HR Administrator (JB1809)

HR Administrator (JB1809)

Midrand, Gauteng

R9 000.00 to 12 000.00

Benefits: Medical aid, Provident Fund, Group Life Cover

Duration: Permanent

Overview

To create and maintain an efficient and accessible personnel filing system and give overall administration support to the human resources department

Minimum Requirements:

• Diploma or certificate in Human Resources Management / Administration would be beneficial.
• 2 Years administration / data capturing experience.

Duties and Responsibilities:  

Overall Human Resources Support:

• Perform any reasonable request in order to support the Human Resources Department to reach their objectives.
• Maintain and develop a filing system in relation to own responsibilities and function.
• Maintain a high standard of discipline, conduct and appearance at all times whenever representing the company through an exceptionally good attitude and work.
• Ensure that no confidential and personal information of any employee is accessible by unauthorized individuals. This may include archiving employee files as soon as possible / according to company policies.
• Create and distribute employment confirmation letters as and when required.
• Create and distribute a monthly staff list to the relevant authorized personnel.

Creating New Personnel Files:

• Receive all relevant documentation for a new employee from the relevant employee. This includes his / her CV, SARS form, proof of banking, relevant certificates, application form, EEA form, contract, etc.
• Ensure that all the required documents are present by comparing it with the updated checklist which should be placed in the front of the file.
• Inform the Human Resources Manager / Generalist and payroll department of the outstanding information.
• Ensure that all employee files are saved on the electronic database.
• All employee files must be labelled with the Employee code, Initials and Surname.
• Check that all the required signatures and administrative information are on the documents and obtain these signatures where and when required. Sign as witness if required.
• Check if the applicant is registered with PSIRA and file proof thereof.
• Send the file to the payroll department to put on the payroll system.

Personnel Filing:

• Maintaining files
• Ensure that all employee documents are filled in the correct location.
• File and maintain personnel files and ensure it complies with company and legal requirements.
• Ensure that all relevant documents are saved on the electronic database.
• Answer all queries relating to personnel records and files and provide the authorized employees with documents requested.
• Ensure that all filing is done and up to date by each Friday.
• Keep the filing cabinet locked at all times to maintain confidentiality

Reports and Audits:

• Do file audits to ensure that all the required documents are kept on file according to company and legal requirements once a year.
• Ensure that the branch monthly reports are updated as and when documents are received for the personnel files. This includes the following spreadsheets:

• List of documents outstanding of newly appointed employees.

• Psira certificates;
• Contract renewals;
• Non- conformances;
• Competency certificates.

• Ensure that the branch monthly reports are distributed to the relevant employees monthly.

Training administration:

• Develop and maintain a filing system for the Training done (in-service and externally) and make sure it is updated weekly.
• Develop and maintain a database for the Training (in-service and externally) and make sure it is updated weekly.
• Send the updated Training database to the HR Manager Every Friday.
• Provide assistance in compiling training material as and when required.
• Distribute all training certificates received and ensure that a copy of the certificate is kept in the training- as well as the personnel file.

Performance Appraisal Administration:

• Develop and maintain a database for all Performance Appraisals yearly.
• Send a Performance Appraisal report to the HR Manager as and when changes are made to the database.
• Compile training needs from Performance Appraisals.
• Develop and maintain a filing system for all Performance Appraisals yearly

Tender Administration:

• Ensure that all CV’s and certificates of employees needed for a Tender are on the correct Template and handed in on time.
• Ensure that all documentation needed for Tenders from the HR Department are completed according to standard and handed in on time.

Archiving:

• Remove all files and folders from the cabinets as and when required.
• File the files and folders removed in the archive boxes in such an order that it is easily retrievable.
• Keep track of the archived files and folders by means of an excel spreadsheet and send the updated list to the relevant parties.
• Label the boxes according to the spreadsheet and ensure that it is stored in the archive according to ISO requirements