IR Administrator at Shoprite Group of Companies

Purpose of the Job    

The purpose of the Administrator role is to provide support to the specific People function Portfolio by completing accurate and timeous administrative inputs, checks, and document management/filing services to ensure that all People activities are recorded and traceable. The role also renders additional ad hoc support services as required within the function.

Job Objectives    

1. Employee Centric Delivery
2. Providing administrative support across relevant People function according to People policies and procedures generally but also more specifically in the People function the portfolio delivers administrative services to.
3. Adhering to legislative as required by the functional role.
4. Escalating concerns or challenges immediately to ensure an efficient flow of work is maintained.
5. Co-coordinating the resolution of queries related to the relevant People function, often communicating on behalf of others and delivering messages to third parties.
6. Compiling and updating documents as required.
7. Capturing, loading, and processing of relevant documents on relevant systems.
8. Maintaining filing and recording all required administration on systems for reference and auditing purposes.
9. Making use of official templates and systems for correspondence, memo's and related administrative activities.
10. Updating and maintaining People data in accordance with data standards.
11. Conducting general office and/or functional-specific administration.
12. Capturing and managing orders in the relevant systems where relevant within the function.
13. Receiving stationery and supplying stationery as per order within the People function and as relevant.
14. Maintaining stock levels and timeously place orders as required and relevant within the function.
15. Liaising with external third parties if required in terms of the People processes within functional area.
16. Ongoing screening of incoming correspondence and addressing according to the level of priority for and within the relevant People function. Participating in projects and other adhoc activities like orientating new employees within the first week of joining, compiling lists of stakeholders etc.
17. Ensuring work is completed according to the sequence required and agreed prioritisation.
18. People (Self, Team & Organisational)
19. Participating in, and aligning with the People team to deliver solutions and services to the business.
20. Participating in various team activities that foster an innovative, agile and employee centric culture where employees are supported, empowered and valued.
21. Participating in various team activities that foster a wellness culture to ensure that the team mentally, physically, and emotionally feels supported.
22. Participating in the enablement of a culture of open and transparent communication within the team.
23. Financial, Reporting & BI
24. Ensuring accuracy in data input and relevant reports as applicable to the functional area.
25. Using official data sources to inform administrative outputs.
26. Assisting with compiling basic reports for input to broader People requirements.
27. Consolidating basic costs or data as required by the functional area.

Governance & Compliance

1. Ensuring compliance with relevant labour relations frameworks and legislation.
2. Ensuring compliance to organisational and legislative governance frameworks and standards including the H&S requirements and POPI Act.
3. Managing the identification and mitigation of functional team and administrative risks.

Future-Fit

1. Participating in the integration and effective flow of work with other service areas and business.
2. Identifying opportunities for continuous improvement in administrative delivery services.
3. Suggesting or sharing ideas related to relevant administrative functional technology requirements where required.
4. Qualifications    
5. Grade 12, National Senior Certificate - (essential).
6. Diploma or equivalent in HR/IR (essential)

Experience    

1. + 2 years in an HR function with exposure to IR (essential)
2. Experience within the FMCG, retail sector, or similar - (preferred).
3. Knowledge and Skills    
4. Labour legislations, CCMA procedures and processes.