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Description
Administrative manager

Administrative manager
Responsibilities: Recruitment/Selection:
•       Monitor staffing levels, identify staff vacancies, anticipate future
staffing requirements in line with strategic plans, recruit and select
candidates.

Pre Recruitment:
•       Develop and place job adverts; review and shortlist applicants;
interview and select suitable candidate(s).

Post Recruitment:
•       Perform Reference Checks.
•       Issue appointment letters.
•       Develop job descriptions for all positions.
•       Open and update personnel file.
•       Induction – Provide current and prospective employee with
information above policies, procedures and working conditions.
•       Ensure for all recruitment exercises that reports are documented and filed.
•       Conduct needs assessments to determine when training is necessary
and the type of training necessary to improve performance and
productivity.

Performance Appraisal:
•       Collate staff for appraisal and inform unit heads, send form to
staff and set date for review.
•       Communicate result to staff and implement decision made.
•       File relevant document that arise from the process.
•       Monitor and review the system of performance appraisal and
continually develop as necessary, ensuring that monthly and annual
appraisals are carried out in a timely manner and followed up.

Payroll Administration:
•       Maintain payroll information: compute and collate all relevant
information related to payroll on a monthly basis including but not
limited to new employee list, absences and contract changes.

Administration/Documentation:
•       Maintain and update employee directory with any employee changes.
•       Compile statistical reports concerning personnel-related data such
as hires, transfers, performance appraisals, and absenteeism rates.
•       Ensure all staff matters, memos, queries, communications to and
responses from staff are filed in staff files,
•       Ensure proper confidentiality and security of all HR documents
•       Preparation and issuance of transfer letters, confirmations letters,
termination letters, and all human resources related letters
•       Manage leave system – records of Annual, sick and other leave
entitlement of staff
•       Compose and distribute routine written correspondences
•       Ensure regular staff meetings are held
•       Develop and maintain a filing system
•       Update Company’s asset register

Advisory:
•       Advise management in appropriate resolution of employee relations issues.
•       Advise on pay and other issues, including promotion and benefits.
•       Prepare reports and recommends procedures to reduce absenteeism and
employee turnover.
•       Develop and implement policies on a variety of workplace issues e.g.
disciplinary procedures, absence management, working conditions,
performance management, restructuring of services et cetera.
•       Ensure that managers and staff are aware of the policies and
procedures and able to operate.
•       Establish and/or recommend salary ranges, offers, and compensation
adjustments and monitor salary reports for equity, compression or
other issues.

Facility Management:
•       Set up systems and processes for the smooth running of all day to
day office administrative activities
•       Oversee purchasing function: negotiate price, quality and delivery;
approving invoices.
•       Ensure the availability of necessary supplies by identifying
procurement needs of the office - reception, departments, kitchen and
ward and all areas of the Facility.
•       Ensure there is an effective communication system where needs are
identified; options evaluated.
•       Ensure effective planning and execution of operations by reducing
waste levels.
•       Oversee Facility’s maintenance needs.
•       Supervises the maintenance and repair of the Company’s
infrastructure, vehicles and equipment.
•       Manages the provision of general support services, including
cleaning and upkeep of office premises.
•       Ensure the kitchen unit and security unit deliver a professional service.

Employee Relations:
•       Manage grievances, ensures the relationship amongst staff is cordial
and professional.
•       Deal with complex disciplinary/grievance and HR issues, using HR and
company knowledge evidencing appropriate decision making skills.
•       Management of all individual personnel and workforce management
action – perform difficult staffing duties - administering
disciplinary procedures, terminations, demotions as necessary.
•       Help employee resolve work related issues, handle staff dispute and
resolve conflict.
•       Act as focal point for all initial queries from staff regarding
policies and procedures.

Consultant Support:
•       Collate consultant assessment record on the 15th of each month and
forward to accounts for payment.
•       Schedule patients appoint days in the office diary in conjunction
the Clinicians for correctness.
•       Call up patient and consultants for their appointments as appropriate.
•       Take consultant calls as relates to patient and other enquiries.
•       Keep record of consultant assessment record for onward payment collation.

