onboarding paperwork, personnel files, and routine HR correspondence — accurately and consistently. This course builds practical HR administration skills for office professionals supporting HR functions, distinct from Ratomac strategic HR courses aimed at HR managers and business partners.

Through practical, template-based sessions using realistic HR administration scenarios and documentation, you’ll work through personnel records, leave administration, onboarding and offboarding, and HR correspondence, alongside the confidentiality and compliance basics every HR administrator needs. You’ll leave with a personal HR administration toolkit of templates and checklists ready for immediate use.

Who should attend

Who is this programme for?

This HR Administration for Office Professionals course is designed for:

• HR Administrators and HR Assistants
• Office Administrators Who Support HR Functions Alongside General Administrative Duties
• Personal Assistants Supporting HR Managers or Directors
• Anyone New to an HR Administration or HR Support Role

Learning outcomes

What you will learn

This course equips you to manage HR records, leave, onboarding, and correspondence accurately, confidentially, and in line with basic compliance requirements.

By the end of this course, you’ll be able to:

• Maintain accurate, compliant personnel files and HR records
• Apply confidentiality and data protection principles to HR record-keeping
• Manage leave administration and related record-keeping processes
• Support onboarding and offboarding processes with correct documentation
• Handle routine HR correspondence professionally and confidentially
• Understand basic HR compliance requirements relevant to day-to-day administration
• Identify when an HR administration issue needs to be escalated to a specialist
• Build a personal HR administration toolkit of templates and checklists
• Records You Can Rely On: Maintain personnel files and HR records that are accurate, compliant, and audit-ready.
• Leave Administration Without the Headaches: Manage leave processes and record-keeping that avoid common, costly pitfalls.
• Smooth Onboarding and Offboarding: Support employee transitions with documentation that’s complete and correctly filed.
• Confidentiality You Can Trust: Apply data protection and confidentiality principles specific to HR information.
• A Toolkit for the Job: Leave with templates and checklists covering the HR administration tasks you handle most.

Explore the programme

Detailed programme outline

Module 1: Foundations of HR Administration

• The role of HR administration and its relationship to the broader HR function
• Where HR administration responsibilities typically start and end
• Working effectively alongside HR managers, business partners, and specialists
• Building the accuracy and consistency habits the role depends on

Practical Exercise: Map the HR administration touchpoints across a typical employee lifecycle.

Module 2: Personnel Records and Files

• Structuring accurate, complete personnel files
• Required documentation across the employee lifecycle
• Maintaining consistency across physical and digital personnel records
• Common personnel file errors and how to avoid them

Practical Exercise: Audit a sample personnel file against a completeness and accuracy checklist.

Module 3: Confidentiality and Data Protection in HR Records

• Confidentiality principles specific to HR information
• Data protection basics relevant to personnel records
• Controlling access to sensitive HR documentation appropriately
• Handling requests for HR information correctly and securely

Practical Exercise: Classify a set of sample HR documents by confidentiality level and recommend access controls.

Module 4: Leave Administration

• Core leave administration processes and record-keeping requirements
• Tracking leave balances and entitlements accurately
• Common leave administration pitfalls and how to avoid them
• Coordinating leave administration with payroll and management

Practical Exercise: Build a leave tracking template and apply it to a sample set of leave requests.

Module 5: Onboarding and Offboarding Administration

• Structuring a complete onboarding documentation checklist
• Coordinating onboarding tasks across HR, IT, and line management
• Managing offboarding documentation and process requirements
• Avoiding common onboarding and offboarding administration gaps

Practical Exercise: Build an onboarding and offboarding documentation checklist for a sample role.

Module 6: HR Correspondence and Professional Communication

• Structuring clear, professional HR correspondence
• Handling sensitive HR communications appropriately
• Maintaining a consistent, professional tone across routine HR communication
• Tracking and following up on outstanding HR correspondence

Practical Exercise: Draft a set of professional HR correspondence templates for common scenarios.

Module 7: Basic HR Compliance for Administrators

• Core HR compliance requirements relevant to day-to-day administration
• Recognising compliance red flags in routine administrative tasks
• Knowing when to escalate an issue to a specialist or manager
• Keeping administrative practice current as HR compliance requirements evolve

Practical Exercise: Review a set of sample administrative scenarios and identify the compliance considerations in each.

Learning approach

How you will learn

Our diverse instructional approaches ensure effective learning:

– Lectures & Presentations: Engage with expert-driven, stimulating content.– Course Material: Access well-crafted supporting resources.– Group Work: Collaborate on discussions and case studies for practical insights.– Workshops & Role-Play: Participate in immersive, scenario-based activities.– Practical Application: Focus on applying theoretical knowledge in real situations.– Post-Training Support: Receive extensive support after training for skill implementation.

Discuss your requirements

Dates, duration & arrangements

Contact Ratomac to confirm dates, duration, delivery format, entry requirements and any applicable assessment or certification before booking.