A. General purpose of the position:
Work alongside Training & Development Supervisor to organise and follow up with all internal and external training programmes, Orientation programme, Internship programme, Hospital internal events and other training matters upon request.
A. Key duties and responsibilities:
1. Training programmes
- Receive training requests and register staff for training. If the training is to take place internally, support on logistical arrangements (e.g. book training venue, follow up with participants’ registration, send out reminder etc.)
- Propose suitable schedule (i.e. date, time & venue) for any training requested by training owner and ensure to have proper follow up for the training (i.e. reminder, logistical arrangements)
- Assist Training Supervisor in communicating training plan to participants and take ownership of managing a training during the training plan and execution process
- Work alongside with Training Supervisor to be the key person in charge of the Training system when it goes live (i.e. send out invitations via the system, follow up with participant’s registration, monitor training attendance record and document all training certificates if any)
- Support staff with logistical arrangements for the training (e.g. contact training vendor, settle training fee, arrange per diem etc.);
- Liaise with HR Admin Officer to arrange air ticket, accommodation and provide support on other admin issues for staff upon joining the training;
- Collect supporting documents after the training finishes (e.g. VAT invoices, receipts etc.) and proceed reimbursement for staff (if any);
- Record all training expenses and training hours both electronically and by hard copies, arrange for training certificates to be notarized (if any) and document such certificates in staff personal files.
- Proactively update, monitor and manage training budget and make sure training expense is used within the approved budget
2. Orientation Programme
- Follow up on monthly Orientation programme by informing speakers on training schedule and remind them before the training starts;
- Inform Line Managers on their staff’s Orientation and make sure target staff attend the training properly;
- Prepare Welcome Pack for new joiners;
- Set up training room (e.g. tables & chairs, projector, computer, refreshments etc.);
- Support trainer/facilitator during the training if requested;
- Arrange attendance sheets and record staff attendance both electronically and in hard copies;
3. Internal events
- Provide support to Training & Development Supervisor in organising annual internal events (e.g. Shining Star arrangements, Doctor’s Day, Secretary’s Day, Nurses’ Day, Health Check programme, Flea Market, Year End party etc.);
- Arrange logistical support (e.g. cash advance, venue set up, follow up with participants’ registrations, liaise with external suppliers where needed);
- Settle payment requests (if any) and record all event-related documents after the event/programme finishes.
- Proactively follow up with the planned events for the Hospital and propose any suggestions for better management of the events if any
- Internship Programme
- Follow up and provide guidance to interns prior to their internship commencement;
- Arrange internship agreements and support interns during on boarding process on their first date at work;
- Conduct/deliver HR introductory session in Orientation for interns/Resident Doctors upon requested;
- Record intern-related documents in hard copies (i.e. personal information, passport copy, bank information, timesheets etc.);
- Assist Training Supervisor In providing guidance and on the job training to interns in Training & Development team (if any)
- Follow up with feedbacks for Resident Doctors when they end their internship at the Hospital
- Collate feedbacks and produce a summary report based on the evaluations provided.
