Personal Secretary Admin&hr
2 weeks ago
**Required Female Only**
- Maintain appropriate standards of conduct, dress hygiene, appearance and posture.
- Maintain positive and good image of the Human Resources Department.
- Prepare and types letters and other documents neatly and in a manner representative of the Hotel and Human Resources standards
- Stamp incoming correspondence for review by the Director of HR (Brings to the attention of persons concerned any matters that require urgent attention).
- Handle out-going correspondence as appropriate and arranges for the mailing of correspondence
- Handle all telephone calls for Human Resources Manager and Human Resources Personnel in an efficient and courteous manner. Takes messages for Director of HR and Human Resources Personnel and returns as appropriate.
- Establish and maintains an effective filling system for HR Department in conjunction with Personnel Officer to facilitate easy retrieval, location and search of files and related correspondence.
- Ensure that all filing is up to-date and done properly and establishes and maintains a Trace File for file movement and brings forward matters as required.
- Make appointments for Director of Human Resource meetings. Ensures that materials and documents are readily available for meetings. Advises and reminds participants. Makes arrangements for meeting places.
- Organize dates for Tea Crunch, arranges for circulars and reminds department head to submit the nominees.
- Take and types minutes and meetings.
- Maintain good working relations with all levels of employees.
- Ensure politeness fairness, impartiality, openness, discreteness but be firm to employees and outsiders.
- Create both the management and employee’s confidence in the HR department.
- Ensure that copies of manual and policies are not supposed to be given to competitors neither are business transactions supposed to be discussed with them.
- Ensures that there is adequate supply of stationery and other materials in the office at all times. Ensures controls of both the stationery and equipment.
- Give special attention to office cleanliness and work place to ensure tidiness.
- Keep aware of the surrounding environment, new trends and new technology and maintains adequate knowledge of all areas of hotel operations.
- Ensure that staff queries are dealt with promptly and brings to the attention of the Human Resources Director any problems.
- Establish and maintains effective employee relations and ensures compliance with the Service Performance and Product Standards as per Standards.
- Attend training sessions as and when requested to.
- Ensure that matters of confidential nature are not discussed with unauthorized persons and ensures that copies of manual and policies are not supposed to be given to competitors neither are business transactions supposed to be discussed with them.
- Assist prepare vacation forms
- Distribute vacation forms, PH and lieu days.
- Issue new employees with identity cards.
- Issue new employees with name tags.
- Makes travel arrangements for employees in the HR department.
- Maintain and updates manual and computerized employee records, legal documents, policies and procedures and other personnel matters
- Assist to check overtime.
- Perform related duties and projects as assigned
- Properly maintain & update the associates’ personnel files and other HR records such as accommodation files, MOBH files, passport copies, etc.
- Draft correspondence for all kinds of HR related issues such as, but not limited to Owning company letters, bank letters, salary certificates, experience certifications, etc.
- Monitor and track documents like visas, permits and passports accordingly inform the associates & Director of Human Resources
- Prepare the attendance report of A&G Executive - HR Department & Employee Relations on a bimonthly and monthly basis
- Check the accuracy and monitor the submission of attendance reports from all departments
- Prepare and circulate the birthday cards and birthday poster of associates at the beginning of each month
- Monitor national day of each country; prepare the poster, invitation and cake request
- Prepare the invitation for Associate Roundtable and keep track of the attendees
- Conduct reference checks of applicants and prepare Employment Offer
- Clearly explain the employment offer to new joiners, open their personnel file and conduct the induction of new associates (name badge and pin, locker, signing of company policies, etc)
- Enroll new associates and remove resigned associates from the Associate Management
- Update the information on the associate notice boards regularly
- Be involved in all associate events/activities especially those initiated by HR Department
- Answer telephone calls as per hotel standard
- Coordinate with and assist the Accommodation Supervisor, Visa Clerk, Training Coordinator & the Nurse as and when required
- Assist associates on their queries in an efficient manner
- Monitor and order office supplies and
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