Senior HR Specialist - Organizational Effectiveness
Dr Sulaiman Al Habib Medical Group
Total years of experience :22 years, 0 Months
Major responsibilities:
- HR Development, Policy & Compliance:
Develop, implement and review HR Policies and Procedures and ensure its alignment with the labor law, business needs and management decisions. Provide advice, guidance and end to end support to HR Team across the group in accordance with HMG values, policies and guidelines. Focus on continuous improvement and consistency in HR processes and practices throughout the group. Ensure relevant assessment and ensure consultations are undertaken from Compliance Committee and HR Team across the group. Communicate regular updates to all staff on changes to HR Policies and Procedures and plan and deliver training, briefings, workshops etc. in relation to policy, procedures and processes, as required. Gather, analyze and report results of the compliance of policies, procedures and processes across HMG to prevent illegal, unethical, or improper conduct. Foster a positive climate for innovation and change, identify the need for change and support the execution of change programs across the business.
- Job Description and Job Evaluation:
Develop, revise and amend Standard Job Descriptions for all existing and new positions according to HMG standard format and keeping in view of CBAHI and JCIA standard requirements. Maintain updated Database of all Job Descriptions (Job Description Library) for existing positions and new position. Participate in Position Classification and Mercer Job Evaluation exercises.
- Other Assignments:
Develop, amend and update Employment Contracts, HR Authority Matrix and Employee Handbook. Assist in the planning, coordination, and execution of Workforce Planning activities. Analyze Career Promotions Criteria, Promotion Cases, MRFs and provide input and suggest recommendations. Work with HR Teams to meet CBAHI and JICA Accreditation requirements (HR Chapter only). Participate in multi-functional/multi-disciplinary projects and tasks such as support the Compensation and Benefits section for new salary structure, benefits and grading system as well standardized contract for each job category. Support the Performance and Change Management team in developing new Performance Evaluation System for the group. Support the Talent and Leadership function in developing the Career Leader and implement the HMG Talent and Leadership program.
Major responsibilities:
- HR Policy Development:
Develop, review, promote and monitor corporate HR Policies and Procedures on all matters and ensure its alignment with the law and management decisions. Provide guidance and sound advice on Human Resource policies, procedures and processes and respond to requests and queries arising from day to day HR operations. Communicate regular updates to all staff on changes to HR Policies and Procedures.
- Job Description Management:
Develop, revise and amend Standard Job Descriptions for all existing and new positions according to HMG standard format and keeping in view of CBAHI and JCIA requirements. Maintain updated Database of all Job Descriptions for existing positions and new position.
- Organizational and Functional Structures:
Assess the existing Organizational Structures and facilitate/support organizational structure design; redesign efforts to ensure the realization of intended business objectives. Prepare a step-by-step plan to change the organization’s structure and maintain the record of updated and superseded organizational structures.
- Planning and Development: assist in the planning, coordination, and execution of Planning and Development activities such as ERP projects, special projects requested by VPHR/ CEO.
- Other Assignments: Analyze Career Promotions Criteria/ Career Paths and provide input and suggest recommendations. Participate in HR Audit Process across projects to oversee the implementation of HMG policies and ensure the efficient HR practices as and when required basis. Work with HR Teams to meet CBAHI and JICA accreditation standards (HR Chapter only). Seek and bring forward appropriate Human Resources solutions to identified problems. Participate in multi-functional/multi-disciplinary projects and tasks.
- Provide executive support through a wide range of duties, including secretarial tasks, research and management roles.
- Serves as the primary point of contact for internal and external constituencies on all matters pertaining to the Office of the DG.
- Manage extremely active DG’s schedules and make follow up meetings, external contacts etc.
- Arrange and coordinate complex and detailed travel plans, international and local travel arrangements, accommodation and entertainment arrangements for DG & other personnel.
- Schedule and coordinate events and meetings, especially pre board meetings as and when assigned.
- Provide a bridge for smooth communication between the GD's office and internal departments; demonstrating leadership to maintain credibility, trust and support with senior management staff.
- Prioritize conflicting needs; handles matters expeditiously, proactively, and follows-through on projects to successful completion, often with deadline pressures.
- Screen telephone calls, handle them personally and give information based on knowledge or department head’s viewpoint.
- Ensure that filing and record keeping are designed and maintained to permit easy retrieval of information for the division.
- Receive and screen of incoming mail for urgency, relevant and re-routing to the concerned person.
- Assist in preparing presentations and materials for meetings as required.
- Using PeopleSoft (ERP Software) for various tasks.
- Perform special duties as and when assigned.
- Outline Master plan for each year and ensure its effectiveness as per PNC recommendation
- Outline organization structure and ensure its effectiveness
- Prepare career plan and job descriptions for faculties and non-teaching staff
- Prepare policies and procedures for teaching faculty and staff
- Issuing letters to staff, students and teaching faculty on various issues
- Communicate with Pakistan Nursing Council and SNEB
- Resolving teaching faculty and non-teaching staff, students problems as per management decision
- Participate in meeting and take meeting minutes
- Prepare schedule for all classes and observe its effectives
- Setup transport arrangement for students and teaching staff
- Create, transcribe, and distribute meeting agendas and minutes.
- Act as key liaison between parents, students and administration
- Maintain record of all staff, students, and other relevant information
- Maintain record of internal and external mails.
- Supervise supporting staff
- Communication with banks and resolving banks related matters
- Conduct orientation to new students, staff and guests
- Maintain effective filling system, internal and external record
- Perform other related duties as required/ desired
- Compose letters, reports, records and other related documents.
- Gather and compile information as required.
- Prepare related reports or documents.
- Participated in Oracle ERP implementation and HR & Payroll Software
- Filing of departmental & financial records.
- Managing and maintaining follow-up system with internal & external contacts
- Act as key liaison and communication point.
- Take messages and replies to questions in accordance with general instructions.
- Check daily emails and replies to the same.
- Maintain record of internal and external mails.
- Maintain confidential information & deal confidential matters.
- Schedule meetings & arranges appointments.
- Greet visitors and answers telephone.
- Perform other related duties as required
Reporting to GM HR & Administration with handling all office routine works such as:
- Compose various letters, Minutes, Circulars, IOMs, Office Notes & Reports for GM Finance & Administration, GM Policies & Procedures, Nursing Advisor, Matron, Manager Audit, (official & confidential).
- Compose Exam papers, prepare transcript, evaluation report for School of Nursing.
- Prepare presentation for Training & Development Officer & Infection Control Department.
- Prepare L/C. & other Bank documents for GM Administration & Finance.
- Develop different kind of Forms & Stencils for all Department.
- Assist GM Policies and Procedures on developing HR Policies Manual.
- Prepare Career Plan & Job Descriptions for all Departments.
- Update Hospital Employees List, Deletion and Induction List.
- Attend Meeting of Daily Coordination Committee and record meeting minute.
- Prepare Duty Roster for Department (especially Nursing Department).
- Maintain record of Courier letters & Mails (Indoor & Outdoor) of Hospital.
- Any another assignment assign by the management.