JOB SUMMARY
The HR Assistant - Employee Relations provides administrative, documentation, and coordination support for employee relations matters, with primary focus on incident report handling, disciplinary documentation, admi nistrative hearing coordination, infraction monitoring, case tracking, and confidential recordkeeping.
The role is responsible for acknowledging Incident Reports (IRs), preparing drafts of Notices to Explain (NTEs), Notices of Decision (NODs), hearing notices, minutes of the meeting, and other employee relations documents for review and approval. The HR Assistant - Employee Relations also monitors case progress, maintains ER trackers, coordinates with employees and leaders, and escalates complex or sensitive matters to the HR Manager or assigned Employee Relations Specialist.
KEY RESPONSIBILITIES
Employee Relations Case Intake and IR Acknowledgment
- Receive, log, and acknowledge Incident Reports (IRs) submitted by employees, supervisors, managers, or departments.
- Review IR submissions for completeness, including names of involved parties, incident date, incident details, witnesses, and supporting attachments.
- Coordinate with reporting parties to obtain missing information, clarifications, or supporting documents needed for case review.
- Assign case references and update the employee relations case tracker.
- Route IRs and initial case documents to the HR Manager or assigned Employee Relations Specialist for review and assessment.
- Ensure that IRs and related documents are filed securely and handled with strict confidentiality.
Disciplinary Documentation and Notices
- Draft Notices to Explain (NTEs), Notices of Decision (NODs), hearing notices, written reminders, memoranda, and other disciplinary communications using approved company templates.
- Prepare draft incident summaries, chronology of events, case documentation checklists, and case packets for review.
- Ensure all draft notices and disciplinary documents are accurate, complete, neutral, and properly formatted before submission for approval.
- Monitor employee response deadlines for NTEs and coordinate follow-ups with employees or immediate leaders as instructed.
- Ensure approved notices are properly served, acknowledged, routed, and filed in the appropriate employee relations case folder.
- Maintain organized records of all issued NTEs, received explanations, NODs, acknowledgments, and related disciplinary documents.
Infraction Monitoring and Case Tracking
- Maintain and update the infraction monitoring tracker, including employee name, department, offense category, incident date, action taken, status, and case owner.
- Track repeat, related, or unresolved infractions and flag patterns for review by the HR Manager or Employee Relations Specialist.
- Monitor key case deadlines, including NTE issuance, employee explanation due dates, administrative hearing schedules, NOD release, and case closure.
- Prepare regular case status updates, pending action lists, aging reports, and infraction summaries as needed.
- Ensure closed cases have complete documentation, signed acknowledgments, hearing minutes, decisions, and closure notes before archiving.
- Maintain confidentiality and accuracy in all case tracking and infraction monitoring files..
Administrative Hearing Coordination and Facilitation Support
- Facilitate the scheduling and coordination of administrative hearings with employees, supervisors, witnesses, HR representatives, and other concerned parties.
- Prepare hearing invitations, attendance sheets, case documents, employee acknowledgments, and other required hearing materials.
- Assist in facilitating the administrative hearing flow by ensuring that attendees, documents, and logistical requirements are ready.
- Take accurate minutes of the meeting, including key statements, clarifications, agreements, next steps, and deadlines.
- Route minutes of the meeting, attendance records, and related hearing documents for review, signing, filing, and tracker updates.
- Follow up on pending hearing-related documents and ensure timely completion of required action items.
Investigation and Fact-Finding Support
- Assist in gathering relevant facts, written explanations, witness statements, screenshots, schedules, attendance records, system records, or other supporting evidence.
- Coordinate with concerned departments for requested documents or information needed for employee relations case evaluation.
- Organize case files and evidence chronologically to support efficient review by the HR Manager or Employee Relations Specialist.
- Maintain neutrality, professionalism, and confidentiality throughout the investigation support process.
- Promptly escalate urgent, sensitive, high-risk, or complex employee relations matters to the HR Manager or Employee Relations Specialist.
Employee Relations Communication and Coordination
- Acknowledge employee concerns and route grievances, workplace issues, behavioral concerns, or case-related matters to the appropriate HR owner.
- Coordinate employee relations meetings, counseling sessions, return-to-work discussions, follow-up conversations, and case-related touchpoints as instructed.
- Prepare and send approved employee relations communications, meeting reminders, document requests, and follow-up notices.
- Assist in documenting coaching discussions, counseling records, performance-related concerns, behavioral observations, and agreed next steps.
- Maintain professional and respectful communication with employees, leaders, witnesses, and stakeholders involved in employee relations matters.
Employee Relations Records Management
- Maintain organized digital and physical employee relations case files, including IRs, NTEs, employee explanations, hearing minutes, NODs, acknowledgments, and closure documents.
