Human Resources Assistant

7 months ago

Pietermaritzburg, South Africa Netcare St Annes Hospital Full time

**Role summary**

The Human Resources Assistant is required to perform a full generalist human resources function. This includes industrial relations, recruitment and selection, training, counselling, and the supervision of administration processes.

The incumbent s further required to meet tight deadlines, to be accurate, to follow policies and procedures and to interact with members of the staff, management, external companies/agencies associated with Netcare as well as members of the public.

**Key work output and accountabilities**
- Complete ATRs in consultation with Exco, Line Management and HR Manager
- Compile advertisements in conjunction with line management
- Advertise vacancies and complete short-listing with line management
- Process all relevant documentation related to the recruitment and selection of staff
- Liaise with external suppliers as required
- Schedule employees for orientation
- Recon orientation and training attendance against the new starters, transfers and employee list and against the training variance report
- Ensure the collation and submission of documentation for payroll including dealing with all payroll related queries
- Payroll input processing, terminations, and appointments
- SANC deductions, Tax on Bonus, Variable pay, Retirement Fund options and contributions
- Ensure medical exits and appointment medical is done
- Maternity processing and UIF forms
- Process IOD claims. Create and maintain an effective monitoring system to provide progress feedback to all concerned.
- Monitor and produce a monthly audit all-inclusive leave report and distribute for management action on all staff who have negative and excessive leave balances.
- Complete leave audit ensuring BCEA and policy compliance, processing leave encashment
- Arrange and handle the complete uniform fitting for all staff members.
- Ensure effective communication from suppliers regarding fitting and delivery dates.
- Update uniform allowance balance on Vision and or/with HRSSC ensuring that all applicable AOD forms are completed by staff and processed for deductions via the payroll.
- Ensure monthly IR statistics are submitted by HOD’s
- Ensure that previous month’s statistics are loaded on Vision by the 5th of the new month including discussion planners, counselling sessions, disciplinary warnings, hearings and grievances.
- Submit monthly IR statistics and HRA report to the HR Manager
- Process monthly HR reports, and other related statistical reports required by management
- Audit exception reports to ensure compliance with the timekeeping system and legislation
- Adhere to all personnel administration policies, processes, systems and procedures, ensuring that personnel records are accurate and updated
- Handle all routine personnel administration queries and work requests and resolve these efficiently and effectively within required SLA’s and turnaround times
- Take minutes at disciplinary and grievance hearings and meetings as requested
- Process and distribute all requests or schedules for meetings and training
- Assist in the typing of Human Resources related documents are requested
- Type minutes of EE meetings and ensure distribution of minutes to wards and members of the committee within one week of the meeting
- Create and maintain an appropriate filing system to ensure an accurate record of all reports and other documents is maintained
- Archive personnel files
- E- File employee personnel records
- Ensure that the staff related documentation on the E-filling system is well maintained and up to date
- File HR Manager memos, minutes and other documents on a weekly basis
- Attend promptly and politely to all human resources related queries from internal and external customers telephonically, in person and in writing as appropriate.
- Direct customers efficiently and politely to the correct source where it is not possible to deal with queries.
- Order name badges, process necessary certificates, arrange vouchers and assist with the arrangements for presentations.
- Assist with the preparation of a monthly farewell presentation for staff who have terminated.
- Generate and update a birthday list regularly for distribution to all management on a monthly basis.
- Assist with planning and organizing of all training and orientation programmes, including sending out invitations, reminders to the staff, booking of venue, setting up, catering booking
- Compile a monthly newsletter for the hospital
- Co-ordinate training venue, catering, and equipment requirements for training and functions co-ordinated by human resources
- Assist with arranging various in-service programs such as HIV Awareness, computer literacy training, fire training
- Ensure that training registers are forwarded for capturing to HRSSC within one week of completion of training
- Assist with Human Resources related projects on an ad hoc basis as required
- Assist with Employee Engagement activities
- Active involvement in the accreditatio

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