HR Officer at IIE MSA and IIE Varsity College

Duties and Responsibilities:
New Employee Onboarding & Payroll/HR Administration

• Oversees the foreign national approval and tracking (i.e. permit expiry dates, etc.) process on campus for fixed term staff and ensures that no offers are made prior to receiving pre-approval from National HR in line with the provisions of the Foreign National Guidelines.
• Ensures that all new employees, where possible, are loaded on the Onboarding /HR Engagement APP prior to their start date and that they complete their details timeously via the APP in line with the company payroll deadlines.
• Hands new employees the required payroll documentation as per the documentation that is required outside of the Onboarding /HR Engagement APP to complete so that they can be uploaded in the HR & Payroll Information System before the monthly deadline.
• Follows the manual payroll process for all new employees that cannot utilise the Onboarding/HR Engagement APP and ensures that all documents are received in line with the payroll and audit checklist requirements and ensures that these documents are quality checked according to company standards prior to processing the forms and information.
• Checks the completed payroll information and supporting documentation for all new permanent employees in the Onboarding/HR Engagement APP or via the manual process to ensure that all required documents and information have been received and that the packs meet the company audit and payroll requirements.
• Follows up on any queries or outstanding information or documentation from the new employee's onboarding profile, or manual forms where appropriate.
• Captures the qualification details for all new employees in the HR & Payroll Information System and uploads the qualification copies in File Manager in the month that the new employee starts.
• Ensures that all relevant documents for each new employee are uploaded, within the starting month, into the HR & Payroll Information System in the correct File Manager location and that the files are all named correctly.
• Sends all payroll forms that require sign off (e.g. P15 and Benefit Forms), before upload, by the National Payroll team to the National HR department in line with the monthly payroll deadlines and in accordance with the provisions of the Protection of Personal Information Act (PoPIA).
• Ensures that the IT requirements are arranged and set up before the new employees date of engagement (i.e. desktop or laptop is set-up, email account is set up, phone set up and codes arranged, internet and all access has been granted etc, before the new employee starts).
• Sends a detailed and professional welcome email to all new employees prior to their start date with all information that they will need for their first day (e.g. company information, dress code, team information, parking details, canteen details, start time for the first day etc.).
• Sends out an email to the campus to notify everyone when a new employee is starting.
• Arranges to meet the employee at Reception on their first day to welcome them and show them to their desk.
• Prepares the induction file for each new employee for their first day, including a welcome letter with pertinent campus and company information, organisation structures, campus administration processes, birthday lists, expense claims, link to the Online employee handbook and company Intranet, policy acknowledgement form, induction schedule, Protection of Personal Information Act Training information, branded gifts and calendar etc. as per the Induction pack checklist.
• Customises the induction pack and process in line with the campus requirements to make the onboarding process more impactful.
• Conducts the campus HR induction process with all new employees.Co-ordinates with the relevant parties on campus to arrange any stationery/office equipment for new employees as well as any access codes / cards, keys or remotes that they might need when they start.
• Communicates and co-ordinates with the relevant parties to ensure that a work station is cleaned and set up for the new employee before their date of engagement.
• Gains sign off of induction file from the relevant line manager and the new employee.
• Schedules and co-ordinates the campus induction with the campus Senior Management team and the Campus Head to take place during the first week of the employees start date.
• Sets reminders to follow up on the probation review documents for new staff after each 30 day milestone has passed and checks that the forms have been completed to standard and flags any concerns or action items with the Performance and ER Manager.
• Reviews each probation review to check that it has been fully completed, all queries are dealt with, they have been signed by the employee and line manager and that any concerns are highlighted and addressed and then scans and emails the completed probation reviews to the relevant National office HR representative timeously thereafter.
• Provides first line support for any concerns or issued raised in campus probation reviews where applicable, and escalates these matters to the Performance and ER Manager for assistance and guidance.
• Issues new employees with their HR & Payroll Information System login credentials and how to guides.
• Conducts the HR & Payroll Information System User Self Service Training with every new employee.
• Conducts Manager Self Service Training with every newly appointed Manager.
• Supports the line manager in arranging training plans for new campus staff and documenting and storing these plans accordingly.
• Adheres to the provisions of the Protection of Personal Information Act (PoPIA) in all matters relating to the onboarding of new employees and the associated HR and payroll administration.

