JOB PURPOSE
The Assistant Manager acts as a people business partner to provide people & culture services and advise the stakeholders on people related matters such as policies, practices and processes, compensation and benefits and responding to their enquiries.
The Assistant Manager is also responsible to assist the Head of Department and Line Manager in managing the day-to-day operations ensuring that the operations team delivers excellent customer services to the stakeholders in relations to all operations issues.
KEY RESULT AREAS / RESPONSIBILITIES
A. Operations & People Services
- Monitors priorities and schedules as needed to assure work is performed in a timely and efficient manner according to company's policies, procedures, guidelines and legal regulations
- To continuously review and contribute to the development and improvement of business processes for efficiency
- Upkeep staff personal file and records HR@Taylor's
- To plan with the team, organize workloads and recommend staff assignments as needed.
- To develop and work closely with the team to promote staff wellbeing and open communication
B. Managing Contracts and Appointments, Staff confirmation and Movement (Admin staff)
- Process staff confirmation related matter and paperwork (appraisal form, confirmation letter, extension of probation, performance improvement program (PIP), etc.)
- Issue letters - change of reporting line, redesignation, employee verification letter, Typhoid Vaccination, off cycle salary adjustment or promotion letters, appointment letters to a committee and any other letters as and when require etc.
- Resignation/Non Renewal - short notice, cessation form, staff clearance form, staff under training bond, children structured tuition fees discount form, arrange exit interview, prorate leave entitlement/outpatient medical entitlement, etc.
- Contract Management - renewals for fixed term-non retiree, retirees, temporary staff
- Staff movement - Process transfer form, Inter-company/department, Intra department, transfer letters. Prepare Transfer Template for payroll team.
C. Budget, Payroll Management & Claim Management
- Ensure accurate and timely execution of payroll as per timeline set by payroll team
- Scan all documents required by payroll to payroll team for admin (local) staff including any letter with salary adjustments, renewal of contract, appointment letters, change of reporting line, CRP Templates, Exception Templates, etc.
- Liaise with the administrator of eClaims system on any claim related issue/enquiries
- Assist Part-time lecturers on their claims
- Verify Security & Risk staff monthly overtime claims
- Manage any payroll or GL posting issue with payroll team and Finance
- Process Staff Tax Clearance/Staff Clearance as and when required.
- To manage Manpower Budget input and mapping for Taylor's College
D. Managing Staff Benefits
- Verify Employee's children education application, eligibility and Benefit in Kind.
- Verify Business travel form - as per the policy to ensure accuracy
- Verify Intern (not in our payroll record) attendance record form to ensure the amount payable is accurate (less than 10 interns in a year)
- Process long term unpaid leave/prolonged illness application if any
- Liaise with Socso officers related to staff Socso claims
- Liaise with Finance team on any vendors registration, Invoices, credit notes and payment issue.
- Timely process and submit inpatient, outpatient and any other healthcare invoices to Finance for payment within 2 working days upon receipt of the invoices.
- Timely process invoices from Taylor's schools and higher education on employee's children education discount within 2 working days upon receipt of the invoices.
- Timely update new staff and dependents details in medical provider portal and any staff movement such resignation, Internal Transfer by department/school/company & change of job grade/designation etc.)
- Ensure accuracy of staff information in the enrolment Listing for medical benefits.
- To manage end to end process of staff Long Service Awards
- To manage staff welfare and keep a proper record of the expense.
- To work closely with line manager on staff engagement activities & any project management
E. Staff Disciplinary & Performance Issue
- Work closely with Head of Employee Relations in managing all admin staff disciplinary cases
- Coordinate/Facilitate appointments schedule or discussion for Head of Employee Relations, Head of Department and Line
- Manage and monitor the deadlines to ensure proper closure - verbal counselling with staff, PIP show cause, domestic inquiry etc.
- Administer issuance of show cause letter, warning letter, termination letter, absconded letter etc as per advise from Head of Employee Relations.
- Others Stakeholder Management
- To attend to staff queries relating to portfolio
- To assist staff to login HR@Taylors due to browser problem
- To answer phone calls within 3 rings
- To reply stakeholder's emails within two (2) working days.
- Any other responsibilities that may be assigned to you from time to time
JOB SPECIFICATIONS
Qualification
- Preferably a Bachelor degree in Human Resources Management or equivalent from a recognised institution in the field relevant to the appointment
Related Experience
- Preferably 3 years of working experience in human resources or in similar capacity
- Experience in managing a team
KEY COMPETENCIES
- Good command of both English and Chinese (Mandarin).
- Good knowledge of HR best practices, processes, procedures and documentation
- Strong knowledge of Employment Act and labor legislation
- Detail-minded, able to multi-task, plan, organize, prioritize requests, and meet deadlines.
- A strong sense of responsibility, ability to interact and communicate effectively with people at all levels.
- Self-motivated, flexible, independent and can work well in a team.
- Good analytical, conceptual and problem solving skills
- Good with time management and responsive to stakeholders
- Results oriented and achievement focus
- Maintain high level of confidentiality, data integrity and accuracy
- Proactive, assertive and ability to complete routine tasks and responsibilities with minimum supervision.
The company reserves the rights to amend or include additional details towards your job description at any point of time in any form of communication.
