Human Resource Filing Clerk

Roles and Responsibilities

HR Records Management & Filing

• Maintain accurate and up-to-date employee personnel files, both physical and electronic.
• Ensure proper filing, indexing, storage, retrieval, and archiving of HR documents.
• Update employee records relating to personal information, contracts, job changes, performance documents, training records, and other HR transactions.
• Ensure confidentiality and security of employee records in compliance with HR policies and data protection requirements.
• Conduct regular file audits to ensure completeness, accuracy, and compliance with documentation standards.
• Support the transition and maintenance of electronic employee records and HR document management systems.

HR Analytics & Data Support

• Support the Senior HR Officer – HR Analytics, Performance Management, Learning & Culture in collecting, organizing, and validating HR data.
• Maintain accurate HR databases and ensure timely updates of employee information in the HR Information System (HRIS).
• Assist in preparation of HR reports, dashboards, and workforce statistics including headcount, turnover, absenteeism, training participation, and performance data.
• Conduct data checks and identify gaps or inconsistencies in HR records for correction.
• Support the preparation of data required for audits, management reports, and HR projects.

Performance Management Administration

• Support administration of performance management processes, including tracking submission of performance objectives, reviews, and appraisal documentation.
• Maintain performance management records and generate status reports.
• Assist in coordinating communication and documentation for performance review cycles.
• Support maintenance of performance improvement plan records and related documentation.

Learning & Development Administration

• Maintain employee training and development records.
• Update training databases and support preparation of training reports.
• Assist in coordinating training logistics, attendance records, evaluations, and documentation.
• Support tracking of mandatory training and professional development requirements.

General HR Administration & Support

• Provide administrative support for HR projects, employee engagement initiatives, and culture programmes.
• Assist with HR surveys, employee feedback exercises, and data collection activities.
• Support HR audits, inspections, and compliance reviews.
• Any other responsibility assigned to the job holder by the supervisor from time to time.