Volunteer-Human Resources Management

Job Description

The purpose of this role is to provide administrative support to the Human Resources Division by ensuring the accurate digitization, organization, and maintenance of employee records within the electronic filing system. The volunteer will play a key role in enhancing the efficiency and accessibility of HR documentation, while upholding confidentiality and compliance with data management standards. This contribution supports the overall integrity of HR operations and facilitates timely access to critical information.

Responsibilities

• Organizing and Maintaining Employee Records - Sort, label, and file physical and digital documents such as contracts, performance reviews, and leave forms in accordance with company policies.
• Data Entry and Document Updating - Input employee information into HR systems or spreadsheets and ensure records are kept up to date.
• Retrieving and Preparing Files for HR Staff - Locate and provide requested documents to HR officers or managers for audits, meetings, or administrative tasks.
• Ensuring Confidentiality and Security of Files - Handle sensitive employee information with discretion and follow protocols to maintain data privacy.
• Assisting with Archiving and Disposal of Records - Help identify outdated files for archiving or secure disposal in line with record retention policies.
• Managing database - Providing data entry support to ensure the upkeep and maintenance of the database as per the system being used. Maintaining the physical filing system, if applicable; including repair of file folders when they become damaged, maintenance of a log of the file movements and ensuring that the filing room is kept tidy
  
  

HR Filing Clerk (Volunteer) Focused On Electronic Filing Completion

• Digitizing and Uploading HR Documents - Scan, rename, and upload employee-related documents (e.g., contracts, certificates, forms) into the designated electronic filing system or HRIS.
• Ensuring Accurate File Organization - Classify and tag digital files correctly using standardized naming conventions and folder structures to ensure easy retrieval.
• Verifying Document Completeness and Quality - Review scanned files for clarity, completeness, and accuracy before uploading; flag any missing or unclear documents to the HR team.
• Maintaining Confidentiality of Digital Records - Handle sensitive employee information with discretion and follow data privacy protocols when managing electronic files.
  
  

Supporting File Audits and Clean-Up Activities - Assist in identifying duplicate, outdated, or misfiled documents and help with digital archiving or deletion in line with retention policies.

Complying with Policies, Procedures, and Practices of the SSMC facilities and other regulatory requirements :

• Complying consistently with facility policies, procedures, and practices and ensuring alignment with SSMC facilities policies
  
  

Completing and maintaining regulatory requirements including licensure and certification and other mandatory training within established time frames

Maintaining Confidentiality

Maintaining confidentiality with regards to any information exchanged or received in the current capacity of role in accordance with facility policy

Promoting Customer Service standards

• Assuming the role of a brand ambassador for the facility and promoting a customer-focused philosophy in dealing with any stakeholders
• Maintaining positive and effective working relationships within the department/division and also with other departments/sections within the facility
  
  

Performing any other duties as may be assigned relevant to the basic responsibilities of the role

Adhering to the Occupational Health and Safety, Materials Management, and Maintenance standards

• Adhering to requirements of the Occupational Health and safety guidelines and infection control guidelines
  
  

Understanding and adhering to emergency preparedness plans/policies

Ensuring Personal Effectiveness

• Recognizing the necessity of continuously developing skills and acquiring additional knowledge appropriate to the position
• Dressing appropriately to meet the expectations of the specific work area and in alignment with the Occupational Health and Safety policies
• Building key partnerships within the organization for pursuing client-centered, comprehensive, integrated systems of care
  
  

Complying with any regulations related to mentoring, training and development of UAE nationals staff

Qualifications

Required: High School

Desired: Diploma or equivalent in any field

About Us

Abu Dhabi Healthcare Company (SEHA) is the largest and most comprehensive healthcare network in the UAE that was established in 2007 with the objective of operating all public hospitals and clinics across the Emirate of Abu Dhabi.

SEHA is committed to delivering world-class healthcare services using the most advanced diagnostics and systems across its network of public healthcare centers and hospitals in addition to partnering with global leaders in healthcare, including world renowned organizations such as the Mayo Clinic.

About The Team

About Sheikh Shakhbout Medical City (SSMC)

SSMC is the largest tertiary hospital in the UAE and serves to elevate the provision of health care services in the nation under the mandate of the Abu Dhabi Economic Vision 2030.

Supported by the latest diagnostic and treatment modalities available, SSMC offers care in 44 specialties. A team of locally and internationally trained medical, clinical and admin professionals work seamlessly together, which promotes comprehensive interdisciplinary learning, allowing SSMC to become a leading hub for integrated patient-centric medical services in the region.

As the region’s leading tertiary facility, SSMC has 742 patient beds, 18 operating theatres, and includes a hybrid operating room, 26-bed neonatal intensive care unit, and the UAE’s largest pathology lab.

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