- Update HRIS records or employee relations trackers with approved case actions, disciplinary outcomes, and closure details when instructed.
- Ensure proper safekeeping, restricted access, and confidential handling of employee relations records.
- Support retrieval of employee relations documents for internal review, management reporting, case continuity, or employee file completion.
- Maintain logs for document release, receipt, acknowledgment, routing, and follow-up actions.
Reporting and Administrative Support
- Prepare employee relations dashboards, case summaries, open-case reports, closed-case reports, and infraction monitoring updates as required.
- Maintain and update employee relations templates, including IR acknowledgment templates, NTEs, NODs, hearing notices, minutes templates, and case checklists.
- Provide administrative support to the HR Manager or Employee Relations Specialist for employee relations programs, case-related activities, and special assignments.
- Coordinate document routing with concerned departments and ensure timely completion of case-related action items.
- Perform other necessary Employee Relations tasks that support fair, timely, and well-documented case handling.
Scope and Role Distinction
- The HR Assistant - Employee Relations focuses on execution, documentation, coordination, monitoring, and administrative support for employee relations cases.
- The role does not independently determine disciplinary outcomes, impose sanctions, make final case decisions, provide legal advice, or represent the company in legal proceedings.
- All critical outputs, including NTEs, NODs, investigation summaries, administrative hearing minutes, and case closure documents, are subject to review and approval by the HR Manager or assigned Employee Relations Specialist.
- The role is expected to maintain confidentiality, neutrality, accuracy, and professionalism in all employee relations interactions and records.
QUALIFICATION & REQUIREMENTS
Education:
- Bachelor’s degree in Human Resources, Psychology, Behavioral Science, Business Administration, Legal Management, or any related field.
- Training or coursework in employee relations, disciplinary documentation, grievance handling, administrative hearings, or labor relations is an advantage.
- HR certification or related certificates are a plus but not required.
Experience:
- At least 1 year of HR or administrative experience; exposure to employee relations, disciplinary documentation, or case handling is preferred.
- Experience drafting or coordinating NTEs, NODs, minutes of meetings, incident reports, case trackers, or employee communications is an advantage.
- Basic familiarity with employee discipline procedures, workplace investigations, and due process requirements is preferred.
- Experience using HRIS platforms, shared drives, or tracker-based monitoring tools is an advantage.
- Strong documentation, coordination, follow-through, and confidentiality skills are required.
SKILLS & COMPETENCIES
Technical Skills:
- Ability to draft standard employee relations documents, including IR acknowledgments, NTEs, NODs, hearing notices, minutes of meetings, memoranda, and employee acknowledgments.
- Proficiency in maintaining employee relations case trackers, infraction monitoring files, pending action logs, and case aging reports using Excel, Google Sheets, or similar tools.
- Basic to intermediate proficiency in Google Workspace or Microsoft Office for formal document preparation, tracking, reporting, and records organization.
- Ability to organize case files, evidence, written explanations, hearing records, and signed documents in a clear and confidential manner.
- Basic HRIS skills for encoding, updating, and extracting employee relations information when required.
Soft Skills:
- Detail-oriented and highly organized, especially in handling time-bound employee relations documents and confidential case records.
- Good written communication skills for preparing formal notices, reports, case summaries, and minutes of meetings.
- Strong coordination skills when working with employees, leaders, witnesses, and HR stakeholders.
- Professional discretion, neutrality, and maturity when dealing with sensitive employee issues.
- Proactive in monitoring deadlines, following up pending items, and escalating issues when needed.
- Ability to manage multiple employee relations cases and administrative tasks with guidance and accuracy.
GROWTH AND DEVELOPMENT OPPORTUNITIES
- Build foundational experience in employee relations case management, disciplinary processes, administrative hearings, and case documentation.
- Develop practical skills in drafting NTEs, NODs, case summaries, hearing minutes, and other formal employee relations documents.
- Gain exposure to workplace investigations, grievance handling, conflict management, infraction monitoring, and employee case coordination.
- Opportunity to progress into Employee Relations Specialist, HR Generalist, or other HR roles with increased responsibility in case evaluation and decision support
WORK ENVIRONMENT
- Hybrid work setup with a mix of office-based and remote work, depending on operational needs.
- Collaborative HR environment with close supervision and mentorship from the HR Manager or assigned Employee Relations Specialist.
- May require onsite presence for administrative hearings, investigations, employee conferences, or document processing.
- Handles sensitive and confidential employee matters that require professionalism, discretion, and timely coordination.
EQUAL OPPORTUNITY STATEMENT
Dermorepubliq is an equal opportunity employer committed to fostering a diverse and inclusive workplace. All employment decisions are based on qualifications, merit, and business needs.
