HR Administrator

2 days ago


Midrand, South Africa Kontak Recruitment SA Full time

Midrand, Gauteng**_
HR Administrator_**
Midrand, Gauteng
R9 000.00 to 12 000.00

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**:

- 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


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