Senior Executive Assistant, HR Group Shared Services

National University Polyclinics; Singapore; On-site; SGD 42,000 - 64,000; Full time

Job summary

National University Health System in Singapore is seeking a Senior Executive Assistant to join the HR Group Shared Services. You will provide HR operational support across the organization, handling onboarding through to contract management and offboarding.

You will manage inquiries via Ask HRSC, maintain the HR knowledge base, create FAQs, and help promote HR services through communications. The role requires diploma in HR or business, proficiency in Excel, and at least two years of experience.

Qualifications

• Diploma in HR or Business-related discipline.
• Minimum 2 years of relevant experience.
• Proficient with Microsoft Excel and large data handling.
• Able to work under tight timelines and respond to changing priorities.
• Organised and meticulous, with good interpersonal skills.

Responsibilities

• Provide HR operational support to employees, line managers or other stakeholders via Ask HRSC.
• Log inquiries, re-assign to other teams, and close within SLA.
• Create and maintain HR FAQs on the intranet and HR chatbot.
• Maintain HR knowledge base content and ensure accuracy.
• Support HR activities by designing eDMs and posters to promote services.
• Handle reference checks and prepare certificates of employment.
• Prepare regular and ad-hoc reports for management analysis.
• Identify process improvements to enhance productivity and service delivery.

Skills

Microsoft Excel

Microsoft Office

Data handling

Organised

Education

Diploma in Human Resource or Business-related discipline

Tools

MS Office Suite

Office 365

Job description

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Senior Executive Assistant, HR Group Shared Services

Job ID: 10455

Job Function: Administration

Institution: National University Health System

Senior Executive Assistant, HR Group Shared Services

You will be part of the HR group shared services team that provides HR operational support to all NUHS institutions in accordance with our service level agreements (SLA) and key performance indicators (KPIs). The scope of HR operational support covers the entire end-to-end employee lifecycle administration ranging from onboarding through to employment contract management and offboarding.

Job Responsibilities

• Support HR-related inquiries received from employees, line managers or other stakeholders via Ask HRSC (FormSG).
• Manage the inquiries using available system, this includes logging of the cases received, re-assigning to other teams where the inquiries cannot be answered by HR Support Centre, to closure within SLA.
• Create and maintain HR-related frequently-asked questions (FAQs) on the intranet and HR chatbot.
• Manage and optimize the HR Support Centre knowledge database, ensuring its content remains accurate and up-to-date.
• Participate in activities to promote the services of HR Support Centre, such as the design of eDMs and posters.
• Support HR Operations by managing diverse administrative tasks, including but not limited to:
• Responding to reference check requests for former employees
• Preparing certificates of employment for employees, based on specific request types
• Executing other HR-related administrative duties as assigned
• Prepare regular and adhoc reports for management analysis.
• Identify areas for improvement and contribute to developing solutions that enhance productivity, work quality, and service delivery in HR support processes.
• Any other duties deemed reasonable and necessary by the business.

Job Requirements

• Diploma in Human Resource or Business-related discipline.
• IT savvy and comfortable with the use of Microsoft Office applications, especially Microsoft Excel to handle large amount of data.
• Minimum 2year of relevant experience.
• Able to manage high-volume activities and handle data confidentiality.
• Able to work under tight timeline and respond to changing priorities.
• Able to work effectively in a performance-driven environment and collaborate well with stakeholders.
• Proactively look out for opportunities to enhance work efficiency and effectiveness.
• Able to think on your feet, problem solve effectively and respond positively to changing priorities.
• Organised and meticulous.
• Independent yet a team player with good interpersonal skills.
• Open to changes in job portfolio within HR shared service team due to re-organisation, resource allocation re-prioritisation and demonstrated strengths and growth potential.