Job Description

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The Senior Administrative Executive, Human Resources is responsible for assisting the HR Manager in administering the full range of HR functions, including recruitment and selection, preparing and issuing contracts of employment, advising on employee relations and on compensation and benefits, maintaining employee files and the employee database. The incumbent will also work closely with the Manager, HR in ensuring HR operations run efficiently while providing and maintaining good relationship with staff as part of the stakeholders.

Key Duties and Responsibilities * Has the knowledge and experience to provide HR advice and support to business by providing and solving standard day to day problems which has clear consequences by following guidelines or referring to the practices.

• Independent as well as participating in teams where input for improvements of the HR functions may be required.
• Oversee end to end recruitment process in ERP system which includes verify information in hiring request, monitor approval flow, advertise approved vacancy on University website and other relevant online advertisement platform such as Jobstreet and MYFutureJobs.
• Organise interview sessions and deliver outcome to candidates, prepare salary proposal for management approval, request for reference checks on candidates, prepare and issue offer of employment letter to successful candidate.
• Coordinate with relevant department to ensure smooth new joiner experience which include preparation of familiarisation schedule and appointment of buddy, deliver on-boarding session to new joiner on their first day of reporting.
• Ensure correct and update reporting of recruitment activities on monthly basis.
• Maintain filing system; update and maintain records on the employee database.
• Organise and administer resignations/retirement process, including finalise final entitlements, prepare letters to employees and exit interviews and handover process.
• Update and maintain leave records such as annual leave, sick leave, maternity leave, etc.
• Provide support for statutory audits and other relevant matters as required which includes compiling relevant data and provide timely report, analysis and recommendation as required.
• Assist to liaise with Edinburgh\'s HRD team to ensure that a parallel service is offered, to include the objectives of enabling people to be the best they can, and providing a fair, friendly and timely service.
• Assist in organising staff engagement activities. Communicate, coordinate and collaborate with staff on University programmes related to staff wellbeing.
• Facilitate communication and liaison with relevant parties in handling queries and collecting information, follow up and make recommendations related to recruitment process and other operational matters.
• Play an active role in supporting the overall functions of HR operation, ensuring security, accuracy and confidentiality of information.

All HWUM staff endeavours will embody our shared values of: Pursuing Excellence, Shaping the Future, Outward Looking, Pride and Belonging, and Valuing and Respecting Everyone.

Please note that this job description is not exhaustive, and the role holder may be required to undertake other relevant duties commensurate with the grading of the post and its general responsibilities. Activities may be subject to amendment over time as the role develops and/or priorities and requirements evolve.

Person Specification

Education & Qualifications

Essential:

• Educated to Degree level in HR or Business Management.

Experience

Essential:

• 4 years or more experience in providing professional level generalist, HR / Development support in a wide range of HR functions.
• Familiar with data entry into HR databases. Experience of creating reports from databases which can be easily understood by managers.

Competencies, Skills & Knowledge

Essential:

• Fluent (verbal and written) in English and Bahasa Malaysia
• Good knowledge of Malaysian Labour law and employment practices
• Good interpersonal skills; able to establish and maintain good working relationships with a wide range of people and is able to show a flexible approach to deliver team results to build team morale
• Good communication skills with ability to write clear and accessible policies and processes and is able to convey straightforward information in a clear and accurate manner
• Strong sense of responsibility; self-motivated; and with minimal level of guidance from Superior
• Strong service ethos, i.e. Provides accurate and up to date HR information and knowledge of services and resources.
• Accurate with attention to details.
• Excellent IT skills including MS Office (Word, Excel) and MS Outlook.
• Excellent organisational skills, able to meet deadlines and manage conflicting demands on time.

Desirable:

• Understanding of higher education environment.
• Experience in arranging appropriate visas / employment passes and teaching permits with relevant authorities
• Experience in arranging induction programme for new employees and guiding new HR team mates with the right approach and style to suit the learners\' needs
• Experience of working as part of small or remote team.

Special Factors (if applicable)

• Willing to work in Putrajaya

Essential Criteria - these are attributes without which a candidate would not be able to undertake the full remit of the role. Applicants who do not clearly demonstrate in their application that they possess the essential requirements will normally be eliminated at the short listing stage.

Desirable Criteria - these are attributes which would be useful for the candidate to hold. When shortlisting, these criteria will be considered when more than one applicant meets the essential criteria.

Application Process

Applications should be submitted to Careers system.

Applications must be submitted by 13 August 2023. If you are not contacted by the selection committee by 31 August 2023 then please assume that on this occasion your application has been unsuccessful.

The University is committed to equality of opportunity.

Heriot-Watt University