HR Clerk

**Position Purpose**
The HR Clerk supports and coordinates recruitment and on-boarding activities, assists in the development and administration of training, acts as HR contact for the employees of the Company and is responsible for maintaining detailed employee data and records in compliance with government and internal reporting requirements.

**Key Responsibilities**

**KPA 1: General Administration**
- Consolidate monthly HR reports for Support meeting
- Managing the Provident Fund Administration, includes:
Adding new members upon permanent appointments after 3 months
Creating a tracking excel sheet of new joiners and terminated members from the fund
Administer fund withdrawals, disability claims, funeral/ death claims etc.
Deal promptly with employee/ member fund queries and follow up on claims progress
- Manage all WCA claims with regards to registrations, processing and follow up
- Keeping the HR catch up sheet up to date (General, Payroll, WCA tabs and other if and when necessary)
- Assist with legislative annual reports i.e. Workplace Skills Plan, EE reporting etc

**KPA 2: Employee Advice and Support**
- Liaise with employees and representatives regarding general HR related matters, working to quickly answer questions and/or resolve any employee concerns or HR issues
- Formulate charges in IR matters
- Flag probation reviews and set reminders for managers
- Manage the online leave system (ESS) and ensure all absences are properly recorded and signed off and high leave balances and irregularities reported to line managers for action:
Manage monthly attendance registers and leave records
Provide leave reports to units every 3 months

Provide annual no sick leave report by financial year end
- Act as a resource in the areas of Employment Standards, Health and Safety and Wellness initiatives
- Implementation of the company’s HR policies and processes
- Recommending changes to the company’s policies and procedures when needed/ recommending new policies
- Set reminders to kick start the annual performance management process

**KPA 3: Payroll and Leave management**
- Run the full payroll function in conjunction with the Finance Manager
- Ensure payroll records are up to date and accurate, includes:
Set up an HR Master file report to be updated monthly as employees join/ terminate
Set up new employees on the payroll system to ensure regular and correct payment of salaries
Monthly checklists to units for salary adjustments i.e. payment of overtime, Sundays, Public holidays etc.
Assist with the consolidation of staff salary increases on client selected date, including drafting increase letters and actioning increases accordingly
Create/ maintain a monthly payroll excel sheet to show payroll instructions for that specific month
Monthly payroll spot checks with Finance Manager before payment is released
- Ensure wage negotiations concluded matters are accurately actioned on the respective due dates
- Ensure all Section 197 transfers are actioned accurately (correct terms and conditions of employment)

**KPA 4: Training Assistance**
- Facilitate Induction Training to new employees as and when needed
- Assist with the 3month and 18 month onboarding process for new managers and employees
- Provide on the job training to new managers on payroll processes
- Record HR training as and when needed
- Ensure all managers complete the Computer Literacy assessment to test proficiency level

(for low proficiency ensure the training video is made available for managers to access at any time)

**KPA 5: File Audits**
- Conduct unit and support office file audits twice a year, keeping all files up to date
- Ensure the audit report is sent to unit managers to rectify gaps prior to the next audit date
- Score each unit on their audits twice a year, to be added to the overall PEG scoring for the HR department

**KPA 6: Recruitment and Selection**
- Respond to solicited and unsolicited employment inquiries
- Administer the company’s performance management process annually, keeping accurate records
- General HR administration i.e. confirmation of employment, UIF forms, certificates of services, contract addendums etc.

**Position requirements**:

- A minimum of 2 years experience in an HR administrative role
- Relevant HR qualification (certificate or diploma)
- Excellent interpersonal and communication skills - able to influence and communicate clearly at all levels, and across all departments
- Proactive attitude and ability to identify project opportunities, propose them and complete them
- Methodical and structured approach to tasks
- Able to set priorities and clear targets
- High sensitivity to the confidential nature of the work

**Job Types**: Full-time, Permanent

Ability to commute/relocate:

- Somerset West, Western Cape: Reliably commute or planning to relocate before starting work (required)

**Experience**:

- HR Administration: 2 years (required)