Chief Administration Clerk (SL7) Job at Northlink College

MINIMUM REQUIREMENTS

• Minimum three (3) years qualification (Diploma or Degree) in the Human Resources Management.
• Minimum two (2) years’ experience in a Human Resource Environment.
• Experience in using Management Information System (MIS) will be an added advantage.
• Experience in using the Persal system.
• Computer Literacy (Microsoft Office Package).
• Valid driver’s licence.

KNOWLEDGE, SKILLS AND COMPETENCIES

• Understanding of PERSAL system (payroll/ HR system) and how to use it.
• Knowledge of public-service legislative frameworks such as the Public Service Act (PSA), Public Finance Management Act (PFMA}, Public Service Regulations (PSR) etc.
• Understanding of storage and retrieval procedures in the working environment.
• Understanding of legislative frameworks governing the public Services.
• Knowledge of human resource prescripts (HR policies and regulations).
• Understanding of record-keeping, registry procedures, and document storage and retrieval.
• Understanding of conditions of service (leave, housing, medical, pension, allowances, overtime, termination, etc.).
• Planning & organising able to coordinate recruitment activities, interviews, and HR operations.
• Communication both written (report writing, minutes) and verbal, and the ability to report to senior managers.
• Computer literacy proficient in Microsoft Office (Word, Excel, Outlook) and other relevant software.
• Reporting skills preparing HR reports, submission documents, and performance documentation.
• Customer service I client orientation dealing professionally with staff queries (leave, remun etc.).
• Teamwork ability to work with other HR staff and department managers.
• Flexibility able to handle changing priorities, urgent HR tasks, and multiple demands. 
• Attention to detail ensuring accuracy in PERSAL data, leave records, and HR documentation.
• Integrity dealing with confidential HR information (salaries, employee data).
• Reliability and responsibility being accountable for HR administrative tasks and deadlines.
• Problem-solving able to address HR-related issues (e.g., leave disputes, system errors).
• Time-management balancing recruitment, administration, and other HR functions efficiently.
• Supervisory ability sometimes required to supervise junior HR clerks. Professionalism maintaining good interpersonal relations, ethical conduct, and discretion in all HR dealings.

KEY PERFORMANCE AREAS

• Facilitate the development of HR policies and systems relating to archives, document management, HR registry and records management.
• Develop plans and strategies relating to registry management.
• Safeguard the human resource records.
• Supervise and provide registry counter service.
• Supervisor and render an effective filling and HR record management services.
• Supervise the operate office machines in relation to the registry functions.
• Supervise the processing of documents for archiving and/disposal.
• Supervision of Staff.
• Provide condition of services and remuneration of employees.
• Process Pension, Housing Allowance, and long Services benefit.
• Keep all signed contract of employment forms on salary 2 to 8.
• Process employee leave.
• Maintain staff files (employment contracts, details, leaves forms).
• Receive all termination paperwork and terminate employees as and when required.
• Process payroll for all employees and deal with all administration and queries relating to the Pension Fund and Medical Aid.
• Submit reports to management as required so that they are informed of HR relating matters and can take informed decisions.
• Keep signed and completed Declaration of interest and a Confidentiality Agreement for all employees.
• Keep staff records up to date and changes to employee’s details (change of address/Bank details).
• Provide Recruitment and Selection services to the college.
• Provide an effective and efficient records management services.