HR Administrator: Remuneration & Benefits (6 Months Contract ) at Mintek

Job description
OPERATIONS:
Data Integrity Project 

• Maintain the employee master data, throughout the employee life cycle from joining to leaving, while adhering to the relevant policies, procedures and relevant legislation.
• HR Information System updates- Employee on-boarding, promotions, transfers, contract renewals, terminations, changes in conditions of employment, leave administration.
• Document processing, data capturing, and filing to ensure we record all employee transactions.
• Improve administrative procedures and documentation (contribute to the improvement of internal systems and procedures, other input towards payroll calendar management)
• Assist with time, attendance and leave  administration requirements.
• Ensure employee data complies with reporting  requirements, such as EE/ BEE/ DoL, Remuneration Analysis. 
• Maintain a meticulous and updated employee filing system for all employee movements.

Benefits Administration Processes

• Work in collaboration with benefit administration consultants to ensure that the company and employees are well advised on legislation developments pertaining to pension, medical and risk benefits matters.
• Ensure that employees have access to, and receive Employee Benefits Advisory Services.
• Administer benefit claims as per policies and regulations.
• Update employee files with the latest beneficiary information ( manually and electronically).

Governance and Risk

• Ensure compliance with the internal audit requirements of the organisation.
• Ensure compliance with the policies and procedures in order that the division gets clean audits.
• System compliance with data security and privacy requirements – POPI ACT.

Legislative Requirements 

• Interpret and apply statutory regulations and maintain HRIS system data changes (Employment Equity, Management Control –BEE Act, Basic Conditions of Employment  etc.).
• Advice and guide managers and staff on company policies relating to conditions of employment when necessary such as leave administration, time management, overtime administration, pension fund, medical aid, risk benefits, and related claims etc.  
• Maintains compliance with all the relevant employment laws and regulations, and recommended best practices; reviews policies and practices to maintain compliance (employee life cycle –data management.
• Maintaining the integrity of Employment Equity Reports – and assist with Statistical Equity Reporting & BEE Reporting.
• Facilitate audits/verifications by providing records and documentation to auditors/ BEE /DoL/verification officers Keep files/documents - injury on duty claims and relevant documentation submitted to the Compensation Commissioner by SHEQ and Occupational Health.

Reporting 

• Assist the various departments with aggregated and analysed data / reports according to stakeholder specific requirements, adhoc reports, monthly, quarterly and annually.
• Develop and maintain ad hocs reports to provide HR and other stakeholders with timely and accurate data.
• Report on Absenteeism, Sick Leave ( moved to Information Systems).
• Report on Employee Movements – Terminations, Hires,  Movements and other relevant changes.
• Provide regulatory reports BEE, EE, and Remuneration Analysis, Leave Management.

People Development

• Contribute towards guiding, coaching and mentoring the interns in the department.  

CUSTOMER SERVICE:

Provide Support Services 

• Assisting staff with Employee Information related queries.
• Providing Support with Employee Self Service Portal (ESS), and Manager Self Service Portal (MSS)
• Providing information for monthly, quarterly and yearly statistics for various stakeholder reporting requirements
• Efficient processing of benefits during on -boarding, information updates, and withdrawals for pension fund, medical aid, death and disability claims, etc.
• Conduct monthly/ quarterly induction presentations for new employees.
• Coordinate onsite presentations for medical aid, risk benefits, financial planning, etc.

PROCESSES: 

Absenteeism

• Ensures implementation of Mintek policies and procedures regarding absenteeism. Monitors trends on absenteeism through utilising the HR systems (PaySpace, IFS and T&A) and forwards reports to managers and supervisors for follow up and action.

Administration 

• Maintains  employee master data, throughout the employee life cycle from joining to leaving, while adhering to the relevant policies, procedures and relevant legislation.
• Ensures HR admin deadlines related to employee hire, termination and movements  are met at all times
• Inputs of employee related data into HRIS (PaySpace, IFS and T&A), through  verification, scrutinizing and ensuring pre-approval alignment to policies and procedures before capturing.
• Verifies and approves all HR administration data and supporting documentation received viz appointments, terminations, salary increases, promotions, leave, PAR, terminations etc and forwards to HR & Admin Systems Controller for processing (daily).
• Ensures readily and accessible electronic and manual  HR records are maintained.
• Verifies and approves all HR administration data and supporting documentation received viz appointments, terminations, salary increases, promotions, leave, PAR, terminations etc and forwards to HR & Admin Systems Controller for processing (daily).
• Ensures that the asset register is signed and approved by the relevant stakeholders before employee termination is effected.
• Ensures document control and adherence to workflow processes.
• Updates HR admin control registers and files - submits input for approval and forwards to finance and payroll for processing.

Audit

• Interact with relevant HR section and Payroll to ensure clean audit process; ensures compliance to audit findings and corrections are actioned within stipulated timeframe.
• Support the internal and external auditors in verification of discrepancies and queries related to HR administration.
• Business processes and workflow
• Assists in analysing HR business processes, workflow and documents accordingly.
• Give inputs into  policies and procedures.

