Paisley, Scotland, United Kingdom
Experienced Administrative Personal Assistant with a demonstrated history of working in the human resources industry. Skilled in Nonprofit Organizations, Management, Office Administration, Research, and Community Outreach. Strong administrative professional with a Masters units in Social Services and Development focused in Social Services from Asian Social Institute and Bachelors degree in Sociology in Polytechnic University of the Philippines.
Reception • Answer telephone, screen, and direct calls (take and relay messages) and provide accurate information to callers • Attend enquiries (email/walk-in) / (internal and external) and direct persons to the right personnel. • Receive and sort mail and deliveries • Ensure the reception area maintained clean and tidy and managing the office assistant efficiently. Administration • Respond to the oracle requests and ensuring the letter requested are prepared and delivered on time. • Manage HR procurement by providing necessary clerical support and raising PRs on oracle. • Raise requests on helpdesk system and follow up for resolution. • Schedule meetings, interviews, HR events and venue bookings. • Ordering monthly stationeries and supplies for the department. • Provide secretarial support by entering, formatting, and printing information for the CHRO and manage the daily calendar, schedule and arranged meeting invites and appointments. HR • Assist with the recruitment process by sourcing, screening candidates and performing reference checks • Assist with preparation and issuance of employee related letters such as disciplinary, resignation acceptance, and confirmation letters, etc. • Assist with post recruitment activities such as onboarding. • Maintains employee confidence and protects operations by keeping human resource information confidential.
• Schedule interviews and phone screens working directly with candidates and hiring managers. • Arrange travel and accommodation for out station candidates, both domestic and international. • Provide follow-up correspondence to candidates on recruiting status via phone and email. • Coordinate onsite written assessments for the candidates. • Track recruiting activities and provide weekly reporting on candidate status. • Coordinate post-interview debrief scheduling and sharing consolidated feedback before the debrief. • Identify opportunities to improve candidate experience and scheduling efficiency. • Assist in the coordination of other recruiting activities as needed. • Update candidate records in the recruiting system – Success Factors • Update the Hiring Managers on the new Hires on-boarded. • Arrange for candidate re-imbursements especially for the candidates travelling from overseas and for the domestic candidates when necessary.
• Administered HR policies and procedures for the company • Issued contracts of employment, took up references • Served as first point of contact for and dealt with welfare queries of staff; provided advice or information on the internal and external sources support available • Ensured that all staff are eligible to work in MAG 5 Dubai World Central (DWC) and held the required paperwork in terms of visa processing • Maintained liaison with external agent from the free zone sponsor Dubai World Central (DWC); ensured that appropriate documentation is maintained and submitted as required by its jurisdiction such as Trade License, Establishment card, P.O. Box and Employment visas • Arranged health insurance applications for incoming employees and their beneficiaries, if eligible • Maintained employee records (soft and hard copies) • Updated HR databases (new hires, vacation, and leaves) • Provided onboarding packages (tower, and parking access cards, company devices)
• Managed the Managing Director's daily calendar and schedule; arranged meetings, appointments and ensured the Managing Director is well-prepared for the meetings; attended meetings and took minutes as and when required • Wrote candidate reports, liaised with clients and top-level candidates of the firm in terms of logistic arrangements (scheduling, flights, hotel accommodations etc.) • Acted as the Office Manager and Managing Director’s first point of contact and liaised with people from both internal and external organizations; drafted correspondence, official letters, agendas, reports, slide presentations and other documents; held responsibility for screening telephone calls, inquiries and requests. • Planned, organized, and arranged the Managing Director’s travels (includes visa processing, flights, accommodation, transportation requirements and other documentations related to the travel) and ensured that these are in compliance with the company’s Business Travel Policy; prepared travel expense reimbursements in line with the company’s Business Travel Policy. • Held responsibility for the upkeep and maintenance of the office and ensured that all office equipment and facilities are in working condition; maintained stock and ordered stationery and grocery supplies for the office. • Devised and maintained office systems, including data management, filing and document tracking and circulation; coordinated incoming and outgoing communications and documentation, including distribution, as appropriate, obtaining background information and preparing standard replies on behalf of the Office Manager and Managing Director. • Managed general administration and HR related activities - managed petty cash, prepared payment vouchers, distributed mails, prepared cheques, selected vendors selection, prepared Purchase Orders, kept track and assisted telephone conferences, prepared and submitted administrative forms e.g. leave, cash advance, No Objection Certificate (NOC).