Position reports to Human Resources Manager & HR Officer
Key working relationships:
Internal: Employees, Business Unit Managers, External: Recruitment agencies & Service Providers
Job Purpose:
To provide the full spectrum of Human Resources Administrative support to , which include HR Administration, Recruitment and Selection, Training and Development, Performance Management, Talent Management and Employee Relations
Key Responsibilities:
Employee intake documentation management & accurate system capturing
Employee termination documents / pack
Assisting in the recruitment process
Main activities of this role:
1. Recruitment & selection:
Responsible for the recruitment and selection of employees.
Control the Pre-authorization process and ensure the accuracy thereof
Advertise vacancies on the Careers page/Neptune system
Ensure that a questionnaire is compiled and loaded onto Neptune prior to advertising vacancies on Neptune
Screen applicants for suitability
Prepare a short list of suitable candidates and present to the relevant Manager in a file
Ensure that the Company is in possession of the completed Application for Employment document prior to processing the successful applicant's documentation.
Set up the interviews with short listed candidates subsequent to communicating with Manager
Conduct interviews in conjunction with the relevant Manager
Make recommendations to Management regarding the most suitable candidate for the vacancy
Perform the necessary credit and criminal checks for all potential new employees
Compile Contracts of Employment and starter packs for new appointments.
Ensure that the Company is in possession of the Change to Salary Advice Form and that all relevant parties have signed the document
2. Payroll Administration:
Create new posts on the HR Sage People system.
Capture all new employees on HR Sage People system
Create new posts on the HR SAGE People system
Ensure that ALL employee information is captured on the HR Sage People system
Ensure that ALL employee documentation is uploaded onto the HR Sage People system
Responsible for the professional maintenance of the HR People system
3. Human Resources Administration:
Complete Salary Advice Forms for the departments.
Ensure that Confirmation of Employment letters are completed
Open files for new employees and ensure that all required documentation is on the file.
Prepare contracts of employment for all employees
Assist with the completion of the Company's Employment Equity report on a yearly basis.
Provide HR Reports as and when requested or required to do so.
Check fixed term contracts of employment on a monthly basis and advise HR and Facility Manager of findings.
Attend to the extension of Fixed Term Contracts as and when required.
Attend to general queries in a timeous manner.
Assess content of exit interviews prior to filing.
Bring problem areas to attention of the HR Manager.
Play an active role in the Employment Equity and Training Committee.
Facilitate the transfer of staff by ensuring that the transfer letters are done and quotes are evaluated.
Administration of staff and study loans
4. Pension/prov Fund:
Ensure that all documentation is filed timeously.
Ensure that all documentation pertaining to any terminations is completed with immediate effect upon termination and sent to payroll.
Ensure that a separate file is maintained for terminated employees and withdrawals from the Fund.
Maintain knowledge with regards to the Fund and bring any and all changes to the attention of your Manager.
Ensure that HR Manager is kept abreast of all new applications and the progress therein.
Send monthly report to Manager for perusal.
Completion of UI-19 documents for all terminated employees
5. Medical Aid:
Ensure that all relevant employees are registered with the Medical Aid.
Ensure that Medical Aid documentation is sent to relevant employees upon appointment.
Ensure that Payroll Department are aware of any new members of Medical Aid.
Bring any problem areas to the attention of Manager.
6. Industrial Relations:
Provide an advisory service to staff & Management in matters pertaining to Industrial Relations, with specific reference to disciplinary hearings.
Brings to Management's attention any areas of concern/conflict within facilities.
Attends disciplinary hearings, appeal hearings and grievances.
Provides guidance, direction & support during disciplinary hearings, appeal hearings & grievances.
Ensures that both Management and staff adheres to the IR Policy.
Assist and advise on charges for disciplinary enquiries.
Maintain knowledge base with regards to changes in legislation, new developments & case law
General:
Communicate effectively with Management and staff, both verbally and in writing
Maintain high level of professionalism within Department.
Compile HR policies and procedures as and when required
Maintain an excellent understanding of all HR Policies and Procedures.
Financial Responsibility:
Complete Salary Advice Forms for the departments
Prepare promotion, increase, job title and grade change letters for employees and ensure that the necessary documentation surrounding this is completed and signed
Administration of staff and study loans
Ensure that all documentation pertaining to any terminations is completed with immediate effect upon termination and sent to payroll
Ensure that a separate file is maintained for terminated employees and withdrawals from the Fund
Completion of UI-19 documents for all terminated employees.