Senior Principal Operational Assistant

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Job Description

As a Senior/Principal Operational Assistant – Health Insurance and Administration, you will execute administrative duties, coordinate and implement key processes and activities in the domain of Human Resources – in particular focusing in the area of coordination and execution of the activities and processes falling within the remit of the Health Administration & Insurances Unit:
Absence and time management,
Administration of the Health Insurance Scheme (HIS) of the EIB and other health related insurances and programmes (e.g. Medical assistance for private life occurrences),
Administration of sick leaves, Occupational Disabilities and work-related illnesses/accidents,
Administration of the Preventive Medicine programme.
The role requires accuracy, attention to details, good interpersonal and collaboration skills and sense of initiative.
Operating Network:
You will work within a team and report to the Head Health Administration & Insurances Unit.

Accountabilities:
Work is shared among operational assistants within the Health Administration & Insurances Unit and includes tasks among those detailed below. The specific scope and content of the role might change due to further evolution of the unit’s remits.

  • Act as a key point of contact for internal clients, handling enquiries related to the unit activities (not dealt at the level of HR Costumer Service team) using knowledge of the EIB Staff rules and other applicable internal procedures.
  • Perform payments, inputs, checks, and updates in relation to the processes related to the unit activities.
  • Provide operational reporting data on the unit activities and propose improvements when necessary.
  • Monitor the databases on a regular basis to spot issues and improve the data quality, provide reporting/ statistics for the unit.
  • Update the HR systems and documentation in line with the unit’s activities also by participating in projects in the context of improving HR Systems and the quality of data.
  • Support the implementation of plans and initiatives in the HR ARES Department and participate in the optimisation of processes and working tools.
  • Design, share, maintain and publish “how to” guides, training material and presentations related to the unit activities.
  • Be the point of contact between the unit and its Services Providers (e.g. Third Party Administrator of Health Insurance Scheme, Medical Assistance Provider, External Medical Advisors) for all contractual data protection, KPIs and communication to affiliates; as well as for any customer service dissatisfaction or complaint.
  • Act as the point of contact between the unit and the HR Procurement team for all questions concerning the execution of budgetary management.
  • Interact with internal, and with external, clients/counterparts to provide information and good practices such as with the EIB HIS Joint Committee and the European Commission.
  • Take a cooperative approach within the team and ensure the full back-up of the other team members during absences to ensure business continuity.
Qualifications
  • Secondary level diploma, complemented with a 2-year certification in a relevant field (e.g. secretarial studies, business administration) or secondary level education with equally qualified experience in a relevant field.
  • Minimum 5 years of relevant professional experience in HR administration ideally dealing with tasks related salaries, benefits, payroll, reimbursements etc.
  • Good knowledge of the Bank’s organisational structure.
  • Excellent knowledge of standard computer tools (Word, Excel, PowerPoint, intranet editing tools, electronic document management).
  • Excellent verbal and written English language skills and a good command of French language. Knowledge of other EU languages would be considered as an advantage.

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