Summary:            The Relief Telephone Operator/Clerk plays a crucial role in providing administrative support to the Human Resources department. This position involves managing various HR-related tasks, including leave administration, document transportation, MY HR Plus management, reporting, recruitment support, and health/life insurance processing. The HR Clerk ensures smooth operations and supports HR functions with efficiency and accuracy.

Key Outputs

• Maintain accurate employee records
• Assist with payroll reconciliations
• Assist in the recruitment process
• Prepare and process paperwork for HR transactions
• Support HR department in maintaining data and files
• Assist in conducting orientation sessions
• Respond to employee inquiries
• Support HR initiatives and projects
• Assist in coordinating employee events and meetings
• Maintain confidentiality and compliance
• Perform other administrative tasks
  • Records Management System;
  • Vacation Leave, Departmental Leave and Sick Leave Computations calculated, updated and maintained;

Key Responsibilities:

Leave Administration:

• Manage employee leave requests, including processing applications, updating leave balances, and tracking leave usage.
• Ensure compliance with company policies and regulations regarding leave entitlements.
• Monitor the administration of leave to ensure efficiency in satisfying customers
• Seeks approval for special leave for staff from the Chief Medical Officer
• Submits vacation, sick and departmental leave information to Departments and Plants

Transportation of Documents:

• Facilitate the transportation of HR documents between the HR department, Finance and Accounts, and the Executive Office as needed.
• Ensure timely delivery and receipt of documents to the appropriate parties.

HRMIS Management:

• Maintain the HR Management Information System (HRMIS), ensuring accurate and up-to-date employee data.
• Accurately enter data on HRMIS data base
• Generate reports and assist with data analysis as required.

Late and Absent Reports:

• Prepare and distribute late and absent reports for all staff, highlighting attendance trends and patterns.
• Coordinate with supervisors or managers to address attendance issues proactively.
• Prepare disciplinary letters for habitual lateness and absences

Job Letters:

• Prepare and issue job letters to confirming employment as needed
• Assist in drafting other HR-related correspondence as needed.

Daily Announcements:

• Facilitate daily announcements regarding birthdays, deaths, or other important events within the organization.
• Coordinate with relevant departments to ensure timely and accurate communication.
• Communicate schedule changes with canteen

Closing Out of Files:

• Organize and maintain employee files, ensuring completeness and accuracy of documentation.
• Facilitate the closure of files for terminated or resigned employees in compliance with retention policies.

Recruitment Support:

• Assist in maintaining recruitment folders, including job postings, applicant resumes, and interview schedules.

Filing:

• Maintain an organized filing system for HR documents, both electronically and physically.
• Support the HR Department in maintaining data and files
• Maintain confidentiality of employee information and ensure compliance with data protection regulations
• Ensure documents are labeled, stored, and retrieved efficiently as needed.

Health and Life Insurance Processing:

• Assist employees with health and life insurance enrollment and changes.

Any other duties assigned by the supervisor

REQUIRED COMPETENCIES:

Core Competencies:

• Strong organizational skills and attention to detail
• Excellent interpersonal skills.
• Excellent oral and written communication skills
• Proactive approach to problem-solving and decision-making
• Good integrity/ethics exercised in the performance of duties.

Functional Competencies:

• Proficiency in the relevant computer applications;
• Sound problem-solving and organizing skills.
• Sound judgment and initiative;
• Sound planning and organizing skills

Minimum Qualification & Experience

• Minimum 5 CSEC Subjects including Mathematics and English Language
• Certification in telephone etiquette and customer service
• Proficiency in MS Office suite (Word, Excel, PowerPoint, Outlook) and other office software.
• Experience in pension and leave administration, and records management
• Minimum of 1 year of experience in administrative roles, preferably in a human resources department or supporting HR executives.

SPECIAL CONDITIONS ASSOCIATED WITH THE JOB:

• Pressured working conditions;
• Critical delivery deadline

REMUNERATION

• Basic Salary: $1,439,455.00  -  $1,935,907.00 per annum