Smart HR: Leveraging Generative AI
for Admin Tasks

In many companies without a dedicated HR department, Admin Managers and Administrators take on HR responsibilities in addition to their daily duties. This includes drafting contracts, preparing HR letters, handling leave matters, supporting recruitment, and responding to employee queries. These tasks are not only repetitive and time-consuming but also require accuracy to ensure compliance with Singapore’s employment legislation and data protection laws.

Generative AI (Gen AI) can become a powerful assistant for administrators. Beyond saving time, AI can help produce outputs that are aligned with employment law, PDPA requirements, and HR best practices—reducing the risk of errors, omissions, or non-compliant wording in official documents. This workshop equips Admin Managers and Administrators with practical know-how to leverage Gen AI tools safely and effectively, ensuring both productivity and compliance.

After the workshop, you will be able to:

• Understand what Generative AI is and how it applies to admin and HR tasks
• Identify HR and admin processes that benefit most from automation
• Draft effective prompts to generate employment letters, job ads, and reports that are compliant with employment legislation
• Use AI to prepare HR documentation that is accurate, consistent, and aligned with MOM requirements
• Apply best practices for confidentiality, data protection, and compliance when using AI

Outline

Generative AI Basics for Admin Professionals

• What is Gen AI and how it applies to HR and admin tasks
• Beyond productivity: how AI reduces compliance risks

Essential HR Process and Compliance Considerations

• Drafting letters and contracts that aligns with legal requirements
• Job ads and recruitment support: inclusive and compliant messaging
• Handling employee communications professionally

Prompting for Accuracy & Compliance

• How to write prompts that guide AI to produce compliant outputs
• Generate employment contracts, warning letters, and other policies
• Tips for checking compliance and avoiding bias

Governance, Confidentiality & Ethical Use

• Handling employee data responsibly with AI
• Building trust by validating AI outputs

Integrating AI into Daily Work

• Quick wins: automating routine admin-HR documents
• Ensuring consistency and compliance across outputs

Grants (if applicable)

• Union Training Assistance Programme (UTAP):

  NTUC members enjoy 50% unfunded* course fee support for up to $250 each year when you sign up for courses supported under UTAP. NTUC Members aged 40 and above can enjoy higher funding support at up to $500 per year for courses attended between 1 July 2020 to 31 December 2025. NTUC Starter members can enjoy funding support at up to $200 per year. For more information on how to submit UTAP claims, click here.

  *Unfunded course fee refers to the balance course fee payable after applicable government subsidies. This excludes material fees, registration fees, misc. fees etc.

Ms Susan Kwa is a strategic Consumer Insights Specialist, and ICF-trained Practising Coach with more than 20 years of experience turning qualitative evidence into actionable decisions. She has partnered with FMCG, financial services, and technology companies across Asia-Pacific on new product innovation, product launches, brand revitalisation, and service-quality programmes.

As an IHRP Certified Professional and Adult Educator, Susan is passionate about empowering professionals to harness Generative AI responsibly for market research, content development, and process improvement. She also designs and facilitates training in people management, conflict resolution, and workplace communication.

Her recent engagements include introducing more than 1,000 learners to the fundamentals of prompt engineering. Susan brings a unique blend of research expertise, practical coaching, and strategic innovation thinking to every training session.