Junior HR

6 months ago

Durban, South Africa OFT Group Full time

**BASED DURBAN**:

This Junior HR and Payroll Administrator function consists of the payroll processing function for one company having three divisions on the payroll system. You will be required to make all the necessary changes to the payroll system to process payroll. You will also be required to liaise with different levels of management and staff to attend to payroll matters in order to resolve these in a professional and efficient manner.

**Provisional Job Requirements**:

- **Office support and Communication**
- Assist with procurement of HR consumable / office items.
- Filing kept up to date and easily accessible for others to gain access to information.
- Use of Microsoft Office 365 Suite for written verbal and video communication.
- Assist with effective communication related to various stakeholders through sharing/receiving applicable information/instructions through informal/formal meetings and keeping minutes thereof.
- Assist with translation and circulation of notices on notice boards to ensure upward/downwards communication. Maintain notice boards to ensure they are current/updated on a regular basis.
- Use of prescribed HR/Payroll templates.
- Ensure workspace and surroundings are kept in a presentable and professional state.
- Ensure work is filed correctly and not kept in a cluttered manner.
- Reducing/managing waste.
- Assist with archiving where necessary.
- **Payroll Data Administration**
- Assist with payroll data (+-180employees), including but not limited to the following:

- Processing of weekly payroll.
- Assistance with monthly payroll.
- Maintain and update attendance management system - full function:

- Monitor and report absenteeism to management.
- Load/remove employee info (Name, Surname, ID Number, Emp Code, Dept and Shift) onto system and sync with facial recognition.
- Correct verified clocking’s if necessary.
- Liaise with staff where queries concerned.
- Receive, check, collate and submit payroll input information where mandated in an accurate and timely manner to the HR / Payroll officer, including but not limited to leave forms, time and attendance information, overtime, payslips, provident fund statements, IRP5’s etc.
- Assist with document control and signature for casual (temporary) staff members.
- Assist with on-boarding and off-boarding information/correspondence related to payroll.
- Assist with capturing of leave on Payroll system within deadlines accurately. This task to be issued at a future date.
- Reconciling third party payments - Union memberships, Provident fund, Garnishee, Loans.
- Knowledge of processing statutory declarations - EMP 201, EMP501, STATS SA.
- Maintain/update Liberty Beneficiary Nomination to ensure latest information is received from all staff.
- **Human Resources Administration (Providing support and assistance)**
- Employee / Operational Files
- Utilise internal HR related software programmes competently.
- Provide a range of clerical and general HR Administration duties including filing, scanning (correct format), photocopying, maintenance of both paper and electronic (SMP) filing systems, and any other clerical support to assist in the efficient operation of the HR Department.
- Maintain manual and electronic staff files (i.e. SMP / Sharedrives / Onedrive etc.) - ensure all relevant supporting documentation and information within sphere of HR is kept up to date.
- Comply with HR Calendar deadlines related to HR admin functions only and ensure SMP files are updated as specified. Items included below but not limited to:

Maintain and update birthday registers and staff contact lists - monthly.
- Assist with compiling data related to HR year-end tasks using various systems/processes to gather data (e.g. Long Service Awards, Retirement Schedule, Co-Morbidity Schedules (if appl), Leave schedule, Adhoc or Routine Audit/Gap Analysis, Birthday list, Contact list etc.).
- Assist with Ad-Hoc Staff Matters, Staff Functions and Initiatives
- Shredding of correspondence where applicable or arranging ‘destroy correspondence’ to be placed in ‘metrofile’ boxes and arrange for boxes to be destroyed.
- Discipline and Performance related items:

- Assist with administration related to Discipline, Probation, and Performance related meetings - coordination, booking, minutes and related items.
- Attend meetings where required for interpretation purposes.
- Ensure administration and or preparations for discipline processes are collated and submitted to HR Officer for review.
- Training and Development
- Arrange training where required and ensure service providers are within approved BBBEE levels.
- Assist with updating /capturing of training (internal / external) on training schedule.
- Request GL from finance monthly and ensure supporting documents are included in ops file.
- Request internal training registers from divisions monthly and ensure supporting documents are included in ops file.
- Update training matrix related to compliance tra

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