The George Institute For Global Health
United Kingdom

HR and Admin Assistant

Type of career: 
Application close date: 
Contact name: 
Danting ZHANG

Reporting Relationships

The HR and Admin reports to the Director, Finance & Operations


Duties and Key Responsibilities



·           Posting job ads and organizing resumes and job applications

·           Actively source and identify qualified candidates through a variety of recruitment channels

·           Support the talent pool set-up, including information collection & input and the pool maintenance.

·           Pre-screen resumes, coordinate and conduct interviews with candidates using appropriate interviewing techniques and methods

·           Manage and coordinate the staff panel interview process and ensure participants are effective interviewers

·           Conduct pre-employment activities including candidate reference checks, offer development and negotiation

·           Administrate the on-boarding process for new hires, handling the required paperwork, and organizing New Hire Orientation


HR general support

·           Keep training records up-to-date

·           Help organize internal trainings

·           Support foreign staff to get work permit and local staff for work and residence permit

·           Work closely with FESCO to achieve maximum benefits for staff and GI China, including medical claim and birth allowance claim etc.

·           Deal with employee requests regarding human resources issues, rules, and regulations

·           Keep the leave records filing and E-leave System maintenance.

·           Help to manage and keeping employee files in paper and online.

·           Produce HR reports and follow up (eg – performance management completion)

·           Help to organize office-wide events as needed


·           Assisting company with building maintenance issue, specifically coordinating response to repairs, Supervise the building property management of security

·           Finish all the monthly reimbursements requests from company vendors and get PM signed by 25th per month, make sure submit reimbursement forms and pay our vendors on time.

·           Assisting staff and visitors to book hotels, tickets and arrange car service.

·           Update fixed assets every month and send updated form to Finance department and at least do physical check twice every year with IT and Finance department.

·           Update company vendors form, purchase request form, Quotation Summary and Analysis if there is any changes in S-drive timely, review the quality of vendors and give feedback to line manager timely.

·           Purchase stationary, computers, daily consumable for projects and company.

·           Deliver admin induction/training to staff as needed.

·           Support projects and other team members in assisting events or activities.

·           Business card production: apply name cards for staff and collect for them.

·           Accounts management: maintain booking website(communicate with Ctrip staff for any changes and updates), Courier services website(create accounts for each project)

·           Stock room management: allocate cabinets to stock materials for projects if needed. And make sure the room is tidy, neat and well organised always.

·           Support Director of Finance and Operations with administration work.


As a Team Member:

·         Participate in team meetings and activities

·         Participate in objective setting, performance management

·         Participate in special projects to improve processes, tools, systems and organisation

Occupational Health and Safety

·         Comply with OH&S legislation and operate in accordance with established OH&S practice and procedures at the George Institute

·         Promote and contribute to a safe, secure environment for staff and visitors


Skills, Knowledge and Experience

·         Bachelor degree or equivalent, preferably in a related field: Human Resource Management, Business Administration, and organizational development.

·         At least 1 year experiences working across HR and Admin disciplines.

·         Ability to be a responsive, positive and helpful resource to employee questions or concerns.

·         Demonstrated understanding and application of Chinese labor law, social welfare and tax systems

·         Superior communication skills in Chinese and English

·         High proficient in using Microsoft Office.

·         Takes initiative to solve problems and detailed-orientated in daily work

·         Creative thinker who can bring innovation to standard HR and Admin functions.

·         Work well independently and as a team member

·         Excellent interpersonal skills, particularly the ability to interact with different levels of people, with a sense of internal customer focus

·         Conscientious and mature in daily work, particularly in dealing with sensitive or confidential matters; and has a high level of initiative and able to work independently and reliable.

·         Ability to work in a fast-paced environment and work under pressure