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HR Admin Assistant
Are you an organized, detail-focused administrator with a passion for people and processes?
We are looking for an experienced HR Administrator, ideally with an understanding and appreciation for safe work practices. As part of our Dubai-based HR team, this role will be focused on coordinating the employee medical processes across Europe, Africa and the Middle East. You must have excellent organizational skills, experience of managing high volume cyclical processes, strong systems (Microsoft suite) literacy, a client-focused service approach and the ability to work well with managers and employees across the EMEA region.
What You Will Do:
- Implement and maintain efficient administration processes for our EMEA region, using Microsoft Power Automate to streamline and manage periodic medicals.
- Continuously monitor medical expiry dates and work closely with managers and employees to ensure all required medicals are carried out on time and in line with company and regulatory requirements.
- Escalate “not fit” medical outcomes and complex matters to HR Business Partners for review and resolution.
- Maintain the existing network of occupational health service providers across our EMEA locations, and establish additional providers as required to meet business needs.
- Coordinate new joiner medicals for EMEA employees as part of recruitment and onboarding processes.
- Maintain knowledge of Occupational Health regulations in our EMEA locations, and work with HR colleagues and managers to review and update internal processes to ensure ongoing compliance.
- Maintain all occupational health processes / databases / systems / employee records etc., ensuring compliance with data protection and confidentiality requirements at all times.
What You Will Need:
Knowledge, Skills, and Abilities
- Excellent communication and influencing skills with the ability to build relationships at all levels with internal clients and external providers.
- Extensive previous administration experience, ideally in a multi-national environment.
- A team player, willing to pitch in and provide administrative support to the EMEA HR team as required.
- Highly organized and methodical, with great attention to detail, the ability to manage multiple tasks efficiently and a focus on accuracy and compliance.
- Strongly customer-centric with a commitment to providing consistently high levels of customer service to clients and stakeholders.
- Operational delivery focus, strong experience of managing high volume, process driven, cyclical workloads.
- Understanding of the safety critical nature of corporate occupational health processes and associated compliance requirements.
- Strong computer and technical skills, with at least intermediate level Microsoft product proficiency:
Essential
- Excel – able to manipulate data across multiple sheets and use key formulas (VLook-up, pivot tables etc.)
- PowerPoint and Word – able to format and manipulate documents for greatest impact
- Outlook – able to use to maximum effect to support efficiency for self and wider team
Preferred (Training will be provided if required) - Power Automate – able to map and manage automated process flows
- Project – able to plan and track projects including reporting against milestones, etc.
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