Job Summary:

• Providing support to the HRBP tasks, playing a crucial role in fulfilling all HR value chain functions under supervision of the HRBP, ensuring that records and confidentiality is kept intact and compliance with all relevant legislative requirements applicable to HR management.

Key Performance Areas

• HR Compliance – Adhere to and maintain HR processes and procedures
• Labour relations – Provide consistent and accurate support to HRBPs
• Maintain staff and organizational data accurate and “cleaned” where required
• Capture payroll information accurately and on time
• Check that Accurate Benefits information is captured for credible Benefits Administration
• Attend to all General HR Administration
• Support HR Projects administration
• Champion Corporate Values

Key Tasks

• HR Compliance – Adhere to and maintain HR processes and procedures
• Create and maintain personnel information management processes for all employee documentation, including job descriptions.
• Check that staff movements are capture correctly and in line with the approved Organogram.
• Adhere to all HR standard operating procedures including advice HRBP’s where change is required.
• Adhere to all HR processes and procedures.
• Provide employees with relevant and valid job descriptions that are aligned to the organogram.
• Create, Implement, and maintain accurate and updated record keeping and document control of employee information.
• Maintain employee confidentiality in alignment with all relevant legislation (e.g POPIA etc)
• Draft accurate confirmation of employment letters, role change letters, transfer letters; promotions etc
• Provide HRBP with accurate collection, consolidation and reporting of employee data for the
• Labour Department requirements (EEA; COIDA; WSP; LRA and BCEA).
• Keep yourself abreast with DoL critical Skills list for accurate adherence and compliance with
• Immigration legislation.
• Report all irregular conduct to HRBP’s that may occur during recruitment or any other HR process.

Labour Relations – Provide consistent and accurate support to HRBPs

• Facilitate all disciplinary processes as well prepare the Portfolio of evidence in support of the
• HRBP.
• Sit in as HR Representative during formal Labour procedures.
• Prepare for all CCMA related matters in support of the HRBP.
• Update Labour Relations Tracker (Weekly /monthly/ quarterly).
• Send telegrams to employees who have absconded.
• Facilitate the issuing of notice to attend disciplinary hearings and notice of suspension to employees.
• Educate and inform staff regarding policy changes, processes and procedures.
• Ad-hoc assistance with training on relevant labour legislation, internal processes and procedures

Maintain staff and organizational data accurate and “cleaned” where required

• Daily consulting – Provide necessary data required by HRBP’s for clients.
• Keep track of leave data and compliance and report any anomaly to HRBP.
• Provide accurate data to HRBP for reporting (weekly report and Metrix report).
• Create and provide detailed and accurate HR data onto relevant HR Systems.
• Provide detailed data and for analysis of strategic focus areas for interpretation as and when requested by HRBP and management (e.g; headcounts; terminations; loans; counselling; leave; overtime etc.).
• Administer regular clean ups on HR Systems to ensure data accuracy and relevance.

Capture Payroll information accurately and on time

• Bridge the gap between employees and the payroll department by providing information and answering employee questions about payroll related matters.
• Perform monthly administration of the payroll function (salary adjustments; role changes; transfers; employee onboarding and offboarding).
• Submit all Payroll inputs accurately and within set deadlines and follow up on queries or outstanding issues.
• Maintain accurate employee records and ensure that all mandatory requirements on Sage (HRIS) are captured.
• Monitor the leave of employees- Annual; Sick; Study and Maternity Leave, leave carry over as well as unpaid leave (capture on sage and assist with necessary documentation) andcalculate and submit paid and unpaid leave reports to payroll on a monthly basis
• Maintain accuracy and confidentiality regarding salaries and payments of staff.
• Ensure distribution of payslips and follow ups with payroll for those who have not received.
• Ensure compliance with all applicable remuneration legislations required for deductions and overtime.

Check that Accurate Benefits information is captured for credible Benefits Administration

• Ensure that all employees without medical aid coverage are informed about the requirement to join the company’s medical insurance or provide proof of existing membership.
• Refer employees who lack coverage to Groupschemes to coordinate their mandatory enrolment in the medical insurance plan.
• Update and Record employee information regarding staff beneficiary details.
• Provide information; guidance and support to employees on the company benefit profile in support to the HRBP.
• Function as a liaison between employees and service providers with pension fund and group life cover changes, claims or queries.

Attend to all General HR Administration

• Draft confirmation of employment letters, role change letters, transfer letters; promotions etc.
• Perform regular HR checks to ensure no audit findings in HR administration.
• Assist HRBP with employee wellness initiatives.
• Facilitate counselling and drug testing procedures.
• Facilitate workshops and site visits with service providers for staff awareness and wellbeing in support to the HRBP.
• Facilitate in support to the HRBP, short training and coaching interventions to stakeholders on HR Related topics to mitigate financial and reputational damage to the business
• (Recruitment and Selection; IR Process; Performance management processes; leave
• administration etc).
• Function as a point of contact to all internal walk ins and external stakeholders regarding HR related issues, concerns, queries and processes.
• Deliver optimal customer service to internal and external customers that adds value to the business and generates a low rate of complaints from all customers.
• Deal with employees’ complaints quickly and effectively and within turnaround time.
• Provide HRBP’s with necessary communication to employees, team leaders, supervisor and managers.
• Share stakeholders’ feedback with team members to ensure customer service is continuously improved.
• Act as a point of contact for audit content and information, within area or scope of work.

Support HR Projects administration

• Support the HRBP and Senior management on specific HR related projects in terms of presentations, reports, research, logistics and coordination where necessary.

Champion Corporate Values

• Drive, guide and live the values of Honesty, Humility and Hard Work through every task assigned or delegated.
• Promote and keep the company core values alive through various communication channels.
• Proactively manage your own behaviour to ensure self-alignment to the Company Core Values.

Qualifications

• Matric
• National Diploma in HR or Related qualification
• Degree in HR or related qualification – Desirable

Experience

• 2 years’ experience in an HR Practitioner/HR Assistant /HR Administrative role
• 1 years experience working on Sage 300 people
• HR experience in the Financial Service Industry in the same or similar role – Desirable

Skills and Knowledge

• Working Knowledge of the Employment Equity Act, Skills Development Act, Labour Relations
• Act, Basic Conditions of Employment Act and all applicable human resources legislation
• Understanding of FSCA regulations
• Excellent administrative skills
• Excellent understanding and application of Microsoft packages including Excel.
• Effective time management and organisational skills
• Excellent interpersonal skills.

Attributes

• Accuracy and attention to detail
• Great sense of urgency
• Honest, Humble and Hardworking