Human Resource Assistant Mary Begg Health Services

PURPOSE OF THE ROLE:

Reporting to the Senior Human Resource Officer, the job holder will support the Clinic and the HR department with the day to day administrative functions and duties.

KEY DUTIES:

• Manage the filing of all employee pre-employment documents into each and every new employee’s personal file e.g. letter of application, CV, Certificates.
• Manage the filing of all mandatory documentation in staff personal files. e.g. letter of offer, contract of employment, signed copy of job description, signed copy of Code of Conduct, signed copy of JDs.
• Attend to employee queries and clarify queries in line with set guidelines and advice from the HR Manager.
• Receive overtime claim forms from staff and investigate any possible inaccuracies.
• Prepare payroll input for onward submission to HR Head Office by the 17th of every month or as advised by Payroll: salary sign in cards for new employees, separation for employees who have terminated, etc.
• Assist employees with application of all leave on Bamboo System and provide training on how to use the system especially for new hires.
• Ensure leave taken tallies with the Leave Schedule in Bamboohr and errors should be sent to Senior HR Officer for corrections
• Monitors employees on prolonged sick leave and updates management on the same
• Participates in wellness activities and encourages other employees to engage in wellness activities;
• Keep an Excel Spreadsheet of new employees, transfers, terminations and changes in job classifications.
• Distribute all HR forms as and when required by both staff and management.
• Conducting orientation of all new staff at the Clinic.
• In liaison with the Senior Human Resource Officer, administer some disciplinary cases at the clinic.
• Ensure the HR Database and Organization Structure is up to date.
• Be aware of staff duty rosters for purposes of administration, fire evacuation and emergency.
• Assist Clinic Management on organization of social functions like the Labour Day, Christmas Party etc.
• In liaison with the Senior Human Resource Officer, coordinate job interviews held at clinic level.
• Explain Company Policies to employees and the rest of the clinic management staff.
• Distribute labour related mails to any relevant authorities as directed by Management.
• Manage part of the induction programme to ensure speedy settlement of new employees.
• Prepare all HR Reports: Weekly and Monthly as per format provided
• Notify the Senior HR Officer when an issue or incident arises with a staff member.
• Perform any other duties assigned by the HR Manager and Clinic Manager as part of your role.

REQUIRED TECHNICAL SKILLS, TRAINING & EXPERIENCE

• A Diploma in Human Resource Management or Business Administration
• Grade 12 certificate with a merit or above in English language and Mathematics.
• Must have a minimum of 3 years work experience in Human Resource Management.
• Must be proficient in MS Office (google docs and google sheets).
• Must be a member of the Zambia Institute of Human Resource Management.
• Must be honest