Human Resource Assistant

The HR and Administrative Assistant provides administrative and operational support to the Human Resources Department, with primary responsibility for recruitment and staffing activities. The role assists in sourcing and screening applicants, coordinating interviews, processing pre-employment requirements, and supporting the hiring and onboarding process.

The position also provides support in employee records, timekeeping, benefits, employee relations, office administration, and other HR-related activities. The HR and Administrative Assistant works closely with employees, department heads, applicants, and management to ensure that HR and administrative processes are handled accurately, efficiently, and in accordance with company policies.

Key Responsibilities

Recruitment and Staffing

• Assist in the end-to-end recruitment process for medical, administrative, and operational positions.
• Post job vacancies through appropriate recruitment platforms, social media, job boards, schools, organizations, and other recruitment channels.
• Source and identify potential candidates based on the requirements of the position.
• Review and screen applications, resumes, and other applicant information.
• Conduct initial applicant screening and coordinate applicants for interviews and assessments.
• Schedule and coordinate interviews with applicants, hiring managers, department heads, and management.
• Maintain an updated applicant database and recruitment tracker.
• Coordinate applicant follow-ups and provide timely updates regarding the status of their application.
• Assist in preparing and communicating job offers and employment requirements.
• Coordinate pre-employment requirements, including medical examinations, clearances, and other required documents.
• Conduct or assist in background checks and verification of applicant information when required.
• Coordinate hiring and onboarding schedules with concerned departments.
• Assist in preparing employment documents and onboarding requirements for newly hired employees.
• Maintain complete and organized recruitment records and applicant files.
• Assist in developing and implementing recruitment activities and sourcing strategies to meet manpower requirements.
• Coordinate with schools, organizations, clients, referrals, and other external sources for recruitment activities when needed.

Employee Records and HR Administration

• Maintain accurate and confidential employee 201 files and HR records.
• Prepare employment-related documents, certificates, memoranda, and other HR correspondence.
• Update employee information, including personal details, employment status, department assignments, and other relevant records.
• Assist in monitoring employee contracts, probationary periods, regularization, promotions, transfers, and other employment changes.
• Ensure proper filing and organization of HR documents, both physical and electronic.
• Assist in preparing HR reports, trackers, and other documents required by management.
• Maintain confidentiality of employee and applicant information.

Timekeeping and Attendance

• Assist in monitoring employee attendance, schedules, leaves, absences, tardiness, and undertime.
• Review and consolidate timekeeping records and coordinate discrepancies with concerned employees and supervisors.
• Assist in preparing attendance-related reports and documents for payroll processing.
• Maintain accurate attendance and leave records.

Compensation and Benefits Support

• Assist employees with inquiries regarding company benefits, leaves, government-mandated benefits, and other HR concerns.
• Assist in processing employee benefits and required documentation.
• Coordinate with payroll and other departments regarding employee compensation and benefits concerns.
• Maintain accurate records related to benefits and employee entitlements.

Employee Relations and HR Support

• Serve as a first point of contact for routine employee HR concerns and inquiries.
• Assist in communicating and implementing company policies, procedures, and HR programs.
• Support employee engagement activities, company events, meetings, and other HR initiatives.
• Assist in documenting employee concerns, disciplinary matters, and other employee relations cases as directed by the HR Manager.
• Maintain professionalism, confidentiality, and fairness when handling employee and applicant concerns.

Administrative and Facilities Support

• Monitor the building and facilities, including cleanliness, safety, and general upkeep, and report concerns requiring attention.
• Coordinate and assist with maintenance, repairs, and other building-related services to ensure that facilities remain safe and functional.
• Assist in coordinating office supplies, equipment, and other administrative requirements.
• Coordinate with suppliers, service providers, and other external parties regarding administrative and facility-related concerns.
• Assist in preparing administrative reports, documents, and other office records.
• Provide general administrative support to the HR Department and management as needed.

Compliance and General HR Support

• Assist the HR Department in ensuring compliance with company policies and applicable Philippine labor laws and regulations.
• Help prepare reports and documentation required for internal audits and government-related requirements.
• Assist in the implementation of HR policies, procedures, and programs.
• Maintain organized records for recruitment, employment, attendance, benefits, and other HR activities.
• Perform other HR, recruitment, administrative duties, and special projects as assigned.

Qualifications

• Bachelor’s degree in Human Resources Management, Psychology, Business Administration, or a related field.
• Previous experience in recruitment, HR, or administrative work is preferred.
• Experience in applicant sourcing, screening, interview coordination, or hiring is an advantage.
• Fresh graduates with relevant internship or recruitment experience may be considered.
• Knowledge of basic HR practices, recruitment processes, employee records, and timekeeping.
• Familiarity with Philippine labor laws and government-mandated benefits is an advantage.
• Proficient in Microsoft Office applications, particularly Word and Excel.
• Good written and verbal communication skills.
• Strong coordination, organizational, and time-management skills.
• Detail-oriented and able to maintain accurate records.
• Able to communicate professionally with applicants, employees, department heads, and external parties.
• Able to handle confidential information with discretion.
• Resourceful and proactive in sourcing and coordinating applicants.
• Willing to work in a fast-paced healthcare/medical environment.
• Willing to work flexible hours when required by business operations.