Discussion on HR vs Admin Roles and Combining HR with Admin - Insights and Perspectives

Every management institute conducts courses like MBA in HR. HR as a career has grown over the years. I know the job profile of HR and also the job profile of Admin. It is said that an HR person can do an Admin job, but an Admin person cannot do an HR job. If both fields are different in terms of functions, why do many companies club them and call it "HR & Admin Dept"?

HR is all about managing human resources. Admin is all about managing day-to-day activities of the organization, such as managing the establishment, keeping the premises safe and clean, transportation, canteen management, etc.

In today's age of specialization, why do companies expect an HR person to do an Admin job when they can afford to keep a separate person for Admin?

I know this question may have been asked several times on this forum, but this time I want a clear answer.

1. Should a person who has done an MBA in HR go for an HR & Admin role or only look for HR?

2. Is it right to club HR & Administration?

Please shed some light on this topic because not everyone wants to go for an Admin profile.

Hi,

Getting into an HR & Admin profile or HR profile depends on an individual's interest. (If you ask me, I would say you should look for HR only as you can learn many things about HR. Admin is a separate track where HR inputs may be very limited, and it does not require an MBA in HR. Any person who has completed his/her degree with a little amount of common sense can do an Admin job.)

In the initial period, there was a department called "Personnel" in most companies. It had control over all activities (including admin) in the company, and if anything went wrong in any function, people used to report to the Personnel department. Later, with the arrival of MNC businesses, the name of the Personnel department was replaced with HR as people started thinking of employees as resources to be developed. Initially, they failed to change all the jobs of the Personnel department; they were doing some new things (Human Resource Development) in addition to the Personnel department's job under the name of HR. Later, Admin became HR Dept's responsibility permanently.

1. As you said, many companies do combine these two functions into one HR department as HR deals with employees and has direct links with all facilities like transportation, canteen, local festive management, systems for new recruits, etc., and also indirectly performs Admin Jobs. Since this is the case and the control of all these activities is perfect in HR, companies do not want to have a separate admin function and are not ready to invest in it. In the current situation, companies aim to cut costs by rationalizing the manpower through enlarging their jobs/roles, etc.

2. However, there are companies that have a separate Admin/Maintenance function to handle day-to-day activities, but not many companies do.

If you ask me whether it is right to combine these two functions into one, I would say it should not be and should be kept separate to see effective results in HR. HR has many developmental activities to focus on, and if it concentrates on day-to-day jobs, it will not serve its purpose.

Regards,

M. Kannan

Rightly said by Mr. Kannan. Not many companies are treating Admin with the respect it deserves. Admin is treated as a janitor, which is a thankless job. All employees, after the day's work, forget about the office at home and stay happy, except Admin personnel. Don't consider Admin as a career. It's better to pursue HR as a career option.

With regards,
Madhusudan

Hi,

To get a job in HR and admin depends on the aspirants and why they choose to pursue that career path. It also relies on how they perceive both designations.

Dear All,

I partially agree with all of you regarding the scope of HR and Admin but have a slightly different experience. Being an Armyman and a Government Servant for more than 36 years, I have performed both duties with equal finesse. Last week, I had posed the same question on the network, asking "what is the difference between Admin, HR, and IR." These are fancy words that represent the basic philosophy of managing human resources.

How can you say that Admin personnel perform mundane tasks such as managing the day-to-day activities of the organization, e.g., managing the establishment, ensuring the premises are safe and clean, overseeing transportation, managing the canteen, handling security, etc.? All these tasks are carried out by employees, whether they are permanent or on contract.

HR professionals are responsible for employee relationships, wage agreements, timekeeping, leave and payroll, induction training, and so on.

I personally believe that instead of compartmentalizing into separate entities like HR, IR, and Admin, why not have one body with all three departments as branches? Create a separate entity called Resource Management, with Admin, HR, and IR as its three departments. Each department should consist of individuals with qualifications such as MBA in HR, MLL&LW, LLB/LLM, MDPM, MPPM, etc., who can effectively manage all systems.

With warm regards,

Hello,

I fully agree with Mr. Jeshkhan. If it is a small company, it can appoint only one person who would look after HR jobs as well as Admin jobs. However, if it is a large company with many employees and expanding, it would definitely need separate HR and Admin personnel for better efficiency and management. If you are at the start of your career, you should opt for a combined job where you would learn more and gain more exposure to different situations. Once you have gained some experience, you can switch over to an exclusive HR role. Both departments actually deal with humans and resources and are closely intertwined.

