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 clients 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 who comes to Australia, submit a recruitment plan to the Department of Employment and Workplace Relations (DEWR) for approval
- The Recruitment Plan (RP) includes specifics about the role, how workers will be paid, their accommodation, transportation, etc.
- Each Recruitment Plan needs a specific Offer of Employment (OOE), which confirms the contract arrangement
- Recruitment Plans should be lodged into the clients online platform called PALMIS (Pacific Australia Labour Mobility Information System)
- Applications are lodged, assessed and then returned with feedback
- All feedback needs to be addressed and actioned on time
- Variation (Changes/Updates) Management
- Make sure that the variation (any changes or updates) is lodged with the DEWR each time a circumstance changes
- Every change to a Recruitment Plan (RP) must have an approved variation. This involves:
- Actioning the request from the business, drafting the change request
- Submitting the variation to DEWR and actioning or working on the feedback
- Forwarding the approved variation to the Manager for the purpose of having the workers sign, making sure that the worker list is updated
- Chase pending signed variation forms weekly
- Accommodation
- Upload all supplementary forms and labelled photos into PALMS (Pacific Australia Labour Mobility Scheme) sent by the Managers through detailed emails
- Recheck the details in supplementary forms and photos sent by the Managers, to ensure that you have all the required information to fill in the PALMS accommodation process
- For future audits, always save all documents in FWA Operations, Accommodation, for reference
- Rental increases need to be sent through with justification from the owner and saved in the folder
- Ensure all accommodation feedback is answered on time
- Arrival reports in PALMS
- Every worker who arrives must have an arrival report submitted to DEWR
- In order to submit the arrival report, we are required to supply the flight invoice, itinerary, and the signed induction, which are all mandatory.
- Make sure that the tracker is kept up to date.
- Departure reports in PALMS
- 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 the variation tracker for those workers to remember to chase up signed forms
- Submit inquiry in PALMS with the attached signed form
- Save signed forms in the RP variation folder
- Accommodation change/ rent increase
- Workers fill in and sign the Accommodation Change form
- Add to the variation tracker for those workers to remember to chase up signed forms
- Save signed forms in the RP variation folder
- No need to lodge the signed forms into PALMS.
- Recruitment Process
- Each time the Recruitment Plan is approved, the worker selection begins.
- Work with managers on the worker list.
- Once the worker list is approved by the manager, send it to the Labour Sending Unit (LSU) / Agent to upload workers into the In-Country Recruitment Database (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 the RP worker folder
- Create a sub-folder per worker and save all documents
- If documents are missing, chase LSU/ Agent
- Required documents include: 956 A, Signed Letter of Offer (ensure that ALL pages are signed) and passport
- Update worker list SFP column (confirming they have signed LOO)
- Complete visa through the DHA (Department of Home Affairs) portal
- Once the visa is submitted, send the receipt to the HR Specialist, noting the RP number, then save the visa receipt in the RP folder, and log Activity 1 (visa applied) in the SharePoint worker list
- Once the visa is approved, save the visa grant letter in the 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 bachelors 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 teams 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.
