Clerk / People Assistant (One-year contract)
Joining Arup
Arup’s purpose, shared values and collaborative approach has set us apart for over 75 years, guiding how we shape a better world.
The Opportunity
Clerk / People Assistant (One-year contract)
Key Responsibilities:
Administrative Support: Efficiently handles the scanning of staff letters of all RSS sites, and ensures timely delivery to the payroll team, which is crucial for accurate and prompt payroll processing.
Document Management: Manage the distribution of hard-copy staff letters to site offices and follow up closely on the return of signed documents, ensuring compliance and proper record-keeping.
Onboarding Process: Follow up on starter forms and ensure their timely return, which helps in the seamless integration of new employees in areas including medical enrollment and payroll processing etc.
Filing and Archiving: Maintain a very organized filing system by filing all staff letters and necessary documents to e-personnel files / share drive on a regular basis (for RSS and head office) and archive old staff personnel files (for RSS, head office and EAR regional teams), which is essential for efficient document retrieval and compliance with record retention policies.
Job Advertisement Review: Cross-checks RSS job advertisements on needed basis, ensuring accuracy and consistency, which supports our recruitment activities. Keep record of hard copies of posted newspaper(s) for invoicing by project team.
Medical Enrolment and Claims: Handle medical enrolment by inputting accurate data and compiling enrollment summary to People Service Team, send welcome email to newcomer(s) on Group Medical Insurance Scheme details. Manage the weekly submission of medical claims to the insurer. Collect leaver(s)' medical card(s) and prepare monthly report on the returned medical card(s) from leaver(s) and internal staff movement between office & site
HR System Updates: Updates People system with address changes and other relevant information, maintaining accurate employee records for data retrieval.
Correspondance Delivery: Dispatch hardcopy of leaver’s reference letter and other staff letters during off-boarding process on regular basis or any correspondence to related parties upon request.
At Arup, you belong to an extraordinary collective – in which we encourage individuality to thrive. Our strength comes from how we respect, share and connect our diverse experiences, perspectives and ideas.
You will have the opportunity do socially useful work that has meaning – to Arup, to your career, to our members and to the clients and communities we serve.
Is this role right for you?
Higher Diploma / Associate Degree or above in Human Resources / Business Management or related discipline
With relevant working experience would be preferred
Has knowledge in Employment Ordinance and other HR related regulations in Hong Kong will be an advantage
Proactive, responsible, well-organized and detail-minded
Good interpersonal skills, good team player and good time management in a fast-paced working environment
Proficiency of Microsoft Office applications, including Word, Excel and Access
Good command in both written and spoken English and Chinese
Not ready to apply just yet, or have a few questions? Contact Kylie Chau (kylie.chau@arup.com)
What we offer you
At Arup, we care about each member’s success, so we can grow together.
Guided by our values, we provide an attractive total reward package that recognizes the contribution of each of our members to our shared success. As well as competitive, fair and equitable pay, we offer a career in which all of our members can belong, grow and thrive – through benefits that support health and wellbeing, a wide range of learning opportunities and many possibilities to have an impact through the work they do.
We are owned in trust on behalf of our members, giving us the freedom, with personal responsibility, to set our own direction and choose work that aligns with our purpose and adds to Arup’s legacy. Our members collaborate on ambitious projects to deliver remarkable outcomes for our clients and communities. Profit Share is a key part of our reward, enabling members to share in the results of our collective efforts.
Different people, shared values
Arup is an equal opportunity employer that actively promotes and nurtures a diverse and inclusive workforce. We welcome applications from individuals of all backgrounds, regardless of age (within legal limits), gender identity or expression, marital status, disability, neurotype or mental health, race or ethnicity, faith or belief, sexual orientation, socioeconomic background, and whether you’re pregnant or on family leave. We are an open environment that embraces diverse experiences, perspectives, and ideas – this drives our excellence.
Guided by our values and alignment with the UN Sustainable Development Goals, we create and contribute to equitable spaces and systems, while cultivating a sense of belonging for all. Our internal employee networks support our inclusive culture: from race, ethnicity and cross-cultural working to gender equity and LGBTQ+ and disability inclusion – we aim to create a space for you to express yourself and make a positive difference. Discover more about life at Arup at www.arup.com/careers/your-life-at-arup.
We are committed to making our recruitment process and workplaces accessible to all candidates. Please contact Kylie Chau to let us know if you need any assistance or reasonable adjustments throughout your application or interview process, and/or to perform the essential functions of the role. We will do everything we can to support you.
Our Application Process
Stay safe online – Arup will never ask for your bank details as part of our recruitment process.