Kerja Sepenuh Masa, Senior Executive Human Resources di IHT Rehab Federal Territory - Maukerja

About the role

This role is a HR Generalist responsibility, supporting the organization's people operations and ensuring compliance with employment regulations and company policies.

Key responsibilities

A. HR Operations and Administration

• Manage day-to-day HR operations, ensuring the efficient and accurate execution of HR processes and administrative activities.
• Maintain and update employee records, personal files, employment documentation, staff movement records, and HR databases.
• Prepare employment-related documents, including offer letters, employment contracts, confirmation letters, promotion letters, salary adjustment letters, transfer letters, warning letters, and other HR correspondence.
• Administer employee onboarding, orientation, probation monitoring, confirmation, internal transfers, promotions, resignations, and exit clearance.
• Monitor employment contract expiry dates, probation periods, notice periods, and other important HR deadlines.
• Maintain the confidentiality, accuracy, and security of employee information in accordance with organisational requirements and applicable data protection legislation.

B. Recruitment and Workforce Planning

• Coordinate the end-to-end recruitment process, including manpower requisitions, job advertisements, candidate sourcing, screening, interview arrangements, reference checks, and offer negotiations.
• Work closely with HODs to understand staffing requirements, replacement needs, approved headcount, and recruitment priorities.
• Monitor recruitment progress and provide regular updates on vacancies, candidate pipelines, time-to-fill, and hiring outcomes.
• Develop and maintain talent pipelines for clinical and non-clinical positions, including medical officers, physiotherapists, occupational therapists, speech therapists, nurses, rehabilitation assistants, and corporate support staff.
• Coordinate recruitment activities with universities, colleges, professional associations, and relevant recruitment channels.
• Ensure recruitment documentation and pre-employment requirements are completed before new employees commence work.
• Support manpower planning and headcount monitoring to ensure staffing levels are aligned with operational requirements and approved budgets.

C. Compensation, Benefits and Payroll Coordination

• Coordinate monthly payroll processing by verifying attendance records, overtime, allowances, claims, unpaid leave, deductions, salary adjustments, and employee movements.
• Administer employee benefits, including annual leave, medical benefits, insurance, allowances, and other applicable entitlements.
• Monitor and maintain accurate leave balances, attendance records, and employee benefit information within the HR information system.
• Assist in preparing salary proposals, increment and promotion recommendations, salary benchmarking, and internal salary comparisons.
• Coordinate statutory contributions and employment-related payments, including EPF, SOCSO, EIS, and monthly tax deductions, as applicable.
• Ensure payroll and benefits administration complies with applicable legislation, company policies, and approved compensation structures.
• Prepare payroll reports, headcount reports, and other HR-related reports for management review.

D. Employee Relations and Industrial Relations

• Handle employee relations matters, including grievances, workplace conflicts, attendance issues, misconduct, and disciplinary concerns.
• Advise HODs and management on the appropriate handling of employee relations matters in accordance with company policies and applicable employment legislation.
• Coordinate disciplinary processes, including show-cause letters, domestic inquiries, investigation documentation, meeting arrangements, and disciplinary outcome letters.
• Maintain proper documentation of employee relations cases and ensure confidentiality throughout the process.
• Assist in preparing disciplinary recommendations and management papers based on investigation findings and relevant supporting evidence.
• Monitor employee conduct, workplace discipline, and compliance with the organisation's code of conduct and HR policies.
• Support the resolution of workplace issues through effective communication, fair treatment, and appropriate follow-up actions.
• Assist in managing employee resignations, exit interviews, notice periods, and other separation-related matters.

E. Performance Management

• Coordinate the organisation's performance management cycle, including mid-year reviews, year-end performance appraisals, and probation assessments.
• Ensure HODs and employees complete performance reviews within the established timelines.
• Guide HODs on performance evaluation procedures, documentation requirements, and performance improvement plans.
• Monitor probation reviews, employee confirmation recommendations, and performance-related follow-up actions.
• Consolidate performance appraisal results and prepare reports for management review.
• Support the implementation of performance-based increments, promotions, and other employee development decisions, subject to management approval.

F. Learning and Development

• Coordinate training needs analysis with HODs to identify competency gaps and development priorities.
• Prepare and monitor the annual training calendar, training budget, and employee training records.
• Organise internal and external training programmes, workshops, briefings, and professional development activities.
• Monitor mandatory and role-specific training requirements, including Basic Life Support (BLS), patient safety, infection prevention, occupational safety, and other relevant healthcare training.
• Coordinate professional certification and renewal tracking for applicable clinical and healthcare employees.
• Maintain training attendance, certificates, evaluation forms, and training effectiveness records.
• Liaise with training providers, educational institutions, and relevant agencies to facilitate employee development.
• Assist in evaluating training effectiveness and recommending improvements to support workforce competency and service quality.

G. Healthcare HR Compliance and Credential Monitoring

• Ensure HR practices comply with applicable Malaysian employment legislation, statutory requirements, and organisational policies.
• Maintain and monitor relevant employee documentation, including professional registrations, practising certificates, qualifications, and other role-specific credentials where applicable.
• Coordinate the tracking of professional registration and practising certificate renewal deadlines for relevant healthcare practitioners.
• Work with clinical HODs to ensure employees meet applicable qualification, credential, and competency requirements for their assigned positions.
• Support the maintenance of HR documentation required for healthcare accreditation, internal audits, regulatory inspections, and quality management reviews.
• Coordinate employee compliance training and maintain appropriate evidence of completion.
• Assist management in addressing HR-related audit findings and implementing corrective actions.

H. Employee Engagement and Organisational Development

• Plan and coordinate employee engagement initiatives, staff welfare programmes, recognition activities, and internal events.
• Support the implementation of staff recognition programmes and employee satisfaction activities.
• Assist in organising staff town halls, management briefings, employee orientation sessions, and internal communications.
• Monitor employee feedback and identify opportunities to improve engagement, retention, and workplace culture.
• Promote effective communication and collaboration between HR, management, clinical departments, and non-clinical teams.

I. HR Information Systems and Reporting

• Maintain accurate employee information in the HR information system and ensure HR transactions are updated promptly.
• Liaise with HR system vendors to resolve system issues, improve functionality, and ensure the accuracy of HR data.
• Maintain proper HR documentation and records to support management decisions, audits, and operational planning.

J. Other Responsibilities

• Provide HR advisory support to HODs and employees on HR policies, procedures, employment matters, and employee entitlements.
• Participate in HR projects, policy reviews, organisational initiatives, and continuous improvement activities.
• Support the development and implementation of HR strategies aligned with the organisation's business objectives.
• Perform other duties and responsibilities assigned by the immediate superior from time to time.

About you

• Bachelor's Degree in Human Resources, Business Administration, or a related field
• At least 5 years of HR experience preferably in Healthcare Industry
• Good knowledge of payroll processes and employment regulations
• Familiarity with HRIS and payroll systems
• Proficient in Microsoft Office, especially Excel
• Good communication, organizational, and problem-solving skills
• Able to handle confidential information with professionalism