Administrative Assistant

JP Gray; Diemen; Hybrid; EUR 45,000 - 55,000; Full time

Benefits offered by this job

Competitive salary

Hybrid working model

Skill-building opportunities in HR operations

Growth opportunities within the company

Job summary

A leading HR support firm is seeking an Administrative Assistant to aid in the management of sickness absence cases. The ideal candidate will have 1-3 years of experience in an administrative or HR role, strong organizational skills, and a commitment to employee wellbeing. This role involves coordination with multiple teams and external stakeholders, ensuring compliance with Dutch regulations. The position offers a competitive salary and a hybrid working model, providing flexibility in a supportive environment.

Qualifications

• 1-3 years of administrative support or HR support experience in an international environment.
• Interest in Wellbeing, Sickness Management, and the Gatekeeper Act.

Responsibilities

• Monitor and manage daily communication channels effectively.
• Resolve administrative requests and coordinate with external stakeholders.
• Support Reintegration Advisors with various administrative tasks.
• Ensure compliance with the Dutch Gatekeeper Act in sickness absence processes.

Skills

Strong organisational skills

Excellent verbal and written communication skills

High level of accuracy and accountability

Ability to manage expectations across stakeholders

Flexible mindset

Education

Bachelor's degree

Job description

Administrative Assistant

Location: Amsterdam
Hours: Full‑time
Contract: 9 months
Language: English

About the Role

One of our international partners is seeking an administrative assistant - Prevention & Reintegration to support their team of Reintegration Advisors and ensure smooth, compliant handling of long‑term and complex sickness absence cases. You will be part of a highly collaborative HR Support environment, working across multiple teams to ensure that all administrative, organisational, and communication processes within sickness management run flawlessly. The team plays a crucial role in employee wellbeing, sustainable employability, and compliance with the Dutch Gatekeeper Act. Reporting to the Senior Reintegration Advisor, you will act as the first point of contact for employees, people managers, and external partners. You will maintain accurate case files, coordinate appointments with the company doctor, support the end‑to‑end sickness absence process, and proactively identify opportunities to improve processes around sickness management. This role is ideal for someone with 1-3 years of administrative or HR support experience who enjoys structured work, stakeholder coordination, and contributing to a people‑centric environment where compliance, clarity, and empathy matter.

What You'll Do

• Monitor and manage daily communication channels (chat, email, ticket system) and ensure timely follow‑up.
• Resolve administrative requests where possible, or route them to the correct specialist.
• Inform and coordinate with external stakeholders such as UWV, insurance companies, and Arbo partners.
• Schedule and reschedule appointments with the company doctor, ensuring proper documentation and follow‑up.
• Support Reintegration Advisors with administrative tasks such as filing, updating case documentation, and managing inboxes.
• Take structured meeting notes during team meetings and support planning of team days or internal activities.
• Collaborate closely with HR Operations, HR Advisory, and Payroll for overlapping case responsibilities.
• Assist in handling long‑term and/or complex sickness absence cases under supervision of a Reintegration Advisor.
• Ensure all steps in the sickness absence process comply with the Dutch Gatekeeper Act and internal policies.
• Coordinate mandatory documentation, communication, and follow‑up with Arbo services.
• Maintain oversight of case timelines, ensuring key deadlines and actions are met.
• Proactively identify areas for improvement in sickness management processes and share recommendations with the team.

What You Bring

• 1-3 years of administrative support or HR support experience in an international or fast‑paced organisation.
• Strong organisational skills with the ability to prioritise, structure work and meet deadlines.
• High level of accuracy and accountability in managing sensitive employee information.
• Excellent verbal and written communication skills, especially in sensitive or confidential situations.
• Ability to manage expectations across different stakeholders and elevate issues when needed.
• Interest in Wellbeing, Sickness Management, and the Gatekeeper Act (Wet verbetering poortwachter).
• Flexible mindset and the ability to adapt to changing situations and priorities.
• Bachelor's degree.
• Fluency in English; additional languages are an advantage.

Nice‑to‑Have Skills

• Experience in a compliance environment.
• Familiarity with Dutch social security processes (e.g., UWV procedures).
• Experience with HR systems, ticketing tools, or document‑management platforms.
• Exposure to wellbeing, reintegration, or workplace health programmes.

Benefits & Perks

• Competitive salary
• Hybrid working model (office + remote flexibility)
• Opportunity to work closely with specialists in Reintegration & Prevention
• Skill‑building opportunities in HR operations, case management, and compliance
• Working in an international, people‑focused HR environment
• Internal mobility and growth opportunities (e.g., Reintegration Advisor, HR Advisor)

Interested?

Want to support employee wellbeing and play a key role in a compliant, people‑centric HR environment? Apply now via our website or reach out to Nick Keizer at n.keizer(a)jpgray.nl for more information.

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