Skills:
•       Experience with dealing with senior and sometimes challenging individuals.
•       Experience in developing systems and processes for effective running
of the Organisation.
•       Ability to build rapport quickly.
•       Strong understanding of the Nigeria Labour laws.
•       Experience in liaising with External Stakeholders.
•       Experience in preparing relevant management reports.
•       Good experience in documentation, record keeping, data management etc.
•       Familiarity across the recruitment process, including induction at a
senior level.
•       Excellent interpersonal and communication skills, written and oral.
•       Sound judgment and the ability to maintain confidentiality.
•       Experienced user of MS Excel, MS Word & power point.
•       Well organized with strong time management skills.
•       Knowledge of Principles, practices and techniques of human resources
administration, organization and operation.
•       Ability to lead, manages, direct and evaluates staff.
•       Apply appropriate independent initiative, discretion, judgment and
organizational skills to a variety of projects, assignments and
situations.

Qualifications:

•       Minimum of HND in related discipline.
•       Education Advanced university degree or equivalent backgrounds, in
Human Resources, Business Administration, International Relations,
Social Sciences, Psychology or related areas.
•       Proficient in Microsoft Word, Excel, PowerPoint, Outlook.
Excellent written, listening, and oral communication skills.
•       Strong organizational and administrative follow-up skills.
•       Very detail oriented.
•       Strong ability to handle numerous priorities and tasks at one time
•       Ability to leverage all technologies to manage and communicate in
office environment (internet, texting, email, instant messaging,
phones, mobile phones, SharePoint, Skype, Telepresence, Live meeting)
•       Exceptional interpersonal skills in dealing with customers and
senior management.
•       Flexible and willing to share workload within a team environment.
•       Lagos residents in Lagos
•       Language Proficiency Fluency in English.
How to apply interested and suitably qualified applicants should
submit their application to the email address. Note: the subject of
the email should be “Admin/HR Manager”.

Skills Required

Administrative manager
Responsibilities: Recruitment/Selection:
•       Monitor staffing levels, identify staff vacancies, anticipate future
staffing requirements in line with strategic plans, recruit and select
candidates.

Pre Recruitment:
•       Develop and place job adverts; review and shortlist applicants;
interview and select suitable candidate(s).

Post Recruitment:
•       Perform Reference Checks.
•       Issue appointment letters.
•       Develop job descriptions for all positions.
•       Open and update personnel file.
•       Induction – Provide current and prospective employee with
information above policies, procedures and working conditions.
•       Ensure for all recruitment exercises that reports are documented and filed.
•       Conduct needs assessments to determine when training is necessary
and the type of training necessary to improve performance and
productivity.

Performance Appraisal:
•       Collate staff for appraisal and inform unit heads, send form to
staff and set date for review.
•       Communicate result to staff and implement decision made.
•       File relevant document that arise from the process.
•       Monitor and review the system of performance appraisal and
continually develop as necessary, ensuring that monthly and annual
appraisals are carried out in a timely manner and followed up.

Payroll Administration:
•       Maintain payroll information: compute and collate all relevant
information related to payroll on a monthly basis including but not
limited to new employee list, absences and contract changes.

Administration/Documentation:
•       Maintain and update employee directory with any employee changes.
•       Compile statistical reports concerning personnel-related data such
as hires, transfers, performance appraisals, and absenteeism rates.
•       Ensure all staff matters, memos, queries, communications to and
responses from staff are filed in staff files,
•       Ensure proper confidentiality and security of all HR documents
•       Preparation and issuance of transfer letters, confirmations letters,
termination letters, and all human resources related letters
•       Manage leave system – records of Annual, sick and other leave
entitlement of staff
•       Compose and distribute routine written correspondences
•       Ensure regular staff meetings are held
•       Develop and maintain a filing system
•       Update Company’s asset register

Advisory:
•       Advise management in appropriate resolution of employee relations issues.
•       Advise on pay and other issues, including promotion and benefits.
•       Prepare reports and recommends procedures to reduce absenteeism and
employee turnover.
•       Develop and implement policies on a variety of workplace issues e.g.
disciplinary procedures, absence management, working conditions,
performance management, restructuring of services et cetera.
•       Ensure that managers and staff are aware of the policies and
procedures and able to operate.
•       Establish and/or recommend salary ranges, offers, and compensation
adjustments and monitor salary reports for equity, compression or
other issues.

