HR Administration Supervisor at Alexander Forbes

Introduction

• Coordinate, control & execute Alexander Forbes operational requirements. To further develop, implement & monitor the administrative systems & processes as to ensure optimal and excellent quality of service.Ensure that staff operate in accordance to the prevailing Alexander Forbes strategic objectives and deliver excellent quality of work in accordance to the organizational standards at all times.

Minimum Requirements
Education and Experience:

• Matric
• Relevant Tertiary Qualifications Certificates, Diplomas, or Degree in Human Resources, Business Administration, BCom Accounting etc. advantageous
• Additional Vocational Qualifications – Computer literacy, Microsoft Office including Outlook, Word and Excel and SAP
• Managerial experience/supervisory
• Minimum of 3 years Human Resources Administration experience with specific reference to Retirement Funds, Medical Aids, Payroll and Leave administration.

Knowledge and skills:

• Sound knowledge and understanding of Human Resources Administration principals and processes
• Knowledge of business and management principals involved in strategic planning, resource management and development and leadership technique
• Driver’s license and own transport is essential

Business understanding:

• Execute duties in a professional manner and in accordance to the prevailing Alexander Forbes strategic objectives
• Maintain Alexander Forbes standards at all times
• Keep abreast of developments, processes and practices within the organization and industry and apply it in practice as well as share these with staff

Job Specification
Competencies:

• Leadership Competencies
• Commercial acumen
• Purposeful collaboration
• Growing capability
• Strategic Competencies
• Customer Connection
• Relationship building
• Advice Execution Excellence
• Product sales
• Delivery
• Accountability
• Collaboration culture
• Functional Competencies
• Strong client service orientation
• Attentive to detail and accurate organised with effective time management skills, proactive – use initiative
• Ability to work independently and/ or under pressure Strong work and compliance ethics Empathetic towards clients with sound listening skills
• Team player

Key Performance Areas:

Co-ordinate and administer attendance records of AF employees:

• Manually check their clocking on a weekly basis and where required request explanation for discrepancies
• Ensure that all types of leave applied for is in line with AF policies and procedures and resolve/clarify any contraventions
• Ensure that VWSA role players are aware of the above
• Work in collaboration with other managers within the department
• Focus on improving employee engagement and maintaining a highly engaged people compliment.
• Manage performance of staff and talent pipeline.
• Ensure good quality of work from staff and enforce corrective actions when appropriate, including training needs of staff.
• Ensure compliance with company policies and procedures.
• Manage staff in accordance with statutory regulations and company policies and procedures.
• Ensure appropriate succession planning and career pathing.
• Ensure effective communication with all staff in allocated business unit.
• Lead, motivate staff in handling change, and build trust and partnership. Encourage and build a team environment.
• Perform tasks and duties as delegated by Senior Manager, Executives and other seniors in the organization
• Co-ordinate and control AF operational requirements
• Co-ordinate the RBC (Retirement Benefit Counselling) and divorce order process for VWSA employees:
• Co-ordinate sessions with relevant employees based on age working backwards
• Co-ordinate exits (retirement and withdrawal) RBC or Financial advise be aware of divorced employees in order to assist them to receive some form of counselling as well
• Co-ordinate with AF (Jayshree) any other adhoc requests for assistance
• Contact divorced employees and request that the complete a new nomination form
• Co-ordinate financial planning with divorced employees to try and recoup their losses
• Track the divorces from inception to receiving payment letters File payment letters and request and file copies of divorce orders for record purposes

Retirement Fund Administration:

• Validating and loading of retirement funding forms according to the correct SAP number and fund
• Co-ordinating retirement fund processes

Foreign Service Employee Leave Administration:

• Loading of FSE leave entitlements where applicable
• Handling queries relating to leave for FSE's

VWSA Employee Filing system:

• Archive employee leaver files that are older than 5 years at metro file
• Receive and check new starter files as required Remove leavers files and process accordingly
• Assist with requests for access to files
• •Recover files that have been handed out
• Ensure that filing room is kept neat and tidy
• Coordinate access to the filing room

Reconciliations of premiums/contributions etc.:

• Disability payment recons
• Provident Fund Contribution recons in time

Leave Administration:

• Transfer the hours to payroll for both the weekly and hourly payroll edit IT2010 on SAP on request
• Processing functions across all payrolls
• Stand in for absent colleagues:
• Where and when required

General office duties:

• Answering phones in peoples absence
• Assisting Colleagues
• Assisting at front counter when necessary