Mahavir Mittal

I understand that in a small company, HR & Admin jobs are combined, but not everyone likes to do the Admin job. In life, we have choices. Not everyone can become a doctor, engineer, etc. I feel there is nothing wrong if a person doesn't like the Admin job. We should have full right in deciding which profession we choose. The majority of people who do an MBA in HR will always go for an HR profile, and that too in large companies because in those companies, there are separate departments for HR and Admin.

I believe the admin role is the practical version of HR theory. Working conditions, health, safety, facilities, and other resources are defined in the policies by HR. Therefore, the difference between theory and practice comes from the creativity, enthusiasm, energy, and interest one puts in while performing the admin job. Thus, I believe that one's career as an admin depends on the individual's interest in showcasing their skills.

I strongly agree with the notion that it is a thankless job because everyone perceives and evaluates things differently, leading to differences and dissatisfaction. However, investing 50% of creativity, enthusiasm, or interest would only enhance HR policies further.

I am proud to be an admin professional.

Hi,

See, my view on it is that HR and Admin are clubbed together in terms of cost-cutting in small companies where the manpower is streamlined, permanent, and sometimes overwhelmed. Although HR and Admin are two different job roles, in HR, they handle recruitment, statutory compliance, MIS, payroll, ER/EE, etc. Here, HR takes on some of the sub-roles of Admin. Some companies use this as a combined role.

This approach is welcomed and is a healthy thought regarding the concern. However, at its core, HR always deals with human beings. This distinction becomes important when there is a large workforce. Dealing with human grievances requires qualifications in HR. Admin experts may not be equipped to handle this aspect effectively.

Dear Adrian Gomes,

I do agree with you fully. Admin jobs are the practicality of the HR manual, and hence it is proud to be an Admin-oriented employee and can also handle HR and IR jobs easily. The most difficult people to handle are from housekeeping, canteen, sweepers, masons, carpenters, etc. They have to do mundane jobs without which you can't occupy your office or house, but they are looked down upon. This is the dichotomy of life and inseparable as well.

With warm wishes.

I do agree that being in administration, you cannot satisfy everyone all the time. Can anyone imagine a situation where all the members of an organization, society, or family are satisfied with each other? It is my opinion that if, as an administrator, you are able to fulfill the basic necessities or requirements of 80-85% of the members of the organization or society, then you are effectively discharging your duties. I have worked in the Indian Air Force in a general administration capacity dealing with personnel, and after retirement, in export houses as HR, and presently as a manager in administration. It is in the general nature of human beings to forget all the good work you have done on the day when you are unable to fulfill their requirements due to any hindrances.

Never consider any job thankless, whether it is that of a housekeeper, cook, peon, or senior staff. All roles are important to run the show and have their own value within the organization.

Try switching off your canteen, pantry, or housekeeping department for a day and evaluate their importance by the end of the day. The importance will become apparent automatically.

Dear All,

It is very good to read your thoughts. A few of you have mentioned before me that previously there was only one entity, PERSONNEL, and now it has fragmented into HR, IR, and Admin. However, the work remains the same in small industries. Only big MNCs keep separate individuals for HR, IR, and Admin roles. After more than 18 years of experience in these activities, it doesn't matter in which fragment you are. You can handle all three branches well. I have managed all three branches effectively and continue to do so.

In my opinion, initially, a person entering this department should handle all three areas. Once involved, they will gain an understanding and experience in which field they should progress.

Thank you.

Dear all,

I have been following the discussion with great interest. I am an HR generalist handling admin functions such as canteen, transportation, etc. What I have noticed is that clubbing both these functions can sometimes put you in difficulties. "Admin" is a very "employee-friendly" role where you support your employees and expect similar support from them as well. However, as an HR professional, there are times when you have to take a hard stance while enforcing discipline. For example, when there is an unavoidable issue causing disruptions to either the canteen or transportation facilities, as the admin person in charge of that area, you would request your employees to kindly adjust as the disruption is due to some uncontrollable issue. The employees might oblige.

But after some time, when you transition into the HR role and start taking stances to enforce discipline, the same employees may feel antagonized and make it a point to give you trouble when you are in the admin role and request their support in another issue. Hence, I believe that HR and admin should be separate, just as welfare and discipline should be separate.

