Recruitment and Talent Acquisition, HR Admin, HR Coordinator, Recruitment Coordinator (Any)

To provide core administrative support to the HR functions in all aspects of employee life cycle, from recruitment, payroll, policies and procedures to general advice. 

• Carrying out generalist HR Administration duties which includes; recruitment, payroll, benefits and leavers.
• Proactively seeking ways to improve and streamline HR processes and systems 
• Supporting managers and employees with general HR enquiries
• Coordinating training courses for the business
• Creating and preparing welcome packs and inductions for new starters
• Preparing letters and contracts
• Recruitment
• Conducting interviews together with line managers

• Carrying out generalist HR Administration duties which includes; recruitment, payroll, benefits and leavers.
• Assisting with day to day operations of the HR functions and duties.
• Providing clerical and administrative support to Human Resources Manager.
• Updating of Job descriptions with department managers
• Preparing new contracts of employment.
• Compiling and updating employee records (hard and soft copies)
• Processing documentation and preparing reports relating to personnel activities (staffing, recruitment, training, grievances, performance evaluations etc.)
• Coordinating HR projects (meetings, training, surveys etc.) and taking minutes
• Dealing with employee requests regarding human resources issues, rules, and regulations.
• Assisting in payroll preparation by providing relevant data (absences, bonus, leaves, etc.)
• Communicating with public services when necessary. (Department of Labour)
• Handling complaints and grievance procedures.
• Coordinating communication with candidates and scheduling interviews.
• Conducting initial orientation to newly hired employees
• Administering compensation and benefit plans
• Involved in recruitment by preparing job descriptions, posting ads and managing the hiring process as well as sitting in on interviews
• Processing employees’ queries and responding in a timely manner
• Processing of terminations and exit interviews
• Onboarding
• Part of EE committee
• Monitoring time and attendance using Viper system

Assist with recruitment process and work closely with the Resourcing Partners to make sure all procedures are followed and co-ordination of recruitment is fully covered and under control at all times. Responsibilities will include the following:

• Interview scheduling and room bookings within SLA timeframes. Ensuring the hiring manager has a copy of the CV, calendar invite and room booked for any interviews.
• Providing helpdesk service to the candidates during onboarding and ensuring all systems and building access is available on start date.
• Relieving on-site Resourcing Partners of as much administration as possible and working to identify improvements in systems and processes
• Maintaining all central inboxes and helplines as required and that all queries are responded to within SLA.
• Ensure correct data is maintained in Recruitment Systems and paper files through regular auditing and archiving
• Ensure correct data is maintained in Recruitment Systems and paper files through regular auditing and archiving
• Understanding of and work to all SLAs pertaining to the role
• Working with the Resourcing Partners to ensure the job details in the client’s system are correct and completed.
• Ensuring all the necessary approvals for the roles have been gained.
• Releasing the roles through the system to the relevant channels and specialist sourcing teams as advised by the Resourcing Partner.
• Managing candidate dispositions in the Client’s recruitment system.

Transactional Processing

• Carrying out transactional processing duties related to for example, employee records, resignations, personnel detail changes, absence management (sickness, maternity leave etc.), employee benefits;
• Handling routine queries from staff related to transactional processing and administration, in line with all required PMI service standards and procedures and statutory requirements

Handling Transactional Queries

• Handling queries from employees related to transactional processing and administration, in line with all required PMI service standards and procedures and statutory requirements

Team Administration Trouble Shooting

• Troubleshooting any clerical or administrative problems that occur in the day to day work

Reporting

• Assembling the required routine and ad hoc reporting information into the required formats using online systems, excel, HR2U, and SAP)
• Tracking of employee change letters

New Hire On-Boarding

Employee Administration

• Processing of documentation and record keeping.
• Ensuring personnel files are up to date with changes
• Ensuring 100% of changes done for employees meet Payroll deadlines.
• Member education for all new hires (pension & medical).
• Ensure that employees are recognized for their continued service in their anniversary month by issuing out gift cards as well as certificates

Procurement and invoice processing (SAP)

• Ensuring that all HR related invoices are paid on time, following the company procurement and accounts payable processes and providing regular feedback to and educating stakeholders (i.e. HR team, Vendors) on the process.

