HR Assistant

1. 1.   Ensure strong working relationships

• Interact with all Rhenus staff in a professional and courteous manner

1. 2.   Provide relief to reception

• Take the switchboard off “night line”
• Welcome all visitors in a professional manner
• Informing the relevant person of their arrival
• Receiving and emailing incoming faxes to relevant employee/s
• Receiving incoming courier parcels
• Responsible for email to staff regarding no water, power outages etc
• Indicating birthdays, greetings and announcements on the LCD screen
• Receiving the daily newspaper and delivering it to the coffee room by 9h00

1. 3.   Reception Administration

           In the event where the Receptionist is on leave, additional functions are:

• Receiving and distributing of all incoming faxes, documents, parcels, post and courier bags to relevant staff
• Any parcels and / or post addressed to MD / CFO should be signed for and PA to be notified
• Open FTW magazine, stamp with FTW stamp and notify Executive Assistant to CEO / CFO
• All post to be distributed to the relevant pigeonholes
• Sending of all outgoing courier bags and post
• Courier parcels to be send via Express
• Overnight courier bags to our various branches are to be sent on a daily basis when requested
• Waybill for each bag needs to be filled in and placed in plastic pocket on top of courier bag
• All documents need to be placed in a courier bag, Express needs to be phoned to collect the bags from reception
• A signed copy of the waybill needs to be kept and filed
• Remove outdated notices on notice board next to reception on the ground floor and placing of new ones

1. 4.   Health and Safety

• Submit all IOD’s on Workmen’s Compensation website timeously and follow-up on progress reports

1. 5.   HR Administration

• Archiving staff files
• Collect PPE / uniform forms issued yearly
• Assist HR Manager with any ad hoc duties

       Transfers / Promotions / Job Title change:

• Arrange for manager and employee to sign relevant letters
• Send out staff announcement mailer if applicable once letter has been signed by all parties
• Update the transfer / promotion schedule once letter has been signed
• Update the vacancy schedule once letter has been signed off
• Make copies of letter/ contract for payroll
• Send new staff entry forms to staff movements and IT Helpdesk
• Update staff file audit spreadsheet with the applicable changes and file in staff file

       Terminations:

• Arrange for manager and employee to sign where applicable
• Request for the manager to complete the staff exit form
• Send the staff exit form to staff movements and IT Helpdesk
• Send the employee the relevant exit documentation for completion and ensure it is returned to HR
• Make copy of resignation letter / dismissal notice / settlement agreement for payroll
• Update the termination schedule
• Update staff file audit spreadsheet
• Remove staff file from the cabinet and update the archive

       Staff files:

• Ad hoc audit of staff files (quarterly)
• Follow ups on outstanding information

1. 6.   Ad Hoc

• General HR filing
• Assist in making files for the HR Department when requested
• Request and collect all personal information update and beneficiary forms on a yearly basis
• HR meeting minutes
• Facilitate wellness day and blood drives
• Assist HR Manager and Payroll Manager on projects
• Telephonic confirmation of employment

1. 7.   Payroll Administration

• Printing of all NBC payslips
• Ensure all NBCRFI leave forms are received and processed on VIP every month
• Ensure that the NBCRFI staff Rhenus leave days schedule is updated and managed on a monthly basis
• Ensure that the NBCRFI staff leave is submitted on the NBCRFI website and managed on a monthly basis
• Calculate overtime and night shift allowance each month for all Rhenus staff and process on the payroll
• Check overtime schedules for outstanding leave and send this information to the Receptionist for her to follow up on all outstanding leave
• Assist Payroll Manager by loading new employees on VIP with copies of relevant paperwork
• Print terminations list with copies of acceptance of resignation letters
• Print transfer / promotion list with copies of approval paperwork and acceptance letters
• Assist Payroll Manager with any projects
• Assist employees with loan applications

1. 8.   Performance Management

• Collect, capture and follow-up on performance appraisals on a bi-annual basis

Education & Work Experience Requirements / Skills

Knowledge & Experience

• Grade 12 or Senior Certification equivalent
• A minimum of one year reception and switchboard experience
• Diploma / Degree in HR Management or Business Development Management would be advantageous
• Payroll processing experience would be advantageous

Skills

• Communication skills
• Time management skills
• Problem solving skills
• Ability to work under pressure
• Requires little / no direct supervision
• Attention to detail
• Interpersonal skills
• Outcome orientated

Attributes

• Communication
• Customer Focus
• Managing work
• Stress tolerance
• Tenacity
• Work standards
• Managing conflict

Training

• Induction
• Quality training
• MS Excel
• MS Publisher
• VIP and SSS