HR & Payroll Administration for all Existing Permanent and Fixed Term Employees

• Advises and guides employees on leave queries and the leave application process in line with the company leave policies.
• Captures the campus staff overtime leave accurately and timeously, in line with the provisions of the Overtime Policy, and uploads the required supporting documentation in the HR & Payroll Information System.
• Processes the manual P17 Maternity Leave application forms and supporting documents in line with company policy and sends the forms along with the supporting documentation to the National Payroll Team for processing and upload into the HR & Payroll Information System.
• Checks all mileage claims that are submitted on a monthly basis to ensure that the correct form has been utilised and has been completed correctly, the correct mileage rates are being used, the correct claiming dates are being adhered to and that the authorised line managers have signed/approved the claims.
• Processes mileage claims and submits the completed documents to the National Payroll team on or before the required deadline.
• Processes additional earnings using a P4 schedule (for any employees that may have done additional work outside of their current employment contract) after checking that all of the documents are in order and have been approved by the relevant parties, and also ensures that the correct addendums  are in place in order to process these additional earnings claims before submitting them to the National Payroll team on or before the required deadline for processing.
• Sends (within the provisions of the Protection of Personal Information Act) any personal information change forms (P38) for campus employees to the National Payroll team on or before the required deadline after checking that the form has been completed correctly and the relevant supporting documentation is attached if applicable.
• Oversees the foreign national approval and tracking process on campus for current/active fixed term staff (i.e. uploading documents in the HR & Payroll Information System and tracking permit/visa/passport expiry dates and getting approval on any extensions prior to the relevant expiry date or processing the terminations where no extension is applicable etc.).
• Follows termination procedures should a staff member resign, be dismissed or retire and ensures that the termination pack of forms is completed and checked to ensure that all documents are completed correctly in line with audit and payroll requirements before uploading the relevant forms into the HR & Payroll Information System and notifying the National Payroll team of this on or before the required deadline for processing.
• Gathers any access cards, keys and any other company property from employees before they leave the company.
• Completes and uploads the required letters and documentation for current employee promotions or changes in designation or employment conditions after work flowing an OF (Request Person Info Change Form) to the Campus Head, HR Manager and Chief Financial Officer on the HR & Payroll Information System and receiving the relevant approval notification.
• Communicates any Human Resource and Payroll related information to staff if required.
• Advises employees on Human Resources policies and procedures and guides them on the supporting documentation (where applicable) that support these policies and procedures.
• Takes responsibility for the quality control of all Human Resources / Payroll related documentation and procedures in line with the company policies and audit requirements.
• Maintains an orderly document storage system in the HR & Payroll Information System File Manager, or in the other secure systems used by the company (e.g. Applicant Tracking System, MS Teams etc.) or where appropriate the manual filing system where a document cannot be housed in a secure system for all Human Resources / Payroll related documentation for the campus in line with company policy, audit requirements and the Protection of Personal Information Act (PoPIA.
• Responsible for version control of all Human Resources / Payroll documentation and policies on campus.
• Assist the employee with any queries relating to the company benefits and acts as a liaison between the employee and the external service provider as required.
• Adheres to the provisions of the Protection of Personal Information Act (PoPIA) in all matters relating to HR & payroll administration for all existing permanent and fixed term employees.

