HR Administration Staff

POSITION OVERVIEW:

The HR Administration Staff is responsible for overseeing the operational HR and administrative functions of the hospital. This role ensures smooth day-to-day management of HR activities, including recruitment support, onboarding, employee records, and compliance with hospital policies and procedures.

On the administrative side, the staff supervises proper filing and documentation, manages the Front Office team serving both patients and guests, ensures compliance in registration and credentialing processes, and oversees the allocation of office space and equipment. The role also coordinates meetings, HR initiatives, and other administrative activities to support efficient hospital operations and positive experience for staff, patients, and visitors.

ESSENTIAL DUTIES:

1. Work directly with and report to the HR & Administration Director regarding all HR endeavors.
2. Support HR Director in educating employees on and enforcing company policies.
3. Maintain the company’s monthly calendar,
4. Assist in the preparation of documents required for new employee orientation.
5. Help with new-hire procedures, including creating new employee files (201 File & Personnel Data Sheet), inputting into the Employee Masterlist file, ensuring the creation of email address and biometrics registration, administering employee handbooks, and ensuring all necessary paperwork is properly filled out during orientation.
6. Organize, maintain, and update employee HRIS information as needed.
7. Make sure all employee records are filed correctly and kept confidential.
8. Make sure all health and safety regulations are followed.
9. Assist the Talent Acquisition Officer in the preparation of materials for performance reviews. Supervise proper filing, documentation, and record-keeping for the hospital, including conducting an annual review of all employee and administrative files to ensure accuracy and compliance.
10. Help ensure timesheet records are correct.
11. Abide by company-enforced HR processes and current employment laws and regulations.
12. Participate in the human resource department and hospital activities when required.
13. Under the leadership of the HR & Admin Director, be a vital source of human resources information, answering any questions employees may have.
14. Support any other special projects the HR and Admin Director needs assistance with including facilitation of hospital activities.
15. Receives, reviews, researches, compiles, and processes license and permit applications and revisions in accordance with policies and procedures on time and without delays.
16. Liaise with various government agencies such as but not limited to PRC, DOLE, BOI, BIR, BOC, and SEC in relation to permits and licenses processing.
17. Maintains records associated with all license and permit applications, fee payments, violations, durations, and validity.
18. Maintains, updates, and monitors individual files and contracts of doctors and providers and facilitates the preparation of documents for renewal.
19. Prepares correspondence, memos, secretary certificates, and reports as necessary.
20. Ensure timely registration and renewal of the hospital and all staff, maintaining organized records to support compliance with internal and regulatory requirements.
21. Verify and maintain up-to-date credentials for all practitioners, ensuring accuracy and adherence to hospital and professional standards.
22. Collect and submit all required documents for medical insurance and pension administration, ensuring accuracy, completeness, and timely processing in line with hospital policies. 
23. Ensure all HR and digital records, including spreadsheets and databases, are accurate, complete, and kept up to date

OCCUPATIONAL SAFETY & HEALTH:

• Uphold the highest standards of quality and efficiency in line with hospital quality programs (e.g. Safecare, DOH, etc.) requirements.
• Ensure a safe and secure work environment by strictly adhering to infection prevention and control protocols such as but not limited to handwashing, wearing of PPE, etc.
• Identifying, reporting & self-managing hazards where appropriate.
• Early and accurate reporting of incidents at work and raising issues of concern when identified.
• Commit to sustainable and eco-friendly work practices by minimizing waste, optimizing resource usage, and actively participating in initiatives that promote environmental stewardship.

OTHER DUTIES

• Please note this position description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the co-worker for this position. Duties, responsibilities and activities may change at any time with or without notice. Co-worker must perform other tasks, duties, and projects as assigned.
• Attend and participate in office devotionals, seminars, in-service education classes, on-the-job training programs, etc. 
• May be required to participate in mobile clinics or community outreach.

EDUCATION/EXPERIENCE REQUIREMENTS:

1. Bachelor’s Degree in Human Resource Management, Business Administration or related field
2. With at least three (3) years of work experience in Human Resources or administrative work. 
3. Experience working in a healthcare setting is highly desirable.

KNOWLEDGE, SKILLS & ABILITIES:

1. Computer knowledge in basic MS Office, HRIS, e-mail and internet 
2. Exposure to Human Resource Information systems preferred
3. Experience and/or knowledge of the operations of NGO preferred