Human Resource Officer - Rustenburg at SBV Services (Pty) Ltd.

Description

HR Service Delivery and Administration at the Centre

• Deliver the end-to-end HR service and administration for the centre.
• Responsible for creating, updating and maintaining manual and electronic personnel records and filing accordingly in line with SBV’s HR policies, procedures, practices, and related POPIA and PAIA legislation.
• Administer and provide the following documentation per company and legislative standards:
• External claim documentation and processes, including Injury on Duty (IOD), Death and Disability ICAS referrals.
• Internal documentation, including but not limited to:
• Signed job profiles and PPAs
• Engagement forms
• Termination forms
• Provident Fund
• Safrican
• Alexander Forbes Nomination forms
• Spouse insurance
• Increase letters
• Bonus provision
• Acknowledgement of Debts
• Leave forms and supporting docs

Identify and manage HR-related risks.

• Consolidate HR related updates and information for the centre for submission to the HRBP.
• Attend centre management meetings and provide guidance and resolution to HR-related concerns raised.
• Engage with General Managers, centre Managers and Heads of Departments on HR-related matters.
• Respond to enquiries from centre employees in line with relevant policies, procedures and processes.
• Escalate queries/enquiries to HRBP, where further support or assistance is required to resolve the query/enquiry.

Recruitment, Selection and Administration

• Provide input to written motivations for approval of centre vacancies to proceed with the recruitment processes.
• Manage and facilitate the recruitment and appointment processes for Grade level 1 to 11 centre positions.
• Coordinate the following activities for effective planning, recruitment and appointment process:
• Provide resourcing services to the centre, including influencing and advising Line Management on job analysis, job descriptions, job evaluation, advertising, and shortlisting.
• Assist Line Managers in compiling/updating the relevant job descriptions and determining the selection criteria.
• Verify the completeness and accuracy of the documentation submitted (advertisements, job descriptions and recent Employment Equity (EE) stats), as agreed with the relevant Line Manager.

Follow-up continuously with recruitment to address queries promptly.

• Screen and shortlist candidates in line with the criteria provided by the Line Manager.
• Coordinate and arrange interview sessions and lead the discussions with the panel members and candidates.
• Assist the panel in collating interview scores and selecting prospective candidates.
• Conduct mandatory checks in line with the Recruitment Policy and processes, i.e., MIE, criminal and security checks with the vetting department, and Psychometric Assessments in collaboration with the OD department.
• Liaise with prospective candidates with regards to the employment offer:
• Draft a letter of appointment for the area of responsibility.
• Submit offer letter to HRBP for review and approval in accordance with the Delegation of Authority (DOA).
• Submit documentation to HRBPs/Senior HRBPs for review and creating the position.
• Submit the engagement/appointment pack to HR Shared Services for verification and request an employee number.
• Load new candidate on SAGE and attached engagement pack and approvals.

Onboarding and Offboarding

• Facilitate the effective induction and onboarding of new hires:
• Onboard new employees per onboarding procedure and checklist.
• Coordinate the first day/induction and meeting between the new hire and the Line Manager/Team.
• Manage process relating to resignations, retirement, dismissals, retrenchments, and severance.
• As part of the offboarding process, conduct exit interviews.

Governance and Reporting

• Keep up to date with changes in HR policies, procedures, and processes for consistent application of rules at the centre.
• Maintain confidentiality of information and documentation per SBV and legislative standards and policies.
• Compile, verify and submit HR reports to the relevant stakeholders HRBP, Centre Management, Finance Business Partners), including but not limited to:
• Weekly Vacancy Tracker
• Trend analysis on Performance appraisals
• End-to-end leave management
• Overtime management
• Complement and discrepancies
• Updated staff list to training
• Payroll discrepancies
• IR stats (warnings, grievances)
• Attrition
• Organograms
• Transformation (EAP targets, transformation committee concerns)
• Provide ad-hoc reports, as requested by the business.
• Verify integrity of information on monthly governance reports received from the HR Shared Service Officer (HRSSO) regarding cost centre links, movements and changes requested.
• Conduct regular audits to verify and maintain data integrity on the SAGE system.
• Investigate discrepancies in the system in collaboration with HROs and HRIS, i.e., leave management and ESS queries.
• Partner with HRSSO to motivate changes to be made to the system data based on the outcome of the investigations.
• Support the internal and external audit process by providing the requested documents.
• Analyse trends in overtime, performance scores, and absences for the centre, and provide analysis and recommendations to Line Managers for further action.
• Subscribe and align to SBV Services' ISO 9001:2015 Quality Management Standards, ensuring the department’s processes and quality management system is at all times in compliance with the standard.
• Support SBVs ESG journey, reporting on and managing the ESG requirements to ensure a positive reflection and outcome

