HR & Administrative Assistant

Administration & HR Officer

Looking for an administration and HR officer to assist with administration & HR tasks for a special education school based in Al Barsha. The candidate will have excellent organisational skills, takes initiative.

Reporting to: Chief Operating Officer

Position type: Full-time position. Typical timings would be 9 am to 6 pm - Monday to Friday. Saturday - 9 am to 1 pm.

Key Responsibilities:

Administration

• Handle correspondence, filing, and document control (both digital and physical) for students, staff, incidents, safety, complaints.
• Organize and schedule meetings, take minutes, and follow up on action items.
• Support management in preparing reports, letters, and presentations.
• Assist in preparation for government audits, from CDA, DHA or other ministries.
• Assist in scheduling and ensuring optimal staff utilisation for sessions within and outside the centre
• Manage office service contracts (cleaning, maintenance, vendors, etc.).
• Assist with organizing company events, staff meetings, and other activities.
• Ensure compliance with workplace health and safety requirements and policies – such as ensuring training reports/field trip assessments/safety and safeguarding policies are completed.
• Produce reports, presentations and briefs and assist teams and team leaders in preparing reports, presentations and other communications.
• As instructed by management, act as liaisons for internal (staff) and external (especially school) stakeholders.
• Deputise when Receptionist or Accountant on leave, to take care of specific responsibilities which require physical presence at site.
• Social Media coordination - Maintain open and consistent communication with the freelancer to ensure alignment with management brief and address any questions or concerns. Provide timely feedback on content and performance.

Human Resources

• Maintain and update employee records and HR database.
• Assist in recruitment processes: posting job ads, conducting background verification, shortlisting candidates, arranging interviews, and coordinating with management.
• Prepare employment contracts, onboarding and off-boarding documents, and ensure proper induction of new employees. Coordinate with PRO for timely processing.
• Preparing other documents for employee signature, such as training and development logs, or other forms
• Track attendance, leave, and other staff absences; assist with monthly payroll inputs relating to attendance.
• Maintain accurate data on the HRMS software system relating to employee records, documents, leaves etc. ensuring accuracy and confidentiality.
• Support annual performance management processes, including reminders for probation reviews and appraisals.
• Handle employee queries regarding HR policies, benefits, and procedures.
• Coordinate induction training, staff training sessions, workshops, and maintain accurate training records.
• Assist in implementing and communicating HR policies and procedures.
• Prepare HR reports and metrics for leadership on staffing, turnover, and other key HR indicators.
• Create awareness amongst staff and ensuring compliance with health and safety guidelines
• Liaise with insurance company, on behalf of the management, for employee medical coverage and benefits
• Liaising with universities and attending career fairs as necessary to attract talent
• Maintaining a list of substitute staff and ensuring appropriate staff allotment in case of staff absences
• Interviewing interns, providing induction training and coordinating interns

Job Type: Full-time