HR Assistant

4 weeks ago

Port Elizabeth, South Africa Relay EMS Full time

The HR Assistant will be responsible to assist the HR team in the day-to-day operations of HR. Providing administrative support, assisting with payroll administration, recruitment, record maintenance, performance management, employee relations, and compliance.

The HR Assistant will work in an office environment but will be required to visit EMS bases or attend off-site meetings

**Key Responsibilities**:
**1. Recruitment (Selection, Onboarding & Offboarding)**:
1.1. Coordinate and facilitate the recruitment process, which includes inter alia posting job ads, organizing and screening resumes, scheduling and conducting interviews, arranging assessments, conducting reference checks, and drafting all appointment documentation.
1.4. Conduct settling in interviews with new staff
1.5. Complete the off-boarding process including exit interview

**2. Record Maintenance & Reporting**:
2.1. Update and maintain employee records on the various HR platforms/systems
2.2. Draft contracts, letters, memos, policies, etc
2.3. Maintain HR files on all staff members
2.4. Ensure all employee information is accurate and up to date.
2.5. Prepare reports relating to any employee activities which inter alia includes recruitment, terminations, staff turnover, retention, training, absenteeism, diversity, discipline, engagement etc.

**3. Payroll Assistance**:
3.1. Assist with payroll preparation by tracking hours, calculating adjustments, and managing timesheets.
3.2. Ensure staff’s timesheets are fully updated and query any inconsistencies.
3.3. Compile and prepare data for payroll imports
3.4. Assist with staff queries relating to benefits, leave, timesheets etc

**4. Employee Relations**:
4.1. Act as a point of contact for employees, answering HR-related queries, and resolving issues promptly
4.2. Provide support and guidance to employees and managers on HR related queries and issues, such as inter alia benefits, payroll, leave, and discipline
4.3. Organize and deliver HR related training and orientation training for new hires and existing staff.
4.5. Assist with Employment Equity planning and committee meetings
4.6. Assist with Health & Safety planning and committee meetings

**5. Training and Development**:
5.1. Assist in coordinating and organizing staff training
5.2. Keep record of all internal and external training done
5.3. Assist in the compilation of training reports
5.5. Conduct Induction training on HR policies & procedures for new staff

**6. Performance Appraisals**

6.1. Assist the HR and Operations team with the compilation and discussions of performance evaluations.
6.2. Assist with the process of dealing with any discipline related to Incapacity poor work

**7. Recognition & Employee Wellness**:
7.1. Assist with maintaining and promoting employee recognition program (CROWN)
7.2. Assist with the planning and organizing of CROWN awards function
7.3. Assist with Employee wellness planning, events and other matters relating to wellness

**8. General**

8.1. Collaborate with other departments to ensure smooth and effective HR relations.
8.2. Stay updated on the latest HR trends and best practices and suggest improvements and initiatives to enhance HR effectiveness and employee satisfaction.
8.3. Assist with any special projects in the HR department.

This is not an exhaustive list of all the functions and tasks of an HR Assistant, and all reasonable instructions should be adhered to.

**Requirements**:
1. Bachelor's degree/National Diploma in Human Resources or related field; and
2. Minimum of 2 year’s experience in the HR and/or Training field or in a Leadership role in any Department
3. Experience in the EMS industry or a similar shift work setting is advantageous.
4. Understanding of the unique challenges and requirements of HR management in a high-stress, fast-paced environment like EMS.
5. Knowledge of HR functions and best practices.
6. Basic understanding of labour laws
7. Proficiency in MS Office, Excel and HR/Payroll software.

**Job Specifications**:
1. Conceptual thinker with superb organizational and time management skills.
2. Outstanding administrative and communication skills
3. Ability to multitask and acclimatize to a fast-paced environment.
4. Display remarkable conflict management and decision-making skills.
5. Solid understanding of employee relationships, staffing management, and payroll and benefits administration.
6. Deadline driven individual.
7. Meticulous attention to detail.
8. Reliable and should accurately follow instructions.
9. Flexible to adapt to changes in daily routine and on short notice.
10. Fluent in English (additional language would be advantageous)
11. PC literate - intermediate knowledge of Word and Excel

12. Maintaining confidentiality is a critical aspect of this position.

Application Question(s):

- Do you have a Bachelor's degree/National Diploma in Human Resources or related field;
**Experience**:

- R and/or Training field or in a Leadership role: 3 years (preferred)

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