PURPOSE STATEMENT
To provide administrative support to Human Resources department to facilitate operational effectiveness and efficiency.
To provide administrative support to Human Resources department on human resources training and development initiatives, performance management, implementation of policies and procedures to enable achievement of Human Resources objectives.
Recruitment Administration
To coordinate the recruitment functions:
Advertising and Screening: Ensures that the correct advertising template is completed and approved by relevant authority
Submits approved adverts to HR Manager for necessary action.
Coordinates the advertising process in line with the Company Recruitment policy
Analyses and screens CV’s as per requirements and produce a spread sheet and report for HR consideration
Makes recommendations to HR on the CVs that meet minimum requirements to enable a short list
Interview Scheduling: Schedule interviews for all shortlisted candidates (in the absence of a HR Assistant)
Makes necessary arrangements for interview dates and other requirements
Issues regret letters to unsuccessful candidates
Compiles all relevant HR documentation, e.g. contracts, letter of appointments, benefit documentation, movement letters as specified by the company policy and procedures
Checks that the information is relevant to specific rules applying to employee groups and are applied accurately and consistently
Follows up to ensure a complete set of documentation is received back in time to load relevant information onto the system
Follow up where information is not completed
Coordinates induction of newly appointed staff
Training and Development Administration
Obtain training motivations from HR
Review motivation to ensure compliance with training and development policy
Submit motivations for training and development to relevant HR Manager for assessment and recommendation to relevant Divisional Heads
Ensure accurate record keeping of approved documents
Update the training spreadsheet continuously
Ensure easy access and retrieval of information for annual training reports
Performance Management and Appraisal
Receive and keep accurate record of Performance appraisals
Create a spreadsheet of all appraisals done per division and produce a report
Ensure that all staff performance agreements are obtained when reviewed
Ensure that performance agreements are submitted on time and create the relevant spreadsheet for reporting purposes
Transformation Administration
Gathers employee information and relevant documentation in line with requirements of the reports, process the information by using relevant templates and graph formats before sending it to the HR Manager responsible for Transformation
Completes EEA1 and EEA4 forms accurately based on information provided by the HR Manager responsible for Transformation
Requests information from the Department of Labour, when necessary
Submits EEA1 and EEA4 to the Department of Labour within specified deadline dates after sign off by the HR Manager responsible for Transformation/Group HR Executive
IR Administration
Sets up training session where applicable to ensure thorough understanding of IR policies
Identifies trends and the re-occurrence of problems in specified areas and inform the HR Manager responsible for IR
Organises hearing meetings
Ensures all minutes and other case documentation taken during disciplinary hearings are accurately filed
Coordinates all IR administration duties
HRIS System
Receives relevant approved forms from the various department heads/managers
Evaluates whether the update is in line with current policies
Address with relevant parties if problems are identified
Loads all information accurately and obtains outstanding information where these are identified
Follows the workflow process designed i.e. load all relevant data to ensure the next step in the cycle can be completed on the system
Conducts relevant ad hoc audits to ensure all data is complete and accurate
HR Query resolution
Address all queries received from management and employees on a daily basis
Providing support/advice on the interpretation and understanding of HR policies and procedures
Providing all parties timeously with the relevant and accurate HR documentation
Employee Assistance Programmes (EAP) Administration
Prepares the calendar for EAP and coordinates the distribution thereof
Conducts searches on the internet to obtain the best practices with regard to EAP and provides this information to the relevant HR Manager responsible for EAP
Organises the annual meetings/events of the Wellness Champs