Admin/Human Resources Manager at Synapse Resource Center

Report to: Chief Executive Officer
Job Nature: Full Time

Job Duties:
Recruitment/Selection:
Monitor staffing levels, identify staff vacancies, anticipate future staffing requirements in line with strategic plans, recruit and select candidates.

1) Pre Recruitment:

• Develop and place job adverts; review and shortlist applicants; interview and select suitable candidate(s).

2) Post Recruitment:

•     Perform Reference Checks
•     Issue appointment letters
•     Develop job descriptions for all positions
•     Open and update personnel file
•     Induction – Provide current and prospective employee with information above policies, procedures and working conditions
•     Ensure for all recruitment exercises that reports are documented and filed
•     Conduct needs assessments to determine when training is necessary and the type of training necessary to improve performance and productivity.

Performance Appraisal:

•     Collate staff for appraisal and inform unit heads, send form to staff and set date for review;
•     Communicate result to staff and implement decision made;
•     File relevant document that arise from the process;
•     Monitor and review the system of performance appraisal and continually develop as necessary, ensuring that monthly and annual appraisals are carried out in a timely manner and followed up.

Payroll Administration:

•     Maintain payroll information: compute and collate all relevant information related to payroll on a monthly basis including but not limited to new employee list, absences, contract changes;

Administration/Documentation

•     Maintain and update employee directory with any employee changes.
•     Compile statistical reports concerning personnel-related data such as hires, transfers, performance appraisals, and absenteeism rates.
•     Ensure all staff matters, memos, queries, communications to and responses from staff are filed in staff files,
•     Ensure proper confidentiality and security of all HR documents
•     Preparation and issuance of transfer letters, confirmations letters, termination letters, and all human resources related letters
•     Manage leave system – records of Annual, sick and other leave entitlement of staff
•     Compose and distribute routine written correspondences
•     Ensure regular staff meetings are held
•     Develop and maintain a filing system
•     Update Company’s asset register

Advisory

•     Advise management in appropriate resolution of employee relations issues;
•     Advise on pay and other issues, including promotion and benefits;
•     Prepare reports and recommends procedures to reduce absenteeism and employee turnover;
•     Develop and implement policies on a variety of workplace issues e.g. disciplinary procedures, absence management, working conditions, performance management, restructuring of services et cetera.
•     Ensure that managers and staff are aware of the policies and procedures and able to operate
•     Establish and/or recommend salary ranges, offers, and compensation adjustments and monitor salary reports for equity, compression or other issues.

Facility Management:
Set up systems and processes for the smooth running of all day to day office administrative activities:

•     Oversee purchasing function: negotiate price, quality and delivery; approving invoices;
•     Ensure the availability of necessary supplies by identifying procurement needs of the office - reception, departments, kitchen and ward and all areas of the Facility;
•     Ensure there is an effective communication system where needs are identified; options evaluated;
•     Ensure effective planning and execution of operations by reducing waste levels;
•     Oversee Facility’s maintenance needs; Supervises the maintenance and repair of the Company’s infrastructure, vehicles and equipment;
•     Manages the provision of general support services, including cleaning and upkeep of office premises;
•     Ensure the kitchen unit and security unit deliver a professional service.

Employee Relations:

•     Manage grievances, ensures the relationship amongst staff is cordial and professional;
•     Deal with complex disciplinary/grievance and HR issues, using HR and company knowledge evidencing appropriate decision making skills
•     Management of all individual personnel and workforce management action – perform difficult staffing duties - administering disciplinary procedures, terminations, demotions as necessary;
•     Help employee resolve work related issues, handle staff dispute and resolve conflict;
•     Act as focal point for all initial queries from staff regarding policies and procedures.

Consultant Support:

•     Collate consultant assessment record on the 15th of each month and forward to accounts for payment.
•     Schedule patients appoint days in the office diary in conjunction the Clinicians for correctness. Call up patient and consultants for their appointments as appropriate.
•     Take consultant calls as relates to patient and other enquiries.
•     Keep record of consultant assessment record for onward payment collation.

Skills

•     Experience with dealing with senior and sometimes challenging individuals
•     Experience in developing systems and processes for effective running of the Organisation
•     Ability to build rapport quickly
•     Strong understanding of the Nigeria Labour laws
•     Experience in liaising with External Stakeholders
•     Experience in preparing relevant management reports
•     Good experience in documentation, record keeping, data management etc.
•     Familiarity across the recruitment process, including induction at a senior level
•     Excellent interpersonal and communication skills, written and oral
•     Sound judgment and the ability to maintain confidentiality
•     Experienced user of MS Excel, MS Word & power point
•     Well organized with strong time management skills
•     Knowledge of Principles, practices and techniques of human resources administration, organization and operation
•     Ability to lead, manage, direct and evaluate staff
•     Apply appropriate independent initiative, discretion, judgment and organizational skills to a variety of projects, assignments and situations.

Qualification

•     Education Advanced university degree or equivalent backgrounds, in Human Resources, Business Administration, International Relations, Social Sciences, Psychology or related areas.
•     Must have a Master’s degree
•     Minimum of 5 years post NYSC relevant professional Experience in an Administrative / Human resources capacity
•     Language Proficiency Fluency in English