Description

HR Service Delivery and Administration at the Centre

• Deliver the end-to-end HR service and administration for the centre.
• Responsible for creating, updating and maintaining manual and electronic personnel records and filing accordingly in line with SBV’s HR policies, procedures, practices, and related POPIA and PAIA legislation.
• Administer and provide the following documentation per company and legislative standards:
• External claim documentation and processes, including Injury on Duty (IOD), Death and Disability ICAS referrals.

Internal documentation, including but not limited to:

• Signed job profiles and PPAs
• Engagement forms
• Termination forms
• Provident Fund
• Safrican
• Alexander Forbes Nomination forms
• Spouse insurance
• Increase letters
• Bonus provision
• Acknowledgement of Debts
• Leave forms and supporting docs

Adhere to HR procedures and processes within the centre.

• Identify and manage HR-related risks.
• Consolidate HR related updates and information for the centre for submission to the HRBP.
• Attend centre management meetings and provide guidance and resolution to HR-related concerns raised.
• Engage with General Managers, centre Managers and Heads of Departments on HR-related matters.
• Respond to enquiries from centre employees in line with relevant policies, procedures and processes.
• Escalate queries/enquiries to HRBP, where further support or assistance is required to resolve the query/enquiry.

Recruitment, Selection and Administration

• Provide input to written motivations for approval of centre vacancies to proceed with the recruitment processes.
• Manage and facilitate the recruitment and appointment processes for Grade level 1 to 11 centre positions.
• Coordinate the following activities for effective planning, recruitment and appointment process:
• Provide resourcing services to the centre, including influencing and advising Line Management on job analysis, job descriptions, job evaluation, advertising, and shortlisting.
• Assist Line Managers in compiling/updating the relevant job descriptions and determining the selection criteria.
• Verify the completeness and accuracy of the documentation submitted (advertisements, job descriptions and recent Employment Equity (EE) stats), as agreed with the relevant Line Manager.
• Follow-up continuously with recruitment to address queries promptly.
• Screen and shortlist candidates in line with the criteria provided by the Line Manager.
• Coordinate and arrange interview sessions and lead the discussions with the panel members and candidates.
• Assist the panel in collating interview scores and selecting prospective candidates.
• Conduct mandatory checks in line with the Recruitment Policy and processes, i.e., MIE, criminal and security checks with the vetting department, and Psychometric Assessments in collaboration with the OD department.
• Liaise with prospective candidates with regards to the employment offer:
• Draft a letter of appointment for the area of responsibility.
• Submit offer letter to HRBP for review and approval in accordance with the Delegation of Authority (DOA).
• Submit documentation to HRBPs/Senior HRBPs for review and creating the position.
• Submit the engagement/appointment pack to HR Shared Services for verification and request an employee number.
• Load new candidate on SAGE and attached engagement pack and approvals.

Onboarding and Offboarding

• Facilitate the effective induction and onboarding of new hires:
• Onboard new employees per onboarding procedure and checklist.
• Coordinate the first day/induction and meeting between the new hire and the Line Manager/Team.
• Manage process relating to resignations, retirement, dismissals, retrenchments, and severance.
• As part of the offboarding process, conduct exit interviews.

Governance and Reporting

• Keep up to date with changes in HR policies, procedures, and processes for consistent application of rules at the centre.
• Maintain confidentiality of information and documentation per SBV and legislative standards and policies.

Compile, verify and submit HR reports to the relevant stakeholders HRBP, Centre Management, Finance Business Partners), including but not limited to:

• Weekly Vacancy Tracker
• Trend analysis on Performance appraisals
• End-to-end leave management
• Overtime management
• Complement and discrepancies
• Updated staff list to training
• Payroll discrepancies
• IR stats (warnings, grievances)
• Attrition
• Organograms
• Transformation (EAP targets, transformation committee concerns)
• Provide ad-hoc reports, as requested by the business.
• Verify integrity of information on monthly governance reports received from the HR Shared Service Officer (HRSSO) regarding cost centre links, movements and changes requested.
• Conduct regular audits to verify and maintain data integrity on the SAGE system.
• Investigate discrepancies in the system in collaboration with HROs and HRIS, i.e., leave management and ESS queries.
• Partner with HRSSO to motivate changes to be made to the system data based on the outcome of the investigations.
• Support the internal and external audit process by providing the requested documents.
• Analyse trends in overtime, performance scores, and absences for the centre, and provide analysis and recommendations to Line Managers for further action.
• Subscribe and align to SBV Services’ ISO 9001:2015 Quality Management Standards, ensuring the department’s processes and quality management system is at all times in compliance with the standard.
• Support SBVs ESG journey, reporting on and managing the ESG requirements to ensure a positive reflection and outcome

