HR Assistant at VKB Group

Job Description

• Responsible for performing the administrative and clerical work activities required for the delivery of Human Capital services at Grain Field Chickens, including but not limited to: recruitment, skills & training, disability, incapacity & death claims, in alignment with predefined work objectives (as per agreed standard operating procedures).

Requirements

• Grade 12 of NQF Level 4 Equivalent.
• A 3-year Human Resources Diploma required.
• At least 3 years proven experience within the manufacturing HR environment.
• Disability/ Death and consultation, Skills Development, BBBEE and Workplace Recruitment experience is required.
• Working knowledge of Time & Attendance and Sage People Systems required.
• FMCG/ Abattoir/ Manufacturing experience will be a definite advantage.
• Strong PC literacy skills with Microsoft Office (Word, Excel, PowerPoint) and Google Workspace (Google Docs, Google Sheets and Google Slides).
• Knowledge of South African Labor Law and HR best practices.
• Being conversant with the vernacular spoken in the Eastern Free State will be a definite advantage.
• A Code 8 Drivers License will be an advantage.
• A willingness to work overtime or weekends where necessary.

Key Accountabilities:

• Provide administrative support to all Departments within GFC.
• Ensure timeous & accurate actioning of employee time & attendance.
• Ensure strict compliance with all relevant standards of documentation.
• Ensure departmental directives adhered to in the execution of all tasks.
• Work with electronic documents, shift and attendance registers. 
• Data entry/ Capturing of high volumes of data.
• Handling administrative and HR-related queries.
• Manage own workload identifying improvements and issues.
• Provide quality resource and support to the manufacturing teams.
• Provide information and analysis of data as directed/ required.
• Communication with employees and management.

Duties and Responsibilities

Human Resources

• Create and maintain personnel records both electronically and in hard copy.
• Liaise with Payroll and medical aid advisors to set-up new staff on medical aid and manage changes to existing staff members’ medical aid plans.
• Inform the Payroll of any changes to staff member’s details that may impact payroll.
• Complete UI-19 and Salary Schedules for all Terminations and Maternity Leave employees.
• Prepare and send out employment-related documentation such as:
• Employment Contracts.
• Learnership Agreements.
• Appointment and salary increase letters.
• Job Descriptions.
• Assist employees with Kamonyaka Loan Applications forms and Staff Purchase Accounts.
• Track and keep updated the Visa/ Work Permits status of foreign employees and inform Management and the respective employees if their Visas are due to expire.
• Respond to general HR queries and escalate issues of concern to Management.

Training

• Support the Apprenticeship, Learnership, Graduate & Skills Program enrolment process including advertising, shortlisting & interviews.
• Coordinate internal and external training sessions and workshops with external training providers as requested.
• Organize catering and venue logistics with the onsite Kitchen & VKB Training Centre.
• Dispatch Learners’ monthly Progress Reports to line managers.
• Arrange and finalize Apprentices’ trade testing with relevant institutions.
• Coordinate Registers of Training that took place the previous month, and forward to Head Office.
• Compile the information for the annual Workplace Skills Plan, Annual Training Review submission and Senior Management Skills Development Reports & Meetings.
• Assist with the compilation of the annual Employment Equity submission and Employment Equity Plan.

Recruitment

• Advertising of vacancies after receiving the required approval.
• Evaluate and shortlist prospective candidates and forward to HR & Line Managers.
• Liaising with candidates and recruitment agencies.
• Scheduling interviews and provide feedback to all shortlisted candidates.
• Inform the relevant stakeholders and new starters of the outcome of interviews.
• Ensure that all required background checks (criminal, qualifications, visa, drivers’ licences etc.) have been completed and give feedback to HR Manager.
• Assist with the completion of Sanlam Provident Fund documents and loading them on SharePoint.
• Forward Offer Letters and Take-on Documents to new hires/ forward them to the recruiters and co-ordinate the signing thereof.
• Ensure that all the necessary internal processes have been completed for new starters arriving with respect to onboarding and inductions (HR and SHEQ).
• Arrange transportation of furniture with approved Transport Companies.
• Loading/ scanning fingers for new employees on PRP for Access and Time & Attendance.
• Keep an accurate record of the supporting documentation.
• Arrange temporary workers/ Casuals for Farm Services, Contracts & related documents, electronic loading and ensuring they got paid on time.
• Send updated Vacancies Report to HR Manager at least monthly or as needed.

Disability, Incapacity & Death Claims

• Report to Hollard all potential disability candidates & confirmed Applicants.
• Assist with preparation for and presentation at Disability Committee Meetings.
• Arrange Incapacity Hearings/ Disability Consultations and Transport for incapacity employees, schedule Disability Committee Meetings, delivery and collection of documents for involved employees, give feedback at Committee meetings, keeping Files updated.
• Complete and send Funeral Claim Forms for GFC employees.
• Conduct funeral consultations with Head Office Representative and the family for outstanding documents for GFC employees.
• Follow up with Head Office and the family of the deceased, on outstanding documents and dispatching documents for send-off to Hollard.
• Ensure Hollard Disability Application Deadlines are adhered to and follow up with employees and Doctors on outstanding Application Forms.

Other:

• Ensure all responsibilities are carried out in accordance with HR Company Standards.
• Any other duties as may be required by the department from time to time.

Skills Required

• Excellent written and verbal English communication skills.
• Excellent interpersonal skills and the ability to interact with colleagues at all levels.
• Excellent active listening, negotiation and presentation skills.
• Able to work appropriately with confidential and sensitive information.
• Analytical and meticulous attention to detail.
• Thorough approach to work.
• Excellent organisational skills including ability to manage time and prioritise effectively.
• Able to work independently, as well as a team player.
• Able to set and achieve deadlines and give regular updates on progress.
• Strong computer skills (Microsoft Office, Google Workspace, email, internet).
• Approachable, helpful and enjoys working with people.
• Able to engage and work with internal and external stakeholders.
• Able to adapt and innovate quickly.
• Able to take ownership of area of responsibility.
• Able to always maintain strict confidentiality.