Administrator(P13): HR Operation

3 months ago

Kimberley, South Africa Sol Plaatje University Full time

**Purpose**
The purpose of this position is to provide an accurate and effective administration of all the SPU staff personnel and salary-related details on the HR System.

**Minimum Requirements**
- National Senior Certificate.
- Two year's relevant experience.
- Computer literate.

**Recommendation**
- ITS experience would be an added advantage.
- Exposure to HR practices in a Higher Education environment.

**Duties and Responsibilities**

**Recruitment and Selection Administration**
- Assist in the booking of venues.
- Preparing the recruitment files for HR Scribes.
- Assist with and direct inquiries.
- Assist with the preparation of the venue.
- Coordinate the accommodation and travel arrangements Ensure required equipment is available and in working order.

**Data Capturing**
- Acquire relevant appointment documentation.
- Capture appointments.
- Activate pension, group assurance and medical codes where necessary.
- Update all existing records e.g. marital status, medical aid, pension, qualification detail etc.
- Ensure the system is updated regarding Resignations, Retirements, Deaths, Promotions Extensions, End of contracts, New contracts.
- Coordinate all the HR advices for payroll distribution.

**Staff Queries**
- Assist with all internal and external HR-related inquiries or requests or direct to relevant HR personnel.
- Checking of new staff files for completeness before filing.
- Drafting of employment confirmation.

**Benefit Administration**
- Prepare and liaise with Manager HR Operations on benefit spreadsheets and/or staff sheets.
- Compare benefit lists from third parties with system inputs.
- Advise staff on relevant benefit processes.

**General HR Administration (including Payroll)**
- Coordinate all payroll data according to SPU business process and within agreed timeframes.
- Coordinate and acquire HR office stationery, assets goods, and requisitions.
- Be the service desk of HR and coordinate calls and mail to relevant HR personnel.
- Advise staff on HR-related processes.

**Checking Staff Files**
- Check the completeness of information and documents in file.
- Check the completeness of information captured on information system.
- Assist in audit preparation.

**Filing**
- Check the recruitment and selection data is filed Files opened for all new appointments.
- Sort, organize and maintain records accurately Classify information according to guidelines such as content, purpose, user criteria, or chronological, alphabetical, or numerical order.
- Manage document structuring to ensure easy finding and retrieval when required.
- Manage all user requests related to documents, filing in and out of HR.
- Maintain a log of all outgoing files to ensure documents are returned in time.
- Inspect the filing section periodically to ensure records are categorized properly and are being maintained in a good condition.
- Remove or discard outdated documents as per file maintenance procedures.

**Reporting**
- Assist and support the Manager in providing line managers and staff with user-friendly and relevant HR information.
- Run monthly reports and report on data integrity.

Assumption of duties: As mutually agreed to upon acceptance of the appointment. The University reserves the right not to make an appointment.

Women and people with disabilities are encouraged to apply.

Note: Sol Plaatje University (SPU) is dedicated to meeting its Employment Equity targets.

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