Administration of the Casual, Invigilator and Coach Payroll

• Performs Managed Integrity Evaluation (MIE) verification checks for new Casuals, Invigilators and Coaches as required by the company.
• Hands new and returning Casuals, Invigilators and Coaches the required payroll documentation as per the P15 Engagement Checklist to complete before the monthly deadline.
• Checks the completed pack of forms that the Casuals, Invigilators and Coaches submit for processing to ensure that it is completed correctly, that all supporting documentation is attached and that the entire pack of forms meets audit standards.
• Ensures that the relevant payroll forms are uploaded into the correct File Manager folder in the HR & Payroll Information System for each Casual, Invigilator and Coach and that all documents are named correctly.
• Follows up and resolves any queries or outstanding documentation from the payroll packs before the payroll deadline.
• Ensures that claim deadlines are communicated to Casuals, Invigilators and Coaches on a monthly basis.
• Ensures that all manual claims are signed by the Casuals, Invigilators & Coaches and the relevant senior campus manager and processed with all relevant information required in line with the claim deadline.
• Captures the timesheet (P23) information for all Casuals in the HR & Payroll Information System each month in line with the claiming deadlines.
• Captures the Independent Contractor Annexure information for all Invigilators and Coaches in order for their monthly claims to then be processed against this information on a monthly basis.
• Captures all Invigilator and Coach claims on the HR & Payroll Information System on a monthly basis in line with the payroll deadlines.
• Checks that the Casual and Independent Contractor (for Invigilator and Coaching claims only) P18 payroll reports are correct on a monthly basis and ensures that the correct tax has been deducted and all claims are reflected accurately on the report.
• Ensures that the P18 cover sheet is signed by the authorised campus signatory together with the correction schedule (if applicable) and is submitted to the National Payroll team.
• Responsible for investigating and assisting Casuals, Invigilators and Coaches with any payment queries and escalating these to the National Payroll team if need be.
• Adheres to the provisions of the Protection of Personal Information Act (PoPIA) in all matters relating to processing the casual payroll on campus.

Training & Development Support 

• Supports the National HR Team with any training logistics or administrative requirements for the campus.
• Ensures that all campus Talent Reviews are conducted in line with the company issued timeframes and that these reviews are saved in the required system/format/folders as per company requirements.
• Partners with the Training Manager and campus Senior Management Team in assessing and gathering all information related to the training and development needs for the campus and putting plans in place to meet these needs accordingly.
• Keeps all Training and Development/Talent Management records in line with company requirements and the Protection of Personal Information Act (PoPIA).
• Assists campus employees with online study assistance applications on the BTATS system and supports the Campus Head in ensuring that each application meets the policy requirements.
• Adheres to the provisions of the Protection of Personal Information Act (PoPIA) in all matters relating to training and development support on campus

First Line Disciplinary/Performance Management Support 

• Responsible for the timeous reporting of campus disciplinary or performance related matters to the Performance and ER Manager.
• Conducts the first line of investigation for any disciplinary or performance related matters under the guidance of the Performance and ER Manager and in partnership with campus management.
• Assists the respective manager with completing the Internal Disciplinary Report form and ensures that all supporting evidence is attached before submitting this to the Performance and ER Manager for guidance on the appropriate course of action to follow.
• Attends any campus disciplinary or performance related meetings and takes minutes when required.
• Assists the Performance and ER Manager in drafting warnings and/or collating information related to disciplinary or performance related matters as and when required.
• Ensures that all campus Performance Reviews are conducted in line with the company issued timeframes and that these reviews are saved in the required system/format/folders and uploaded as per company requirements.
• Advises campus staff on company policies and provides advice on basic disciplinary or performance related queries in consultation with the Campus Head and relevant campus management.
• Ensures that all documentation relating to disciplinary or performance matters is stored in line with audit/company requirements and the Protection of Personal Information Act (PoPIA).

Leave Analysis and Reporting

• Reviews and audits all study leave applications in line with company policy.
• Reviews all sick leave applications and perform regular audits on the supporting documentation to ensure that it aligns with policy, and alerts the Campus Head and relevant campus manager as well as the Performance and ER Manager of any areas of concern so that this can be proactively addressed.
• Proactively reviews the campus annual leave balances throughout the year and works with campus staff and management to avoid leave forfeitures and ensures a healthy work-life balance is promoted.
• Reviews the overtime leave for the campus and ensures that all company and legislative requirements are adhered to and that any issues are flagged with the relevant National HR team member accordingly for assistance/guidance.
• Reviews campus leave reports on a monthly basis and gives the Campus Head and senior management team high level feedback on any notable matters.
• Adheres to the provisions of the Protection of Personal Information Act (PoPIA) in all matters relating to leave analysis and reporting on campus.

