Hire an HR and payroll executive in Surat

When does a growing Surat business need an HR and payroll person?

In a small business the owner does the people work without calling it HR. That works for a while. It stops working when the owner spends more time on staff paperwork than on customers, orders or production. A factory, a trading firm, a chain of shops or a clinic group usually reaches this point when the team grows past the people the owner knows by name.

These are the usual signs.

• Attendance sits in a notebook, in WhatsApp messages or in the owner's head, and counting the days at month end takes hours.
• Leave, late arrivals and half days are argued about because nobody wrote them down on the day.
• The payroll inputs (the days worked, leave, extra hours and advances that pay is worked out from) reach the person who works out pay late, and every month somebody has to be chased.
• New people start without a proper file, and nobody can quickly say when a person joined or what was agreed with them.
• When someone leaves, the handover and the return of company items depend on memory.
• Hiring takes the owner's evenings, because every reply and interview is arranged by the owner.

Which HR title do you need?

These titles are used loosely in Surat, and the same job can have a different title in each firm. Do not hire by title. Decide the work first, then pick the word that fits. The table gives a plain meaning for each.

Many growing firms need an HR executive who also prepares the payroll inputs and helps with recruitment. If that is you, say so in the post. Otherwise people who have done only recruiting, or only payroll, will apply and be disappointed.

What an HR and payroll executive does day to day

The work is quiet and detailed. In a good month nothing is missing and nobody notices the person doing it. These are the usual tasks.

• Attendance and leave: keeps the daily record, notes leave and late arrivals, and closes the month's count so that nobody argues about days.
• Joining paperwork: collects the documents you decide to ask for, prepares the joining papers for your approval, and opens a file for each new person.
• Employee files: keeps each person's papers and every change you approve, such as role, address or contact details, in one safe and tidy place.
• Exit paperwork: records the notice, takes back company items and keeps the handover list.
• Monthly payroll inputs: prepares a clean sheet for the accountant or a senior person to check and the owner to approve. The executive does not decide pay.
• Records and filings your chartered accountant asks for: gets the staff details together on time and answers the accountant's questions.
• Hiring help: takes the job from the owner, collects replies, books interviews and keeps a simple tracker of who is at which step.
• First contact for staff: answers routine questions about leave, attendance and papers, and passes real problems to the owner the same day.

Decide these things before you post

Many problems later start with a post that left these points open. Settle them first, with your partners or your chartered accountant if needed.

• Number of staff: how many people will this person look after today, and how many in a year? Put the rough number in the post.
• Software or Excel: do you use payroll software, Tally or Excel sheets? Candidates are often more comfortable in one of them, so name it.
• Who approves salary: the owner or a partner. The executive prepares, the accountant or a senior person checks, and the owner approves. Write it down.
• Confidentiality: this person will see everyone's pay and personal papers. Decide what they see on the first day and what only later, and ask them to agree in writing to keep it private.
• Hours: attendance counting and payroll inputs have fixed days each month. Say which days are busy and whether early or late work is needed then.
• Hiring: is hiring part of the job from the start, or only later? If it is, say how often you hire.
• Who this person reports to, and who covers when they are on leave.

How to write an HR and payroll job post that gets useful replies

Put the work in plain words, in the order of the month. A line such as "daily attendance and leave records, joining and exit papers, monthly payroll inputs for owner and accountant, setting up interviews" tells a candidate what the job is. A line such as "HR work" tells them nothing.

Add the staff strength, the software, the hours and the area of the office. Say that the job handles private staff and pay information and that a short practical test is part of the interview. Candidates who are not comfortable with either will drop out early, which saves time on both sides.

Ask applicants to reply with their name, their experience, the software they have used, the staff strength they handled last and the pay they expect. The templates below follow this order. Fill the blanks and paste the result into your WhatsApp groups.

How iRecrut helps you find an HR and payroll executive in Surat

The How it works page walks through the steps. For this role, write the area, the work and the years in your message, for example "HR executive in Varachha, attendance and payroll inputs, 3 years experience". iRecrut ranks HR, payroll and recruiter profiles from its Surat database against your job card and lists the highest scores first. The dashboard shows scores of 70 and above by default, and results usually arrive within minutes. People who are clearly too far away or whose skills do not fit are filtered out first. Job titles in this field vary a lot, so the profile count in the box above is a rough guide only.

A map pin on your office in the web dashboard makes nearby candidates rank first. You can register on WhatsApp by sending "Start hiring now", or sign up on the website and post from the web dashboard. WhatsApp posting and alerts work for employers who registered through the WhatsApp assistant.

Each candidate sits in one of five steps: Interested, Shortlisted, Interview, Hired or Rejected. Moving a candidate between steps can send that person a WhatsApp message, so move a card only when you mean it, and add a note for each person. This covers candidates found through iRecrut, not all of your hiring. iRecrut ranks profiles from its database. It does not test, verify or place anyone and does not guarantee a hire, so the practical test and the references stay with you.

Mistakes to avoid when hiring for HR and payroll

• Giving access to all salary data on day one. Start with attendance and joining records, and open the payroll inputs once you have seen how the person handles private information.
• Having no written role. A one-page list of tasks, monthly dates and who approves what lets the person start without asking you every time.
• Trusting the word "payroll" on a CV. It can mean anything from keeping an attendance register to preparing full payroll inputs, so test the skills you need.
• Checking references without permission. Ask the candidate first, and speak to a previous employer, not the current one.