SUMMARY:
Job Function: Ensure all Passport 360 functions are aligned with the Department and Company goals.
Personality traits & attributes
- Honest
- Dedicated
- Hardworking
- Able to handle pressure
- Organized
- Communication skills
- Ability to escalate problems
- Meet deadlines
- Strong Administrative skills
- Microsoft Office competency
- Numeracy and Literacy skills
- Time Management
Job Requirements and Competencies:
- Matric
- Previous Office experience
- Own Transport
- Must be residing in Benoni / Boksburg
Summary of job tasks
- Oversee Cape Town staff and labour profiles on Passport 360. Monitor and oversee the Cape Town List of Staff Sheet, updating, and requesting for uploads to be done, ensuring documents are uploaded correctly for staff under People Manager on Passport 360 for the Cape Town region by the relevant Administrator/s.
- Ensuring all documents uploaded onto Passport 360 for the Cape Town regions meets all the requirements before they are verified.
- Ensuring staff are linked according to the respective sites by Recruitment and HR for all regions.
- Overseeing the Cape Town Equipment, Fleet and Staff spreadsheets on Passport 360, ensuring documents are uploaded correctly under the relevant sections for Cape Town region by the relevant Administrator/s.
POSITION INFO:
- Attending to all Passport 360 related queries for Cape Town region, escalating all queries as needed with the relevant Manager and logging the queries in with Passport 360.
- Follow through with all queries logged to updating the List of Concerns spreadsheet.
- Ensuring the relevant departments follow the correct procedure in the case of a termination I end of contract I resignation in that they are made inactive on both Passport 360 and the relevant spreadsheet updated.
- Ensure exit medicals are uploaded onto Passport 360 by the relevant Administrator, as well as that the spreadsheet is updated accordingly.
- Conduct quality checks I verification, identifying inconsistencies, improvements and / or duplications on Passport 360.
- Opening of Problems Groups upon receipt of 15 Day Expiry Notification from Passport 360 for Cape Town region, ensure any expiry is escalated to Management on WhatsApp, email and telephonically.
- Following up ensuring problems groups have been opened
- Updating of problems groups for the Cape Town region to ensure documents are uploaded before they expire on Passport 360
- Ensuring SHEQ team uploads all Medicals, Annexures 3, special requests etc. on Passport 360 and verify; assist with uploading in SHEQ team’s absence
- Uploading of all training certificates received for staff and casuals from relevant institutions
- Uploading of legal appointments with supporting certificate
- Ensuring all equipment written off is actioned accordingly on Passport 360 and Equipment spreadsheet updated
- Ensuring relevant test certificates for Fleet / Equipment are uploaded on Passport 360 and follow-ups conducted
- Sending out monthly emails with a list of expiries for People, Fleet and Equipment Manager to relevant departments, notifying them a month in advance
- Ensure all documents of external origin are document-controlled (DEO) and spreadsheet on SHEQ drive updated
- Opening of Problems Groups upon receipt of 30-day interval (subject to change) expiry notification from Passport 360 for Skill / Training for Cape region
- Updating of Ops and Office organograms (for both onboarding and exits), send to SHEQ Manager for approval
- Ensure documents are uploaded on Passport 360, relevant Problems groups closed, and Cape Town Problems register updated accordingly
- Verify documents received from various departments, ensure correct upload on Passport 360, and update relevant WhatsApp groups for closure
- Ensure all staff, including new engagements, are linked to the correct training matrix on Passport 360 and spreadsheet updated
- Ensure MOC’s are actioned by relevant departments for staff/equipment movements and signed copies saved in MOC folder
- E-learning & Lessons Learned: set up relevant training for Office and Operations staff; set up Teams meetings; mark training as NA where not applicable under Passport 360 profiles; profile training with employee; follow up on WhatsApp groups for closure; send links to employees to complete modules
- Verify assets with Asset Register and Passport 360
- Assist Supervisor / Manager with ad hoc duties as and when required
- Maintain 100% attendance
- Adhere to all Policies and Procedures
- LOTTO to be done daily and signed off by Supervisor / Manager as per procedure
- Follow all instructions and meet deadlines provided by Supervisor and/or Manager
- New engagements: ensure all onboarding documents are received within 2-day deadline; create staff folder; update checklist; send all documents to HR and Payroll (if applicable)
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