HR Assistant at Avenue Healthcare

Job Objective / Purpose

Provide efficient administrative and operational support to the hospital's HR function by coordinating recruitment administration and onboarding, maintaining accurate HR records and staff files, supporting payroll, attendance and training documentation, and ensuring confidentiality and compliance with HR processes.

Key Responsibilities

Recruitment, Onboarding & Employee Lifecycle

• Recruitment support: support the recruitment process, including reference checks and recruitment documentation.
• Onboarding & probation: ensure new staff go through the full onboarding cycle and probation reviews, with all required documentation completed and filed in staff files.
• Staff exits: in liaison with HROs, ensure all staff exits are correctly and timely executed, including clearance documentation, handover requirements, file updates and HRMIS updates.

HR Records & Documentation Control

• Filing system: maintain an efficient physical and electronic HR filing system that supports retrieval, audit readiness and confidentiality, ensuring all staff information is captured and up to date in staff files.
• HRMIS administration: in liaison with HROs, register new and locum staff in the HRMIS, ensuring timely and accurate entry and update of required fields.
•  Confidentiality: maintain confidentiality at all times in the handling of staff information and HR records.

Training Coordination & Records

• Training logistics: support coordination of staff training activities, including the training calendar, event planning and venues.
• Training records: ensure training records (attendance, evaluations, certificates) are updated in the HRMIS and properly filed.

Payroll, Leave & Attendance Support

• In liaison with HROs, assist in the review and coordination of staff and external locum approvals, ensuring documentation is complete and approvals are properly recorded and filed; compile and submit standardized rotas and upload files; register new staff in the clocking system; and submit Time & Attendance (T&A) reports.

Governance & Compliance

• Ensure adherence to Avenue Healthcare corporate governance policies, procedures and systems, especially those pertaining to employment management; prevent, detect and report any fraud or criminal activities; implement audit recommendations; and perform any other related duties as may be assigned by the supervisor from time to time.

Person Specification

• Degree or Diploma in Human Resource Management or a business-related field
• Minimum 2 year experience in a similar role, preferably in a busy hospital/ healthcare  or a related environment.
• Strong attention to detail and accuracy in records management and documentation
• Good communication and interpersonal skills; customer-focused, reliable and results-oriented
• Adaptable and resilient, with problem-solving skills and initiative
• High level of confidentiality, integrity and self-discipline