Human Resources Administrator at SAOTA

JOB SUMMARY

To provide administrative support to the HR Payroll Officer and HR Recruitment Officer, along with providing general HR Administrative support to the HR Manager. This position forms part of the administration levels of the organization and HR department that acts as a shared department to 3 companies.

RESPONSIBILITIES 

Recruitment Administration

• Assisting the HR Recruitment Officer with Recruitment related administration
• Scheduling interview timeslots with PA’s / Team Administrators and Candidates
• Conducting reference checks for junior placements

Onboarding of New Joiners

• Ensure that New Joiners submit the correct paperwork and follow up where required.
• Ensure HR Payroll Officer receives new joiner documentation to load to PaySpace
• Accurately capture New Joiner information onto all relevant systems and documents (Organograms, VantagePoint, MyWorkSpace)
• Schedule all New Joiner Induction Training and Introduction Meetings
• Ensure that New Joiner and Hiring Manager receives onboarding information at least a week prior to start date
• Schedule reminders in Hiring Manager and Group Leaders calendars for a welcome message to be sent on the start date
• Ensure onboarding life cycle for new starters are complete i.e.; Workplace access tag, Workstation set-up etc

Offboarding

• Under the guidance of the HR Payroll Officer, acknowledge resignations and confirm end date
• Assign Exit Interview form to exiting staff member on PaySpace
• Schedule Exit Interview to take place with either HR Manager or HRIS Officer
• Terminate exiting employees on relevant databases and documents (Organograms, VantagePoint, MyWorkSpace, Company Website)
• Ensure correct offboarding paperwork provided to HR Payroll Officer
• Coordinate the return of all IT Equipment with the IT Team
• Provide leaving employee, UI 19 and Letter of Service as soon as possible after resignation acknowledged
• Archiving of employee records

ESS: Timekeeping and Attendance

• Checks leave workflows daily and ensure that leave is approved/declined by Managers and where approved and in line with policies, bulk approves to ESS
• Ensure employees on sick leave, log sick leave in ESS or as unpaid, where they are out of sick leave cycle
• Check sick leave balances monthly and provides status summaries to all managers
• Provides administrative or policy assistance to employees/managers on all leave matters
• Ensures all leave applied for is approved in system before 26th of each month (payroll closure) an in accordance with Policies
• Monitors poor attendance and coordinates with HR IR Officer to address potential abusers

Administration

• Maintains Electronic Filing System
• Ensure that all documents are filed correctly
• All employee documents must be saved in the employee’s electronic folder
• Assist employees with their staff records where requested
• Assist with dealing of staff queries and referring to relevant parties where necessary
• Provides administration support to Financial Director, HR Manager and HR Officers regarding all HR related matters responsible for
• Maintains employee databases by ensuring employee changes are captured correctly in VantagePoint, this includes personal details, promotions or contract changes, team movements and salary changes
• Upkeep and monthly publishing of organograms

 Responsibilities

• Assists other HR Team Members where required, with Social events, Team Building Activities or HR Projects
• Assists with secretarial duties, such as diary management
• Assists employees with providing employment letters, certificates of service, VISA letters and ad hoc requests of HR information

ESSENTIAL SKILLS AND CRITERIA

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required.

• Knowledge of MS Office with strong Excel skills.
• Knowledge of an Employee Self Service (ESS) System Advantageous
• Qualification in HR would be an advantage
• Ability to multitask
• Excellent administration and organizational skills.
• Ability to work well under pressure
• Meticulous attention to detail
• Strong communication skills, both written and verbal
• High level of confidence to build relations with employees
• Highly ethical and confidential
• Team player

BEHAVIOURAL CRITERIA

You will need to behave professionally, fairly, ethically and responsibly at all times. The ability to work within a team is another essential prerequisite.

You are a self-starter who enjoys being part of a team and you like to multi-task and be active.