ADMINISTRATIVE/ HUMAN RESOURCE OFFICER

JOB DESCRIPTION – ADMINISTRATIVE / HUMAN RESOURCES OFFICER 1. Attending enquiries – phone call, email, letter, face-to-face – by parents or visitors. 2. Attending the visitors in the office and direct them to the relevant office / personnel. 3. Managing the school’s email and receiving mails from outsiders. 4. Constructing official letter or email on behalf of the School Management or other staff for official purposes. 5. Maintaining the office record regarding visitor registration, job application, clearance, duty report, etc. 6. Implementing the school’s administrative procedures for the staff and teachers. 7. Distributing written information – notice, memo, letters, emails, etc – to the school community. 8. Updating and maintaining the administrative and accounting filing system. 9. Communicate with government bodies or agencies and report the communication to the Principal for further action. 10. Assist new student registration and admission. 11. Manage the documentation of visa application – preparing checklist, collecting documents, verification of documents, updating record and submission process. 12. Receive payment of school fees and follow up collection of outstanding school fees payment. 13. Prepare invoice and receipt for monthly staff’s wages deduction. 14. Preparing the financial documentation for the teacher's extra class. 15. Establish and maintain the School social media accounts. 16. Advise school management on HR policy, Employment Act 1955 and Industrial Act 1967. 17. Monitor the update and maintain all employees’ records and database including for all position (training records, personal files, attendance records, employee leave records). 18. Advise for Payroll matters such as monthly payroll advises (part –time employee, salary revision, temporary assignment, mileage & allowance). 19. Advise processing and payment of income tax/Employee Provident Fund (EPF) contributions/social security (SOCSO) contributions/loans /insurance. 20. Monitor staff loan and staff child deductions/ etc. 21. Handle and facilitate the employee disciplinary matters (consultation, advisory, investigation, domestic inquiry, reports/court/industrial relation). 22. Maintain Employee Relations (Grievance & Advise). 23. Monitor staff debt matters (staff resignation & outstanding charges). 24. Assist of recruitment activities such as job advertisement posting (MyFuturjob & jobstreets.com, interview & job offer arrangement). 25. Monitor issuing of employee offer letters, contract, other related letters and terms & conditions. 26. Monitor data entry & record maintenance, staff annual leave and other leave records and prepare monthly reconciliation for each department or section. 27. Assist in training and development for existing staff and new staff orientation programme. 28. Execute new controlling system policies included payment of tuition fees, yearly and other fees. 29. Responsible for employment pass application (entry employee’s data to the system, communicate with immigration, prepare all the related working papers and supporting documents). 30. Ensuring the accuracy of the information enter to the ESD system. 31. Maintain and update the related school latest information to ESD system (MOE license, MPS license, DBKL license, audit report, SSM and others. 32. Responsible for building up a good and strong relationship with all government agencies, local authorities, employees, students and parents. 33. Responsible and monitor registration process, placement test examination, placement of student class. 34. Assist and administer the issuing of student’s report, offer letter, confirmation letter and certificates. 35. Improve customer relationship through immediate responding to any parent’s request, new potential parent, student’s need as well as government agencies. 36. Assist and manage students’ and parents’ complain. 37. Advises the Principal on public affairs matters and other key issues regarding their potential impact. 38. Monitor visitors or delegations that are coming to the visit the School. 39. Meet with special interest groups or government officials to ensure the School is adhered and complied with the rules and regulations. 40. Undertake any other duties, as requested by the School Management, commensurate with the grade of the post.