HR Admin Assistant

Position Summary: The Employee Relations Administrative Assistant supports the Employee Relations team by managing performance appraisals, conducting exit interviews survey, and assisting with employee engagement activities. This role also acts as a liaison for government relations tasks, coordinates students, interns, volunteer programs, and provides administrative support for HR initiatives. The position ensures the timely completion of reports, maintains employee records, and contributes to the overall efficiency of the Employee Relations team function. Essential Job Functions: • Performance Management: • Manage the performance appraisal process for all staff, including probationary and annual performance appraisals in the HR system. Follow up with Heads of Departments to ensure completion. • For any staff performance appraisal with a rating of "Needs Improvement," forward the evaluation to the HR Manager Employee Relations. • Manage 360-degree feedback appraisals for physicians and Heads of Departments, providing reports to the Chief Medical Officer (CMO) and Employee Relations Manager. • Onboarding: • Assist in presenting HR-related topics during New Staff Orientation, help with preparation, and coordinate with speakers when necessary. • Facilitate photo sessions for new staff as needed. • Print staff ID cards • Employee Engagement & Wellness: • Support and coordinate with staff for Employee Engagement and Wellness activities, including creating posters, confirming attendance, and taking pictures during events. • Government Relations: • Act as staffing backup for the Government Relations office, particularly for tasks that require communication in Arabic (internally and externally). • Represent Kanad Hospital in government offices that require the "Mandoob" to be present. • Exit Interviews: • Lead the staff exit interview process, review and analyze feedback, and provide a quarterly report to the HR Manager Employee Relations. • If needed, arrange a meeting with the HR Manager Employee Relations or the Chief Human Resources Officer to further discuss the exit interview feedback. • Administrative Support & Record Management: • Ensure precise and timely submission of required reports and other administrative work. • Create and maintain the subcontractor list and audit files as necessary. • Assist with reviewing employee personnel files, updating relevant information (e.g., passport, DOH license, and other related documents), and ensuring all files are current for all employees. • Coordinate with staff to follow up on documents or surveys required by HR. • Provide data for the department s year-end report. • Volunteer, Student and Internship Coordination: • Manage the onboarding and coordination of volunteers, trainees, medical students, and interns, ensuring they are properly endorsed to the departments they will be assigned to. • Other Responsibilities: • Perform other duties related to the work described herein as needed to support the Employee Relations function. Skills and Abilities: • Strong communication skills in both English and Arabic (for internal and external communication, especially in government relations). • Proficiency in Canva for creating visually appealing HR-related documents, such as posters, newsletters, and other communication materials. • Ability to manage and analyze data, particularly related to performance appraisals. • Excellent organizational skills with the ability to handle multiple tasks and meet deadlines. • Strong attention to detail for maintaining employee records and ensuring accuracy in reporting. • Proficiency in MS Office Suite (Word, Excel, PowerPoint) and HR software for tracking employee performance and maintaining records. • Ability to work collaboratively with various departments. Key Competencies: • Confidentiality: Ability to handle sensitive employee information with discretion. • Problem-Solving: Strong problem-solving abilities to address performance issues and employee concerns. • Interpersonal Skills: Strong interpersonal skills to work effectively with a diverse range of employees and external stakeholders. • Adaptability: Ability to adapt to changing priorities and new responsibilities. • Teamwork: Ability to work effectively as part of a team, with a focus on supporting the Employee Relations team s objectives. Education : Diploma/degree holder preferably in administration Languages : Arabic and English fluency required. Experience : At least 1 year of HR experience