Definition of Personnel Administration: Functions, Objectives, and Scope of the System

Understanding Personnel Administration –  Every company, of course, has an administration section. One of them is the personnel administration section. Usually, this administration section will take care of matters that are closely related to the administrative matters of the company. Then, what about personnel administration?

When you hear the term personnel administration, perhaps the first thing that comes to mind is the system implemented in a company. However, in reality, material regarding personnel administration is also a very important thing to learn, not only for those of us who want to pursue a career in a company, but also for everyone who wants to set up a business or enterprise.

What is the Definition of Personnel Administration?

As the name suggests, the term personnel administration is a combination of two words, namely administration and staffing. The Liang Gie in his book entitled Office Administration states that administration is the entire process of organizing any collaborative effort on a group of people in order to achieve predetermined goals.

Meanwhile, in the Personnel Administration book , Saksono defines staffing as all people who are employed in a particular agency, whether in a government agency or a private agency.

Based on the combination of these two definitions, it can be concluded that personnel administration is all activities or activities related to the problem of using employees to achieve a certain goal.

Other sources state that personnel administration is the whole activity or activities that are also related to the problem of ‘using’ employees as workforce so that they can achieve goals properly.

Personnel administration is all forms of activities related to the management or use of employees to achieve certain goals . If personnel administration exists in a company, then it is certain to achieve the goals of the company that have been determined.

While the administrator has the goal of being able to organize and control all activities so that they are able to maintain, develop, acquire, or use employees according to their workload. This is in order to achieve the goals of the organization or company that have been predetermined properly.

We need to know together, the workload of an employee or employee must be appropriate for each status. The workload that is not small must be divided evenly for employees. This is one of the roles of personnel administration. That way, there are no employees who are overloaded with work, nor are there employees who have a small workload and are unemployed a lot.


How is the Personnel Administration Formulated?

Please note, personnel administration can be formulated as follows, namely:

1. As Science

As a science, personnel administration studies all processes of using human power from acceptance to dismissal.

2. As Process

As a process, personnel administration is the process of administering staffing politics. With “staffing political policies” or work programs, goals related to human labor are used in cooperative efforts to achieve certain goals.

3. As a Function

As a function, personnel administration regulates and manages the use of human labor in a cooperative effort between groups of people in order to achieve certain goals which include several activities. First, formulate the main goals and objectives of political policy. Second, setting up an organization in order to carry out the implementation of the main goals and objectives or political policies.

4. As Art

As an art, personnel administration selects new employees and uses old employees in such a way that maximum results and services can be obtained from all human labor, both in terms of quantity/quantity as well as quality/quality.

What is the Function of Personnel Administration?

What does Sinaumed’s know about the function of this personnel administration? Actually, the personnel administration function is divided into two, namely managerial functions and operative or technical functions. The following are some of the things that are included in managerial functions and operational or technical functions.

1. Managerial Functions

Managerial functions have the meaning of functions that are closely related to jobs that prioritize management or not with technical matters. This includes planning, organizing, directing, and controlling employees.

Planning includes determining the needs of employees, anticipating changes that occur related to employee needs, and so on. This includes planning to fill seats from positions that will be vacant later.

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Organizing includes the division of tasks and authority which is also usually shown through the hierarchy of the organizational or company structure. This employee briefing is more towards improving performance for employees such as giving rewards and other forms of appreciation. To control these employees, measuring and evaluating employee performance is carried out in the form of supervision or monitoring.

2. Operational or Technical Functions

This operative function or technical function is related to activities carried out physically and more technically including procurement, development, compensation, integration to employee retirement.

Procurement of employees includes the process of employee recruitment and selection. Employee development can include developing the abilities or skills of employees through training , seminars, and so on.

Creating integration between employees so they can work effectively and cooperatively also creates employee loyalty to the company. In addition, through this personnel administration operative function various forms of remuneration will be taken care of in the form of compensation to employee or pensioner old age benefits.

3. Employee Planning

Employee planning can be interpreted as a process of determining future employee needs based on changes that occur and the supply of labor in the company.

Employee planning is an important part and a contributor to the strategic planning process, because it helps organizations determine the resources needed, and helps determine what can really be achieved with the resources that are already available.

Good employee planning will improve several things such as employee utilization, adjust employee activities and future needs efficiently, increase efficiency in recruiting new employees and complete information about staffing that can help staffing activities and other organizational units of the company.

Through this planning, deficiencies can be identified compared to needs so that new employee recruitment, promotions, and transfers can be carried out proactively so as not to disrupt the company’s organizational activities.

In making an employee plan it is necessary to pay attention to the internal and external factors of the company organization. On the other hand, it is also necessary to pay attention to the steps that must be taken as stated by the figures Miller Burack and Maryann.

4. Staffing Organization

Organizing is a step in the framework of establishing, classifying, and managing various kinds of activities that are deemed necessary, determining one’s duties and authority, delegating authority to achieve a goal.

Organizing delivers all basic resources (human and non-human) into a certain pattern in such a way that the people working in it can work together empowered to achieve the goals set by the company.

One of the results of organizing is the formation of an organizational structure and in the organizational structure it will be seen how the relationship between one unit and another unit.

In other words, the organizational structure will greatly affect the flow of work, delegation of authority and responsibility, control and control systems, as well as the flow of orders and accountability. Therefore, in designing an organizational structure for the personnel department, it is necessary to consider various factors as described above.

