New HR Administrator Seeking Advice on Accessing Employee Files and Establishing Role

Dear Seniors, I do have a small problem. I am new as an HR Administrator in a Construction Company with 200 employees, of whom I don't know anything about. I asked for their files, and I was informed that they are with the PRO, who is the only one who has those files. I want to draft a letter politely requesting what I need to establish my presence in this company. Currently, I am solely involved in basic recruitment tasks and nothing more. I aspire to be more productive and address all necessary requirements. Your guidance on what I should inquire about would be greatly appreciated.

Thank you.

Regards,
Rachell

Who is PRO? Since I believe you have just started, do not hurry into things. It always takes 2 to 3 months to settle into a new job. But at the same time, you need to make your presence felt. What I would suggest is to do some study on previous years' facts and figures (say at least 3 to 5 years) and prepare some reports to identify problem areas. Then, take these findings to your seniors and ensure that you have some solutions ready.

Examples of Areas to Focus On

Here are some examples:

1) Recruitment:
- Vacancy Rate
- Vacancy Costs
- Time to Fill
- Cost per Hire

2) Employee Relations:
- Absenteeism Rate
- Absenteeism Costs
- Employee Turnover Rate
- Employee Turnover Cost

You can also focus on improving current HR processes such as performance appraisal and management.

For any further assistance, feel free to write or discuss.

Regards

Thank you for your reply. I really appreciate it. I just have another question. How can I gather information from previous years' facts and figures? To whom should I ask or what tools should I use to start with?

Clarification Needed on Terms

Also, what do you mean by the following:
- a) Absenteeism Rate
- b) Absenteeism Costs
- c) Employee Turnover Rate
- d) Employee Turnover Cost

Please help me understand. Thank you so much.

Regards

The HR department is a data center, and all records relating to employees have to be managed and updated on a timely basis. The department will only function if the data is accurate and well-maintained. Keep employee files updated.

Setting Up the HR Department

To start setting up the HR department and the data, all the details of employees should be collected. Maintain a master file (attached file) and also gather all information regarding visa, labor card, and passport expiry details. Collect all information regarding salaries and benefits.

Employee leave balance has to be collected and updated.