Prepare for your HR Assistant interview. Understand the required skills and qualifications, anticipate the questions you may be asked, and study well-prepared answers using our sample responses.
The Fair Credit Reporting Act is a federal law that governs how employers can use an applicant’s credit history when making hiring decisions. It’s important for HR assistants to know how to comply with this law because they may be responsible for ensuring that their company follows it. Your answer should show that you are familiar with the Act and know how to follow it.
Answer Example: "Yes, I am very familiar with the Fair Credit Reporting Act. I took a class in college about employment law, and this was one of the topics we covered. I remember learning about how important it is for employers to only look at an applicant’s credit history if they have a legitimate reason to do so. For example, if someone is applying for a financial position where they would have access to sensitive information, the employer may want to check their credit history to make sure they’re trustworthy."
This question is a great way for the interviewer to assess your personality and how it fits into their company culture. It’s important to answer this question honestly, but also to show that you have the skills and abilities needed for the job.
Answer Example: "I think the most important quality for an HR assistant is being organized. I’m always sure to keep track of all my projects and tasks so I don’t miss any deadlines or important dates. Another important quality is communication. I always make sure to communicate with my team members and managers so they know what’s going on with their projects."
This question can help the interviewer understand how you would use your problem-solving skills to address a challenging situation. In your answer, try to highlight your ability to communicate with others and work collaboratively to find solutions.
Answer Example: "In this situation, I would first try to speak with the employee directly to understand why they are refusing to provide a medical certificate. If it’s due to medical reasons, I would work with their doctor to find an alternative way to verify their illness or injury. If it’s not a medical issue, then I would need to discuss the consequences of not providing a certificate with them."
This question can help the interviewer understand your experience with HR software and how you might fit into their organization. Use this opportunity to highlight any previous experience you have with payroll software, including what type of company you worked for and what your responsibilities were.
Answer Example: "In my last role as an HR assistant, I was responsible for managing our company’s payroll software. I would input employee information into the system each month, including their hours worked and any deductions from their paychecks. I also ensured that all employees received their paychecks on time each week. This experience has helped me understand how payroll software works, which will make it easier for me to learn new systems if hired."
This question can help the interviewer determine how you handle interpersonal conflict and whether you have experience solving it. Use examples from your previous work to highlight your problem-solving skills, communication abilities and ability to work with others.
Answer Example: "In my last position as an HR assistant, two employees were arguing over who should be given more shifts at their job. They both felt they were more qualified than the other, so I met with them separately to discuss their concerns. After talking with each employee, I realized that one of them was simply jealous of the other’s experience. I helped them both understand that experience is an important factor when deciding who gets more shifts."
This question is a great way to test your problem-solving skills and ability to remain neutral. When answering this question, it can be helpful to think of a time when you helped resolve a conflict between two coworkers.
Answer Example: "I would first make sure that the employee understood that I was only there to listen and offer advice. I would then ask them to explain their complaint in detail so I could understand all sides of the situation. After that, I would talk with the manager about their actions and suggest ways they could improve their communication with employees."
This question can help the interviewer determine how you would handle a challenging situation. Use your answer to highlight your problem-solving skills and ability to work with others.
Answer Example: "If I noticed a violation of company policies in an employee’s file, my first step would be to speak with the employee about the issue. I would try to do this in person if possible, but if it’s an urgent matter, I would call or email them instead. If the employee doesn’t address the issue or if it’s a repeat violation, I would then report it to my manager so they can take appropriate action."
Employers ask this question to see if you can remain calm and productive during stressful situations. When answering, try to think of a time when you faced a lot of pressure at work and how you overcame it.
Answer Example: "I am an extremely organized person, which helps me manage stress very well. In my previous role as an HR assistant, I was responsible for managing all of the company’s employee records. One day, I received an email from one of our employees who was having trouble logging into their account. I knew that this could be a sign of a larger security issue, so I stayed late into the night until I had solved the problem."
Leave requests are a common responsibility for HR assistants. Employers ask this question to make sure you have the skills and experience necessary to handle leave management effectively. In your answer, explain how you would approach this task. Share a specific example of when you managed leave requests in the past.