• Staff Management
• Managing a staff complement of 200 staff members within the On road services department. UNIONS
• Ensuring good relations between union and management. Recruitment and Selection
• Administering and supporting the application of recruitment processes and procedures up to the level of middle management (recruitment of • Drafting job ads
• Posting job ads
• Ensuring that all interview sheets are present at interviews and that technical questions are received prior to the interview.
• Collating all documents i.e. ID, qualifications, Tax reference No’s, drivers licence etc.
• Ensuring verification is done prior to a job offer being made to preferred incumbent On-boarding
• Ensuring that on-boarding pack is ready for new employees
• Conduct TETI and department monthly induction Payroll
• Administering all required payroll information and maintaining employee records
• Sorting and distributing payslips if required
• Updating leave on ESS
• Updating payroll filing system manually
• Updating and verifying headcount and terminations report
• Overseeing monthly payroll activities including overtime, subsistence allowance and ad-hoc payroll claims
• Verifying and signing off leave balances
• Verifying and signing off payroll files and reconciliation of month end reports. Policies and procedures
• Implementing company policies
• Inducting staff on all company policies and procedures
• Updating policies and procedures as per LRA Training and Development
• Booking relevant training • Collating training and regional BEE status
• Logistics and payment arrangement for training
• Submission of all training records to the SDF Reports
• Drafting and submitting all forms of reports i.e. o Skills development o Employment Equity o EMP201 o EMP501 o Return of earnings o Quarterly stats reporting o Monthly HR reports BEE Report
• Complete Monthly BEE status report Performance Management
• Implement performance management process and the inter-relationship of the HR components
• Implementing and overseeing KPI’s and measures in relation to organisational requirements
• Advising on appropriate interventions in order to deal with skills gaps. Industrial Relations
• Assisting in all CCMA cases
• Handling all disciplinary and grievance procedures as well as disciplinary procedures
• Collating all evidence for CCMA referrals
• Interpreting and advising on employment law; Human Resources Administration
• Ensuring human resources administration for the HR team as per requirement
• Ensuring administration functionality, business requirements and regulations are met
• Updating employee records, movement and keeping manual record of updates on spreadsheet and databases
• Administering the HR filing system, both electronic and manually and ensuring all files are updated and filed.
• Executing personnel audits. (E.g. leave benefits etc.)
• Monitoring, tracking and documenting any changes within employee movements
• Drafting employee communication letters etc.
• Updating the organisation structure and head count reports

Recruitment and Selection

• Placing recruitment adverts and monitoring responses

• Screening CV's on Neptune according to pre-determined requirements

• Handling of all recruitment correspondence (telephonic and email) with internal and external applicants as well as agencies

• Liaising with Management and Candidates to set up and conduct interviews using targeted selection

• Scheduling candidates for assessments and interviews

• Administering psychometric and skills assessments

• Ensuring that positions are closed timorously and that all candidates have received feedback

   

  Human Resources Administration

• Responsible for all HR Admin Processes such as letter of appointments, transfer letters, forensic checks, completion of starter pack documentation (banking details, pension forms, medical aid forms etc.)

• Data capturing and record keeping of all psychometric assessments

• Database management and statistical analysis (HR related) such as equity reports, recruitment reports, attrition spreadsheets

• Administration related to the resignation process

• Capturing staff movement within various service teams

• Maternity benefits and procedures.

• Bursary administration

• Explaining and researching benefit policies for employee

• Ad hoc request (IRP5’s, confirmation of employment letters, visa letters etc.)

• General administration for the Human Capital Manager

• Ad Hoc projects assigned every 3 months

   

  Payroll

• Back-up to the Payroll administrator

   

  Pension Administration

• Maintain records for pension contributions made by employees;
• liaise with service providers to ensure funds are transferred as appropriate. 
• Collaborate with other departments to ensure pay and personnel records are accurate and up to date. 
• Advising appropriate organizations when an employee is no longer employed. 
• Assist employees with pension inquiries/forecasts