The main administrative duties include maintaining personnel records, managing HR documents (e.g. employment records and onboarding guides) and updating internal databases. Our ideal candidate has experience with HR procedures and can juggle various administrative tasks in a timely manner.

DUTIES AND RESPONSIBILITIES

1. Communication

· Be the first point of contact between the company and the senior management.

· Represent the company in all forms of communication, maintaining good working relationships and networks with internal and external stakeholders, external suppliers, and clients.

2. HRIS System Administration

· Follows the workflow process designed, i.e. loads all relevant data to ensure the next step in the cycle can be completed on the system and obtains outstanding information where these are identified.

· Conducts integrity check of master data to ensure all data is complete and accurate.

· Conducts quarterly review of HR systems access in relation to roles and responsibilities of the individual users.

· Addresses all general HRIS system information queries received from management and employees.

· Co-ordinates the data for the Annual Headcount, Budget and Annual Increase Exercises (Line Manager access, check reporting lines).

· Support the HR team in maintaining HR databases and generating reports as needed.

3. HR Administration, Data Management and Reporting

· Assisting in payroll preparation by providing relevant data like absences and leave on time.

· Check that all relevant HR documentation have been received and keep all HR and confidential documentation and information up to date in a safe and secure environment.

· Provide all parties timeously with the relevant and accurate requested HR documentation.

· Develop and update job profiles for all employees across Shared Services.

· Develops an up-to-date job profile database.

· Prepares the necessary daily, weekly and monthly HR-related reports, including information on staff movements, employee relations activities, headcounts and employment costs, absenteeism, product contamination and employee wellness referrals.

· Provides assistance with the legislative reports submitted.

· Assist new hires with all the documents needed to join the mandatory benefit funds, i.e. medical aid and pension fund.

· Ensure that employees have access to, and receive, Employee Benefits Advisory Services.

· Assist staff with Death and Disability Claims and end-of-service retirement benefit claims and/or transfers to other retirement funds.

· Provides staff with confirmation of employment letters, copies of payslips, service letters, visa letters, etc. as required.

· Provide administrative support in employee relations matters, such as tracking disciplinary actions, documenting employee grievances and supporting performance management processes.

· Minute taking in grievance or disciplinary hearings.

· Administration of any IOD to Workmen's Compensation.

· Onboarding loading successful candidate on X-Four Link.

· Filing – EE Pack/Terminations/Addendum/Warning/Telephone reference monthly.

· Vacancy advert posting.

· Change of banking details, to be actioned immediately.

· Pension fund withdrawals - AF/MIBFA, by the 7th of every month.

· Two pots withdrawals (MIBFA), to be actioned immediately.

· Conduct MIE and Employment reference checks, as soon as documents are received from HR Officer.

· Update HR tracker for monthly processed input.

· Unpaid and IOD leave – process and file on sage.

· DOL audit preps before onsite inspection takes place.

· Confirmation of employment – daily.

· UIF documents – for dismissals/retirement/maternity and paternity leave.

· Walk ins assistance.

· Process medical aid applications – Discovery/Momentum.

· Share termination forms to IT - monthly.

· Salary advances applications.

· Leave queries and reports

· All documents should be filed in accordance with categories on SAGE.

· AF Portal - Employee details for Retirement Benefit Counselling, to be actioned on monthly basis.

· Capital Alliance claim and updates

4. Governance and Risk

· Ensure compliance with the internal audit requirements of the organisation.

· Ensure compliance with the policies and procedures in order that the division gets clean audits.

· System compliance with data security and privacy requirements – POPI Act.

MINIMUM QUALIFICATIONS REQUIRED

· National Certificate NQF Level 4 / Grade 12.

· Diploma in Business Administration (NQF Level 5) – Advantageous.

MINIMUM EXPERIENCE AND COMPETENCIES

· A minimum of one (1) year experience as an HR Administrator, HR Administrative Assistant, or relevant role.

· Experience with HR software.

· Intermediate level of computer literacy (MS Office applications, in particular).

· Thorough knowledge of labour laws.

· Excellent organisational skills, with an ability to prioritise important projects.

· Strong phone, email and in-person communication skills.

· Flexibility and willingness to always learn.

· Good problem-solving skills.

ATTRIBUTES

· Problem-solving skills.

· Ability to work autonomously.

· Excellent attention to detail.

· Ability to multitask.

· Assertiveness.

Should you have the necessary skill set, attach a brief CV to: vacancyapplications@bmgworld.net – REF: HR Administrator – M5653 must be quoted in subject of the e-mail. All internal applicants are required to complete an IVAF form signed off by line manager prior to submitting application.

If you have not received notification regarding your application within 2 weeks, please accept that your application was unsuccessful.

Pay: R7 859,34 - R12 000,00 per month

Work Location: In person

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