HOMEBASED AU HR ADMINISTRATION SUPPORT SPECIALIST

Full Time Employee

Job Summary

The HR Administration Support role is essential in delivering efficient and effective administrative services to both internal teams and clients

Job Description

Company Description
 
Outsourced.ph is a leading ISO certified Philippines offshore outsourcing company that provides dedicated remote staff to some of the world's leading international companies. Outsourced is recognized as one of the Best Places to Work and has achieved Great Place to Work Certification. We are committed to providing a positive and supportive work environment where all staff can thrive. As an Outsourced staff member, you will enjoy a fun and friendly working environment, competitive salaries, opportunities for growth and development, work-life balance, and the chance to share your passion with a team of over 1000 talented professionals.
 
The HR Administration Support role is essential in delivering efficient and effective administrative services to both internal teams and clients. The primary objective is to ensure seamless office operations, enhance client support, and contribute to the HR consulting team's success. This role will focus on:
 
Administrative Excellence: Providing comprehensive administrative support, including managing schedules, coordinating meetings, and handling communications, to ensure smooth daily operations.
Client and Document Management: Overseeing client documentation with a focus on maintaining confidentiality, accuracy, and organisation. This includes managing digital files and ensuring compliance with relevant standards.
Compliance and Reporting: Preparing and maintaining compliance reports and ensuring data integrity for client records. Regularly updating and improving internal and client-facing documents.
HR Technology and Systems: Supporting the implementation and management of HR software, such as Employment Hero, including troubleshooting, user support, and creating client-specific templates.
Employee Lifecycle Support: Assisting with various stages of the employee lifecycle, from onboarding to performance reviews and ongoing documentation management.
Operational Improvements: Continuously enhancing internal processes and systems to improve efficiency, including exploring new IT solutions and streamlining existing operations.
Team Expansion and Support: Collaborating with the Managing Director to oversee the growth and development of an offshore team, ensuring alignment with company goals and standards.
 
These objectives aim to foster a productive work environment, support client needs, and contribute to the overall growth and success of the company.
 
KEY ACCOUNTABILITIES AND RESPONSIBILITIES
Internal Business Administration Support
  • Act as a personal assistant to the Managing Director, managing schedules, communications, and administrative tasks.
  • Coordinate meetings, prepare agendas, and take meeting minutes.
  • Handle travel arrangements and organise events for the HR consulting team.
  • Assist with the preparation of HR-related presentations and reports, and help formatting documents.
  • Critique any documents that go out to clients, including proposals.
  • Provide general administrative support to the HR consulting team as needed.
  • Activities around further streamlining our internal operations including setting up and rolling out new IT systems.
  • Continuously improving all our documents within our extensive HR library both visually and content.
  • Keeping updated all our operational manuals, checklists and documents.
  • Other projects as directed.
Client Administration Support
Document and Data Management:
  • Maintain the file structure in SharePoint.
  • Manage client documentation, ensuring proper filing and retrieval systems.
  • Ensure confidentiality and security of client data.
Compliance and Reporting:
  • Prepare monthly compliance reports for each client for the Senior HR Business Partner to review, interpret, and analyse.
  • Ensure all client records are maintained in accordance with compliance requirements. Run regular reports to check data integrity.
  • Follow up clients’ employees to review & sign documents issued in Employment Hero.
HR Software Management:
  • Assist with HR Software, Employment Hero implementations and maintenance.
  • Maintain a document management system within Employment Hero for templates, policies and induction content.
  • Develop and provide instruction manuals to clients regarding Employment Hero.
  • Troubleshoot technical and user issues in Employment Hero and liaise with the Employment Hero support team to resolve issues.
  • Create client-specific templates and documentation in Employment Hero.
  • Onboard new employees and issue employment contracts via Employment Hero.
  • Ensure employee files are up to date.
  • Update and maintain Employment Hero and issue HR letters and documentation throughout the employee life cycle.
Employee Lifecycle Support:
  • Monitor contract expiration dates and provide updates to the Senior HR Partners.
  • Assist in setting up probationary and annual performance reviews and monitor the processes.
  • Coordinate training and development workshops provided by Essential HR.
General
  • Assist in reviewing and updating client position descriptions and HR Policies and Procedures as directed by the HR Partners.
  • Assist with recruitment as directed by the Recruitment Manager.
  • Assist HR Partners with collating documentation to ensure it is professionally presented to clients.
PERSON SPECIFICATION
Skills & Knowledge:
 
  • Strong organisational and administrative skills
  • Highly skilled in cloud-based HR technology, preferably Employment Hero
  • Strong written and oral communication skills.
  • Is highly organised with a strong ability to plan/prioritise and deliver outcomes within tight time frames
  • Can solve problems and suggest viable solutions
  • Proficiency in Microsoft Office including Outlook, Excel, Word and PowerPoint.
  • Excellent English both verbal and written.
Previous Work Experience:
At least 5 years’ experience in a generalist HR role or Administration role.
Experience in an outsourcing HR model or HR consulting would be an advantage
 
Personal Attributes:
Is a team player and motivated to provide support to the HR team
Passionate about delivering efficiencies and compliance through maximising the use of technology.
Is proactive, identifying issues and solutions
Ability to build positive relationships.
Has a high sense of urgency and is conscientious in getting back to clients quickly
Loves learning
Natural problem solver
 
Qualifications & Training:
HR qualifications would be an advantage.
 
 
Work Schedule
6AM - 3PM PH, Monday to Friday
 
Work Arrangements
  • Homebased
  • Must have good internet connection with at least 25MBPS upload and download speed
Join our team and become part of a collaborative environment where your skills and expertise will make a difference in delivering innovative solutions to our customers. Apply now to embark on an exciting journey with us!
By clicking on the "I'm Interested" button I hereby allow Outsourced Quality Assured Services, Inc. ("Outsourced") to store and collect my personal information for the purposes of employment application. As such, I agree and authorize Outsourced to collect, store, or continue to use my personal information for the above-stated purpose, and to retain my personal information for a period of 1 year, and for these purposes only.

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By clicking on the "Submit" button I hereby allow Outsourced Quality Assured Services, Inc. ("Outsourced") to store and collect my personal information for the purposes of employment application. As such, I agree and authorize Outsourced to collect, store, or continue to use my personal information for the above-stated purpose, and to retain my personal information for a period of 1 year, and for these purposes only.