Administrator(P13): HR Operation at Sol Plaatje University

Minimum Requirements

• National Senior Certificate.
• Two year's relevant experience.
• Computer literate.

Recommendation

• ITS experience would be an added advantage.
• Exposure to HR practices in a Higher Education environment.

Duties and Responsibilities

Recruitment and Selection Administration

• Assist in the booking of venues.
• Preparing the recruitment files for HR Scribes.
• Assist with and direct inquiries.
• Assist with the preparation of the venue.
• Coordinate the accommodation and travel arrangements Ensure required equipment is available and in working order.
• Confirm interview details timeously with candidates.
• Request relevant documentation from candidates.

Data Capturing

• Acquire relevant appointment documentation.
• Capture appointments.
• Activate pension, group assurance and medical codes where necessary.
• Update all existing records e.g. marital status, medical aid, pension, qualification detail etc.
• Ensure the system is updated regarding Resignations, Retirements, Deaths, Promotions Extensions, End of contracts, New contracts.
• Coordinate all the HR advices for payroll distribution.

Staff Queries

• Assist with all internal and external HR-related inquiries or requests or direct to relevant HR personnel.
• Checking of new staff files for completeness before filing.
• Drafting of employment confirmation.

Benefit Administration

• Prepare and liaise with Manager HR Operations on benefit spreadsheets and/or staff sheets.
• Compare benefit lists from third parties with system inputs.
• Advise staff on relevant benefit processes.

General HR Administration (including Payroll)

• Coordinate all payroll data according to SPU business process and within agreed timeframes.
• Coordinate and acquire HR office stationery, assets goods, and requisitions.
• Be the service desk of HR and coordinate calls and mail to relevant HR personnel.
• Advise staff on HR-related processes.

Checking Staff Files

• Check the completeness of information and documents in file.
• Check the completeness of information captured on information system.
• Assist in audit preparation.

Filing

• Check the recruitment and selection data is filed Files opened for all new appointments.
• Sort, organize and maintain records accurately Classify information according to guidelines such as content, purpose, user criteria, or chronological, alphabetical, or numerical order.
• Manage document structuring to ensure easy finding and retrieval when required.
• Manage all user requests related to documents, filing in and out of HR.
• Maintain a log of all outgoing files to ensure documents are returned in time.
• Inspect the filing section periodically to ensure records are categorized properly and are being maintained in a good condition.
• Remove or discard outdated documents as per file maintenance procedures.

Reporting

• Assist and support the Manager in providing line managers and staff with user-friendly and relevant HR information.
• Run monthly reports and report on data integrity.