Junior HR Officer

Academic Department Administrative Support   

• Provides general administrative support to the campus Academic department as and when required. 

• Assists with the campus PULSE and Groups Internal Audits.

• Attends the Academic department meetings and records minutes at these meetings if required. 

• Assists with student disciplinary hearings if requested.

• Meets project deadlines as determined by the National office or the Head: Academic.

Independent Contractor (Lecturer) Administration Management

• Responsible for the day-to-day administrative management of the campus Independent Contractor payroll.

• Applies for Academic (Classification of Educational Subject Matter: CESM) approval on the HR & Payroll System to determine what module/s each Independent Contractor is approved to lecture on, and ensures that approvals are awarded by the Central Academic Team (CAT) and that all payroll requirements are met prior to offering the Independent Contractor the Independent Contractor Agreement and related Annexures.

• Keeps the Academic Support Co-ordinator updated at all times and collaborates with them on the Lecturer appointment process to ensure that the process is streamlined and all audit and policy/process requirements are met prior to any Independent Contractor Agreements and related Annexures being issued or work being offered or carried out.

• Performs background screening checks including; ID verifications, qualification verifications, professional membership (where applicable), passport and visa verification (where applicable) and criminal checks for new Independent Contractors and ensures that any unfavorable results are reported to the Head: Academic and National HR department for guidance prior to any work being offered to the Independent Contractor.

• Attains two references for new Independent Contractors and notifies the Head: Academic of any unfavorable feedback to ensure that unsuitable candidates do not progress further in the recruitment process.

• Drafts all Independent Contractor Agreements and Annexures for the campus once all required checks and processes have been followed.

• Schedules appointments with the Authorized Signatory for Independent Contractors to sign the Independent Contractors Agreement at the beginning of the year/semester or when they start. 

• Keeps the Capacity Planning and Timetabling Centre informed of all module/Independent Contractor Agreement details so that they can set up the relevant email addresses and account details timeously.

• Liaises with the relevant parties to arrange photocopy codes and biometrics for new Independent Contractors.

• Hands new and returning Independent Contractors the required payroll documentation as per the P15 Engagement Checklist to complete before the monthly deadline.  

• Checks the completed pack of forms that the Independent Contractor submits for processing to ensure that it is completed correctly, that all supporting documentation is attached and that the entire pack of forms meets audit standards.

• Ensures that the relevant payroll forms are uploaded in the HR & Payroll System under the File Manager for each Independent Contractor and that their details are loaded correctly in the HR & Payroll System (Personal Info, IC Agreement details etc.).

• Ensures that all Independent Contractor Agreements and Annexures meet the required company and audit standards.

• Follows up on any queries or outstanding documentation from the Independent Contractor packs before filing the relevant originals and copies on campus in an orderly manner.

• Oversees the foreign national approval and tracking processes on campus for Independent Contractors in line with the Foreign National Guidelines, and ensures that no offers are made prior to receiving pre-approval from National HR and that any work offered does not extend beyond the passport and/or permit expiry dates.

• Ensures that timesheet deadlines are communicated to all Independent Contractors at the start of the year/semester and reminders are sent on a monthly basis.

• Trains all new Independent Contractors on the HR & Payroll System Timesheet process and assisting with any timesheet related queries.

• Checks that the Independent Contractor P18 payroll reports are correct, by liaising with the Head: Academic and other relevant team members, on a monthly basis to ensure that the correct tax has been deducted for Independent Contractors and all claims are reflected accurately on the report.

• Ensures that the P18 form is signed by the Campus Head together with the correction schedule (if applicable) and that they are submitted to the National Human Resources / Payroll team timeously.

• Assists Independent Contractors with any payment/payroll related queries and escalates any unresolved queries to the National Human Resources / Payroll team if need be.   

• Advises on, and assists, Independent Contractors with the relevant payroll and supporting documentation required to update their details (e.g. change of address or banking details etc.) in the HR & Payroll System when changes are required and ensures that these changes are processed accurately and timeously.

• Advises and guides Independent Contractors on the company payroll forms and requirements.

• Communicates any payroll related information to the campus Independent Contractor team.

• Monitors and ensures the correct and up-to-date version control of all Independent Contractor related payroll documentation on campus.

• Maintains and orderly filing system (including both hardcopy files and files saved in the HR & Payroll System File Manager) that is up-to-date and contains all Independent Contractor documentation in line with company and audit requirements.

• Communicates important announcements/news/updates to the Campus Independent Contractor team and all other relevant parties as and when required.

Campus Synergy and General

• Collaborates with all relevant departments on campus to facilitate optimal performance within the portfolio or scope of duties.

• Campus specific ad hoc administrative duties.

• Assists the National Office Human Resources team with Independent Contractor Payroll related projects.

• Provides relief cover/support for the campus Junior HR Officer/HR Officer as and when required.

• Complies with The Protection of Personal Information Act (POPIA) legislation relevant to the role.