Admin 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
• To plan, define, implement and monitor employees performance objectives/ indicators, and review performance outcomes
• Analysis of performance data to evaluate the performance achievements, challenges, and areas for improvement of the employees/ teams/ organization; and dissemination of reports and feedback to relevant stakeholders.
• 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 hospital 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 analyzing 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 assistant duties:

• Ensure that the hospital’s calendar of events is implemented as scheduled
• 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
• 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
• Performance contracting and management skills
• 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