Human Resource Administrative Officer

Position overview:

At Chelson Gordon Consultancy(CG), your role is crucial in ensuring the effective management of various human resources functions within the organization. You will play a vital part in supporting employees, managers, and the overall HR department in achieving organizational goals and maintaining a positive work environment.

Key Responsibilities:

Employee Records Management

• Support the maintain accurate and up-to-date employee records, including personal information, employment history, and documentation related to benefits, leaves, and performance evaluations.

Onboarding and Offboarding:

• Assist in the onboarding process, including preparing new hire paperwork, conducting orientations, and ensuring compliance with company policies and procedures.
• Assist in the offboarding activities, such as conducting exit interviews, collecting company property, and updating relevant records.

Benefits Administration:

• Collaborate with benefits providers to enroll employees in various benefit programs, including health insurance, retirement plans, and other employee benefits.
• Adress employee inquires regarding benefits and troubleshoot issues as needed.

Leave Management:

• Assist in processing and tracking employee leave requests, ensuring accurate record-keeping and compliance with company policies and relevant regulations.

HR Documentation and Reporting:

• Assist in the preparation and distribute HR-related documents, reports, and communications to employee and management.
• Help compile data and generate HR metrics and reports for analysis.

Assist in Recruitment and Selection:

• Support recruitment efforts by posting job openings, scheduling interviews, and coordinating candidate communications.
• Assist in conducting background checks and verifying employment references.

Ensure Compliance with Policies:

• Assist in maintaining compliance with labour laws, and company policies.
• Offer guidance to employees on HR-related inquiries and policies.

Facilitate Employee Relations:

• Provide assistance in addressing employee questions and concerns, escalating matters to appropriate HR personnel as needed.
• Contribute to fostering a positive work environment by assisting with minor employee relations issues and promoting open communication.

Support Training and Development Initiatives:

• Assist in coordinating training programs and development activities for employees.
• Help maintain training records and track employee participation.

Handle General Administrative Tasks:

• Assist with Daily administrative duties, including filling, data entry, and managing office supplies relevant to HR functions.

HR Compliance

• Understand and learn relevant legislative requirements (e.g., RTO standards 2015).
• Ensure all required HR documents are prepared for external audits.
• Assist in other compliance-related work assigned by Chief Compliance Officer.

Attributes and qualifications:

• Organizational Skills: An HR Administrative Assistant needs to manage various tasks, documents, and processes. Strong organizational skills are essential to keep track of employee records, schedules, and administrative duties.
• Attention to Detail: Accuracy is crucial when dealing with employee records, benefits, and compliance. Attention to detail ensures that information is entered correctly and that processes are followed accurately.
• Communication Skills: Effective communication is important for interacting with employees, handling inquiries, and assisting with various HR processes. Clear and concise communication helps maintain a positive employee experience.
• Discretion and Confidentiality: HR deals with sensitive information, including employee personal data, performance evaluations, and other confidential matters. An HR Administrative Assistant must handle this information with the utmost discretion and maintain confidentiality.
• Problem-Solving Abilities: HR-related issues can arise, and an HR Administrative Assistant should be able to identify potential challenges and offer solutions or escalate matters to appropriate personnel.
• Technology Proficiency: Proficiency in using HR software, databases, and standard office software (such as Microsoft Office) is important for managing employee records, generating reports, and coordinating various tasks.
• Adaptability: The HR landscape can change due to legal updates or organizational changes. Being adaptable and open to learning helps the HR Administrative Assistant stay up-to-date and effectively navigate changes.
• Team Player: Collaboration with other HR team members, departments, and external vendors is common. Being a team player helps ensure the smooth flow of HR processes.
• Time Management: Handling multiple tasks and deadlines requires effective time management skills to ensure that administrative tasks, employee needs, and HR projects are addressed in a timely manner.
• Problem-Solving Skills: The ability to analyse situations, identify issues, and propose practical solutions is valuable in addressing day-to-day challenges in HR administration.