Personal Assistant/HR Administrator

2 months ago

City of Johannesburg Metropolitan Municipality, South Africa ATripleA Recruitment and Temps Full time
Key Responsibilities:
a)PA Duties:
•Prepare correspondence, reports, and materials for publications and presentations (marketing evenings).
•Setup Exec’s travel arrangements – Domestic & International (including and not limited to VISA’s applications, Flights, accommodation bookings, chauffer or public transport etc.)
•Setup accommodation and entertainment arrangements for company visitors.
•Maintain Exec’s calendars.
•Ensure that Execs are kept fully aware of their diary commitments daily.
•Prepare and maintain Exec’s expense reports (credit cards travel expenses).
•Setup and coordinate meetings and conferences (year-end functions, sales conferences, launch events).
•Letter writing, taking dictation, create transcribe, and distribute meeting agendas and minutes.
•Preparation of all Agreements.
•Answer telephones and handle queries in an appropriate manner.
•Meet and greet clients and visitors.
•Perform general clerical duties to include but not limited to: photocopying, faxing, mailing, scanning and filing (also filing of Exec’s personal documentation).
•Dealing with incoming mail, faxes, post, and correspondence.
•Maintain hard copy and electronic filing system (All agreements, statutory, contracts etc.).
•Sign for courier/delivery packages.
•Research, price, and purchase office furniture and supplies (furniture / stationary).
•Accommodation booking for Company employees.
•Liaise with suppliers.
•Coordinate project-based work (Tenders etc.).
•Supervise support Staff (Reception, tea and cleaning ladies.
•Devising and maintaining office systems to deal efficiently with paper flow.
•Assist with personal tasks for Executives (vehicle license, medical aid, personal policy of Executives).
•Handling of all insurance claims on the company policy and personal policy of Exec’s.
•Handling Medical aid submission and all claims for Executives.
•Handling all utility queries for executive.
•Payment preparation for CEO and queries – checking statement for correct amounts.
•Assisting with General building maintenance (including and not limited to arranging air con repairer, handyman, electricians, carpet repairs, generator maintenance, ADT Services and cleaning).
•Preparation of Exec’s lunches (when tea lady is not available).
•Keeping an electronic record of all company cell phone contracts and handsets.
•Control the movement of assets and ensure procedures are adhered to.
•Booking of golf games for events and leisure.
•Other duties as assigned.
•Stationery and groceries, ordering and checking of stock.
•Picking stationaries for all companies and delivering to them.
•Overseeing stock taken for the kitchen – check out to boardrooms and checking back in.
•Fleet management: Vehicle licensing, new registrations, renewals, booking of maintenance for vehicles.
•Making sure passports, ID’s and drivers’ licenses does not expire, organizes appointments for renewals.
•Visa Applications.
•Facility management: Overseeing maintenance, quotations, payments and general quality of completed work. Obtaining new Service providers for Maintenance and construction on the building.
•Controlling e-tags and access cards.
•Overseeing Cleaners, Driver, maintenance worker, kitchen staff, office staff- when Executive PA is not available.
•Delivery notes, organizing the delivery routes for various departments, stock deliveries, emergency deliveries.
•Organizing deliveries and pick-ups for executives and their families.
•Online purchases for the Executives.
•Storage and delivery of prizes for Events.
•Logbooks for Executives.

b)HR Duties:
•SETA Management
•Full recruitment cycle, including job spec’s
•Setting up interview dates, preparation for managers and candidates
•Booking boardrooms for interviews
•Capturing the outcomes of interviews and following up with recruitment agencies
•Sending regret letters to unsuccessful candidates
•Drafting contracts, job descriptions and policies for new employees
•Capturing new employees on the Talenger system
•Preparing employee files
•Preparing employee documents and commissions for payroll submission
•Draw reports from system, head counts, leave, medical aid, union, pension fund
•Termination of employees on the system
•Managing roll over leave reports/ Letters
•Preparing UI19 Applications
•Arranging Medical aid applications/ withdrawals
•Preparing provident fund applications/ withdrawals
•To give verbal warnings to employees when it is required.
•Inform Manager of hearings that is to take place. Also do prep packs for complainant and chairperson.
•Attending to all Disciplinary related queries and following the relevant procedure to ensure that the matter gets resolved.
•Ensure effective compliance with policies and procedures as well as legitimate instructions.
•Familiarize yourself with the content of policies and procedures as they come about
•Follow up with branches to ensure that all HR related paperwork is sent to HR for approval or filing
•Scanning and Capturing of all HR related documentation into HR system
•Liaising with Talenger (payroll company)
•Drafting letters of warning
•Preparing documentation for Disciplinary hearings
•Coordinating hearings
•Preparation for CCMA cases
•Capturing the outcome of hearings
•Liaising with the CCMA on dates for appearances
•Filling
•New user forms
•End user forms
•Tag forms
•Asset control forms to hand assets to companies
•Check list for asset returns
•Exit Interviews
•All queries
•Interventions
•Drug and Alcohol testing
•All employee questions
•WSP ART
•Skills Development
•Employment Equity
•Secretary of the EE committee, taking minutes setting up meetings, prepping the committee for training
•Sending out meeting requests and agenda’s

c)Training and development
•Training analysis with each staff member
•Meetings with Gm’s on staff training
•Training interventions
•Liaising with training providers
•Obtaining quotations for training
•Setting up training sessions
•Receiving feedback from employees
•Obtaining all training from staff and external trainers
•Ensure that all training is noted in the training register
•Training committee- new appointments noted on the files

d)Occupational health and safety
•Inspection of all areas for Compliance
•Drafting Policies- Covid
•Organizing Training
•Letters of appointment
•Meetings and Minutes
•Preparing Documentation for Audits
•Liaising with suppliers for contracts
•Generator- inspection dates- Certification
•Fire Extinguisher inspection dates - Certification
•Aircon Inspection dates- Gaining certificates

e)ISO
•Filling all policies on the database
•Drafting Organograms
•Drafting Policies
•Preparing Reports
•Digitizing of the complete ISO filing system
•Preparation of documentation for signature
•Compiling data for the ISO Auditing Process
•Digitizing the Auditing process
•Redesigning of policies in conjunction with Executives
•Meetings and Minutes

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