Thank you all for your valuable inputs. I was expecting a quality discussion on this topic, and it happened. No job in this world is a thankless job. I respect all professions because they all contribute to society. But you can't be an expert in everything, right? If a person wants to become an Administrator, it is fine. However, a person who has completed an MBA in HR will always look for an HR profile, and I feel there is nothing wrong in it. It is a matter of choice.

Times have changed, and now we should not follow something that has been happening over the years. HR and Admin should not be clubbed together; otherwise, both will lose respect and their identification. In small companies, I know it is not feasible to have two separate departments because they can't afford to do it. If an HR fresher joins a small company, he has to handle both HR and Admin. However, after gaining experience, he will eventually look for big companies or MNCs for an HR profile only.

Well, as you mentioned, the company's club role of HR and admin, it is true for small or medium-sized businesses. However, when you look at large businesses or organizations, not only has the HR department divided into some small function-specific tasks but also the Admin department. So, I can say it depends on the size and also on the management of the company on how they want to run their business.

As you asked about going for an HR or Admin role, considering that you know about the roles and responsibilities of both functions, it is up to your choice as well as in which role you find yourself more confident and can serve better.

HR & Admin are different ball games altogether and they should not be mixed. If you talk about the Human Resource function as a whole, then HR, ER, & Admin become integral parts of it, all having different flavors, complexities, and learning. It is up to an individual to judge which career he will opt for based on his acumen and learning. It is unfair to pit one against another as all are crucial areas for any organization. Moreover, to get to the top of the ladder, one must have reasonable exposure in all three areas of HR function. The reason why we call a Function Head - HR, ER & Admin.

Dear All,

We should think about what an MBA is first. An MBA is the Master of Business Administration. It encompasses various streams like HR, Finance, and Marketing. MBA HR combines HR and Administration. HR involves the administration of Human Resources while Administration encompasses the management of facilities and general resources. Sometimes, the functions of HR and Admin differ significantly, but occasionally, miscellaneous tasks arise that cannot be clearly classified as either HR or Admin.

It is up to us to choose which profession we want to pursue. If you prefer HR, then focus on HR. However, do not miss any opportunity because HR work sometimes involves administrative tasks. For instance, the responsibility for the canteen falls under Admin, but if issues arise with workers, it may become an Industrial Relations (IR) matter. HR may also get involved as it has to take care of people and ensure discipline is maintained if employees are not following rules in the canteen.

Kind regards,

Dear all,

A very good topic for discussion. How can you utilize human resources without knowing how to administer them? The administration of a company is nothing but the administration of humans, materials (such as chairs), and the welfare of employees (canteen, cleanliness, pick-up and drop, etc.), where HR can stand out from the administration team.

Everyone wants to become the head of their own department in their functional areas. If not capable of taking on an additional role relative to our functional area, how can we achieve our goals in this competitive world?

Thanks and Regards

HR

1 Recruitment

2 Employee Induction

3 Attendance Policy

4 Leave policy

5 Travel Policy

6 Separation Policy

7 Disciplinary action policy 8 Misconducts,

9 Grievance Policies

10 Compensatation & Benefits Policy

11Personnel Records Policy

ADMIN

Office Services

1 Pantry

2 Housekeeping

3 Security

4 Air Conditioning

5 Telephones

6 Printing

7 Filing / Records

8 Telephones

9 Printing

10 CCTV Cameras

11Bio Matrix Attendance System

12 Newspaper, periodical or magazines

13IT - Software /Hardware

14 Gardening

15 Stationary

15 ISP

16 All Bill Payments

Admin

Building Maintenance

1 Electrical Maintenance

2 Plumbing

3 Carpentry

4 Civil Work

5 Pest Control

6 Car Lift

7 Passenger Lift

8 Building Glass cleaning

Admin

Insurances

1 Fire Policy – Furniture & Fixtures

2 Group Personal Accidents

3 Workmen Compensation

4 Vehicles

5 Materials in Transit

Admin

Statutory Compliances

1 Shop & Establishment License

2 EPF (Employee

Provident Fund)

3 ESIC ( Employee State Insurance

4 PT (Professional Tax)

5) Maharashtra labour welfare fund

now u decide who have more work???