Vacancies at Gap Recruitment Services Limited

Key Responsibilities

• Schedule and coordinate patient appointments, ensuring efficient use of the clinic's calendar.
• Organize and manage the daily flow of patients to minimize wait times and scheduling conflicts.
• Respond promptly and professionally to emails, phone calls, and messages.
• Handle petty cash transactions accurately and maintain proper records.
• Welcome and assist guests and patients at reception with a warm, professional attitude.
• Maintain accurate patient records and appointment logs.
• Escalate any scheduling conflicts or patient concerns to the appropriate staff member.
• Keep the reception area organized and presentable.

Requirements

• Strong organizational skills with the ability to multitask.
• Excellent communication skills (written and verbal).
• Comfortable handling cash and basic record-keeping.
• Friendly, patient-focused, and professional demeanor.
• Basic computer literacy (email, scheduling tools/calendars).
• Candidates with no prior work experience are encouraged to apply.

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Key Responsibilities

Recruitment & Employee Lifecycle Management

• Manage the end-to-end recruitment process, including preparation of job descriptions, sourcing candidates, screening, interviewing, reference checks, and selection.
• Coordinate employee onboarding and ensure new employees receive the necessary documentation, orientation, policies, and resources.
• Coordinate employee deployment, transfers, promotions, and other employment changes.
• Manage employee separation processes, including resignations, exits, clearance, exit interviews, and related documentation.
• Ensure all employee movements and changes are properly documented and communicated to the relevant stakeholders.

Attendance, Leave & Workplace Discipline

• Monitor and maintain accurate records of employee attendance, clocking-in/out, absenteeism, punctuality, and working hours.
• Monitor leave applications and balances and ensure leave is properly recorded and managed.
• Identify attendance and punctuality concerns and follow up with employees and relevant managers.
• Support management in addressing absenteeism, misconduct, poor attendance, and other workplace disciplinary matters.
• Ensure disciplinary processes are handled fairly, consistently, and in accordance with company policies and applicable employment legislation.

Performance Management

• Coordinate the organisation’s performance management process, including target setting, performance reviews, appraisals, and performance evaluations.
• Work with managers to establish clear and measurable employee performance objectives.
• Monitor completion of performance appraisals and ensure they are conducted within the required timelines.
• Support managers in addressing performance gaps and developing appropriate Performance Improvement Plans (PIPs) where necessary.
• Follow up on PIPs and other performance interventions to ensure agreed actions are implemented.
• Provide HR guidance to managers on performance-related matters.

HR Policies & Procedures

• Develop, review, update, and communicate HR policies and procedures in line with organisational requirements and applicable employment laws.
• Ensure effective implementation and consistent application of HR policies across the organisation.
• Educate employees and managers on HR policies, procedures, workplace expectations, and employee rights and responsibilities.
• Identify areas for improvement in HR processes and recommend appropriate changes to management.

Employee Records & HR Administration

• Maintain accurate and up-to-date employee records, including contracts, personal files, leave records, disciplinary records, performance documentation, and other relevant HR information.
• Ensure employee documentation is complete, properly filed, and easily accessible when required.
• Maintain strict confidentiality of employee and HR-related information.
• Ensure employment contracts and other employee documentation are properly prepared, renewed, and maintained.
• Keep HR records updated to support accurate reporting and decision-making.

Employee Engagement & Staff Welfare

• Coordinate regular staff meetings and employee engagement initiatives.
• Support recognition programmes and initiatives aimed at improving employee morale, motivation, and productivity.
• Promote effective communication between employees, management, and departments.
• Listen to employee concerns and support management in resolving employee-relations matters.
• Promote a positive, respectful, and inclusive workplace environment.

Training & Development

• Identify employee training and development needs in consultation with departmental and branch managers.
• Coordinate training, capacity-building, and professional development programmes.
• Maintain accurate training records and monitor participation and effectiveness.
• Support initiatives aimed at developing employee skills, competencies, and career growth.

Employee Relations & Management Support

• Work closely with departmental and branch managers on staffing, performance, disciplinary, attendance, and employee-relations matters.
• Provide guidance to managers on appropriate HR practices and procedures.
• Support the resolution of workplace conflicts and employee grievances in a fair and professional manner.
• Maintain appropriate documentation of employee-relations and disciplinary matters.
• Escalate significant or sensitive HR matters to management where necessary.

HR Reporting & Analytics

• Prepare regular HR reports for management covering key areas such as: Employee headcount and staffing levels, Attendance and absenteeism, Leave utilization, Employee turnover and retention, Performance management, Training and development and Employee engagement
• Maintain accurate HR data and provide management with relevant insights to support decision-making.
• Track key HR indicators and identify trends requiring management attention.

Labour Law & HR Compliance

• Ensure the organisation’s HR practices comply with applicable Kenyan employment and labour laws and regulations.
• Keep up to date with changes in employment legislation and advise management accordingly.
• Support management in ensuring proper employment contracts, disciplinary processes, leave administration, employee benefits, and separation procedures.
• Identify potential HR compliance risks and recommend appropriate corrective measures.
• Maintain proper documentation to support compliance and audit requirements.

Organisational Culture

• Promote a culture of accountability, professionalism, teamwork, integrity, productivity, and continuous improvement across Orthomedics.
• Lead by example and promote positive workplace behaviours.
• Support management initiatives aimed at improving employee performance and organisational effectiveness.

Other Responsibilities

• Undertake any other HR and administrative duties reasonably assigned by Management.
• Provide HR support on special projects and organisational initiatives as required.

Qualifications & Experience

• Bachelor’s degree in Human Resource Management, Business Administration, or a related field.
• Professional qualification in Human Resources, such as CIPD, CHRP, or equivalent, will be an added advantage.
• Minimum 3 years’ experience in a generalist HR role, preferably in a similar organisational environment.
• Demonstrable experience in recruitment, performance management, employee relations, disciplinary processes, and HR administration.
• Good working knowledge of Kenyan employment and labour laws.
• Experience working with HR information systems, attendance systems, and HR reporting tools will be an advantage.
• Proficiency in Microsoft Office, particularly Word and Excel.

Key Competencies & Skills

• Strong knowledge of HR policies, procedures, and best practices.
• Excellent interpersonal and communication skills.
• Strong employee-relations and conflict-resolution skills.
• High level of confidentiality, integrity, and professionalism.
• Strong organisational and administrative skills.
• Excellent attention to detail and record-keeping ability.
• Ability to handle sensitive and confidential matters with discretion.
• Strong problem-solving and decision-making skills.
• Ability to work independently and collaboratively with management and employees.
• Good analytical and reporting skills.
• Ability to manage multiple priorities and meet deadlines.
• Assertive yet approachable and empathetic.
• Strong ability to influence and advise managers on HR matters.