Campus Recruitment/Talent Acquisition Support

• Uploads ATR's (Authority to Recruit) on the HR & Payroll Information System for approval on any budgeted vacancies positions to be advertised on the internal vacancies listing (P41).
• Processes organisation position requests for new positions and submits these requests to the HR Officer - Systems Administrator for processing.
• Assists the campus management team with shortlisting CV's, telephonically screening candidates, setting up interviews, attending all first round interviews, regretting unsuccessful candidates and any other recruitment support required.
• Uploads interview notes/feedback in the applicant tracking system.
• Performs Managed Integrity Evaluation (MIE) verification checks; including, identification verifications, qualification verifications, credit checks (where applicable), professional membership verifications (where applicable), Drivers Licence (where applicable), Verify Passport and Visa (where applicable) and criminal checks for the relevant positions and ensures that any unfavourable results are escalated (to the Campus Head, hiring manager & National HR) and is dealt with accordingly prior to any offers being made.
• Performs two reference verifications on each potential new employee as part of the screening process and ensures that any unfavourable results are escalated to the Campus Head, hiring manager and National HR and are dealt with accordingly prior to any offers being made.
• Submits the final MIE report, along with two reference verifications, the candidates CV and a copy of their ID along with a ATA (Authority to Appoint) to the Talent Acquisition Manager for approval and ensures that all screening documents are uploaded in the correct File Manager folder in the HR & Payroll Information System.
• Workflows the ATA (Authority to Appoint) in the HR & Payroll Information System for approval by the Campus Head, HR Manager and Chief Financial Officer.
• Prepares contracts for new employees after the ATA (Authority to Appoint) has been approved.
• Assists the Campus Head in reviewing salary ranges for vacancies to ensure they are aligned with budget and to ensure that they are not out of line with current campus salaries for the role, and ensures that salary expectations are addressed during the interview process accordingly.
• Creates systems and trackers to proactively track all vacancies on campus and supports the managers throughout the recruitment process.4
• Assists with streamlining the campus processes to avoid delays (e.g. where possible reduce the number of interviews by proactive planning and diary management, and ask all candidates to do the MIE checks at the point of interview i.e. capture finger prints and get the MIE form but only process after the interview if the candidate has a positive interview).
• Reviews all CV’s, references and supporting documents for shortlisted candidates and addresses any concerns or queries before submitting to the Talent Acquisition Manager for approval (e.g. query gaps in employment and reasons for leaving previous positions during the first level interview and confirm this information when conducting reference checks etc.).
• Adheres to the provisions of the Protection of Personal Information Act (PoPIA) in all matters relating to recruitment/talent acquisition on campus.

General Campus and National Support Function

• Co-ordinates and prepares all logistics for campus employee/HR related events such as wellness days, employee appreciation days, long service celebrations, employee training on campus, orientations on campus etc.
• Plans and books all logistics relating to campus HR related events including, getting quotes for approval, booking and set-up of venue, catering and dietary requirements, decor, invitations, etc.
• Sources long service and birthday vouchers/gifts and gifts for HR events if required (Campus Specific).
• Ensures that the events budget is adhered to and that all invoices are submitted to the Campus Finance department for payment timeously.
• Communicates important HR notices/news/announcements to the Campus.
• The HR Officer sits on the campus Senior Management Team in order to be actively engaged in what is discussed at the Senior Management meetings and to be able to represent HR and advise and guide the members of the Senior Management Team on HR related matters, signing authority will however remain with the different campus portfolio heads who manage and oversee their respective teams.
• Collaborates with and supports the National HR team with various HR related projects.
• Provides HR administrative support to the other campuses where possible should an HR Officer vacancy arise or an HR Officer go on extended leave where the National team are not able to assist.
• Conducts recruitment, performance review and probation review training for all managers on campus.
• Provides relief cover/support for the campus Junior HR Officer (Academic) as and when required.
• Complies with The Protection of Personal Information Act (POPIA) legislation relevant to the role.
• Ad hoc campus specific admin support as required by the Campus Head

Minimum Qualification required:

• Minimum of National Diploma (NQF Level 6) in Human Resources or related field.
• Advanced Diploma or Degree (NQF Level 7) in Human Resources or related field advantageous.

Minimum Work Experience required:

• Minimum of 1-2 years of recruitment experience, 1-2 year of IR/ disciplinary administration/ support experience and 3 years HR administration and operations experience.