Deputy Manager Administration Job Description

7.10.17

Deputy Manager Administration Job

No quarantine area for the holding of un-approved raw materials is required. The control of un-approved raw materials is managed by a computerised stock control system (utilising location numbers) which in turn operates a ‘Positive Release System’ into the manufacturing environment from a single raw material storage area ...

Job Title :Deputy Manager Administration

Job Holder : Location :Manikgonj

Salary Grade : Approved/Last Reviewed :

Deputy Manager Administration Job Summary :

Deputy Manager Administration assist in Recruitment, Discipline, Attendance, Leaves, Compensation, Transport, Security, Cleaning, Compliances management. Also should deliver other day-to-day secretarial and administrative support services.

Relationships :

Deputy Manager Administration Reports to : General Manager Accounts / Manager, Administration. Where non-conforming materials are retained on a ‘Hold and Release’ basis the following procedure must be in place to ensure the following information is available:

Directly Supervises : All Security Guards, All Cleaning Personnel, Time Keepers. There must be a dedicated, secure and clearly identifiable quarantine for the holding of any non-conforming raw materials prior to either their return to the supplier or their removal from the factory.

Major Internal Contacts : Administration Department, All Department in-Charge, Security Incharge.

External Contacts : Authority of ESSL, Police and local Administration. Where the non-conforming raw material is subsequently released for production, there must also be a record of all controls required to manage the raw material through the production process.

Major Responsibilities:

Recruitment: How and who has authority to release the raw material, re-grade or reject it. Pre-screening, Operator’s Interview arrangement, Compile personnel documents, orientation and follow up of new recruits of the factory.

Discipline: Receive complains from production floor/section, type charge sheets as instructed by HRM. Keep track of disciplinary cases and update with HRM in timely manner.

Attendance: Time/date material or product is put on hold / quarantined Monitor Time Keepers jobs done in time and in organized way, update OT, leaves, absence or migration. Keep record of migrant employee’s attendance.

Compensation : Make final settlement bills, workplace accident bills and benefits, maternity benefit bills and other circumstantial bills and benefits of the employees.

Transport: How the raw material on hold is identified Monitor workers transport movement and ensure they are commuting factory in time, keep records of daily movement with the security.

Safety Measures: Implementation of safety precautions such as wearing of safety gear, non smoking in hazardous areas. Vehicle speed, fire safety and action in case of occurrence of fire fighting evacuation etc. To keep all the fire fighting equipment, clean, ready for operation all time.

Security: Check and control security duty to prevent pilferage and internal or external threats. Make aware the management for any lack of system or slackness. Ensure security registers are maintained properly

Cleaning: The nature of the issue. Monitor and shuffle cleaning staffs duty in routine way to make factory’s every nook and corner clean.

Compliance: Look after compliance issues in prescribed formats, ensure updated practices and procedures are followed.

Documentation : Ensure that all personnel and admin related documents are kept in their respective files and updated with valid information.

Secretarial Service:

Flexible production system capable of accepting both bulk and small orders with minimum ‘WIP’ and no ‘bottlenecks’ at operations. . Prepare bills, notice and memos, internal/external communications, type various letters and docs.

Day to day jobs: In addition to the above, the following should also be operational. Admin and HR related day to day jobs as assigned by the HRM/senior staff members.

General Instruction

I know this seems like risky choice, and I apologize. Yet, I have been in a number of scenarios' where tax or labor laws were not being followed. I would cautiously bring them to the attention of my superiors, and sadly it gets easily dismissed. Therefore, I traditionally build a case that includes the labor or tax law that directly affects the issue at hand. Then include a process or policy solution to change it.

Operation specifications available at each work station and evidence of standards been established during the introduction of the style, which must include details of sewing machine and set up, appearance, quality and technical requirement. Keep confidential docs and information with it’s proper importance in controlled way.
Check and verify personal background of the staffs/workers as instructed by HRM.
Exercises general control and supervision under his subordinates.
Rate self on scale of 0 to 10, with 10 the highest, or answer open-ended questions, using sentences. Please note that “no” answers to these questions will not necessarily preclude you from being considered for the job.
Describe jobs you’ve had that were more “secretarial” in nature. What were your duties? How long ago did you hold these types of roles? Honestly - I have never had an actual "Secretarial" natured position. I am sorry! It has been Payroll and HR all the way, and these are two very highly organized, skill set, audited, and communication based roles. Though, many of the "secretarial" based skill sets are a part of what I do!
years functioning in a backup support role for answering phones and front-desk reception. This is the same as above. I am sorry! I did work for ADP back in the day. It was a call center, and I would like to think my phone skills are very strong.
List your approximate typing speed. 60+
years working with SHARED CALENDARS in Outlook. On and Off for the last 10 years.
years maintaining executive calendars. I am sorry, I have never had to maintain, or organize an executive calendar.
years coordinating DOMESTIC travel arrangements. For my family yes, and during my college years for conferences.
deputy Manager Administration years making INTERNATIONAL travel arrangements. For my only. I have a current passport.
years booking and preparing conference rooms for visitor meetings. On and off for the last 10 years.
years assisting with corporate event planning. Another favorite! I was heavy into this at RR Donnelly, ADP, and in college. Themed Pot Lucks, Holiday Parties, Company Picnics, and Award Banquets.
Have you ever worked with a corporate, web-based travel portal (similar to a Priceline.com). Not Corporate Specific. Priceline yes. Priceline is actually my favorite. Though admittedly. I have a thing for deals!
COMPUTERS – Rate self on scale of 0 to 10, with 10 the highest, or answer open-ended questions, using sentences.
Describe any HRIS systems you’ve worked with. (8) ADP HRB, PeopleSoft, SAP, and Humanic.
payroll programs (10) - PeopleSoft, ADP Enterprise, PCPW, PayXpert, and Workforce Now
ATS (applicant tracking systems) - (3) My area of weakness
Outlook (calendars / email) - (8)
What experience do you have with report-writing software, such as Crystal Reports or similar? ADP ireports, and ReportSmith. PeopleSoft Custom Reports.
ERP systems - I know it exists, but I have never been responsible for it.
Other software - Time and Attendance Software - ADP etime Enterprise, and Kronos.
Rate self on scale of 0 to 10, with 10 the highest, or answer open-ended questions, using sentences.
Cross-functionally, what departments / job titles have you interfaced the most with, in terms of carrying out your HR activities. Payroll - if not a part of the HR team. Accounting. Management Team, Operations managers, Executives, and Security.
List 3 areas that you’d like to expand your knowledge, in HR, and what it would take to achieve this goal. Clearly recruitment is my weakness, but I think this is an area that I have a basic understanding of. I just would need the practical experience of applying it.
As an HR practitioner, where do you want to be in 5 years? Being that my Masters work is in HRD. I had hoped that I would earn the possibility of being an HR and/or Payroll Manager/Director. Which ever direction fate took me in.
Rate your written communication skills.
Verbal communication.
Spelling skills (without using Spell-check)
Organization skills
Time Management
On a scale of 1 to 10, how much of a “self starter” are you?
With the previous question in mind, what issues represent a “brick wall” for you, and how do you address them? Upward delegation. Sometimes it works. Other times, I get the answer of "We have always done it this way, and it has been fine" Ethically, I have to bring it to their attention. It is my job, and it is what I do. At least if something happens in the future by Deputy Manager Administration, and we get audited. I at least know I tried to prevent it.

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