Junior HR Officer - Academic at IIE MSA and IIE Varsity College

Job Description
Direct Reporting Line:
HR Officer

• IIE MSA, formerly known as Monash South Africa, was founded in 2001 by Monash University. Since April 2019 we are part of The Independent Institution of Education (The IIE), a leader in the higher education sphere. The IIE is internationally recognised by the British Accreditation Council. IIE MSA, located on a 100-hectare campus in Ruimsig, Johannesburg, in the province of Gauteng. In addition to domestic (South African) students, IIE MSA is home to a diverse of cultures of students from 50 African countries.
• The IIE MSA Ruimsig Campus in Roodepoort has a vacancy for an Junior HR Officer (Academic).

Duties and Responsibilities:

Independent Contractor (Lecturer) Administration Management

• Responsible for the day-to-day administrative management of the campus Independent Contractor payroll.
• Keeps the Academic Support Co-ordinator updated at all times and collaborates them on the Lecturer appointment process to ensure that the process is streamlined and all audit and policy/process requirements are met prior to any Independent Contractor Agreements and related Annexures being issued or work being offered or carried out.
• Performs background screening checks including; ID verifications, qualification verifications, professional membership (where applicable), passport and visa verification (where applicable) and criminal checks for new Independent Contractors and ensures that any unfavourable results are reported to the Head: Academic and National HR department for guidance prior to any work being offered to the Independent Contractor.
• Attains two references for new Independent Contractors and notifies the head: Academic of any unfavourable feedback to ensure that unsuitable candidates do not progress further in the recruitment process.
• Drafts all Independent Contractor Agreements and Annexures for the campus once all required checks and processes have been followed.
• Schedules appointments with the Authorised Signatory for Independent Contractors to sign the Independent Contractors Agreement at the beginning of the year/semester or when they start.
• Liaises with the relevant parties to arrange photocopy codes and biometrics for new Independent Contractors.
• Hands new and returning Independent Contractors the required payroll documentation as per the P15 Engagement Checklist to complete before the monthly deadline.
• Checks the completed pack of forms that the Independent Contractor submits for processing to ensure that it is completed correctly, that all supporting documentation is attached and that the entire pack of forms meets the audit standards.
• Ensures that the relevant payroll forms are uploaded in the HR & Payroll System under the file manager for each Independent Contractor and their details are loaded correctly in the HR & Payroll System (Personal Info, IC Agreement details etc.).
• Ensures that all Independent Contractor Agreements and Annexures meet the required company and audit standards.
• Follows up on any queries and outstanding documentation from the Independent Contractor packs before filing relevant originals and copies on campus in an orderly manner.
• Oversees the original national approval and tracking processes on campus for Independent Contractors in line with the Foreign National Guidelines, and ensures that no offers are made prior to receiving pre-approval from National HR and that any work offered does not extend beyond the passport /or work permit expiry date.
• Ensures that timesheets deadlines are communicated to all Independent Contractors at the start of the year/semester and reminders are sent on a monthly basis. 
• Trains all new Independent Contractors on the HR & Payroll System Timesheet process and assist with any timesheet related queries.
• Checks that Independent Contractor P18 payroll reports are correct, by liaising with Head: Academic and other relevant team members, on a monthly basis to ensure that the correct tax has been deducted for Independent Contractors and all claims are reflected accurately on the report.
• Ensures that the P18 form is signed by the Campus Head together with the correction schedule (if applicable) and that they are submitted to the National Human Resources/ Payroll team timeously.
• Assists Independent Contractors with any payments/payroll related queries and escalates unresolved queries to the National Human Resources/ Payroll team if need be.
• Advises on, and assists Independent Contractors with the relevant payroll and supporting documentation required to update their details (e.g. change of address or banking details etc.) in the HR & Payroll system when changes are required and ensures that these changes are processed accurately and timeously. 
• Advises and guides Independent Contractors on the company payroll forms and requirements.
• Communicates any payroll related information to the Campus Independent Contractor team. 
• Monitors and ensure the correct and up-to-date version control of Independent Contractor related payroll related documentation on campus.
• Maintains and orderly filing system (including both hardcopy files and files saved in the HR & Payroll File Manager System) that is up-to-date and contains all Independent Contractor documentation in line with company and audit requirements. 
• Communicates important announcements/ news/ updates to the Campus Independent Contractor team and all other relevant parties as and when required.

