Human Resources Officer at The Financial Planning Institute

• The role of the Human Capital Officer is responsible for a section of the human resources function within the organisation, covering a variety of human resources functions, e.g. performance appraisal, recruitment of professional employees, job evaluation, monitoring of salary surveys, and employee assistance. May assist with related human resource projects. Ensuring the fair and just treatment of all FPI employees; contributing to fostering a positive Company Culture; and providing a secure and comfortable work environment for staff whilst ensuring FPI always remains fully compliant with all applicable legislation.

The successful candidate will report to the HOD: Operations, and will have responsibility for the following duties and others as assigned:

TASK MANAGEMENT:

• Administration
• Assist Management in the preparation of Human Capital Committee meeting data.
• First point of contact for all HR admin related queries;
• Prepare offer of employment, contracts and personnel packs for new employees;
• Liaise with line managers and IT on the on boarding process;
• Create and maintain electronic files for each employee;
• Ensure all employee related information is passed onto the Finance Manager for processing;
• Create a database of employee information;
• Preparing and timeously updating HR Folders on the Shared Drive;
• Preparation, coordination and administration of Salary Review and Bonus process;
• Contribute towards managing processes that have a financial impact on the company such as but not limited to timeous payment submissions to SARS, the pension fund administrator and medical scheme administrators;
• Taking initiative to make necessary corrections when errors are identified;
• Addressing queries with the relevant people or departments;
• Administer day to day HR correspondence and communication;
• Providing all relevant administration and co-ordination support to the HR department;
• Ensure the HR databases are up to date and accurate.
• Recruitment
• Assist in the development of job descriptions in conjunction with Management.
• Attending to FPI staffing needs as these arise (including, advertising of vacancies; Screening of CVs; Arranging and attending interviews; Performing Credit / reference checks; etc.).
• Staff Training, Induction and Development
• Prepare annual training schedule in conjunction with Management.
• Schedule and provide regular training to FPI staff members as per annual training schedule.
• Attend skills development courses.
• Induct all new staff to FPI as per directs of the FPI Recruitment / Induction Policy
• Track and record all documentation i.e. development plans;
• Create and maintain training records/ database;
• Administration and completion of annual reporting such as Workplace Skills Plan, Annual Training Report and Employment Equity.
• Human Capital Statutory Compliance
• Always ensure FPI adherence to all relevant IR Acts and Procedures.
• Administer and ensure Company-wide adherence to all HC Policies.
• Regularly review and update HC Policies and Procedures in consultation with Management.
• Contribute to the BBBEE compliance by assisting in the BBBEE audit plan and by encouraging recruitment practices that positively contribute to the promotion of diversity and inclusion in the workplace.
• Interpret and advise on employment law when needed.
• Assist Management with dealing with grievances when needed.
• Advise on disciplinary or performance management procedures when needed.
• Ensure timeous and accurate legal adherence to all requirements of COIDA, Department of Labour (inclusive of maintaining Co. registration and ensuring annual submissions);
• Manage FPI’s relationship with INSETA and providing all administrative support to the staff training program initiatives in place.
• Manage, oversee, and ensure compliance with all provisions of FPI internal OHS Programme and related Policies and Procedures
• Staff Wellness, Values, Conduct and Culture
• Monitoring leave balances across the organisation to ensure staff are making use of their leave entitlement for their benefit and with their wellbeing in mind;
• Manage and maintain the employee wellness program with service providers such as ICAS to ensure they remain relevant to staff and that staff are provided with the support they need.
• Contribute to the positive work culture and environment by arranging the Staff Year- end function and year-round staff get togethers and team building exercises.
• Run, analyse the results of and report on at least 2 Staff Satisfaction Surveys per annum.
• Arrange at least two staff wellness functions per annum
• Arrange and ensure that staff receive counselling for major life events such as death, retirement and any other counselling as may be required
• Ensure staff speak to a financial advisor who should preferably be a designated member of the FPI at least once annually to address any concerns they may have on their financial security
• Manage Provident Fund Platform & assist staff with provident related needs and requirements in liaison with FPI’s Employee Benefit Partners referring staff to the designated advisors where financial advice is sought by staff.
• Manage Medical Aid Benefit and assist with staff queries and needs, referring staff to the designated advisors where financial advice is sought by staff.
• Manage relationships with the FPI designated Medical Aid and Provident Fund Providers and escalating staff queries where necessary.
• Promote equality and diversity as part of the culture of the organisation.
• Promote and make visible FPI’s Values and internal culture.
• Assist FPI management in performing Performance Appraisals for their teams by arranging annual training on how managers should be engaging and managing the performance of their teams.
• Ensuring that all staff members have a signed off Personal Development Plan at the beginning of each calendar year and ensuring that the plan is implemented by monitoring the study or training development of all staff quarterly.
• Provide leadership and direction to staff of the HCM department.
• Coaching, mentoring and motivation of the HCM team.
• Conduct performance reviews for the HCM team in line with Company Performance review Policy.
• Ensure HCM team is fully equipped and receives training as identified.
• Maintain HCM team discipline and deal with matters timeously and fairly.
• Ensure the HCM team is living the company values, mission and vision and that HR policies and procedures are adhered to.
• Performance Management
• Ensuring meetings for performance appraisals are held.
• Ensuring that the performance appraisal scores are completed by both the manager and the employee and final sign off obtained from appropriate Head of Department.
• Annually ensure Job Profiles are agreed to and signed off by all staff.
• Annually ensure Performance Contracts are agreed to and signed off by all staff.
• Organisational Design 
• Updating the organogram and job profiles as soon as any changes are identified and implemented.
• Assist in the update of job profiles annually to ensure that each job profile aligns appropriately to the overall organogram
• Administration and Reporting
• General correspondence and administration completed accurately and timeously;
• Email, inbox and data managed timeously and effectively; 
• Professional image maintained in all communication;
• All reporting and feedback requirements met, and reports completed accurately and timeously, according to company requirements; 
• Adhere to departmental processes and standard operating procedures; 
• Report drafting;
• Supply statistics and information as requested.

QUALIFICATIONS AND EXPERIENCE:

• Diploma/ Degree in Human Resource Management / Organisational Development / Labour Relations or other relevant/related qualification.
• Minimum of 3 years’ experience as an HR Officer/ Administrator.
• Demonstrable experience in HR best practices
• Ability to build and maintain strong interpersonal relationships at all levels within the company
• Good verbal and written communication skills 
• Membership in good standing to a SAQA accredited professional body will be an advantage