HR Services Specialist at Johnson & Johnson

FIXED TERM CONTRACT

Job Purpose
To provide consistent HR administrative and advisory work practices across the Country from Hire to Retire. Using the Workday system and associated end to end processes. Consider regular review of systems/processes/procedures for maximum efficiency and attainment of service levels. Share knowledge/information to achieve best practice and resolve administrative issues quickly and effectively.

Main Responsibilities

• Customer Support
• Provide 1st level support to employees on HR Service related activities
• Ensure all cases are recorded in AskGS
• Provide training to Employees & Line Managers on HR Processes & HR Systems (Workday, CRS – Leave)
• Recruiting and Selection
• Preparation and issuing of Offer letter and Terms and conditions contracts
• Preparation and issuing of associated contracts document packs
• Reviewing referral payments sheet prepared by Talent Acquisition and ensuring successful probationary periods followed by payments of referral bonus
• New Hire Onboarding
• Document Management And Record Keeping As Per Company Requirements
• Manage new hire initial contact email
• Manage Probationary periods ensuring appropriate documents gathered from the manager
• Employee Data Management
• Support employees and managers with maintaining their employee data accurately in Workday
• Gather any relevant documentation to support any changes e.g. marriage certificates
• Ensure compliance with the regulatory bodies guidance
• Separation
• Manage the separation process through Workday for both voluntary and involuntary separations
• Preparation and issuing of termination letter and other related documentation
• Absence & Disability Management
• Provide support to employees and manager with Time off requests
• Provide support to employees and managers with leave of absence requests. Ensuring the full end to end process is completed for the appropriate leaves of absence, and that employees are provided with appropriate guidance on their salary and benefits impact.
• Manage the sick leave process, ensuring appropriate documentation is gathered.
• Provide employees and managers with guidance and advise on Occupational health support and restricted duty process.
• Provide employees and managers with guidance and advise on the attendance management process and income protection
• Staffing events - employees
• Manage all staffing events, job changes, promotions, demotions, lateral transfers
• Document Management And Record Keeping As Per Company Requirements
• Manage the positions to enable recruitment to proceed, creating open positions and requisitions
• Staffing events – Contingent workers (CW’s)
• Management of the Contingent Workers within the Country through Workday
• Ensuring only headcount related CWs are maintained in Workday
• Identify or create open positions to then contract new CWs into
• Through close liaison with the Neutral Vendor, manage CW expected contract end dates, ensuring they are extended if needed or terminated if appropriate
• Contract and Policy Management
• Provide employee and manager guidance on all HR policies and systems. Including in person or via communicator coaching on Workday
• Complete Personnel file management, annual archiving, annual SOX testing
• Identify any policies which require amending either through Employment Law changes or through best practice in their application.
• Draft new policies where appropriate and develop any associated documentation, for HR Services leadership to review with the HR council
• Maintain the policies and documentation AsKGS
• Global Mobility
• Effectively manage all Global Mobility assignees both home and hosted in Workday
• Produce updated Terms & Conditions letters (or Contract’s) if appropriate and ensure their benefits are managed effectively.
• Time and Attendance coordination
• Management of the CRS Leave Administration for any changes needed from Employees or Line Managers
• HR Project Work
• Ad-hoc projects

Background information and Main Activities

The HR services group is a Centre of Excellence for the Johnson and Johnson businesses. It provides timely and open advice to employees and managers on all aspects of HR policies and processes. Excellent transactional process delivery and an engaging Business focused and efficient employee support service.

The HR Advisor’s role within the department is to provide consistently accurate, reliable and compliant advisory, administrative and systems support.

Qualifications

• Knowledge / Experience / Skills required
• Excellent organisation skills
• Systematic recording and follow-through of all transactions
• Follow daily routines for carrying out tasks
• System that allows others to pick up from where left off if unexpectedly absent
• Aptitude for use of technology and understands that there is always a rational reason when something goes wrong
• Systematic troubleshooting re errors
• Follow through on “why did this happen”, and impacts
• Confidentiality of PII fully understood
• Able to handle sensitive data, both for self and respecting confidence
• HR experience helps
• EQ: empathy and professional detachment
• Communication skills via phone, email and updates
• Language used in responses is important to professionalism
• Service oriented
• Metrics driven, in line with service commitments
• Passion to get response back to customer. Able to navigate to get answer.
• Deadlines managed, by self or through others
• Able to understand structural concepts
• Implications of changes understood (eg in reorganisation requests)

Team player

• Must be able to do own work but put team priorities first at times - flexible
• Considers needs of colleagues working in different locations
• Independent thinker

Capabilities

• Flexibility/adaptability/agility – dealing with ambiguity
• EQ and professional detachment
• Resilience – in handling repeated problem solving with positive mind-set
• Instinctive warmth of personality
• Caring, calming, reassuring, compassion, patience
• Quick worker – focussed productivity
• Attention to detail; compliance and audit orientation
• Assignment and Planning of Work

The Job Holder Will Be Expected To

This position exists to provide efficient and reliable HR Services to diverse business groups, including the HR function.

• Plan and prioritise their own workload, using initiative in the absence of management guidance
• Achieve goals and objectives within agreed timelines
• Work as a Team to ensure optimal efficiency of service, alerting management if assistance required
• Take fully accountability for all actions
• Expectation to travel for business trips, to support other remote sites within South Africa on Front Office activities, customer questions & training activities
   

Other Working Relationships

InternalExternal

• Employees and departments across all sites, and at all levels, including HR colleagues at other sites
• Global HR services colleagues
• HRS Payroll South Africa
• Local Business Leaders across all supported markets
• Aon Hewitt – Flexible Benefits system provider
• Other Flexible Benefits providers (various)
• Local Government bodies and offices e.g. Immigration services