An HR generalist job description records what the role is accountable for across the whole employee lifecycle, not every task the person touches in a week. Most are written as a long list of duties, which is why they are out of date by the time they are signed. This page sets out what to put in one, using the structure from my guide to the job description and the standard described in the HR competency framework.
I use the US term job description here. In Australia the same document is usually called a position description, and everything below applies unchanged. The job description vs position description page covers the wording differences.
What is an HR generalist job description?
An HR generalist job description is a short written record of why the role exists, the outcomes it is accountable for across recruitment, employee relations, records and policy, and the essential requirements of doing it well.
An HR generalist covers a broad range of HR work rather than one specialism. O*NET lists "HR Generalist" among the reported job titles for human resources specialists, and its task list includes interpreting and explaining HR policies, procedures and laws, hiring employees and processing the paperwork, and addressing employee relations issues such as work complaints.
That list describes activities. A job description needs the outcomes behind them, because the activities change every time a system, a law or a manager changes, and the outcomes mostly do not.
A note on terminology. A competency framework is also called a competency model, especially in the United States. I use competency profile for the competencies and required levels for one role, and competency matrix for the grid of required against current proficiency. Usage varies by region, and I explain the differences in this competency model definition.
What is the purpose of an HR generalist role?
The purpose statement is one or two sentences that say why the role exists. The NSW Government describes a role description as a short summary of a job that explains why the role exists and what outcomes it delivers, and advises writing it around outcomes, not tasks or processes.
A workable purpose for an HR generalist reads like this:
To give managers and employees accurate, consistent HR advice and administration across hiring, employee relations, records and policy, so that people decisions are lawful, fair and documented.
What accountabilities should an HR generalist job description include?
Five to seven accountabilities is enough. Each one is written as an outcome that someone could check, not as a duty. The table shows how common HR generalist tasks convert.
| Task people usually list | Accountability written as an outcome |
|---|---|
| Interprets and explains HR policies and laws | Managers and employees get a correct, consistent answer on policy and legal obligations |
| Hires employees and processes paperwork | Vacancies are filled with candidates matched to the role, and every new starter's file is complete on day one |
| Handles employee complaints and concerns | Employee relations issues are raised, assessed and resolved or escalated within agreed timeframes |
| Maintains employment records in the HR system | Records are accurate, current and held to the retention rules |
| Keeps up with employment law | Practice stays inside current legal requirements, and changes are communicated before they take effect |
The how to write a job description page walks through the steps and the review checklist for this part.
What essential requirements should it list?
The US Bureau of Labor Statistics says human resources specialists typically need a bachelor's degree to enter the occupation, usually in human resources, business, communications or a related field. O*NET's reported knowledge areas for the occupation start with personnel and human resources, followed by administrative procedures, administration and management, English language and customer and personal service.
Keep the essential list short and separate from the desirable list. A degree is common in this occupation but not universal, so list it as essential only if the work cannot be done without it.
- Essential: working knowledge of employment law and HR policy in the jurisdiction, accurate written English, and experience handling confidential employee information.
- Desirable: experience with the organisation's own HR system, which can be learned in the first weeks.
What competency profile fits an HR generalist?
The job description says what the role is accountable for. The competency profile says what standard the role needs, and it selects from the organisation's framework rather than inventing new competencies. Written together they form a role profile. The levels below are illustrative and should be set against your own framework.
| Competency | Required level | What it looks like in this role |
|---|---|---|
| HR policy and legal knowledge | Level 3 | Applies employment law to routine and mixed cases and knows when to seek specialist advice |
| Employee relations | Level 3 | Manages complaints through to resolution, with escalation only for the complex cases |
| Written communication | Level 2 | Drafts clear policy guidance and correspondence that needs light editing only |
| Information management | Level 2 | Keeps employment records accurate and retrievable to the agreed structure |
| Judgement and discretion | Level 3 | Handles confidential information correctly and weighs fairness against precedent |
What an HR generalist job description is not
It is not a task list, a job advertisement, a performance review or a competency profile. Each of those answers a different question, and mixing them is the main reason these documents become unusable.
Where do HR generalist job descriptions go wrong?
- Task inventories. The list grows every year and never shrinks, until nobody can tell what the role is for.
- Catch-all lines. "Other duties as required" hides the real scope of the work and makes grading arguments harder to settle.
- Copied requirements. Requirements are lifted from the last person who held the role, including degrees or certifications the work does not need.
- Generalist and specialist blurred. The role is asked to do the work of a recruiter, a payroll officer and an HR business partner at once, with no sense of what comes first.
- Levels set by seniority. Required levels are inflated to justify a grade, instead of being set by scope, autonomy and complexity.
Starting from the job description template avoids the first three, and the job description examples show the same structure applied to other roles.
What are the trade-offs when writing one?
Outcome wording takes longer to write than a task list, and it is harder to get agreement on. It pays back at review time, because outcomes survive a change of systems and legislation.
A broad generalist role is flexible for a small HR team but hides the differences in level. Where several generalists are graded differently, I recommend one document per level, with a shared purpose and the same competencies at different required levels.
FAQ
What is the difference between an HR generalist and an HR specialist job description?
An HR generalist job description covers a broad range of HR accountabilities at a working level. A specialist job description, such as for a recruiter or a compensation analyst, goes deeper on one area and usually asks for a higher required level in the matching competencies.
How long should an HR generalist job description be?
One to two pages. A purpose statement, five to seven accountabilities, a short essential and desirable list, and a pointer to the competency profile is enough.
What qualifications does an HR generalist need?
The Bureau of Labor Statistics says human resources specialists typically need a bachelor's degree to enter the occupation. Only list a degree or certification as essential if the work cannot be done without it.
Is an HR generalist job description the same as a position description?
Yes. Position description is the common term in Australia and job description is the common term in the United States. The content and structure are the same.
How often should an HR generalist job description be reviewed?
Review it when the work or the reporting structure changes, and compare it with the work as it is actually done at least once a year.
