HR Clerk: Service Benefits at Western Cape Education Department (WCED)

REQUIREMENTS :

• National Senior Certificate (or equivalent) and 6 years relevant experience. Knowledge of Service benefits processes. Knowledge of Service benefits systems. Knowledge of related prescripts. 

DUTIES :

• Supervise and undertake the more complex implementation and maintenance of policies related to the divisions specific field of work. Execute and comply to new and amended departmental policies and procedures. Check and verify that amendments to new policies, as recommended, are implemented. Provide input on the review/amendment on policies. Liaise with other Divisions within HR. Provide assistance with the interpretation and application of policies and prescripts. Responsible for the implementation and compliance to new and amended departmental policies. Supervise and undertake the more complex implementation and maintenance of the administration of the appointment of personnel. Verify all qualifications before the appointment is effected and regular updating of new personal information on the Personnel and Salary system (PERSAL). Check and verify that the transfer of personnel from other government departments is implemented correctly. Ensure the approval of appointments on PERSAL. Check contracts of employment for completeness and ensure a copy of the contract is available on personnel files. Provide progress reports in respect of compliance. Supervise and undertake the more complex implementation and maintenance of salary administration pertaining to the appointment process. Check and verify that all employment appointments received are processed timeously and correctly on PERSAL by screening nomination forms received for contract, substitute, periodical, or permanent Public Service staff and Educators, before approving any transaction on PERSAL captured by HR Clerks. Check that data loaded on PERSAL corresponds with information on file or nomination documents. Ensure that any amendments to prescripts pertaining to salaries are brought to the attention of management and staff.
• Ensure the timeous payment of salaries to ensure that all appointments, acting allowances, 37 percent in lieu of service benefits transactions are captured correctly and approved timeously on PERSAL. Check the improvement of qualifications, cash bonuses, recognition of previous experience or notch adjustments for corrections. Check if official’s appointment date is correct and approve transactions long service payments. Check and verify that the correct banking details are captured. Supervise and undertake the more complex implementation and maintenance of leave administration. Allocate leave forms to HR Clerks for processing. Check leave transactions captured on PERSAL by HR Clerks for accurateness as per the leave application. Deal with all aspects of leave, but especially those applications that have to be dealt with in terms of Policy and Procedure on Incapacity Leave and Ill-Health Retirement (PILIR). Screen applications for temporary incapacity leave to ensure the correctness thereof. Refer PILIR cases to the Health Risk Manager within the prescribed timeframes. Compile and submit recommendation of HRM for approval. Inform employees of the outcome of their applications. Provide advice and guidance to employees on the process and in the completion of application forms. Assist with PILIR training in the Department. Monitor the processing of PILIR cases and manage challenges. Provide input towards the monthly PILIR Report. Report on leave patterns or tendencies that might impact on the service delivery of schools, districts, circuits or Head Office. Deal with enquiries pertaining to all leave entitlements. Prepare submission for special leave, leave without pay and ill-health retirements. Audit leave records in respect of leave gratuities. Compile a leave audit report upon exit. Arrange for payment of leave gratuity where applicable. Amend errors identified during the audit. Check for corrections and implementation of incapacity leave in terms of the PILIR Policy, accurate capturing on PERSAL before submission to HRM. Supervise and undertake the more complex implementation and maintenance of Exit Management. Provide an exit management service to employees exiting the service. Notify employees of the outcome of his or her application, the last day of service and applicable benefits. Quality assure applications before dispatching to staff for processing.
• Arrange for the payment of leave gratuities, Individual-Linked Savings Facility payments, pro rata service bonus and outstanding salary. Provide statistics to relevant bodies exiting the service. Identify employees due for compulsory retirement and ensure that these employees are informed at least three months in advance about the termination of their services. Check that all necessary administrative processes are duly followed and completed before signing off on Z102’s prepared by HR Clerks for pension application tobe submitted online via the Pension System to the Government Employee Pension Fund System. Advising clients on the process and status of their pension application. Check and verify that a clearance certificate for outstanding debt is completed and dispatch to Finance. Check and verify that particulars of debt, as indicated on clearance certificate are captured on PERSAL. Handle queries with regard to exit management and benefits. Keep databases of applications submitted to the GEPF and regularly update such. Provide quarterly report on the status of pension applications. Supervise and undertake the more complex implementation and maintenance with regard to service benefits and conditions of service. Administer all service benefits, but especially with regard to Housing Allowance, Injury on Duty, Overtime, Resettlement costs, all other allowances and salary deductions.
• Check and verify approval of stop orders in terms of bond repayments. Liaise with employees with regards to a paid up bond. See to the termination of Housing Allowances in cases of retirement or death. See to the finalisation of claims with regard to Injury on Duty. Arrange for payment of medical accounts for Injury on Duty cases. Arrange for payment of resettlement claims. Arrange for payment of overtime claims and all other allowances. Responsible for monitoring of real time databases to ensure tasks are completed accurately and on time. Execute functions pertaining to probation, long service awards, Senior Management Services and Middle Management Service salary structures, general salary adjustments. Report on these cases and note them in registers or systems for these purposes. Supervise human resources or staff. Participate in the recruitment and selection of staff. Motivate, train and guide staff. Manage the performance, evaluation and rewarding of staff. Monitor information capacity building. Promote sound labour relations. Maintain discipline. Guide on policy issues with regard to the functions of the components under his or her command.