1. Job Purpose
The Admin & HR Officer is responsible for supporting day-to-day human resources and administrative operations, maintaining employee records, coordinating recruitment and attendance management, overseeing office administration, supervising housekeeping services, managing kitchen operations, and ensuring proper staff and patient meal management in accordance with organizational procedures and service standards.
2. Key Responsibilities
A. Human Resources Support
- Maintain and update employee personnel files and HR records.
- Support recruitment processes including vacancy announcements, collection of applications, interview scheduling, and candidate communication.
- Assist in onboarding and orientation of newly recruited employees.
- Maintain staff records including contract dates, probation tracking, and employee documentation.
- Support employee separation processes including clearance procedures and final documentation.
B. Attendance and Leave Management
- Maintain daily attendance records and staff attendance tracking systems.
- Monitor leave balances and maintain leave records for all employees.
- Prepare monthly attendance summaries for payroll processing.
- Follow up with staff regarding attendance irregularities, missing timesheets, or leave documentation.
- Support supervisor in maintaining punctuality and attendance compliance.
C. Payroll Support
- Compile payroll-related data including attendance, leave deductions, and contract information.
- Ensure payroll-related records are properly documented and filed.
D. Administrative Support
- Maintain office administrative records and filing systems.
- Support office correspondence, official letters, document filing, and internal communication.
- Coordinate office supplies requests and maintain basic office inventory records.
- Support arrangement of meetings, workshops, staff events, and administrative logistics.
E. Compliance and Documentation
- Ensure employee files contain all required documentation in accordance with HR procedures.
- Maintain confidentiality of employee records and personnel information.
- Assist supervisor in updating HR documentation when required.
F. Housekeeping Supervision
- Supervise housekeeping staff and monitor daily cleaning schedules.
- Ensure offices, guest areas, wards, patient rooms, washrooms, and common areas remain clean and hygienic.
- Monitor availability and proper use of cleaning supplies and housekeeping materials.
- Conduct routine inspections of facility cleanliness standards and report issues.
- Ensure housekeeping staff perform duties according to assigned schedules and hygiene requirements.
G. Kitchen Management and Food Control
- Supervise kitchen support staff involved in meal preparation and food service activities.
- Monitor daily preparation and distribution of meals for staff and patients/beneficiaries.
- Ensure food preparation areas are maintained in hygienic and sanitary condition.
- Maintain records of food consumption, kitchen inventory, and daily meal distribution.
H. Staff and Patient Food Management
- Coordinate meal planning and meal distribution schedules for staff and patients.
- Monitor food quality, quantity, and timely delivery according to approved meal schedules.
- Monitor food consumption patterns and report shortages or irregularities.
I. Reporting and Record Keeping
- Maintain updated employee database and HR tracking sheets.
- Prepare routine HR reports including staffing lists, attendance reports, leave reports, and contract expiry tracking.
- Maintain organized filing system for HR and administrative documents.
- Support preparation of documents for inspections, audits, and internal reviews.
J. Warehouse & Store Support
- Support receiving, storage, and issuance of supplies and materials.
- Ensure proper storage conditions for inventory items.
- Maintain warehouse stock cards and stock movement records.
- Assist in periodic warehouse inspections and inventory reconciliation.
