The new hire justification example that follows is for an administration executive, written by the marketing manager:
The marketing team requires one administration executive, with skills and competency to handle documentation, correspondence, and record keeping.
The new hire will prepare and manage correspondence, reports and documents, handle incoming mail, take and distribute minutes of meetings, maintain schedules and calendars, implement and maintain office and filing systems, collate information from various sources, maintain databases, serve as a central point for disseminating inter-departmental communication, and coordinate the flow of information externally and internally.
At present, the receptionist performs some of these job functions, but the respective functional managers undertake much of these works themselves. Hiring an administration executive will allow managers to delegate such routine matters, leaving them free to perform their core operational functions without distractions.
The managers and staff in the marketing department spend about 20 percent of their time handing correspondence, maintaining files, and performing other duties that the new administration executive will perform. The average salary of a marketing manager is $80,000 per annum, and as such, the cost of these employees performing routine administrative activities costs the company $16,000 per employee or 20 percent of the salary. The new hire would take over the routine administrative functions performed by five managers, worth $80,000 per annum. The cost-to-company for hiring a competent administration executive is only $50,000, thereby leading to a direct savings of $30,000.
Besides the direct savings, the marketing team, freed from the drag of routine administrative duties can devote an extra 20 percent of their time on their core competence, marketing. This will increase sales by an estimated 20 percent, leading to an estimated overall increase in annual net profit by $200,000. The total estimated direct and indirect benefits of the new hire are $30,000 + $200,000 = $230,000 a year.
The requirement is for a full-time permanent staff member. Since the work involves close coordination with all mangers and managing documents physically, telecommuting is not an option. There is no objection to allowing flextime to reduce absenteeism.