HR Administrator

3 days ago

Johannesburg, South Africa Hogan Lovells Full time

Keen to become part of a truly global, collaborative team of professionals? Your journey begins here.

Purpose of the role:
This role provides end to end HR administration support to the GBSC and HLJ, incl. recruitment administration, managing HR documents (e.g. employment records and on boarding documents). The focus is on the delivery of HR processes (onboarding to offboarding), as well as updating and maintaining records on related HR processes and systems for all employees.

Roles & Responsibilities

HR Administration
- Ensure that employment checks are conducted before appointments are made.
- Prepare and produce employee letters, contracts and offers of employment.
- Data management: Ensure that employee data is kept up to date at all times.
- Organise and maintain personnel records and ensure that all supporting documents relating to an employee is on file.
- Capture and maintain data accurately and timeously on Workday.
- Follow up on new joiners documents.
- Follow up on employee termination packs.
- Schedule and assist with exit interviews.
- Filing of source documents every two weeks.
- Support the Senior HR Manager and rest of the HR Team in the implementation of processes.
- Possess a detailed knowledge of firm policies and where appropriate an understanding of employment law and the impact on business processes.
- Provide administrative support for cyclical HR processes, e.g. salary reviews, practicing certificates, onboarding, etc.
- Provide any other ad hoc support as required, including support on projects, running reports, drafting documentation.

Recruitment and Selection
- Assist the Talent Sourcing Consultant with the recruitment and selection of all employees as per the firm's recruitment processes and procedures.
- Advertise vacancies on the appropriate platforms under the supervision of the Talent Sourcing Consultant.
- Co-ordinate and administer vetting and background checks for all staff and contractors.
- Schedule interviews with all relevant parties, often across conflicting time zones, including video conferences.
- Coordinate interview packs for the panel members.
- Regular maintenance and organisation of filing systems, retaining documents, correspondence and other records in line with the Firm's recruitment procedures.
- Clean up and delete all CV’s on HLP that is 12 months and older.
- Produce weekly/ monthly and once off recruitment reports.

Employee On boarding and Exits
- Manage the onboarding process of all new employees.
- Manage the settling-in process of all new employees for a month.
- Manage the exit / offboarding of employees, ensuring that the proper documentation is completed and correct processes are followed.
- Ensure that the exit checklist is completed and tools of trade collected.
- Conduct exit interviews in a sensitive manner.
- Compiles a monthly exit interview report for Senior HR Management.
- Liaise with Managers regarding employee probations and compile required documentation.

MI Reporting
- Extract HR Reports from Axiomatic and Workday.
- Analyse information requested or information included in reports.
- Manage and rectify errors from the MI reports.
- Compile and maintain HR reports as and when requested by HR Advisor and Talent Sourcing Consultant.
- Assist with any online submissions as required by legislation.

Training and Development
- Record all training that employees have attended and maintain a data base.
- Ensure accuracy of online data being captured.
- Assist the Talent Sourcing Consultant with WSP/ATR report submissions.
- Ensure that the training plans identified during performance appraisals or any performance management meetings are implemented.
- Maintain and file the learnership documents.
- Assist the HR Administrator with study support queries.

Requirements profile:
**Education**:

- Grade 12 or equivalent
- HR Degree or equivalent tertiary qualification

Mental & Environmental / Legal Requirements
- Must be able to handle pressure, setbacks and a high level of stress
- Must be able to work to deadlines
- Must be able to handle high volumes of work
- Must maintain high confidentiality at all times
- Must have an understanding of the organization in order to deal with any general queries
- Must have a clear criminal record

Experience

Minimum 1 - 2 year's HR Administration experience at Operational level - Required

System Skills
- Microsoft Office - Intermediate
- HR Systems - Recommended
- Workday - Recommended

Knowledge and Skills
- Attention to detail
- Analytical skills
- Organizational and time management skills
- Business writing
- Good listening, writing and verbal communication skills
- Work independently and on own initiative within specified guidelines or processes
- Well-developed interpersonal skills and able to deal with colleagues at all levels
- Work appropriately with confidential and sensitive information
- Commercial awareness

Behavioral competencies
- Ability to handle queries efficiently with diplomac

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