Facility Management:
•       Set up systems and processes for the smooth running of all day to
day office administrative activities
•       Oversee purchasing function: negotiate price, quality and delivery;
approving invoices.
•       Ensure the availability of necessary supplies by identifying
procurement needs of the office - reception, departments, kitchen and
ward and all areas of the Facility.
•       Ensure there is an effective communication system where needs are
identified; options evaluated.
•       Ensure effective planning and execution of operations by reducing
waste levels.
•       Oversee Facility’s maintenance needs.
•       Supervises the maintenance and repair of the Company’s
infrastructure, vehicles and equipment.
•       Manages the provision of general support services, including
cleaning and upkeep of office premises.
•       Ensure the kitchen unit and security unit deliver a professional service.

Employee Relations:
•       Manage grievances, ensures the relationship amongst staff is cordial
and professional.
•       Deal with complex disciplinary/grievance and HR issues, using HR and
company knowledge evidencing appropriate decision making skills.
•       Management of all individual personnel and workforce management
action – perform difficult staffing duties - administering
disciplinary procedures, terminations, demotions as necessary.
•       Help employee resolve work related issues, handle staff dispute and
resolve conflict.
•       Act as focal point for all initial queries from staff regarding
policies and procedures.

Consultant Support:
•       Collate consultant assessment record on the 15th of each month and
forward to accounts for payment.
•       Schedule patients appoint days in the office diary in conjunction
the Clinicians for correctness.
•       Call up patient and consultants for their appointments as appropriate.
•       Take consultant calls as relates to patient and other enquiries.
•       Keep record of consultant assessment record for onward payment collation.

Skills:
•       Experience with dealing with senior and sometimes challenging individuals.
•       Experience in developing systems and processes for effective running
of the Organisation.
•       Ability to build rapport quickly.
•       Strong understanding of the Nigeria Labour laws.
•       Experience in liaising with External Stakeholders.
•       Experience in preparing relevant management reports.
•       Good experience in documentation, record keeping, data management etc.
•       Familiarity across the recruitment process, including induction at a
senior level.
•       Excellent interpersonal and communication skills, written and oral.
•       Sound judgment and the ability to maintain confidentiality.
•       Experienced user of MS Excel, MS Word & power point.
•       Well organized with strong time management skills.
•       Knowledge of Principles, practices and techniques of human resources
administration, organization and operation.
•       Ability to lead, manages, direct and evaluates staff.
•       Apply appropriate independent initiative, discretion, judgment and
organizational skills to a variety of projects, assignments and
situations.

Qualifications:

•       Minimum of HND in related discipline.
•       Education Advanced university degree or equivalent backgrounds, in
Human Resources, Business Administration, International Relations,
Social Sciences, Psychology or related areas.
•       Proficient in Microsoft Word, Excel, PowerPoint, Outlook.
Excellent written, listening, and oral communication skills.
•       Strong organizational and administrative follow-up skills.
•       Very detail oriented.
•       Strong ability to handle numerous priorities and tasks at one time
•       Ability to leverage all technologies to manage and communicate in
office environment (internet, email, instant messaging,
phones, mobile phones, SharePoint, Skype, Telepresence, Live meeting)
•       Exceptional interpersonal skills in dealing with customers and
senior management.
•       Flexible and willing to share workload within a team environment.
•       Lagos residents in Lagos
•       Language Proficiency Fluency in English.
How to apply interested and suitably qualified applicants should
submit their application to the email address. Note: the subject of
the email should be “Admin/HR Manager”.

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Job TypePermanent
Job StatusPart Time
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