Human resources - administrative assistant for the medical services (m/f)

Sofitex Talent Recruitment Fort d'une expérience de plus de 30 ans dans les Ressources Humaines, Sofitex est un réseau international de Travail Temporaire et de Placement en CDI. Sofitex fonde sa dynamique et son succès sur le professionnalisme de ses équipes, sa forte réactivité et sa proximité.

POSTE

For one of our clients, a European Institution located in Luxembourg Kirchberg, Sofitex Talent is currently looking for an: Human Resources - Administrative Assistant for the medical services (M/F)

Check against OHS records that EIBG travellers had received a travel clearance from OHS where required based on regular reports provided by the CFC travel team. Support automation of such checks and setup of new or enhancement of existing controls in remediation of a process gap identified under an operational risk.
Support data archiving and retention for OHS and (subject to capacity) for Benefits Administration.
Shift the central booking of OHS appointments to a self-managed approach using MS Bookings - accompany the transition and address challenges which may arise as part of the transition.
Support the OHN in charge to engage vendors to consolidate/aggregate spend in order to reduce administrative burden on both sides. Support EIB occupational health nurses in administering purchasing matters, such as tracking invoices for timely payment, raising purchase order requester and submitting approved invoices for approval/payment.
The post requires good judgement, flexibility, autonomy and the ability to prioritise while exercising a high degree of precision. It also requires a keen sense of confidentiality due to the sensitivity of the information handled.
Operating Network
The successful candidate will report to the ad-interim Head of the Occupational Health Service, under daily task supervision by the Occupational Health Physicians and Occupational Health Nurses.

Accountabilities

Check travellers lists and flag staff who travelled without medical travel clearance where required. Support the correct filing of medical records.
- Manage OHS (and subject to capacity for Benefits Administration) data archiving and retention:
- Obtain and store records for pre-employment assessment
- Retrieve physical records from OHS' on-premises archive
- Run data retention checks
- Assess and clean up physical records inventory
- Receive and direct walk-in visitors to OHPs and OHNs
- Transition out the scheduling of appointments to self-managed model using MS Bookings provided as central platform
- Monitor the OHS mailbox and ensure every email is routed on within a reasonable time, typically 24h.

PROFIL

Qualifications

- At least 3 years of relevant professional experience. Experience of work in occupational health, HR and/or handling confidential information including familiarity with GDPR would be an advantage.
- Ability to self-organise
- Experience in optimizsing process flows and - or AI would be a plus.
- Ability to maintain confidentiality is mandatory.
- Detail oriented, ensuring accuracy of data reports.
- Familiarity with Excel in order to track archiving progress
- Excellent knowledge of written and spoken English, preferably with a good command of French.

Ensures accountability : Holds self and others accountable to meet commitments
Collaborates : Builds partnerships and works collaboratively with others to meet shared objectives.
Cultivates innovation: Creates new and better ways for the organisation to be successful.
Drives results: Consistently achieving results, even under tough circumstances.
Instils trust: Gaining the confidence and trust of others through honesty, integrity, and authenticity.

This is an opportunity for an initial contract of 2 months, with possible extensions afterwards.
Salary ranges between 3900EUR and 4400EUR gross per month, depending on experience.