HR Administrative

4 weeks ago

Cape Town, South Africa abc Full time

We are seeking a proactive and detail-oriented HR Management Assistant & Office Facilitator to join our growing team. This versatile role will provide key support in human resources, recruitment and office management. As the HR & Office Administrator, you will contribute to creating a positive workplace culture while ensuring smooth daily operations in our office environment, whilst reporting to the Head of Finance and the CEO and whilst being supported by our labour and payroll consultants. Your role will span recruitment, onboarding, employee engagement, and maintaining office operations to support the company’s long-term success.

Key Responsibilities:
Human Resources & Recruitment:

- Recruitment & Onboarding / Exit:

- Collaborate with recruitment agencies and update job posts on relevant placement platforms.
- Prepare offer letters, employment contracts, probation letters, and salary increase letters.
- Organize new hire onboarding, including IT setup, sharing of induction materials, training manuals, and payroll information
- Oversee the exit process, including arranging IT deactivation, conducting exit interviews, and collecting company equipment.
- Oversee onboarding and exit compliance (e.g. UI19 completion)
- Payroll & Benefits Management:

- Payroll is being outsourced and as an administrator you will ensure all supporting documents are provided and compliance is adhered to
- Manage employee benefits providers such as medical aid and life insurance.
- Prepare annual reports for compliance with Workmen’s Compensation, Employment Equity, STATSSA, and other statutory requirements.
- Manage staff leave information on Sage Self-Service.
- Employee Engagement & Compliance:

- Facilitate the Employment Equity Committee and conduct annual refresher training.
- Assist in reviewing and updating HR policies and procedures bi-annually with the Head of Finance and CEO.
- Collate performance review results and ensure managers adhere to set deadlines
- Support the organizations employee event committee, including team-building and wellness activities.
- Administrative Support:

- Process HR and office related invoices
- Create and maintain digital personnel files.
- With the support of our Labour Consultants assist with the preparation of HR documents for disciplinary matters.
- Handle day-to-day HR queries and offer support to management as needed.

Office Management:

- Facility & Vendor Management:

- Oversee office maintenance, security, and liaise with contractors and suppliers when needed
- Ensure that office consumables, refreshments, and supplies are stocked and replenished
- Maintain staff lists, meeting room calendars, and office floor plans.
- Manage office access cards, alarm codes, and coordinate the access and security process.

To note: Private Safaris is a hybrid office and staff are in office an average of 2 days per week
- Health & Safety:

- Serve as the Health & Safety Compliance Officer, ensuring the office and staff comply with regulations.
- Ensure the office remains clean, organized, and presentable by managing the office cleaner.
- Administrative Support & Ad-Hoc Duties:

- Perform various ad-hoc administrative tasks as needed by management

Additional Responsibilities:

- Partake in proactively creating a caring and engaging work environment
- Be approachable and provide ongoing support to staff and management.
- Contribute input to decision-making processes and actively support management in various HR and operational initiatives.
- Ensure confidentiality of all information obtained from management unless explicitly told otherwise.
- Provide regular and proactive feedback on staff engagements

Key Skills & Qualifications:

- HR Qualification: A relevant HR qualification is beneficial.
- Experience: A minimum of 3 years of experience in HR, beneficial within a corporate or tourism environment.
- Payroll Knowledge: Essential and solid understanding of payroll principles required
- Labour Law Knowledge: Solid understanding of labour laws, practices, and statutory requirements
- Technical Skills: Advanced proficiency in Microsoft Office (Word, Outlook, TEAMS etc.) and solid understanding of EXCEL
- Communication Skills: Excellent oral and written communication abilities.
- Organizational Skills: Strong organizational and time-management skills with the ability to prioritize tasks effectively.
- Problem-Solving: Ability to identify and resolve issues promptly and professionally.
- Work Ethic: High level of confidentiality, integrity, and work ethic. Ability to work well under pressure and in a dynamic environment.
- Proactive Attitude: Hands-on, self-motivated, and comfortable working independently.
- Key Attributes: Trustworthy, dependable, and able to maintain utmost confidentiality

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