Human Resource Administrator (Law Firm)

This position provides human resources (HR) administrative support to the HR team. This role will encompass administration, record keeping and working with information management systems in the HR department.  Reports to HR Business Partners

Job requirements Qualification

 Up to three years relevant experience in similar type of role.  HR diploma or similar qualification.  Experience working in a Law Firm is a big advantage.

Experience

 Sound knowledge of MS Office (ie MS Word, Excel & PowerPoint).  Good understanding and application of legislation (BCOE, LRA, and EE Act).  Sound knowledge of LPC regulations Attributes and knowledge  Good command of the English language, both verbal and written.  Demonstrated ability to think critically and problem solve  Excellent organisational skills with attention to detail and accuracy.  Good interpersonal skills/client liaison.  Confidentiality, tact and discretion.  Adaptable, positive and innovative.  Ability to work in a team as well as independently.  Conscientious, pro-active and service orientated.  Initiative, good judgment.  Strong work ethic 4  Ability to work under pressure and meet deadlines.  Ability to work overtime when required to do so from time to time.  Ability to multitask and take instructions from various people within the HR team for a variety of tasks.

Responsibilities

Elma Database Administration  Ensures the smooth running of workflow for pre – boarding, on – boarding, employee lifecycle changes and termination  Capture all data changes for all employees on Elma  Ensures that data on the Employee Life –Cycle Management Application (ELMA) is up to date and accurate  Provides first level HR support by answering questions and requests to internal stakeholders and clients  Ensures data integrity and seeks to resolve queries timeously and accurately  Acts as a super user and assists other users with day to day queries  Troubleshoots queries timeously  HR reporting (monthly, ad hoc and global), for example o Global quarterly D&I data o Requests for data in support of local and global tenders and proposals o BBI o Ad hoc reports (local and global) o Monthly headcount, new hire and termination reports o Monthly Report for IT Helpdesk inactive employees with active access cards (1st & 15th of each month) o Monthly report of overdue workflow for Head of HR o Annual long service report (January) o Annual retirement report (January)  Ensure timeous completion of all workflow related to HR on and off boarding tasks  Escalate any errors or issues with the Elma system to Coop and/or IT as appropriate  Test and sign off on any changes and enhancements to Elma  Maintain data tables such as job code table  Conduct regular data audits to ensure data is complete and accurate Employee Benefits administration  Responsible for the submission of correct and complete paperwork to the payroll department to facilitate the employment of new staff (letter of appointment, medical aid, group risk benefits, retirement plan, pension fund, voluntary benefits etc) 2  Responsible for completion of relevant documents and notification to payroll of any benefit changes.  Manage and process staff advances in accordance with the relevant policy.  Communication of information to future, current and former employees about the firm’s employee benefit programs, procedures, changes.  Administer flexible work arrangement contracts and leave of absence processes relating to disability.  Coordinate annual/biannual medical aid benefit option change process Administration  Act as HR interface with payroll.  Responsible for preparing routine written correspondence relating to HR for approval by the HRBP, for example o Letters of appointment (permanent and fixed term) o Addendum to contract of employment o Acknowledgement of debt o Study assistance agreements (employee, dependent and relative) o CA correspondence (offer of articles and FTC appointment) o Increase letters o Director service agreements (ordinary and preference shareholders) o Consultant agreements o Confirmation of employment o Visa letters o Any other HR-related correspondence  Responsible for preparing non-standard written correspondence with input and guidance from the HRBP  Administer recruitment referral applications.  Preparing memos and submitting invoices for payment pertaining to HR GL codes (professional memberships, bursaries, educational assistance etc.); maintain a record of the proof of payment  Maintain a register of employee, dependent and relative study assistance to ensure receipt of results and compliance with contractual service. [requirement for annual financial audit] Process all LPC-related payments related to portfolio and maintain record of the proof of payment.  Prepare accurate payment reconciliations for consultants paid on a timesheet or on a billed and banked basis and submit to payroll for payment once approved.  Responsible for pro-actively preparing exit packs for employees and directors (UIF, certificate of service termination memo etc)  Assist finance collating and providing HR information necessary for the external financial audit  Assist with collating and submitting documentation for the annual BBBEE verification process  Update applicant details on MIE to enable them to visit a MIE office to take fingerprints to complete background and reference checks.  Reconcile the monthly MIE statement for approval by the Head of HR before submitting for payment. Engagement and orientation  Ensure employment contracts and engagement packs for all staff are prepared within agreed timelines, under supervision of the HRBP.  Manage and co-ordinate the induction sessions for all new joiners.  Assist with the collation of orientation packs and logistical arrangements.  Responsible for the submission of correct and complete paperwork to the payroll department to facilitate the employment of new staff.  Facilitate the pre-boarding/induction process for new joiners. 3 Legal Practice Council  Responsible for ensuring administrative compliance with LPC regulations relating to CA’s and Associates, including admission of Associate designates (requires detailed knowledge and understanding of LPC rules and regulations pertaining to CAs and membership in general)  Responsible for LPC administration: o Timeous annual renewal of Fidelity Fund certificates o Timeous application for Fidelity Fund Certificates for new directors (lateral hires and promotions), o Timeous payment of payment of director and associate annual membership fees o Maintaining a database of all proof of payment to LPC o Obtaining individual Letters of Good Standing, o Preparing and submitting Rule 2 letters timeously for all fee earner lateral hires, promotions (associate to senior associate, senior associate to salary director) and terminations o Payment to the LPC for registration of articles and admission of retained CAs; o Timeous PVTC registration – facilitate signing and collection of application and supporting documents to for submission of PVTC the LPC to register training contracts; o Submission of certificate of appearance application with application to register PVTC  Liaising with the designated person in the firm to provide information relating to Director movements (joiners and leavers) timeously to ensure that CIPC records are up to date and correct (not responsible for liaising with CIPCP)  Process annual renewal of LPC fidelity fund applications within portfolio  Attend to registration of PVTC contracts each year in accordance with LPC regulations.