People Services Officer - Houghton at SBV Services (Pty) Ltd.

Description

Provide service excellence in the validation and execution of end to end transactional and system administration value chain

• Collaborate with stakeholders at the centres on transactional admin and HR requests in line with business changes/requirements.  

Responsible for processing and tracking all transactions for one’s allocated area of responsibility according to standards and applicable timelines , including but not limited to: 

• Employee Movements
• Benefits
• Leave
• Overtime
• Rewards ( for example long service)
• Etc.
• Accountable to verify / process all documents/packs on notification received from stakeholders via SAGE against the statutory and SBV requirements prior to submitting the packs for second-level verification and approval by the People Services Manager. 
• Accountable to engage the applicable stakeholder on incomplete packs or queries and drive until complete and within payroll cutoff timeframes, escalating where applicable post 3 attempts of resolution.
• Validate if all documents are loaded correctly and notify payroll of the request for processing.  
• Track and monitor requests received and processed monthly by updating the shared folder with payroll on transactional processing to ensure close-out of requests within the stipulated timeframe. 
• Enrol and manage employees on the Kronos system for one’s allocated area of responsibility
• Responsible to validate the kronos timesheets for one’s allocated Support Office area of responsibility
• Capture all information onto SAGE and provide electronic documentation on SAGE for applicable processes ( for example claims, transfers, etc) 

Execute all administrative duties associated with benefits administration including lodging on all Claims, retirements, and associated tasks of Employee Benefits in accordance with the applicable legislation and governing body guidelines including but not limited to:

• Group Cover
• IODs
• Retirements
• Medical aid
• Deaths
• Etc.
• Scrutinize sick leave reports to identify trends that may indicate possible impending disabilities and notify HR Operations to start consultations with employees.
• Act as the custodian of the claim on behalf of SBV until completion, executing the below in a professional manner:

• Follow up on all outstanding documents both from HR and family members.
• Meet with family members, specifically in relation to death claims, to help in the completion of the claim forms and requirements.
• Provide updates to management on outstanding items.
• Escalate concerns or challenges to the Benefits Specialist
• Compile reports in accordance with the applicable templates and timeframes
• Investigate the distribution of death claims and compile recommendations with supporting documentation for the  trustees to consider.
• Provide support and administration coordination for Employee Wellness Program & Initiatives
• Accountable for the accuracy of leave linking as per terms and conditions including the maintenance of employee records
• Monitor and guide your applicable stakeholders on the leave standing around compliance and high leave balances for one’s allocated area of responsibility
• Distribute letters informing employees of leave to be taken to avoid forfeiture and manage employee leave balances effectively. 
• Monitor and track the sign-off register for employee letters sent on leave balances and forfeiture of leave. 
• Upload the signed the register on the system for record-keeping purposes. 

Provide advisory and consulting services to stakeholders.

Provide advice to various stakeholders on the execution and best practice with regards to the services of People Services such as:  

• Employee Wellness and Benefits
• Overtime Understanding and management
• Leave management and understanding
• Talent Management principles
• Performance management principles, timelines and requirements
• Consulting
• Etc.
• Visit the centers to guide and train both line management and HR on the offerings and policies of People Services
• Partner with HR Operations to certify the process and guidelines applicable are understood and executed with completeness and accuracy.
• Liaise with external vendors and legislative bodies where applicable to achieve the objectives of the department.
• Drive the performance appraisal cycles with one’s allocated SO managers, capturing scores on the system / excel that can be provided to the Rem Department
• Provide Talent Management support and guidance to your stakeholders

Stakeholder & Vendor management

• Expedite delivery of services by establishing and maintaining working relationships with both internal and external stakeholders
• Work with internal departments to validate cohesiveness and timeliness of service execution.
• Establish and maintain vendor partnerships that will add to the Employee Value Proposition of SBV through execution of benchmarked programs and initiatives.

