SUMMARY:
My client one of the big five law firms is looking for a candidate with experience using ELMA system.
POSITION INFO:
The Human Resources & Graduate Recruitment Administrator (HRA) will be required to have a deep knowledge of processing data on Elma and an understanding of the Elma system and the interdependencies between systems. The role also requires a detailed knowledge and understanding of HR business processes to ensure alignment between Elma and business processes. This role will also be responsible for all HR reporting at a local and global level, including statutory reporting.
Key performance areas
1 Elma & HR Data and Administration
1.1 On boarding & off boarding
(1) Accountable for creating new hires on the Elma on-boarding portal and ensuring that information is timeously completed
(2) Obtaining all supporting documentation and submitting to service providers as required within the designated timeframes
(3) Updating Elma with exit dates
(4) Coordinating the off boarding process for exiting employees including scheduling the exit interview and completion of HR documentation
1.2 Monthly HR Administration
(1) Update employee information on Elma to reflect employee movement and changes.
(2) Update information for the EAP – Discovery Healthy Company by no later than the 10th of every month to ensure that the monthly statement is accurate and employees can access the services. Required to conduct a quarterly audit of EAP members and headcount to ensure that changes have been updated.
(3) Submit data for Discovery Health Medical Scheme membership changes to Discovery Health Medical Scheme in accordance with the defined business process by no later than the 10th of every month.
(4) Responsible for accurate and up to date HR filing (electronic and hard copy files) for all personnel records including performance reviews for business services and support staff.
(5) Filing
(6) Ensuring that all documentation for bursaries/financial study assistance, Acknowledgements of Debt, performance reviews, letters of appointment, beneficiary nomination forms for funeral policies and retirement fund, and EEA1 are properly filed for all staff.
(7) Submit payroll input to payroll in an accurate and timely manner, including data for bi-annual vocational work programme
1.3 Elma data maintenance
(1) Responsible for capturing all HR data onto Elma on behalf of the HR team.
(2) Includes capturing data to the on boarding portal and all staff movement for vacation students, CAs and all other staff.
(3) Owns and is accountable for all HR data integrity.
(4) Responsible for conducting monthly audits of the data on Elma to ensure that the information is complete, accurate, reliable and credible
1.4 Elma system
(1) Responsible for escalating issues on Elma to the Elma Super User and following up on the resolution of calls logged.
(2) As an Elma end user, is responsible for conducting UAT to ensure that changes work as designed and the system is not otherwise affected. UAT includes testing of reports.
(3) Have knowledge and understanding of how the Elma data maps to other systems with which it is integrated and what the impact of changes to Elma would be, as well as the impact of incorrect data, in order to pre-empt issues.
2 HR Reporting
Responsible for the preparation and timeous delivery of accurate reports to all stakeholders (local, global and statutory [BBBEE Verification data, Employment Equity Reporting]).
3 BBBEE Verification
3.1 Responsible for updating employee information on the SAGE 123 system for BBBEE purposes by no later than the 7th of every month.
3.2 Responsible for conducting quarterly data audits of SAGE 123 data compared to Elma to ensure that it a complete and accurate.
3.3 Responsible for the annual end of year reconciliation of employee data and roll over to new scorecard on SAGE 123.
3.4 Responsible for collating the HR documents required for the annual BBBEE verification process for the management control, employee and skills development components.
4 Have a detailed and deep understanding of the firm’s HR policies, benefits and conditions of employment to ensure that this can be taken into account in executing tasks
5 Preparing and payment of invoices
5.1 Ensuring that all invoices for payment in relation to HR, graduate recruitment and CA administration is submitted to the Senior HR Administrator for processing and payment.
5.2 This includes but is not limited to payment of invoices for placements, financial study assistance, student bursaries, educational assistance, fees for professional memberships and HR service providers.
6 Graduate Recruitment Administration
6.1 CA Recruitment
(1) Schedule interviews, arrange venues and prepare and deliver interview packs for the PRC
(2) Leverage off Leaply to maintain a consolidated database of CA applications and their progress through the assessment and evaluation process.
(3) Create and maintain hard copy files with relevant documentation (eg transcript of results, CV, interview notes and other supporting documentation) for candidates interviewed by the PRC.
6.2 National vac programmes (organise)
(1) Assist with communications to candidates and logistics planning
(2) Sending out meeting requests to internal and external presenters
(3) Facilitate IT equipment collection in Johannesburg
6.3 Planning & coordination of on-boarding, pre-boarding & induction for new CAs
(1) Assist with communications to signed CAs on the planning and dates of induction.
(2) Scheduling meeting requests for training sessions during induction with speakers in accordance with the agenda.
(3) Assist with ad hoc payments, flight and hotel arrangements.
6.4 Planning & administering rotations & retention; mid-seat and rotation exit performance reviews
(1) Scheduling one-one-one meetings with all CAs nationally for rotation and retention planning to establish rotation and retention preferences
(2) Scheduling end-of-rotation exit interviews with the PRC – nationally
(3) Compiling CA profiles in preparation for retention purposes
6.5 LPC Administration for CAs
(1) Develop a deep knowledge and understanding of the LPC rules and regulations as it pertains to candidate attorneys
(2) Responsible for correct and timeous registration of PVT contracts, including:
(a) Collection of application and supporting documents for submission the LPC;
(b) Submission of prescribed documentation, including certificate of appearance application, to the LPC
(c) Receipt of original PVT registration confirmation and supporting documents for safekeeping. To be handed over to CA when applying for admission.
(3) Facilitating applications for cessions
Job requirements
Skills and experience required
- Minimum qualification: NQF 5
- Minimum of 4 years relevant working experience
- Attention to detail and accuracy
- Good judgement and discretion
- Curious, learning and growth mind set
- Computer literacy in Microsoft packages
- Intermediate proficiency on Excel (eg calculations, pivot tables, v-lookup, if statements, graphs)
- Ability to manage expectations, prioritise, plan delivery of own tasks and understand impact of actions on others
- Excellent oral and written communication skills
- Pro-active, enthusiastic, committed
- Ability to take responsibility and work under pressure
- Ability to demonstrate interest and concern to meet the needs of internal clients
Physical demands of the job
- Vision: Sight is an inherent requirement of the job. Responsibilities require a high volume of work high on a computer, review of data on paper.
- Verbal: Must be able to speak clearly and audibly. Responsibilities require a high volume of verbal engagement both in person and telephonically.
- Hearing: Hearing is an inherent requirement of the job; may be facilitated with hearing aids, take into account that the incumbent will sit in an open plan environment.
- Physical and mobility: The incumbent must have adequate mobility to be functionally independent. Mobility can be facilitated with aids. Must be able to sit for prolonged periods of time and move around the office and various floors that the firm occupies. Options are available if the mobility constraints of the incumbent restricts carrying delivery multiple/heavy items or using a trolley.
- Psychological: Incumbent needs to be resilient, accept responsibility and constructive feedback; must be able to identify triggers and risks to psychological wellness and be transparent when they feel they are at risk so that we can provide appropriate preventative support or recovery support.
NB! This job is now closed. You can apply for other jobs by uploading your CV.
