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Senior Executive, Human Resources & Administration

Subang Jaya, Selangor•Full-time
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About the Job
Kindly send your CV, SPM results onwards to adeline@ucsischools.edu.my
Experience in private school or international school settings would be preferred.

The Senior Executive, Human Resources & Administration’s objective will be to support the company within every area of a company's human resources operations in consultation with the VP, HR & Admin. In some areas, you will manage a project assigned. You shall also be responsible for administration related assignments given by your supervisor as well as to assist the school office/reception/collection when scheduled. You may also be the liaison for academic related matters with the government. The below is a reflection of the duties and responsibilities. 

Payroll Liaison, Compensation, and Benefits:
  • Assist in the administration of compensation and benefits programs.
  • Ensure that payroll is processed accurately and on time.
  • Stay updated on market trends to help the organization remain competitive in terms of compensation.
  • Ensure 100% accuracy for payroll.
  • Manage insurance and other Com & Ben related activities.

Performance Management:
  • Assist in the implementation and management of the performance appraisal process.
  • Work with managers to identify performance gaps and develop improvement plans.
  • Provide support in the development of employee training and development programs. 

HR Related Letters and HR Administrative Activities:
  • Ensure letters are given to staff, returned and filed in a timely manner. The letters include the following as well as other adhoc letters: transfers, salary adjustments, visa letters, staff status, appointments, promotions, etc.
  • Perform day-to-day administrative tasks such as maintaining information files and processing paperwork. 
  • Maintains historical human resource records by designing a filing and retrieval system; keeping past and current records.
  • Maintain professional and technical knowledge by attending workshops, establishing personal networks and participating in seminars and trainings.
  • Contribute to team effort by accomplishing related results as needed.
  • Handle and prepare documents required for MQA visits or other government visits.

HR Roles:
  • Advise outgoing employees on hand over procedure.
  • Execute tax clearance.
  • Conduct exit interviews.
  • Assist in matters pertaining to leave.
  • Carry out reception duties in the absence of the receptionist/admin staff, as and when necessary.
  • Communicate with people outside the organization, representing the organization to customers, the public, government, and other external sources.
  • Have the knowledge of company insurance and the processes.
  • Provide feedback to the management to enhance a better and cordial working environment.
  • Organise corporate events such as company dinner, corporate trip, family day etc.
  • Encourage and build mutual trust, respect, and cooperation among team members.   

HR Reporting and Analysis:
  • Prepare and analyze HR metrics and reports to support decision-making.
  • Provide insights and recommendations based on data analysis to improve HR practices.   

Employee Engagement and Retention:
  • Develop and implement strategies to improve employee engagement and retention.
  • Organise and manage employee events, recognition programs, and other initiatives that contribute to a positive work environment. 

On-Boarding and Documentation:
  • Develop, plan, refine and conduct on-boarding programme for new employees to ensure that they feel welcome and prepared in their new positions with confidence and enough resources to make an impact to the organization and to foster positive attitude toward organizational objectives. The activities include:
    • Prepare Staff Introduction Letter in order for new staff to open a bank account where necessary
    • Liaise with Computer Services Department for email creation for new staff
    • Create account for staff in IIS
    • Prepare telephone extension list, duty schedule when  applicable
    • Ensure return of new staff checklist and any other HR forms for documentation
    • Create new personal files
    • Assist in opening bank accounts, EPF etc
  • Serve as a link between management and employees by handling questions, interpreting and administering and helping resolve work-related problems.
  • Maintain records and compile statistical reports concerning personnel-related data such as start date, teaching permit, employment pas, hire date, qualification, experience, transfers, performance appraisals, and absenteeism rates. 
  • Ensure all information are up and maintained regularly in the IIS, website and the Employment Master; including removal and deactivation in cases of resignation etc.
  • Resolve grievances or queries that any of the employees have. Escalate to the right level depending on the nature of the grievance or issue.  

MOE/Employment Pass/Teaching Permits:
Monitor/Handle the whole process of getting the different passes, permits, licenses in related to the nature of the business; this includes MOE submissions and approvals, the expatriates’ employment pass and their dependent pass application and renewal, the registration of practicing license with for teaching permits etc.

Compliance and Policy Management:
  • Ensure compliance with local labor laws and regulations.
  • Assist in the development, implementation, and communication of HR policies and procedures.
  • Conduct regular audits of HR processes to ensure compliance.

Recruitment:
  • Ensure all assigned recruitment is done timely and effectively.
  • Ensure quality of all candidates hired.
  • Manage hiring tracker and ensure they are up to date.

To perform other related administrative duties as may be assigned by your supervisor from time to time
About UCSI International School Sdn Bhd
The UCSI Schools Group has 3 campuses in Malaysia: Kuala Lumpur Campus, Subang Jaya Campus and Springhill Campus. Two of its campuses focuses on British school curriculum while the other one focuses on the IB.While maintaining a strong focus on core curriculum which includes British school curriculum with Cambridge IGCSE and International Primary Curriculum, we aim to complement the formal curriculum with a series of CCAs which students’ experiences form a cornerstone of their holistic education for the 21st century. The rapid advancement of technological innovations, global competition, and a push towards a knowledge-based economy require that our students learn to have a repertoire of soft and hard skills to enable them to succeed in a future economy that is still in the making. Through our unique CCA experiences, our students can exhibit soft skills like creativity, leadership abilities, teamwork, flexibility, communication skills, resilience and an enterprising spirit that will enable them to stay relevant for the future.UCSI International School focuses on eight critical characteristics in our learning content and experiences. The rapid advancement of technological innovation, global competition, and a push towards a knowledge-based economy require that our students have a repertoire of soft and hard skills. We therefore place a strong emphasis on Character Education, Global Citizen Skills, Problem-based Collaborative Learning, and co-curricular activities amongst others, forming a truly holistic education for the 21st century.Our emphasis in education isn’t only labelled in academic and creative excellence, but to equipped students with 21st century skills such as character, communication, collaboration, creativity, critical thinking, while inculcating virtues such as integrity, honesty, and empathy in our students. We believe that students that have a developed moral compass and practical wisdom in a challenging and fractured world will make a positive impact for life.
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