Hospital Administrative and HR Officer at Nairobi Adventist Hospital

Job Purpose

The purpose of this position is to assist the C.E.O in the carrying out of human resource functions, general administration/maintenance of the hospital and its processes, and ensuring effective running of the C.E.O’s office.

Roles & Responsibilities

Human resource duties:

• Scheduling job interviews and assisting in interview process
• Provide support, guidance and training to personnel as required. Participates In the review of training needs of staff making appropriate proposal to meet identified needs.
• Prepare and provide advice to staff members on specific entitlements.
• Assist in the interpretation and application of staff rules, regulations and procedures ensuring uniform application.
• Ascertain human resources requirements for the office ensuring the timely advertisement and filling vacancies.
• Orienting new employees to the organization (setting up a designated log-in, workstation, email address, etc.).
• Serves as a point person for all new employee questions.
• Control the maintenance of the personnel records in the office, ensuring that outstanding queries receive timely response, after due analysis maintains and monitors leave records and overtime.
• Participate in staff appraisal
• Maintains employee information by entering and updating employment and status-change data.
• Maintains employee confidence and protects operations by keeping human resource Information confidential.
• Submits employee data reports by assembling, preparing, and analysing data.
• Ensuring background and reference checks are completed
• Overseeing the completion of compensation and benefit documentation
• Maintaining current HR files and database
• Maintaining records related to grievances, performance reviews, and disciplinary actions
• Performing file audits to ensure that all required employee documentation Is collected and maintained
• Completing termination paperwork and assisting with exit Interviews.
• Perform other HR duties as required.

 Administrative duties:

• Ensure that the hospital’s calendar of events is implemented as scheduled
• Ensure that the hospital’s procurement processes are adhered to, and procurement meeting minutes are filed
• General Upkeep and Maintenance of the hospital facilities
• Assist in monitoring and reporting on the daily operations of the hospital
• Assist with preparation of monthly, quarterly and yearly progress reports.
• Handling of the hospital correspondences and keeping  such files
• Responsible for ensuring that the facility is kept clean and well-tended by working closely with the nurse manager and housekeeping staff.
• Ensure the security systems and fire safety equipment are in place and functional at all times.
• Follow up with the accounts department to ensure processing of insurance claims, Invoicing and reconciliations.
• Receive daily, weekly and monthly financial reports from the accounts department for evaluation by the C.E.O
• Assist the C.E.O  in the public relations activities of the hospital including:
• Marketing and advertisement
• Customer care and customer feedback

Personal assistant duties:

• Act as a liaison between the C.E.O’s office and internal and external parties
• Managing an active calendar of meetings and appointments for the CEO, be able to anticipate the C.E.O’s next move
• Manage the communication in and out of the C.E.O’s office
• Prioritize and follow up on incoming issues and concerns addressed to the C.E.O, including those of a sensitive or confidential nature and determine the appropriate course of action (in consultation with the C.E.O as appropriate)
• Follow up with key contributors to the C.E.O’s projects and maintain the timeline around deliverables, keeping the projects on task.
• Produce all necessary documents, reports and presentations for the C.E.O
• Organize and maintain the C.E.O’s office
• Other duties and responsibilities as assigned by the C.E.O

Qualifications

• Degree or higher diploma in Human resources management
• Active registration and good standing with IHRM
• Five years working experience, with two of them in a supervisory/ mid-level management role
• Proficiency in Microsoft Office suite
• Additional training in business management or administration will be an advantage
• Previous experience in customer service will be an added advantage
• Great communication skills
• People skills
• Self-driven and able to work with minimum supervision