HR Administrator – Johannesburg

An HR Administrator position is available in Midrand, Johannesburg, Gauteng.

R9 000 to R12 000

Benefits: Medical aid, Provident Fund, Group Life Cover

Duration: Permanent

Overview:

To create and maintain an efficient and accessible personnel filing system and give overall administration support to the human resources department

Minimum Requirements:

Diploma or certificate in Human Resources Management / Administration would be beneficial.
2 Years administration / data capturing experience.

Duties and Responsibilities:

Overall Human Resources Support:

Perform any reasonable request in order to support the Human Resources Department to reach their objectives.
Maintain and develop a filing system in relation to own responsibilities and function.
Maintain a high standard of discipline, conduct and appearance at all times whenever representing the company through an exceptionally good attitude and work.
Ensure that no confidential and personal information of any employee is accessible by unauthorized individuals. This may include archiving employee files as soon as possible / according to company policies.
Create and distribute employment confirmation letters as and when required.
Create and distribute a monthly staff list to the relevant authorized personnel.

Creating New Personnel Files:

Receive all relevant documentation for a new employee from the relevant employee. This includes his / her CV, SARS form, proof of banking, relevant certificates, application form, EEA form, contract, etc.
Ensure that all the required documents are present by comparing it with the updated checklist which should be placed in the front of the file.
Inform the Human Resources Manager / Generalist and payroll department of the outstanding information.
Ensure that all employee files are saved on the electronic database.
All employee files must be labelled with the Employee code, Initials and Surname.
Check that all the required signatures and administrative information are on the documents and obtain these signatures where and when required. Sign as witness if required.
Check if the applicant is registered with PSIRA and file proof thereof.
Send the file to the payroll department to put on the payroll system.

Personnel Filing:

Maintaining files
Ensure that all employee documents are filled in the correct location.
File and maintain personnel files and ensure it complies with company and legal requirements.
Ensure that all relevant documents are saved on the electronic database.
Answer all queries relating to personnel records and files and provide the authorized employees with documents requested.
Ensure that all filing is done and up to date by each Friday.
Keep the filing cabinet locked at all times to maintain confidentiality

Reports and Audits:

Do file audits to ensure that all the required documents are kept on file according to company and legal requirements once a year.
Ensure that the branch monthly reports are updated as and when documents are received for the personnel files. This includes the following spreadsheets:
List of documents outstanding of newly appointed employees.
- Psira certificates;
- Contract renewals;
- Non- conformances;
Competency certificates.
Ensure that the branch monthly reports are distributed to the relevant employees monthly.

Training administration:

Develop and maintain a filing system for the Training done (in-service and externally) and make sure it is updated weekly.
Develop and maintain a database for the Training (in-service and externally) and make sure it is updated weekly.
Send the updated Training database to the HR Manager Every Friday.
Provide assistance in compiling training material as and when required.
Distribute all training certificates received and ensure that a copy of the certificate is kept in the training- as well as the personnel file.

Performance Appraisal Administration:

Develop and maintain a database for all Performance Appraisals yearly.
Send a Performance Appraisal report to the HR Manager as and when changes are made to the database.
Compile training needs from Performance Appraisals.
Develop and maintain a filing system for all Performance Appraisals yearly

Tender Administration:

Ensure that all CV’s and certificates of employees needed for a Tender are on the correct Template and handed in on time.
Ensure that all documentation needed for Tenders from the HR Department are completed according to standard and handed in on time.

Archiving:

Remove all files and folders from the cabinets as and when required.
File the files and folders removed in the archive boxes in such an order that it is easily retrievable.
Keep track of the archived files and folders by means of an excel spreadsheet and send the updated list to the relevant parties.
Label the boxes according to the spreadsheet and ensure that it is stored in the archive according to ISO requirements

HR Administrator Full Time Permanent