Admin-HR Support
Clear is seeking an Admin-HR Support to work with our client, an Australia-based company known as the experts in staffing solutions in the agricultural sector.
Role and Opportunity
Our client provides temporary labour services to the Agricultural Industry. Our client’s company collaborates with Australia’s top farmland owners and farmers, aiming for growth through valued relationships and practical solutions, as they have a strong advocate who believes that people are important.
Purpose
As an Admin-HR Support, you will:
- Assist the HR Administrator in employee document management by ensuring that the various candidates’ paperwork is timely processed, renewed, and that the candidates’ files and documentation are updated
Here are your daily tasks, as an Admin-HR Support:
- Lodging Recruitment Plans
- For every worker that comes into Australia submit a recruitment plan to the relevant government agency for approval
- This includes specifics about the role, how they will be paid, accommodation, transport, etc.
- Each Recruitment plan needs a specific OOE which confirms th contract arrangement
- Recruitment Plans should be lodged onto the client’s online platform
- Applications are lodged, assessed and then returned with feedback
- All feedback needs to be addressed and actioned in a timely manner
- Variation Management
- Make sure that the variation is lodged with the relevant government agency if circumstances changes
- Every change to a Recruitment Plan must have an approved variation
- This involves actioning the request from the business, drafting the change request
- Submit the variation to the relevant government agency and action any feedback
- Once it’s approved, forward to the manager for the workers to sign and ensure that the worker list is updated
- Chase pending signed variation forms weekly
- Accommodation
- Managers send you detailed emails with all photos labelled so you can upload them in the client’s online platform
- Managers fill in supplementary forms and send with photos, so you have all required information to fill into the client’s online platform accommodation process
- Save all documents in the designated folder, Accommodation for reference for future audits
- Rental increases need to be sent through with justification from the owner and saved in the folder
- Ensure all accommodation feedback is answered in a timely manner
- Arrival reports
- Every worker who arrives must have an arrival report submitted to the relevant government agency
- In order to submit the arrival report we are required to supply flight invoice, itinerary, and signed induction is mandatory.
- Make sure that the tracker is kept up to date.
- Departure reports
- Manage the departing workers from the Worker List.
- By submitting departure reports with required documentation including flight invoice, itinerary, and superannuation payment export
- Submit reports within the required timeframe as per the guidelines
- Keep the tracker up to date
- Private Transport
- Workers to sign “worker arranges private transport form”
- Add to variation tracker for those workers to remember to chase up signed forms
- Submit inquiry in the client’s online platform attaching signed form
- Save signed forms in the RP, variation folder
- Accommodation change/ rent increase
- Workers fill in and sign “Accommodation Change” form
- Add to variation tracker for those workers to remember to chase up signed forms
- Save signed forms in the RP, variation folder
- No need to lodge in the client’s online platform, the signed forms
- Recruitment Process
- Once Recruitment Plan is approved the worker selection begins.
- Work with managers on worker list.
- Once worker list is approved with manager, send to Labour Sending Unit (LSU)/ Agent to upload workers into IRD
- Create individual OOE and upload to IRD for workers to sign and allocate the placements
- Assist the HR Administrator in the Visa Process
- Create flight manifest
- Add workers to the worker list in SharePoint Activity 12
- Complete VEVO check for returning workers
- Download all documents from IRD and save in RP worker folder
- Create a sub folder per worker and save all documents
- If documents are missing, chase Labour Sending Unit (LSU)/ Agent
- Required documents include: 956 A, Signed Letter of Offer (ensure it’s ALL pages) and passport
- Update worker list SFP column (confirming they have signed Letter of Offer)
- Complete visa in the relevant government agency’s portal
- Once visa is submitted, send receipt to designed personnel noting the RP number, save visa receipt in RP folder, and log Activity 1 (visa applied) in the SharePoint worker list
- Once visa is approved, save visa grant letter in RP folder and log Activity 2 (visa granted) in the SharePoint worker list.
- Perform other admin tasks that the client or management may require.
Required Attributes
- Good English communication skills, both verbal and written
- Reliable and with the ability to maintain a realistic balance among multiple priorities and competing demands
- Respect for the confidentiality and the sensitivity of the information
- Technologically adept with excellent document management skills
- High level of professionalism, attention to detail, and strong work ethic
- Ability to work with minimum supervision
Essential Experience
- Strong MS Word and Outlook skills with the ability to do mail merge
- Minimum 1 year of work experience in an admin role
- A bachelor’s degree in Business Administration, major in Human Resource Management, or a similar degree
- Proficient with other MS Office applications such as Excel and Teams
Advantageous (Optional)
- Working knowledge of using SharePoint
- Experience in handling Australian accounts
Clear Admin People provides great Filipino talent with the opportunity to grow their careers. Our world-class staff – we call them 6-Tool Players – work from home to support our Australia-based clients. Our staff are led and supported by our outstanding leadership team. Clear works to provide the right environment for 6-Tool Players to excel, with an ecosystem that supports our team’s success:
- A great Work From Home (WFH) setup with the right IT equipment to help you succeed (including freight expense coverage)
- Membership of the Clear 6-Tool Player Playground – our unique development and engagement program
- HMO Coverage with free dependents
- Group term life insurance coverage
- Special leave benefits
- Monthly and quarterly subsidies (internet, electricity, and healthcare)
- Other incentives (Attendance Bonus & Employee Referral incentive)
- Paid vacation and sick leave for regular employees
Of course, we provide all mandatory government contributions in addition to the above.