Filing 

• Ensures an up-to-date and accurate filing system is maintained for HR admin at all times- both manually and electronically.
• Filing - ensures satisfactory filing and retrieving of documentation
• Filing - files all documents on personal files and ensures accurate and up-to-date information on personal files at all times.

Overtime

• Opens and closes overtime claim sheet for Division to complete and informs accordingly.
• Verifies overtime pre-authorised with actual claimed - notifies line managers, employee and HR Systems Controller if 40 hours are exceeded and if overtime was not pre-authorised.

Leave management

• Verify and audit maternity, sick, annual leave applications, cross checking with employment contracts, policies, and legislation.
• Controls and checks data for leave and sick leave; capitalisation of leave, unpaid leave, special leave etc and that these are accurately captured on system.
• Verifies leave input and requests - notifies line management and employee if not approved. Ensures availability and accrual of entitlements.

Policies and procedures 

• Inputs towards updating of Policies and procedures - maintains and updates HR Administration according to policies and procedures updates  utilising  Ms Word, Excel  in prescribed formats. Maintains and updates HR databases, Shared Drive accordingly. Liaises with the  HR  Multiple Disciplinary Teams  to ensure annual revision.
• Participate in policy and procedure reviews.
• Conduct  administrative functions and  ensure up-to-date knowledge of the HR administration processes, as well as all conditions of service.
• Queries and complaints management
• Handle employee queries and complaints regarding HR administration.

Reports

• Compile and submit HR admin reports - (monthly, quarterly).
• Draws relevant reports from HRIS (PaySpace, IFS and T&A)Reports - draws relevant reports from HRIS (PaySpace, IFS and T&A).
• HRIS Systems 
• Maintains master data (PaySpace, IFS and T&A).
• Processes total package changes, new appointments, resignations, changes in status, promotions etc.
• Processes hourly rates for contract/temporary/fixed term employees; ensures valid contract approval before processing.
• Completes return on attendance reports (weekly) and forwards to HR System Controller and Head: HR Administration, follows up on Divisions not returning weekly attendance reports.
• Runs attendance reports and forwards to Divisions (monthly).
• Verifies and processes attendance reports returned from Divisions (monthly), records findings and submits report to HR Systems Controller and informs  Head: HR Shared Services if any discrepancies /anomalies, before forwarding to Payroll for processing.
• Verifies monthly interface file for payment - permanent and casuals. Verified information processed by Divisions. Clears all rejections and submits for approval before releasing to payroll for payment.

Minimum requirements
Education:
Minimum:

• B degree in Human Resources or relevant field.
• Certificate in Payroll Administration (mandatory).

Ideal: 

• Experience or training in Payroll Administration.

Experience:

• 3-5years' experience working with HR information systems & Payroll Inputs.
• In-depth knowledge of HR business processes.
• In-depth knowledge of Employee Master Data Administration, Remuneration and  Benefits.

Training:
Minimum:

• Competent User of Pay Space, IFS, Time and Attendance, Intermediate Ms Office (importantly excel), HR, Leave, Payroll Information System modules.
• External Candidate - Payroll module, Employee Master Data module, Time & Attendance, Leave Administration, Excel.

Ideal:

• Functional reporting skills.

Legal:
Minimum: 

• Basic Conditions of Employment, HR Policies and Procedures, Payroll and Leave Management, Time and Attendance, Labour Relations Act, BEE Act, POPI, Employment Equity Act, Skills Development Act. 

Knowledge, Skills and Abilities:

• Ability to work with stake holders such as employees, divisions, management and the relevant externalvendors.
• A high level of  expertise and broad knowledge of labour/employment legislation .
• HR administration processes - knowledge, understanding and the ability to apply them in day-to-day activities.
• HR information systems - knowledge, understanding and the ability to apply them in day-to-day activities.
• HR policies and procedures - knowledge, understanding and the ability to apply them in day-to-day activities.
• HR workflow - knowledge, understanding and the ability to apply them in day-to-day activities.
• Managing self: accountability, accuracy and attention to detail, customer service orientation, deadline driven, self motivation, communicating information, showing resilience, upholding standards.
• Excellent analytical skills.
• A methodical, investigative and inquisitive mind and attention to detail.
• Good interpersonal and client-handling skills, with the ability to manage expectations and explain technical detail.
• Good presentations skill.
• Policy and process  writing ability.
• Competency Required:
• Strong analytical skills.
• Strong administrative efficiency
• Teamwork skills.
• Change management skills
• Written and verbal communication skills.
• Flexibility.
• Adaptability.
• Initiative.
• Organised, thorough and systematic orientated
• Highly skilled in MS Office Packages ( excel, word, power point)
• Ability  work under pressure
• Be able to work on deadlines
• Excellent interpersonal and communication skills
• A high level of accuracy and numerical skills
• A high service-orientation and enjoy working in a team
• Exceptional organisational skills and a high attention to detail
• Sound knowledge of payroll, employee administration, benefits and remuneration
• Functional Knowledge of systems ( HR, BEE Act , Employment Equity, Skills, Remuneration analysis, Basic Conditions of Employment, )