HC Operations Coordinator - Parktown at Rand Mutual - RMA

• As the Human Capital Operations Coordinator, you will be reporting into the Team Leader: Shared Services, you will be responsible for providing a full range of day-to-day administrative support in various functional areas such as Talent and Performance Management, Talent Acquisition and Learning and Development. Furthermore, you may also be involved in other special projects and initiatives as assigned. This is a high-visibility position that will interact with all employees at all levels of the organization for first level HR administrative support.

WHAT WILL YOU DO?

Provide administrative support on Talent and Performance Management:

• Maintain all Talent management documents on the Talent Management Shared Drive i.e. Profiles, job descriptions, performance agreements, organograms and ringfenced PDPs and PIPs.
• Ensure that all managers with new employees provide the correct probation documents for the database.
• Booking of all Talent Management assessments.
• Responsible for the end-to-end event management and coordination as per event/programme requirements (e.g. Coordination of venue/online setup, communication, adherence to agenda and timelines and the generation and provision of resources/materials).
• Maintain the performance management system.
• Provide support on the performance management system as and when required.
• Administer the Performance System
• Process related information provided periodically during performance reviews, performance contracting, and talent management program implementation.

Provide administrative support on Learning and Development:

• Process internal bookings (received via LMS) and approve on the LMS. Send out invites to employees
• Process external booking forms and enrol staff onto training – receive a completed booking form from employees, complete the company information and send the form to the provider for processing
• Ensure that the procurement process is followed where service providers are not reflecting on the system and inform the Payroll and HC Operations Manager to kick start the supplier on-boarding process with the procurement team
• Process invoices for all training on a weekly basis and submit to the finance team for approval
• Print and bind training manuals
• Coordinate logistics for internal training and ensure that logistics for external training are communicated to the service provider (i.e. number of people attending).
• Coordinate and arrange travel and accommodation bookings for individuals travelling to attend training.
• Capturing Training data on HR Premier
• Generate Spot Checks for Facilitators (Used to check if the facilitators are uploading registers, reports and certificates on time – For their KPA)
• Assisting with the WSP/ATR (once a year) by populating data onto various templates
• Update and send out monthly Training Schedule
• Coordinate and schedule training for staff and liaise with trainers to ensure that all logistics are planned.
• Email training to all staff
• Responsible for L&D administration including adding of training sessions to courses for staff to book, actioning the bookings after the Manager has approved/declined, assist with LMS Queries (system issues or logging in queries)
• Provide administrative support on Learnerships, Bursaries and Project Training
• Learnerships – collecting all supporting documents and agreements including HC documents e.g. employment contract.
• Bursaries – Saving of results, invoices, actioning system approvals, uploading of results and certificates. Repayments of bursaries
• Send personalized welcome email to New starters each month
• Register employees for compliance related courses, capture their data onto the system and issue certificates and results.
• Maintain L&D related information such as registers, certificates, registration forms if available, learnership agreements, POP, in a folder/file for BEE Audit purposes – Folders to be created
• Assist with checking PDPs before bookings
• Maintain employee data (new employees and terminations) on the LMS and capture all training information on the system

Provide administrative support on Talent Acquisition:

• Book and schedule candidates for interviews for the TA Specialists/Manager, HRBPs and hiring managers.
• Booking and facilitate case studies, psychometric and technical assessments.
• Coordinate integrity/ risk checks/MIE and obtaining reference checks for prospective employees.
• Ensure completion of Application for Employment forms for preferred candidates.
• Maintain candidate information, upload and save documentation and preparation of offer packs.
• Prepare advertisements and advertise advertise jobs on the job portals.
• Ensure all Talent Acquisition matters are dealt with efficiently and in accordance with company policies and procedures.
• Arranging travel, transportation and accommodation as and when required.
• Provide other administrative support to the TA team as needed.

Shared Services Helpdesk Support:

• Perform various administrative and/or clerical tasks/projects to support the functional areas within the Human Capital Department.
• Respond to internal and external HC related inquiries or requests and provide assistance.
• Redirect HC related calls or distribute correspondence to the appropriate person on the team and escalate complex queries to the Payroll and Operations Manager.
• Manage, respond and assist with queries sent to the Recruitment mailbox and HC-Helpdesk.
• Scan documentation for electronic files.
• Assist in ad-hoc HC projects.
• Management of L&D queries received via Shared Services Helpdesk

Reporting:

• Provide training and HC related data for monthly reporting
• Provide information for quarterly reports for Facilitators if they uploaded their training reports timeously
• Assist in pulling the reports from the LMS (including the entire training budget for RMA) and HCIS systems.

WHAT YOU'LL BRING TO THE TABLE?

• NQF Level 6: Diploma in Human Resources or Business Administration Thorough understanding of business analysis methodologies and processes
• 0 – 3 years’ proven experience working as an HR Coordinator or HR Administrative position thorough understanding of Application systems development methodologies and processes
• Strong ability to establish credibility, trust and partnership at all levels of organisation
• High level of confidentiality to handle sensitive/confidential documentation and data
• Strong work ethic with ability to be resourceful in meeting new challenges
• High degree of organisational skill and detail orientation
• Effectively communicate (oral & written) with people in potentially stressful situations
• High proficiency in Microsoft Office and other computer programs
• Ability to thrive in a fast-paced environment and work well on a team.
• Previous exposure to interaction with high level executives and candidates and an ability to stay composed and professional in high pressure situations
• Knowledge of human resources processes and best practices
• Strong ability in using MS Office (MS Excel and MS PowerPoint, Excel in particular)