HR Assistant w/ Healthcare Background

Job Description

Position: Human Resource Assistant (With healthcare experience)
Department: Human Resource
Any Nationality

Primary Responsibilities

1. Accommodating all walk-in applicants. File all CVs received.

2. Scheduling of interviews in line with the hiring needs as directed by the HR manager.

2.1. Managing the bookings of calendars and coordinating with respective departments to deliver communication on interview schedule and hiring needs.

3. Preparing the initial draft of job offers as directed and instructed by the HR manager.

4. Managing the intake, handling, and storage of documentation and employees’ files.

4.1. Checking of all documents, scanning and photocopying files, and making sure that all organizational documentation is stored safely and securely

5. Carry out primary source verification by contacting the references provided, verifying authenticity of documents, prior employment verification and general background screening with the recruitment agency referring the candidate.

6. Coordinating all external PRO jobs and follow through the tasks assigned pertaining to employment visas, renewal of employment visas, work permits, medical licenses and other company document renewals.

7. Reconciliation of all PRO invoices and bills in line with the monthly transactions communicated and working closely with finance team to confirm monthly ledgers.

8. Carrying out Employee Induction paperwork and communicating the schedules to all new hires.

8.1. Ensuring that newly recruited personnel have the necessary tools to commence work (ID number, biometric access, work email, name badge, uniform, phone, computer, etc as specific to their position within the organization.)

9. Coordinating with the Medical Insurance provider for addition/deletion of members, claims submitted, and other miscellaneous issues.

10. Identifying companies offering training programs matching the requirements of the Training Plan. Filing of all training records, checklists and progress notes.

11. Monitoring the expiry dates of passports, visas, labour cards, health cards, etc. and start working on the renewal paperwork one month in advance.

12. Notifying the Head of HR and other associate departments of document expiries and ensuring that no additional costs are incurred as a result of fines for expired documents.

13. Responsible for timely renewals of all company insurance policies inclusive but not limited to Staff medical insurances, Malpractice insurances, Vehicle insurances, Property insurances etc.

14. Responsible for monthly calculation of extra hours and communicating with clinic managers on the computations to allocate time back to respective clinic teams.

15. Working with the head of HR to ensure that all HR Files are up to date and assisting with the file completion at individual clinics.

16. Preparing and delivering staff requests like NOC's, salary certificates, employment certificates, etc.

17. Assisting the head of HR with recording of meeting minutes from all staff meetings and formal HR events held.

18. Maintaining employee records, staff attendance, employee visas, passports, labour cards and contracts, health cards, emirate’s identity cards and their renewals and allocating and managing the staff resources according to the mandatory requirements on the Company HR drop box.

18.1.Recording and updating the HR database to include all staff correspondence pertaining to promotions, transfers, terminations, attendance records, discipline records, employee performance appraisal records and schedules.

19. Compiling, inputting and updating HR data and documentation into Helix and testing the functioning of all HR processes with the support of the IT department.

20. Maintaining and recording of all company legal documentation and providing administrative assistance in matters of legal importance.

21. Updating of employee files, HR data, employee lists etc and ensuring that Company master file is up to date.

22. Compiling, coding and formatting of company policies including but not limited to HR policies, reviewing the validity of the documents and ensure proper recording and filing of department specific policies.

22.1. Ensuring that all revisions made have been signed off by the employees and saved to the updated file on drop box. Responsible for reviewing annually the HR policies and protocols and recommending changes to be made as necessary.

23. Recording and maintaining all company moveable assets and those assets allocated to staff.

24. Maintaining employee records, staff attendance, employee visas, passports, labour cards and contracts, health cards, emirate’s identity cards and their renewals and allocating and managing the staff resources according to the mandatory requirements.

25. Recording and maintaining all company moveable assets and those assets allocated to staff.

26. Supporting and assisting with other administrative duties as assigned by the management teams and providing administrative support to all head office departments.

27. Assisting the Directors and other head office teams with scheduling of meetings and furnishing of HR department specific documentation as required

Job Types: Full-time, Permanent

Experience:

• HR Related: 3 years (Required)