Answer Example: "Yes, I have extensive experience managing employee leave requests. In my previous role as an HR assistant, I was responsible for approving all leave requests. I would first review the request to make sure it was complete. If it wasn’t, I would contact the employee to ensure they had all of the necessary information. Then, I would approve or deny the request based on company policy."
An employer may ask this question to assess your knowledge of employment contracts and how they can be useful in the workplace. Use examples from past experiences where you have used employment contracts and what the results were.
Answer Example: "I would recommend using an employment contract when hiring new employees or when there is a change in an employee’s role or responsibilities. This helps to ensure that both parties understand their obligations and expectations, which can help reduce confusion and conflict in the workplace. In my last role, we hired a new employee who had no experience in our industry. We used an employment contract to outline the training program they would complete before becoming fully qualified."
Employers ask this question to see if you have experience with social media marketing. They want to know that you can create content that attracts new followers and engages with existing ones. In your answer, explain how you would use specific tools to promote the company’s accounts on platforms like Facebook, Twitter and Instagram.
Answer Example: "I would start by creating a strategy for which platforms we should use and why. I would then create a calendar for posting content on each platform at specific times so that we get the most exposure. For example, I would post content on Facebook at least once per day but not more than three times. I would also make sure to use relevant hashtags on each platform."
This question can help the interviewer determine your level of expertise with computer programs used in an HR department. Use examples from your experience to highlight your skills with these programs, such as Word, Excel and PowerPoint.
Answer Example: "In my last role as an HR assistant, I was responsible for creating all of our company’s employee handbooks. To do this, I used Word to edit and format the text, Excel to create tables and graphs and PowerPoint to create the cover page. These skills are essential for any HR assistant because they allow you to quickly and efficiently create important documents and presentations."
Employers ask this question to learn more about your qualifications and how you feel you are the best candidate for their open role. Before your interview, make a list of all of your skills and experiences that relate to this job. Focus on highlighting your most relevant skills and abilities while also mentioning any transferable skills you have.
Answer Example: "I am an organized person who loves to plan ahead. I have experience working with large databases and organizing information into easy-to-read reports. I also have experience working with HR software, so I know how to use the system you use here at XYZ Company. These skills make me confident that I could hit the ground running in this role."
This question can help the interviewer get a better idea of your experience level and how you’ve progressed in your career. It can also help them determine if you’re a good fit for their company, as they can compare your qualifications to what they’re looking for in an HR assistant.
Answer Example: "I’ve received several offers for HR assistant jobs in the past, but my most recent one was at a small business where I helped manage all of the company’s employee records. I also assisted with hiring new employees and creating HR policies. This role helped me gain more experience in the field and taught me how to handle more complex tasks."
This question can help the interviewer understand your knowledge of the role and how you prioritize your work. Your answer should include a list of important responsibilities, but it can also be helpful to include an example of how you’ve performed those tasks in the past.
Answer Example: "I think the most important responsibilities of an HR assistant are providing support for hiring processes, conducting employee surveys and benefits enrollment. I’ve worked with organizations that have large hiring volumes, so I’m familiar with the best ways to organize recruitment efforts to ensure everyone is interviewed within a reasonable time frame. I also know how important it is to conduct surveys regularly so managers can get feedback from their teams. Finally, I understand the importance of timely benefit enrollment so employees can take advantage of their benefits as soon as possible."
This question can help the interviewer understand your organizational skills and how often you update employee files. Use examples from previous roles where you organized employee information on a regular basis, such as their HR system or database.
Answer Example: "In my last role, I updated employee files every two weeks, which allowed me to stay up-to-date on any changes or updates to employee information. This helped me ensure that all information was accurate and up-to-date in our HR system. In addition, I also used this time to review employee records for any discrepancies or missing information that needed to be corrected. This allowed me to ensure that all employee records were accurate and complete."
This question is a great way to test your problem-solving skills and ability to work with others. It also shows the interviewer that you are willing to ask for help when you need it. Your answer should include a plan of action that shows you know how to handle these types of situations.
Answer Example: "I would first try to resolve the conflict myself by having a private conversation with each employee. If they are still upset with each other after our talk, I would then ask my supervisor for help. They may have some advice on how to handle the situation or may need to get involved themselves. In this case, I would also make sure the two employees knew they could come to me if they needed anything."