5. Employee Briefing

There are several theories and beliefs about what motivates employees. Overall, there is no agreement on this motivation. Therefore, it is very difficult for corporate organizations to arrive at policies and approaches that will satisfy all company employees to work properly and effectively.

In addition, for organizations of any size, it is impractical to make an in-depth analysis of what motivates each employee. However, there are rules of thumb that can be followed at least to help motivate employees and increase employee job satisfaction, including the following.

  1. Explain to employees what effective performance means and also make sure they know what is expected of them for the company.
  2. Ensuring that there is a clear relationship between performance and rewards and that any such relationship is communicated to employees and the company’s top management.
  3. Ensuring that all employees are treated fairly, and performance appraisal is objective.
  4. If possible, develop different types of awards, not everyone can be promoted (promoted) or some need to be promoted
  5. Encourage the best possible enthusiasm in the work environment and also develop a management style that is easily absorbed and can be changed to suit people and the surrounding environment
  6. Develop a performance management system or at least set targets that can be achieved in order to continue to develop properly
  7. Also take into account all existing environmental and social factors, such as the comfort and facilities of the work environment, social interaction among employees, the point is all factors that can be a source of employee dissatisfaction.

6. Employee Control

Supervision as part of control is the process of measuring and assessing the level of effectiveness of employee work and the level of efficiency in the use of work facilities in contributing to the achievement of company goals.

For each supervisory activity, benchmarks or criteria are needed to measure the level of success at work, which in this performance appraisal is referred to as a work standard.

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The standard is a standard criterion or model that will be compared with the real results. There are many types of standards that can be used in controlling staffing activities. In controlling personnel units or divisions, leaders must be able to find strategic control items that can be monitored based on irregularities.


What is the Purpose of Personnel Administration?

As explained above, one of the roles of personnel administration is to ensure that the workload of employees is in accordance with the roles and needs of the company. Then, what is the real purpose of this personnel administration?

The main objective of personnel administration is to balance the number of employees with the company’s needs and to adjust the existing workload to the number of available employees. This is done in order to ensure the portion or capacity of each employee’s work in accordance with the capabilities and workload of each.

The ultimate goal is with personnel administration and adjustments to the number of employees and workload, it will result in increased employee productivity, appropriate and timely work so that the company’s goals or targets can be achieved.

Organizational efficiency, effectiveness and productivity in order to achieve the highest level is the main goal of administration. In order to achieve these administrative goals, it takes the role of human resources and the role of non-human resources.

The objectives of personnel administration are as follows:

  1. In order to strengthen the system of planning and employee development and fulfillment or recruitment in accordance with the level of needs that have been available.
  2. To develop a personnel information management system.
  3. To improve the quality of personnel resources in order to increase competency in accordance with the main tasks and functions carried out through education and training, increase in formal education, and improve technical and functional skills of government or company officials
  4. In order to realize employee management in accordance with position competencies and job requirements and pay attention to the company’s career patterns
  5. To improve employee development in order to increase the accountability and welfare of employees.
  6. In the scope of government, to improve the performance of personnel services in order to increase the capacity of local governments to realize good governance or commonly referred to as Good Governance .


What is the Scope of the Personnel Administration System?

We can actually see the scope of the administrative system from the personnel administration function itself. Activities that are included in the personnel administration system of course include the management of human resources of a company.

The scope of this personnel administration system includes:

1. Employee Procurement

Covers all forms or employee recruitment processes needed by the company. Recruitment is of course carried out by considering the needs of the company and the suitability of positions and duties in the company.

2. Employee Planning and Organizing

Planning and organizing includes the elaboration or description of the scope of responsibilities as well as the rights and obligations of the employees themselves. This plan is also included in it to determine the needs of employees and changes that may occur.

3. Employee Development

Employee development will include activities related to improving employee skills . It could also be basic training, training, seminars, workshops and others.

4. Direction and Control

Direction and control includes monitoring employee performance as well as directing them to stay on track . The goal is to achieve the goals or targets that have been set.

5. Employee Welfare Guarantee

The scope of the personnel administration system also includes the welfare of employees. Creating a good work environment, providing compensation up to old age security.


Book Recommendations About Personnel Administration

Here are some recommendations for reading books that Sinaumed’s can read, including:

1. Understanding Administration, Organization, and Management (2020) by Arif Yusuf Hamali, et al

This book, written by Arif Yusuf Hamali, et al, is a complement to teaching and learning activities for students in tertiary institutions who take Administration, Organization and Management courses or commonly known as Introduction to Management.

This book provides readers with an understanding of the science surrounding administrative, organizational and management issues, so that it is hoped that readers will be able to gain knowledge to apply to their respective fields of work or organizations where students are active.

This book will be useful for all people who are active in administrative and management work of an organization or company.


2. Educational Administration, Management, and Leadership: theory and practice (2019) by Husaini Usman

A book worth reading by academics, practitioners, and the general public who still don’t know the difference between management and administration, management and leadership, managers and administrators, and the definition of educational management.


3. Civil Service Law in Indonesia (2017) by Sri Hartini and Tedy Sudrajat

A book that comprehensively examines Civil Service Law in Indonesia with reference to the latest laws and regulations. This book has the advantage of using language that is straightforward and easy to understand and can construct personnel law objects starting from the Civil Service Format in Indonesia.

Thus the article about the notion of personnel administration. Hope it’s useful! Please visit to find other books according to Sinaumed’s’ needs . Because, as #FriendsWithoutBorders, sinaumedia will always provide the best and most complete information.