HR Services Officer

YOUR ROLE
As HR Services Officer, you will be responsible for the delivery of “front office” services to HR’s internal customers who are RMIT Vietnam staff, and handling enquiries from the general public. As the nominated “first point of contact”, you must be able to:
- Provide routine advice, guidance and explanation of RMIT Vietnam HR policies, procedures and processes to all staff, both local and expatriate, and
- Direct more complex issues to the relevant HR team member and follow through to ensure that queries are addressed in a timely and appropriate manner, ensuring optimum employee experience throughout.
You will also provide assistance in administration of leave schemes and non-statutory health and personal accident insurance schemes for all employees of RMIT Vietnam.
KEY ACCOUNTABILITIES
Front desk
- Provide support to all walk-in customers, phone calls and email enquiries, discussing their needs and identifying appropriate services and information, referring them to the relevant HR staff members as appropriate; following up to ensure the issues have been addressed.
- Provide general advice regarding HR policies, procedures and services verbally and via e-mail
- Manage ServiceNow (HR Ticketing system) to assign/refer tickets to the team member-in-charge, follow up with them to make sure the tickets are resolved
- Assist with updating staff information in the human resources information system (Workday)
- Monitor the Staff Concerns Log, coordinate with relevant Schools/ Divisions for appropriate course of actions ensuring timely feedback to staff
- Other related duties as required.
Administration of leave schemes and non-statutory health and personal accident insurance schemes
- Manage leave records (e.g. update leave forms on Workday as and when required, generate/prepare various leave reports, calculate leave balances as and when required, and answer staff queries related to various leave schemes)
- Coordinate with Academic Registrar’s Group to finalise public holiday list for RMIT Vietnam and communicate it with relevant team members in HR and the Workday architect for their further action in their areas.
- Support in working with the nominated insurance broker to collect market information for proposing insurance providers on an annual basis and prepare all necessary paperwork for the insurance renewal process
- Coordinate with insurance broker(s), insurance providers, procurement and accounting team for contract and payment arrangement.
- Administer the approved plan, including the new enrolment, re-enrolment and de-registration to ensure the right coverage for eligible employees, and their dependents, where appropriate
- Assist in preparation of communication sent to various eligible employees’ groups about their insurance schemes, and communicate to individual employee about their benefits and procedures
- Review endorsements reflecting the changes during the year and be in charge of year end insurance data reconciliation to ensure the insurance invoices correctly capture the actual movements, e.g new enrolment and termination.
General support:
- Departmental administrative tasks, as and when required.
- Order and replenish stationery for HR team
- Prepare payment request, purchasing order, and the likes to assist with payment process
- Support other team members in particular assigned tasks/ activities.
- Provide backup support for other team members when required.