 Campus Synergy and General

• Collaborates with all relevant departments on campus to facilitate optimal performance within the portfolio or scope of duties.
• Campus specific ad-hoc administrative duties.
• Assists the National Office Human Resources team with Independent Contractor payroll related projects.
• Provides relief cover/support for the campus Junior HR Officer or HR Officer as or when required.
• Complies with The Protection of Personal Information Act legislation relevant to the role.

Administration of the Casual,Invigilator and Coach Payrolls

• Performs Managed Integrity Evaluation (MIE) verification checks for new Casuals, Invigilators and Coaches as required by the company.
• Hands new and returning Casuals, Invigilators and Coaches the required payroll documentation as per the P15 Engagement Checklist to complete before the monthly deadline.
• Checks the completed pack of forms that the Casuals, Invigilators and Coaches submit for processing to ensure that it is completed correctly, that all supporting documentation is attached and that the entire pack of forms meets audit standards.
• Ensures that the relevant payroll forms are uploaded into the correct File Manager folder in the HR & Payroll Information System for each Casual, Invigilator and Coach and that all documents are named correctly.
• Follows up and resolves any queries or outstanding documentation from the payroll packs before the payroll deadline.
• Ensures that claim deadlines are communicated to Casuals, Invigilators and Coaches on a monthly basis.
• Ensures that all manual claims are signed by the Casuals, Invigilators & Coaches and the relevant senior campus manager and processed with all relevant information required in line with the claim deadline.  
• Captures the timesheet (P23) information for all Casuals in the HR & Payroll Information System each month in line with the claiming deadlines.
• Captures the Independent Contractor Annexure information for all Invigilators and Coaches in order for their monthly claims to then be processed against this information on a monthly basis.
• Captures all Invigilator and Coach claims on the HR & Payroll Information System on a monthly basis in line with the payroll deadlines.
• Checks that the Casual and Independent Contractor (for Invigilator and Coaching claims only) P18 payroll reports are correct on a monthly basis and ensures that the correct tax has been deducted and all claims are reflected accurately on the report.
• Ensures that the P18 cover sheet is signed by the authorised campus signatory together with the correction schedule (if applicable) and is submitted to the National Payroll team.
• Responsible for investigating and assisting Casuals, Invigilators and Coaches with any payment queries and escalating these to the National Payroll team if need be.
• Adheres to the provisions of the Protection of Personal Information Act (PoPIA) in all matters relating to processing the casual payroll on campus.

Traning and Development Support       

• Supports the HR Officer with any training logistics or administrative requirements for the campus.  

Campus Recruitment/ Talent Acquisition Support

• Assists the campus management team with shortlisting CV's, telephonically screening candidates, setting up interviews, attending all first round interviews, regretting unsuccessful candidates and any other recruitment support required. JHRO can assist up to level B.
• Uploads interview notes/feedback in the applicant tracking system.
• Performs Managed Integrity Evaluation (MIE) verification checks; including, identification verifications, qualification verifications, credit checks (where applicable), professional membership verifications (where applicable), Drivers Licence (where applicable), Verify Passport and Visa (where applicable) and criminal checks for the relevant positions and ensures that any unfavourable results are escalated (to the Campus Head, hiring manager & National HR) and is dealt with accordingly prior to any offers being made.
• Performs two reference verifications on each potential new employee as part of the screening process and ensures that any unfavourable results are escalated to the Campus Head, hiring manager and National HR and are dealt with accordingly prior to any offers being made.         

Competencies Required:

• Advanced administrative and organisational skills
• Computer and system proficiency
• Problem solving/solutions driven
• Strong Communication
• Ethical/ strong level of integrity
• Good timekeeping, multitasking and prioritisation skills and ability to meet strict deadlines
• Best suited to a friendly, organised, logical and methodical person who works accurately and has high attention to detail and is able to handle pressure. 

Minimum Education Requirements:

• Minimum of a National Diploma/ Advanced Certificate (NQF Level 6). However, candidates in their final year of studies (Level 6) who are currently employed in the company will be considered for the role.
• Advanced Diploma/ Degree advantageous.  

Minimum Work Experience Requirements:

• Minimum of 2 years HR Administrative/Payroll experience, ideally within a tertiary academic environment.