Administrative Assistant/Senior Administrative Assistant (1 Post)

Duties and Responsibilities

Reporting to the Senior Assistant Registrar, the incumbent shall be responsible for assisting in the following areas:

Recruitment
Co-ordinating the hiring process through:
• Preparing and posting vacancy announcements and advertisements;
• Preparing applicants’ summary tables;
• Preparing complete application dossiers/files for the Selection Boards; • Providing information to potential applicants about the recruitment process; and
• Co-ordinating interview schedules.

Human Resources Administration:
• Assisting in creating and updating departmental job descriptions;
• Assisting in addressing Human Resources questions and problems as well as making recommendations to the Senior Assistant Registrar regarding possible actions/solutions;
• Assisting employees with the completion of Human Resources forms and verifying the information;
• Assisting in leave scheduling, tracking and reporting;
• Maintaining employees’ leave records and developing regular reports on the various types of leave;
• Performing general office support duties/tasks such as preparing correspondence, scheduling and cancelling meetings and appointments, compiling information;
• Co-ordinating the work of students on Work-Related-Learning or interns in the Human Resources Office;
• Attending to staff disciplinary and labour related cases;
• Servicing University Committees.

Welfare:
• Liaising with Heads of Departments in the University on training needs identification and validation;
• Assisting in the co-ordination, development, implementation and assessment of training needs programmes;
• Assisting with analysis of training needs, employee feedback and developing training needs schedules;
• Tracking the completion of training; and
• Collecting, compiling and preparing reports concerning the training needs programme.

Policies and Procedures:
• Ensuring Compliance with University laws and regulations regarding Human Resources activities;
• Maintaining knowledge of legal requirements and regulations affecting Human Resources functions and ensuring that policies, procedures and reporting are in compliance with these regulations and requirements; and
• Assisting in the drafting of new policies and reviewing of the same.

Records Management
• Generating, co-ordinating and maintaining accurate and up to date Human Resources related files and records for all University Staff;
• Maintaining job applicants’ files in an organised manner;
• Maintaining performance contracts forms, promotion dossiers as well as tenure files; and
• Maintaining employee confidence and protecting Human Resources operations by keeping employee personal data confidential at all times.
• Any other duties as assigned from time to time.