Openings at Janta Kenya

Key Responsibilities

• Handle administrative tasks including document management, data entry, and preparing reports
•  Act as the first point of contact for external enquiries via email and telephone, directing them to the appropriate department or individual
•  Manage appointments and schedules for staff and residents, including organizing meetings and coordinating events
•  Maintain accurate records of residents, including personal information, health records, and medication schedules, ensuring confidentiality and compliance with GDPR
•  Process invoices, manage billing, and assist with payroll preparation
•  Liaise with suppliers, order supplies, and manage inventory for the care home
•  Support the on-site management team with HR duties, including recruitment, onboarding, and maintaining staff records
•  Support the on-site management team with maintenance schedules and maintenance related issues
•  Learn about the regulatory environment and support the team with maintaining regulatory compliance
•  Coordinate with IT support to resolve any technical issues affecting remote work or the operation of the care home
•  Participate in regular virtual meetings with the care home management team to provide updates and receive instructions

Skill & Experience

•  Proven experience in an administrative role, preferably within the healthcare sector at least 2 years.
•  Strong organizational and time management skills, with the ability to prioritize tasks efficiently
•  Excellent communication skills, both written and verbal
•  Proficiency in use of computers and cloud software
•  A compassionate and patient-centric approach, with respect for the confidentiality and sensitivity required in healthcare
•  Ability to work independently with minimal supervision and as part of a remote team.
•  Relevant qualifications in Business Administration or Healthcare Management are desirable
• Must be willing to work UK hours (2 – 3 hours behind Kenya time)

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Key Responsibilities

HR Business Partnering

• Act as a consultant to managers and staff regarding HR policies and procedures.
• Resolve employee-related issues and queries.
• Offer support to the assigned departments on all aspects of people management.
• Work with respective line managers to ensure that all employees plan and take their allocated leave days within the year. Check that all absences are justified and that the leave policy is adhered to, including supporting documentation.
• End-to-end management of disciplinary process.

Performance Management

• Work closely with managers from your assigned departments to ensure that all staff have goal sheets and job descriptions and that these are clearly communicated to each staff.
• Work closely with line managers to prepare performance review schedules. Send out alerts/reminders to line managers for probation and PIP reviews.
• Attend performance reviews including monthly one-on-one reviews, performance improvement plan (PIP) reviews and probation reviews.
• Carry out monthly audits of the performance review processes to assess adherence; and prepare monthly reports of the audit findings.
• Carry out training on the performance management system for all new staff.
• Carry out quarterly performance analysis and work closely with respective line managers to instigate applicable performance management measures including, but not limited to, performance improvement plans, performance development plans, reward and recognition.

Recruitment, Selection and Onboarding

• Participate in the hiring process including advertising, interviewing, and making job offers to candidates and giving feedback to unsuccessful job candidates.
• Carry out background checks and obtain references from previous employers and referees to determine applicants’ credibility.
• Work with the respective offices to ensure that applicable tools of trade (e.g., workstation, stationery, email address, vehicle, computer, airtime, PPEs etc.) are in place before a new employee joins the organization.
• Carry out orientation for new staff members. This includes staff on short-term contracts.

Employee Relations

• Support new staff members through weekly follow-ups during their first month, to ensure smooth transition and settlement into their new roles. Work with respective line managers to address any concerns raised in a prompt manner.
• Organize and hold meetings with line managers and staff from the assigned departments. Keep minutes of such meetings and ensure timely closure of the identified areas of improvement.
• Conduct quarterly new employees’ surveys, and compile feedback and action on the identified areas of improvement.
• Ensure a smooth off boarding process for staff members leaving the organization. This will involve checking that the employee is cleared from all departments (returns company property, notifying IT and payroll about personnel changes, and preparing any paperwork the employee might need to sign and timely processing of final dues).
• Conduct exit interviews for staff members leaving the organization and compile the findings report.

Staff Training and Development

• Conduct staff training on HR policies and procedures including temporary contract staff.
• Carry out training needs assessment in liaison with the respective line managers and implement actions which may include training
  sessions, workshops, job shadowing, mentoring and seminars to address the identified training needs.

Payroll Management

• Send payroll input to the relent department every month. Verify staff overtime hours before sharing the report.
• Ensure all the inputs (new employees, salaries, benefits, deductions, loans including HELB, salaries on hold) are included in the monthly payroll report.

Projects Management

• Manage assigned projects within timelines and within budget.

HR Reports

• Compile HR reports from the various HR processes (performance management, recruitment, disciplinary, off boarding, employee engagement, etc).
• Perform other duties as allocated.

Skill & Experience

• Diploma in Human Resource Management or Certified Human Resource Professional qualification (CHRP).
• Minimum of 1 year of experience in a HR-related position.
• Proficiency in Microsoft Excel, Microsoft Word, Outlook, and PowerPoint.
• Knowledge of labour laws and government regulations that concern workplaces and employment matters.
• Thorough understanding of human resource practices and industry trends.
• Ability to manage deadlines and stressful situations.
• Attention to detail.
• Strong interpersonal and communication skills.
• Highly motivated individual.
• Resilience – deal effectively with pressure; remain optimistic and persistent, even under adversity, recover quickly from setbacks.
• Flexibility – be open to change and new information; rapidly adapt to new information, changing conditions, or unexpected obstacles.