Primary Purpose of the role:
To develop, implement, direct and administer all aspects of the company's personnel functions within specific departments , provide senior administrative support to the Senior Management the company and coordinate the office activities at Head Office.
Duties and Responsibilities: New Employee Onboarding & Payroll/HR AdministrationOversees the foreign national approval and tracking (i.e. permit expiry dates, etc.) process on campus for fixed term staff and ensures that no offers are made prior to receiving pre-approval from National HR in line with the provisions of the Foreign National Guidelines.Ensures that all new employees, are loaded on the Onboarding /HR Engagement APP prior to their start date and that they complete their details timeously via the APP in line with the company payroll deadlines.Hands new employees the required payroll documentation as per the documentation that is required outside of the Onboarding /HR Engagement APP to complete so that they can be uploaded in the HR & Payroll Information System before the monthly deadline.Follows the manual payroll process for all new employees that cannot utilise the Onboarding/HR Engagement APP and ensures that all documents are received in line with the payroll and audit checklist requirements and ensures that these documents are quality checked according to company standards prior to processing the forms and information.Checks the completed payroll information and supporting documentation for all new permanent employees in the Onboarding/HR Engagement APP or via the manual process to ensure that all required documents and information have been received and that the packs meet the company audit and payroll requirements.Follows up on any queries or outstanding information or documentation from the new employee's onboarding profile, or manual forms where appropriate.Captures the qualification details for all new employees in the HR & Payroll Information System and uploads the qualification copies in File Manager in the month that the new employee starts.Ensures that all relevant documents for each new employee are uploaded, within the starting month, into the HR & Payroll Information System in the correct File Manager location and that the files are all named correctly.Sends all payroll forms that require sign off (e.g. P15 and Benefit Forms), before upload, by the National Payroll team to the National HR department in line with the monthly payroll deadlines and in accordance with the provisions of the Protection of Personal Information Act (PoPIA).Ensures that the IT requirements are arranged and set up before the new employees date of engagement (i.e. desktop or laptop is set-up, email account is set up, phone set up and codes arranged, internet and all access has been granted etc, before the new employee starts).Sends a detailed and professional welcome email to all new employees prior to their start date with all information that they will need for their first day (e.g. company information, dress code, team information, parking details, canteen details, start time for the first day etc.).Sends out an email to the campus to notify everyone when a new employee is starting.Arranges to meet the employee at Reception on their first day to welcome them and show them to their desk.Prepares the induction file for each new employee for their first day, including a welcome letter with pertinent campus and company information, organisation structures, campus administration processes, birthday lists, expense claims, link to the Online employee handbook and company Intranet, policy acknowledgement form, induction schedule, Protection of Personal Information Act Training information, branded gifts and calendar etc. as per the Induction pack checklist.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. Partners with the Training Manager and campus Senior Management Team in assessing and gathering all information related to the training and development needs for the campus and putting plans in place to meet these needs accordingly.Assists the respective manager with completing the Internal Disciplinary Report form and ensures that all supporting evidence is attached before submitting this to the Performance and ER Manager for guidance on the appropriate course of action to follow.Collaborates with and supports the National HR team with various HR related projects.Provides HR administrative support to the other campuses where possible should an HR Officer vacancy arise or an HR Officer go on extended leave where the National team are not able to assist.Conducts recruitment, performance review and probation review training for all managers on campus.Competencies required:
Advanced computer literacy and system proficiency essentialExcellent administration, planning and time keeping skillsCustomer service orientation and self motivationHighly effective communication and organisational skillsShown ability to manage work and self proactivelyAbility to multitask, prioritise and handle pressureResilienceQualification:
Minimum of a Matric (NQF level 4), and must be registered and actively in the process of completing a National Diploma/Advanced Certificate (NQF Level 6) or higher in Human Resources or related field, or Advanced Diploma or Degree (NQF Level 7) in Human Resources or related field advantageous.
Experience:
Minimum of 1 year of recruitment experience, 1 year of IR/disciplinary administration/support experience and 3 years HR administration experience.
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