HR & Admin Assistant Job City Eye Hospital

Overall Purpose of the Role

• To provide administrative and operational support to the Human Resources and Administration Department by maintaining employee records, coordinating recruitment and onboarding activities, supporting payroll and attendance administration, facilitating employee communication, and assisting in the efficient execution of administration functions.

Main Duties and Responsibilities

Technical Skills

Human Resources Duties

Employee Records Management

• Maintain accurate and up-to-date employee files and HR records.
• Ensure all employee documents are properly filed and securely stored.
• Update employee information in the HR Information System and trackers.
• Prepare HR reports and employee data as required.
• Ensure confidentiality of all employee information.

Recruitment & Onboarding

• Assist in advertising vacancies and receiving applications.
• Schedule interviews and coordinate communication with candidates.
• Prepare interview packs and interview logistics.
• Conduct reference checks as directed.
• Prepare onboarding documentation for new employees.
• Coordinate employee induction programs.
• Track probation reviews and confirmation dates.

Leave & Attendance Administration

• Process leave applications and update leave records.
• Maintain employee leave balances and reports.
• Monitor attendance records and biometric system reports.
• Follow up on attendance discrepancies with employees and supervisors.

Payroll & Benefits Administration

• Compile payroll changes including new hires, exits, leave deductions, overtime and salary adjustments.
• Prepare payroll input reports for submission to Finance.
• Assist employees with payroll-related queries.
• Maintain payroll records and supporting documentation.
• Communicate and process employee benefits

Employee Relations

• Respond to routine employee inquiries regarding HR policies and procedures.
• Assist in organizing employee engagement activities.
• Coordinate employee communication and HR notices.
• Support employee welfare initiatives and staff events.
• Maintain records of employee grievances and resolutions.

Training & Development

• Coordinate internal and external training activities.
• Maintain training attendance records and training reports.
• Support NITA training administration and reimbursement documentation.
• Maintain the annual training calendar.
• Track completion of mandatory employee training programs.

Administration Duties

Administration processes management

• Coordination of the administration team to ensure that all administration processes and procedures are adhered to including safety and health environment, facilities management, security, repairs and maintenance.
• Lead coordinator for all administration related projects
• Facilities, Housekeeping & Workplace Management
• Supervise and coordinate the work of Housekeepers to ensure cleaning schedules and standards are consistently achieved.
• Conduct daily inspections of all hospital and office areas to ensure cleanliness, hygiene, safety and professional presentation standards are maintained.
• Conduct regular spot checks and ensure corrective action is taken where necessary.
• Manage cleaning schedules, supplies, and service providers to ensure a safe and conducive working environment.
• Coordinate repairs, maintenance activities, and follow up on facility-related complaints.

Petty Cash Administration

• Manage petty cash in accordance with company policies and approved budgets.
• Process petty cash payments, maintain accurate records, and ensure all transactions are properly supported and authorized.
• Perform petty cash reconciliations and prepare replenishment requests and utilization reports.

Health, Safety & Security

• Assist in coordinating safety and health activities.
• Maintain safety records, inspection reports, and incident logs.
• Support workplace safety awareness programs.
• Coordinate fire drills and safety training logistics.
• Follow up on corrective actions arising from safety inspections.

Insurance & Licensing Administration

• Maintain insurance records and renewal schedules.
• Support processing of insurance claims and employee medical cover queries.
• Track organizational licenses and permits and follow up on renewals.
• Maintain administration compliance records.

Soft Skills

• Provide timely support to employees and departmental managers.
• Respond professionally to internal and external inquiries.
• Maintain positive working relationships with all stakeholders.
• Ensure HR and administration requests are addressed within agreed timelines.
• Uphold professionalism, confidentiality and integrity in all interactions
• Understand there is no extraordinary situation enough to excuse lack of courtesy toward any team member or colleagues from other department

Knowledge and Skills Required

• Bachelor’s degree in human resource management, Business Administration, Social Sciences or related field.
• Member of good standing in relevant professional regulatory body (IHRM)
• 1-3 yrs of experience in a HR and/or Administration role
• Ability to work effectively both independently and as part of a team.
• Strong communication and customer service skills
• Proactive and assertive with strong relational and networking skills.
• Strong time management skills and self-motivation skills
• Able to meet strict deadlines under minimal supervision.

How to Apply

send your CV and cover letter to: careers@cityeyehospital.or.ke