Maintenance on Kronos System

• Responsible for the completeness and accuracy of timecards on Kronos for the centre in line with SBV’s legislative standards, policies and procedures.
• Adhere to Kronos deadlines for sign-off on timecards.
• Enrol new employees on the Kronos system.
• Liaise with HR Shared Services and HRIS on Kronos queries regarding time and attendance management.

Project Execution

• Responsible for the implementation, monitoring and tracking of the completion of HR projects within the centre.
• Conduct awareness sessions for the centre in collaboration with the Communications and Change team.
• Educate and train employees on the changes in HR processes and principles.

Job Profiling and Evaluation

• Prepare job profiles for new and existing positions in collaboration with Line Management.
• Prepare the job profiles and structure for job evaluation sessions.

Learning and Development

• Facilitate the process of identifying training/upskilling needs.
• Provide advice and support regarding Personal Development Plans (PDPs) and bursary applications.
• Support the roll-out of training with SMEs and training providers.
• Compile and submit participant reports/attendance registers to the organisational development team.

Transformation

• Support the drive of transformation initiatives within SBV
• Assist the centre in meeting transformation and Employment Equity (EE) targets.
• Draft and obtain non-EE motivations.
• Attend Transformation Committee meetings as a representative of HR.
• Verify that the EE Plan is displayed within the centre.

Employee Relations

• Consult and advise Line Management regarding the grievance, disciplinary, appeals and CCMA hearing outcomes.
• Liaise with the ER team regarding complex cases, expected restructuring /operational requirements, potential industrial conflict/work stoppages/strikes and group grievances.
• Correct charge/code on the system based on the progress of the disciplinary case.
• Provide support to staff on HR issues as and when required.

Talent and Performance Management

• Drive Talent Management within the centre following best practices per the Talent framework.
• Provide support, guidance and training on performance management methodology/principles, processes and system functionalities.
• Create and update PPAs for the centre in line with SBV’s strategic priorities, performance guidelines, and cascading methodology changes.

Benefits and Wellness

• Support employee wellness initiatives as and when required.
• Track and monitor personnel registration on the medical aid and the administration for completeness of all applications. Follow up on all queries through to resolution.
• Submit formal ICAS referrals and conduct regular follow-ups with ICAS in respect of progress in terms of:
• Disciplinary referrals (anger, conflict, depression, substance abuse: alcohol, drugs, etc.)
• Work-related issues (stress, work performance problems, conflict in the workplace, retrenchment, retirement, stress, change in the workplace, relationship difficulties).
• Psychosocial issues (depression, anxiety, etc.)

Culture and Climate

• Drive the change process and take responsibility and accountability within the centre to maintain seamless integration and support whilst providing feedback to the HRBP and Line Manager.
• Drive organisational cultural activities in line with the business strategy and values.
• Drive culture/climate survey completion.

Change and Culture Ambassador

• Lead from the front as an ambassador and executor of change initiatives such as embracing transformation and being an inspiring and ethical leader.
• Motivate, direct and influence employee behaviour to achieve business goals during the critical business periods for continuity of operations.
• Drive the SBV values while inspiring confidence and generating excitement, enthusiasm, and commitment toward the mission.
• Drive a clear and consistent message/narrative on a case for change to the initiatives that focus on reconfiguring the business functions to secure buy-in and allay anxieties across the business.
• Initiate and lead a culture of performance-driven output through shared purpose, vision and values

Requirements

• Minimum Requirements: Work Experience
• 3 years’ experience working in the HR function

Minimum Requirements: Education

• Studying towards a Human Resources Degree / Diploma
• Functional Competencies Required
• Sound knowledge of relevant legislation/regulations such as the Labour Relations Act, Basic Conditions of Employment
• Sound knowledge of HR principles and procedures for all related disciplines (Recruitment, Selection, Labour Relations, etc.)
• Intermediate to advanced level of proficiency relating to the MS Office Suite (MS Word, MS Excel and MS PowerPoint)
• HRIS
• Project Management