HR Clerk at AVI Limited

Job Specification:
Key Performance Areas:

General Human Resources Administration and Office Support

• Prepares relevant documentation in advance of appointments
• Attends to general requests and queries from internal and external customers
• Follow up on all referred queries and complaints to ensure they are dealt with and followed through
• Schedules necessary meetings, ensures meeting venues are prepared and appropriate equipment and meeting documentation is available
• Arranges transportation if required
• Prepares and distributes agendas, take and types minutes, gets approval for drafts, distributes to all relevant parties and ensures confidentiality
• Prepares and distributes internal and external correspondence for the HR department
• Addresses all general queries received from management and employees
• Assist the HR Officer with all payroll and administrative tasks

Performance Management and Appraisal Administration

• Follow up on performance agreements to ensure that they are submitted on time and create the relevant spreadsheet for reporting purposes
• Follow up on and maintain all reviewed staff performance agreements
• Save all Individual Performance Appraisals (IPA’s) and Personal Development (PDP’s) on the HR Drive
• Ensure that all new staff IPA’s are saved on the HR Drive and sent to the HR Officer timeously
• Schedule meetings with the HR Officer regarding any queries relating to IPA’s and PDP’s
• Provide all parties timeously with the relevant and accurate HR documentation with regard to performance management and appraisals

Benefits

• Address all general queries received from management and employees with regards to the company schare scheme
• Ensure all letters are issued to members of the Share Scheme, signed sheets are returned to Human Resources Shared Service (HRSS) Benefits team
• Arrange for all minutes to be signed, liaise with HR Officer and members for Agenda items
• Assist employees with the completion of medical aid and provident fund forms
• Capture all minutes during meetings and file for future reference
• Upload all share-point medical aid applications

IR Administration

• Organises training sessions for line managers where applicable to ensure thorough understanding of Industrial Relations (IR) policies
• Organises internal disciplinary hearings, appeals and grievance meetings by booking venues, arranging transport and refreshments, sending out notifications and taking minutes if required
• Files all minutes and other case documentation taken during disciplinary hearings to ensure ease of access
• Addresses all general IR queries received from management and employees
• Ensures all line managers returns a copy of sanctions issued to HR for endorsement, ensure HR Officer endorses each sanction before filing
• Provides all parties timeously with the relevant and accurate HR documentation

HRIS System Administration

• Addresses all general Human Resources Information Service (HRIS) system information queries received from management and employees
• Provides timeous monthly reports to HR Officer
• Provides staff with confirmation of employment letters, copies of payslips, service letters and visa letters

Employee Assistance Programmes (EAP) / Wellness Administration

• Assists the HR Officer and  / or HR Manager with the administration around the employee Wellness plan
• Addresses all general queries received from management and employees
• Provides all parties timeously with the relevant and accurate HR documentation around the Wellness programmes
• Assist line managers with farewell and retirement functions as and when required
• Compiles short description of employees working career for respective HOD for retirement / farewell functions

Minimum Requirements:

Experience:

• Minimum 2 years’ HR general administration experience

Qualifications:

• Grade 12
• Completed HR Diploma or equivalent