Maintenance on Kronos System

• Responsible for the completeness and accuracy of timecards on Kronos for the centre in line with SBV’s legislative standards, policies and procedures.
• Adhere to Kronos deadlines for sign-off on timecards.
• Enrol new employees on the Kronos system.
• Liaise with HR Shared Services and HRIS on Kronos queries regarding time and attendance management.

Project Execution

• Responsible for the implementation, monitoring and tracking of the completion of HR projects within the centre.
• Conduct awareness sessions for the centre in collaboration with the Communications and Change team
• Educate and train employees on the changes in HR processes and principles.

Job Profiling and Evaluation

• Prepare job profiles for new and existing positions in collaboration with Line Management.
• Prepare the job profiles and structure for job evaluation sessions.

Learning and Development

• Facilitate the process of identifying training/upskilling needs.
• Provide advice and support regarding Personal Development Plans (PDPs) and bursary applications.
• Support the roll-out of training with SMEs and training providers.
• Compile and submit participant reports/attendance registers to the organisational development team.

Transformation

• Support the drive of transformation initiatives within SBV
• Assist the centre in meeting transformation and Employment Equity (EE) targets.
• Draft and obtain non-EE motivations.
• Attend Transformation Committee meetings as a representative of HR.
• Verify that the EE Plan is displayed within the centre.

Employee Relations

• Consult and advise Line Management regarding the grievance, disciplinary, appeals and CCMA hearing outcomes.
• Liaise with the ER team regarding complex cases, expected restructuring /operational requirements, potential industrial conflict/work stoppages/strikes and group grievances.
• Correct charge/code on the system based on the progress of the disciplinary case.
• Provide support to staff on HR issues as and when required.

Talent and Performance Management

• Drive Talent Management within the centre following best practices per the Talent framework.
• Provide support, guidance and training on performance management methodology/principles, processes and system functionalities.
• Create and update PPAs for the centre in line with SBV’s strategic priorities, performance guidelines, and cascading methodology changes.

Benefits and Wellness

• Support employee wellness initiatives as and when required.
• Track and monitor personnel registration on the medical aid and the administration for completeness of all applications. Follow up on all queries through to resolution.
• Submit formal ICAS referrals and conduct regular follow-ups with ICAS in respect of progress in terms of:
• Disciplinary referrals (anger, conflict, depression, substance abuse: alcohol, drugs, etc.)
• Work-related issues (stress, work performance problems, conflict in the workplace, retrenchment, retirement, stress, change in the workplace, relationship difficulties).
• Psychosocial issues (depression, anxiety, etc.)

Culture and Climate

• Drive the change process and take responsibility and accountability within the centre to maintain seamless integration and support whilst providing feedback to the HRBP and Line Manager.
• Drive organisational cultural activities in line with the business strategy and values.
• Drive culture/climate survey completion.

Change and Culture Ambassador

• Lead from the front as an ambassador and executor of change initiatives such as embracing transformation and being an inspiring and ethical leader.
• Motivate, direct and influence employee behaviour to achieve business goals during the critical business periods for continuity of operations.
• Drive the SBV values while inspiring confidence and generating excitement, enthusiasm, and commitment toward the mission.
• Drive a clear and consistent message/narrative on a case for change to the initiatives that focus on reconfiguring the business functions to secure buy-in and allay anxieties across the business.
• Initiate and lead a culture of performance-driven output through shared purpose, vision and values

Requirements

• 3 years’ experience working in the HR function
• Studying towards a Human Resources Degree / Diploma
• Functional Competencies Required