  Query Management 

• Be an advocate for the query management system, guiding the HR Officers on how to utilise the system
• Prepare appropriate and timely responses to correspondence/inquiries and confirm issues or actions for the region.  
• Maintain a high standard of service to the regional HR team and employees. 
• Respond to enquiries from stakeholders within stipulated turnaround time, following appropriate procedures in line with relevant policies, procedures and processes. 
• Escalate queries/enquiries to People Services Manager, where further support/assistance is required to resolve the query/enquiry. 
• Track and monitor queries/enquiries received and ensure it is appropriately managed based on urgency and subject matter within stipulated turnaround times. 
• Liaise with HRIS / Tech on system-related queries that the HR Shared Services Team cannot resolve, i.e., Kronos and ESS queries. 
• Constantly seek to improve services by identifying areas of development through reporting feedback from the stakeholders. 
• Respond to and complete employment verification requests or similar

Governance and Reporting 

• Comply with the Protection of Personal Information Act (POPIA) and Promotion of Access to Information Act (PAIA). 
• Keep up to date with changes in HR policies, procedures and processes to ensure consistent application of rules for the region.  
• Compile, consolidate and submit governance reports monthly to verify the integrity of information on the system regarding movements and changes requested. For terminations and new hires, update the system and link/delink employees from the global address book. 
• Assist with any other reports as specified by management or other stakeholders. 
• Conduct regular system checks and audits to maintain governance and control and data integrity. 
• Inform the People Services Manager of discrepancies in the system. 
• Investigate queries in collaboration with HROs and HRIS to ensure validity and integrity of data, i.e., leave management, KRONOS and ESS queries. 
• Together with HROs, motivate changes to the system data based on the outcome of the investigations. 
• Support the internal and external audit process by providing the requested documents. 
• Conduct criminal/security checks on services providers contracted to work in the building.  
• Build and maintain good working relationships and support networks. 
• Assist with monthly reconciliations with regards to employee benefits for example headcount versus number of    medical aid members.
• Verify that Trust Funds and Beneficiary Funds are set up in terms of trustee resolutions and obtain regular reports from the Fund administrators.
• Compile standard reports in respect of recruitment and selection.
• Capture recruitment information on the database as per agreed frequency

Project and or Initiative Management 

• Implement system/process changes in line with project deliverables, in collaboration with internal stakeholders
• Support projects in terms of communicating and rolling-out key changes in the business.
• Co-ordinate and run with allocated Programs or initiatives, providing feedback on challenges, lessons learnt and successes.
• Partake in projects and initiatives as allocated, providing input and delivery of action items allocated

Provide a Recruitment and Selection function for Support Office

• Conduct the end-to-end process of recruitment and selection for junior and management positions for one’s allocated area of responsibility including
• Follow recruitment related processes and procedures including selection techniques.
• Compile standard correspondence relating to Recruitment and Selection
• Liaise with and maintain good relationships with external recruitment agencies and internal customers.
• Manage the feedback to the various stakeholders in accordance with departmental standards

In conjunction with relevant manager, drive the achievement of EE targets by:

• Advising the line manager on the Transformation requirements of SBV and planning recruitment accordingly
• Act as the custodian of the EE policy and advising line management accordingly in terms of the approval process and your recommendation
• Feedback to the Transformation Consultant on the outcome of the processes
• Accountable for the recruitment and selection files ( electronic) under one’s area of responsibility which have to be filed and complete in accordance with standards
• Build and maintain a recruitment database (talent pool) for critical positions in one’s allocated areas
• Compile and submit a weekly vacancy tracker to demonstrate progress and important information
• Submit reporting and dashboarding as required
• Contribute to the interview guide library  to ensure high end interview guides are available

Change and Culture Ambassador 

• Be an ambassador and executor of change initiatives such as embracing transformation and being an inspiring and ethical leader. 
• Influence employee behaviour to achieve business goals during critical business periods to ensure continuity of operations. Creating a winning culture and high morale. Live the SBV values and culture while inspiring confidence and generating excitement, enthusiasm, and commitment toward the mission. 

Requirements

2 years’ experience in HR  handling full transactional administration and HR generalist duties including:

• Payroll validation and processing
• Recruitment & selection of junior and management positions
• Administration of benefits
• Experience in SAGE 300 is essential.

Minimum Requirements: Education

• Degree in Human Resources Management or similar