Purpose Of The Position:
- Relief of reception and provide HR and payroll administrative support on a daily basis.
Duties And Accountabilities:
Ensure strong working relationships
- Interact with all Rhenus staff in a professional and courteous
Payroll Administration
- Print terminations list with copies of acceptance of resignation letters
- Print transfer / promotion / job title change list with copies of approval paperwork and acceptance letters
- Print fixed term list with copies of approval paperwork and the contracts of employment
- Assist Payroll Manager with any projects
- Assist employees with loan applications
- Telephonic confirmation of employment
HR Administration
- Drafting of promotion, transfer, job title changes and increase letters
- Update termination listing once resignation letters have been received
- Drafting of fixed term contract extensions
- Ensure that all these documents are completed and signed by staff and relevant managers and are returned to HR
Transfers / Promotions / Job Title change / Increases / Once off Bonus:
- Arrange for manager and employee to sign relevant letters
- Send out staff announcement mailer if applicable once letter has been signed by all parties
- Update the transfer / promotion schedule once letter has been signed
- Update the vacancy schedule once letter has been signed off
- Make copies of letter / contract for payroll
- Send new staff entry forms to staff movements and IT Helpdesk
- Update staff file audit spreadsheet with the applicable changes and file in staff file
Terminations:
- Arrange for manager and employee to sign where applicable
- Request for the manager to complete the staff exit form
- Send the staff exit form to staff movements and IT Helpdesk
- Send the employee the relevant exit documentation for completion and ensure it is returned to HR
- Make copy of resignation letter / dismissal notice / settlement agreement for payroll
- Update the termination schedule
- Update staff file audit spreadsheet
- Remove staff file from the cabinet and update the archive
Organograms:
- Generating and maintaining the company’s organograms monthly
- Sending organograms for approval to Managers every quarter (end January / April / July / October)
- Once organogram is approved, place it in the shared folder
Staff files:
- Ad hoc audit of staff files (quarterly)
- Follow ups on outstanding information
Ad hoc
- Management of all HR Admin templates / checklists related documentation