HR Shared Services Administrator

United Overseas Bank; Kuala Lumpur; On-site; MYR 100,000 - 150,000; Full time

Job summary

A leading bank in Asia is looking for an HR Shared Services Officer in Kuala Lumpur. The role involves managing employee queries, coordinating recruitment processes, and improving service efficiency. Ideal candidates should have a relevant degree and at least 2 years of HR or operations experience. Strong customer service skills and attention to detail are essential. Join a dynamic team and contribute to enhancing the employee experience.

Qualifications

• At least 2 years of related HR or operations experience, preferably in employee query management.
• Prior experience in a shared services center is desirable.
• Ability to address sensitive situations with grace and navigate in ambiguous scenarios.

Responsibilities

• Manage employee queries and process HR service requests accurately.
• Coordinate interview scheduling with hiring managers and candidates.
• Prepare documentation and maintain accurate records for recruitment.

Skills

Strong customer service mindset

Strong written, verbal and interpersonal communication skills

Attention to detail and accuracy

Proactive and adaptable

Emotional intelligence

Team player

Education

Degree in a relevant field

Tools

Workday core HR system

Job description

About UOB

United Overseas Bank Limited (UOB) is a leading bank in Asia with a global network of more than 500 branches and offices in 19 countries and territories in Asia Pacific, Europe and North America. In Asia, we operate through our head office in Singapore and banking subsidiaries in China, Indonesia, Malaysia and Thailand, as well as branches and offices. Our history spans more than 80 years. Over this time, we have been guided by our values - Honorable, Enterprising, United and Committed. This means we always strive to do what is right, build for the future, work as one team and pursue long-term success. It is how we work, consistently, be it towards the company, our colleagues or our customers.

Job Description

UOB is seeking candidates to join its Human Resources team to support employee queries, data administration and recruitment. The HR Shared Services Officer will manage the following:

Employee query management and transaction processing

• Resolve employees' queries and issues promptly. Proactively anticipate future employee needs by providing them relevant information that they may need to know
• Escalate to Subject Matter Experts (SME) if functional expertise is needed.
• Ensure service delivery meets/surpass established service standards
• Educate employees and encourage use of self-service tools such as intranet content, FAQs, user guides and Employee / Manager Self-Service in our HR systems
• Process HR service requests and transactions with a high degree of accuracy and adherence to regulations, policies, guidelines and procedures

Projects and reporting

• Continuously identify opportunities to enhance process efficiency, productivity and employee experience
• Participate in ad hoc HR projects where required
• Prepare regular and ad hoc reports for reporting to Head Office

Recruitment operations

• Coordinate with hiring managers, recruiters and candidates on scheduling interview arrangements and manage virtual interview links via Microsoft Teams and Outlook.
• Prepare necessary documentation and materials for interviews including interview agendas, panel details and evaluation templates.
• Maintain highly accurate records of interview schedules, feedback, and candidate communication and documents in the repositories.
• Ensure adherence to internal guidelines/policies, data protection regulatory requirements and maintain strict confidentiality.
• Serve as the primary interview point of contact for candidates, and provide timely interview updates to hiring managers and recruiters.
• Resolve manager hiring queries and issues relating to temporary workforce promptly, and proactively anticipate future manager needs by providing them relevant information that they may need to know.

• Support managers in hiring temporary workers, complete the administrative onboarding process and system updates, as well as investigate and communicate with hiring managers and stakeholders regarding contingent candidate declarations and background checks to be addressed.
• Process and approve recruitment invoice payments in a timely manner.
• Build and maintain positive stakeholder relationships through professional and empathetic communication.

Job Requirements

• Degree holders with at least 2 years of related HR or operations experience, preferably in employee query, requests management and/or recruitment
• Prior experience of working in a shared services centre environment and involvement in process improvement is desirable
• Strong customer service mindset focused on delivering delightful and engaging customer experience and issues resolution. Understand how to handle and expedite issues where required and pass on information promptly
• Strong written, verbal and interpersonal communication skills
• Process oriented with excellent attention to detail and accuracy, ensuring facts are correct, complete and consistent
• Knowledge of Workday core HR system will be advantageous
• Proactive and highly adaptable with strong problem solving skills and a "can do" attitude. You should be able to work in a fast-paced environment with strong time management skills and ability to deliver within tight deadlines
• Emotional intelligence to handle sensitive situations and high-pressure scenarios with grace and tact and ability to navigate in ambiguous situations and anticipate problems
• Strong team player who is also able to work independently

Additional Requirements

Develop, Engage, Execute, Strategise

Be a Part of the UOB Family

Equal Opportunity Employer

UOB is an equal opportunity employer. UOB does not discriminate on the basis of a candidate's age, race, gender, color, religion, sexual orientation, physical or mental disability, or other non-merit factors. All employment decisions at UOB are based on business needs, job requirements and qualifications. If you require any assistance or accommodations to be made for the recruitment process, please inform us when you submit your online application.

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