HR and Executive Secretary
DIPS
Total years of experience :11 years, 0 Months
HR Role
• Checking the attendance of staff on daily basis and providing the absence record of the Superintendent’s office.
• Reviewing resumes and documents of the applicants.
• Conducting first round of telephonic interview for the candidates to schedule interviews.
• Preparing the offer letters and salary scale for the selected candidates.
• Follow-up with the candidate to provide with complete documents and police clearance.
• Submitting and processing KHDA approvals for relevant employees as part of the compliance process.
• Preparing the file and assisting the Head Office for issuing the labour contract and employment visa.
• Ensuring compliance with all HR systems to maintain employee records.
• Preparing and submitting all relevant HR letters, salary certificates, experience letters, and NOCs as per the
requirement of employees in consultation with the management.
• Preparing and maintaining the exit process (clearance) of staff (resigned/terminated)
• Communicating and explaining the organization's HR policies to the employees
• Dealing with staff issues and trying to resolve them in timely and professional manner.
• Administering, monitoring, and explaining insurance benefits to employees, serves as liaison between employees
and insurance carriers. Supports employees with insurance related and medical issues.
• Maintaining and regularly updating master database (personal file, personal database, etc.) of each employee
• Preparing the documents such as offer letters, termination letters, acceptance of resignation letters, amicable
separation letters, etc.
• Maintaining staff leave records e.g. annual, medical, holiday and personal leave days for payroll.
• Preparing job descriptions and school policies for staff.
• Preparing the Payroll on monthly basis and providing the final approved file to accounts department for salary
purposes.
• Maintaining utmost confidentiality and professionalism at all times.
To provide a confidential secretarial, clerical, and administrative service to the School Principal.
• Maintain the Principal’s diary and coordinate meetings and appointments.
• Provide administrative and clerical support, including the preparation of correspondence, reports, circulars,
memoranda, notices policies and procedures.
• To ensure Principal is briefed for all meetings with relevant correspondence, documents/presentations and in the
Head’s absence refer matters to relevant members of the SLT for action.
• Through a sound knowledge of School policies, procedures, standards and executive functions, provide the
Principal with information, ideas and support on matters of concern.
• Prepare invitations, certificates and other relevant documentation and information for special School events.
• To compose and send out routine letters as directed by the Principal and respond on the Principals behalf to
straightforward correspondence (including e-mails)
• To produce documentation required by the Principal, working to short deadlines, ensuring all documents are
fully, timely and accurately completed.
• To receive and welcome visitors to the School Principal in a professional manner, providing refreshments as
required.
• To deal with incoming and outgoing correspondence for the Principal - drafting replies when necessary.
• Create and maintain the electronic and paper filing system, as appropriate.
• Provide typing and general secretarial services to the School Principal
• Maintaining and monitoring accurate, neat and efficient electronic and manual filing systems.
• In conjunction with other internal staff work towards continual improvement with processes and procedures.
• To perform any task or duty under the reasonable direction of the Principal.
To respond promptly to a large volume of incoming enquiries both via email and telephone about the University,
its programmes, and the admissions process
• To process applications from enquiry to offer efficiently and accurately using the Student Information System
• To meet potential applicants face-to-face and provide information on the range of courses, the admissions process
and requirements, and give a tour of the campus
• Sending emails on behalf of the Director of Admissions as and when required
• Executing the work assigned by the In-charge/Director of Admissions
• Assisting in designing University prospectus (Brochure) of Manipal University
• Processing applications through online payments and demand drafts/challan
• Verification of original documents of the students who are eligible for the courses
• Updating the Website of Manipal University
• Preparing various statistical reports on daily basis
• Processing Online Payment paid through credit card and refunding the excess amount to the applicants.
• Preparing the receipt of applications and sales report.
• Prepared and sending incomplete application and confirmation of seat allotment mails to the applicants through
mail merge.
• Scheduling and coordinating meetings and appointments for the Director.
• Scheduling Online Entrance exam to the applicants. On request, auto-booking and reschedule is done from
backend
• Downloading and processing Online Applications on daily basis.
• Managing and preparing spreadsheets
• Sending huge amount of e-mails to the candidates regarding admissions through mail merge.