People & Culture Administrator

6 months ago

Somerset West, South Africa Rohloff Group Full time

**Purpose of the role**

Provide administrative support and assistance to the **People & Culture **Department and ensure effective, accurate and timeous processing of administrative tasks and responsibilities assigned to the position. Operate as Liaison person to all restaurant employees with regards to any People and culture-related matters.

**People & Culture Administrative duties**
- Activation of new employees on PaySpace (payroll system).
- Allocate new clock/employee numbers to new employees.
- Import and provide information of new inducted employees to stores.
- Assist staff with certificates of services, UI19 and confirmation of employment.
- Assist third party with confirmation of employment.
- Process all terminations accurately, compile the relevant documents and ensure communication is sent timeously and accurately with regards to abscondment, resignations and dismissals
- Update and maintain all tracker sheets used in the department: Awol, Termination, Certification and Central Orientation Workshop
- Update, maintain, and manage all alignment portals GEM (Global employee management system) and SSAM (Self-service alignment manager)
- Assist with all People & Culture related queries from Above Store Leaders, and Restaurant Managers
- Accurate completion of the Internal Staff Movement form (ISM) for all employee changes
- Submitting ISM form for verification timeously and accurately
- Compile all documents for Department of Labour visits to Stores nationally.
- Accurately capturing of Stat
- and IOD leave and submitting paperwork to the payroll department.

**Manage the onboarding process**
- Assist with background checks such as IR and HR, crim
- and credit checks through Lexis Nexis
- Verifying on-boarding packs received from restaurants are complete and accurate
- Capture information of new engagers on PaySpace and generate clock numbers
- Communicate relevant onboarding information ie. Clock numbers to the restaurants

**Recruitment & Development**
- Drafting in-store applicants offers and contracts
- Serving as liaison for external appointments to different departments Ensuring that External applicants receive uniform from the Warehouse. Liaising with Area Coaches and HRBP's with recruitment for their regions
- Capturing information on PaySpace of all new applicants
- Managing the Assessment and Development (A&D) process, serving as liaison between HRBP, P&C and restaurants

**Warnings**
- Capturing all incoming warnings accurately on PaySpace and save as attachments to PaySpace

**Benefits Administration**
- Administer and process all provident data from fund entry to exit stage.
- Reconcile fund member scheme and investment data monthly Receive and process employee withdrawal and retirement claim according to employee instructions.
- Deal promptly with all employee's requests in a competent, efficient, and professional manner to ensure employee retention and satisfaction
- Provide feedback to employees and management regarding queries
- Managing the ‘Smart Exit' process, liaising with employees who exited the company.
- Ensure effective checking and submission of benefit related documents (personal accident, Funeral, Death, Disability) to provident fund administrators.
- Ensure notification of the review dates on the disability claims are sent out in time
- Ensure all queries and matters pertaining to the administration of the provident fund are timeously and accurately attended to including the outstanding claim synopsis and contribution queries
- Ensure relevant documentation is carefully checked e.g., ID's, death certificates and certified copies of documents
- Ensure all relevant documentation is attached.
- Act as liaising officer between the employee and Benefit service provider when queries are received
- Ensure withdrawal claims are submitted accurately.
- Ensure withdrawal queries are accurately and timeously attended to Continuously follow up on outstanding requirements.

**The vault (on-line learning system)**
- Record keeping and follow up on assigned e-learning courses (LTO's, market test, surveys etc)
- Generate analytics reports as requested from E-Learning Site Line Support pertaining to E-Learning System
- Basic troubleshooting
- Facilitating Technical Support (Assisting stores via team viewer with any LMS queries)
- Assisting stores and Regional Trainers with issues pertaining to The Vault Compiling/ Generating training reports

**Certification Management**
- Check completion of e-learning courses
- Check and obtain all necessary information for the certification pack.
- Completing the internal certification process and submitting for sign-off
- Changing of job roles in the Global employee management system

**Ad hoc duties**
- Assisting with Reception relief duties

**Knowledge and Skills**:

- Proficiency in data capturing
- Effective communication skills, both verbal and written, to interact professionally with customers and internal stakeholders.
- Strong organizati

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