Personal Assistant/HR Administrator

3 weeks ago

Soweto, Gauteng, South Africa ATripleA Recruitment and Temps Full time
Job Title: Personal Assistant/HR Administrator

We are seeking a highly organized and detail-oriented Personal Assistant/HR Administrator to join our team at ATripleA Recruitment and Temps. As a key member of our support staff, you will provide administrative support to our executives and assist with various HR-related tasks.

Key Responsibilities:
  • Provide administrative support to executives, including preparing correspondence, reports, and materials for publications and presentations.
  • Setup and coordinate meetings, conferences, and events, including year-end functions, sales conferences, and launch events.
  • Prepare and maintain expense reports, including credit card and travel expenses.
  • Setup and coordinate travel arrangements, including flights, accommodation bookings, and visa applications.
  • Perform general clerical duties, including photocopying, faxing, mailing, scanning, and filing.
  • Deal with incoming mail, faxes, post, and correspondence.
  • Maintain hard copy and electronic filing systems, including agreements, statutory contracts, and other documents.
  • Sign for courier and delivery packages.
  • Research, price, and purchase office furniture and supplies.
  • Accommodate booking for company employees.
  • Liaise with suppliers.
  • Coordinate project-based work, including tenders.
  • Supervise support staff, including reception, tea, and cleaning ladies.
  • Devising and maintaining office systems to deal efficiently with paper flow.
  • Assist with personal tasks for executives, including vehicle licenses, medical aid, and personal policies.
  • Handle all insurance claims on the company policy and personal policy of executives.
  • Handle medical aid submissions and all claims for executives.
  • Handle all utility queries for executives.
  • Payment preparation for CEO and queries, including checking statements for correct amounts.
  • Assist with general building maintenance, including arranging aircon repairers, handymen, electricians, carpet repairs, generator maintenance, ADT services, and cleaning.
  • Prepare executives' lunches when the tea lady is not available.
  • Keep an electronic record of all company cell phone contracts and handsets.
  • Control the movement of assets and ensure procedures are adhered to.
  • Book golf games for events and leisure.
  • Other duties as assigned.
  • Stationery and groceries, ordering and checking of stock.
  • Picking stationaries for all companies and delivering to them.
  • Overseeing stock taken for the kitchen, check out to boardrooms, and checking back in.
  • Fleet management: vehicle licensing, new registrations, renewals, booking of maintenance for vehicles.
  • Making sure passports, IDs, and drivers' licenses do not expire, organizing appointments for renewals.
  • Visa applications.
  • Facility management: overseeing maintenance, quotations, payments, and general quality of completed work. Obtaining new service providers for maintenance and construction on the building.
  • Controlling e-tags and access cards.
  • Overseeing cleaners, driver, maintenance worker, kitchen staff, office staff, when the executive PA is not available.
  • Delivery notes, organizing the delivery routes for various departments, stock deliveries, emergency deliveries.
  • Organizing deliveries and pick-ups for executives and their families.
  • Online purchases for executives.
  • Storage and delivery of prizes for events.
  • Logbooks for executives.
HR Duties:
  • SETA management.
  • Full recruitment cycle, including job specs.
  • Setting up interview dates, preparation for managers and candidates.
  • Booking boardrooms for interviews.
  • Capturing the outcomes of interviews and following up with recruitment agencies.
  • Sending regret letters to unsuccessful candidates.
  • Drafting contracts, job descriptions, and policies for new employees.
  • Capturing new employees on the Talenger system.
  • Preparing employee files.
  • Preparing employee documents and commissions for payroll submission.
  • Draw reports from system, head counts, leave, medical aid, union, pension fund.
  • Termination of employees on the system.
  • Managing roll over leave reports/letters.
  • Preparing UI19 applications.
  • Arranging medical aid applications/withdrawals.
  • Preparing provident fund applications/withdrawals.
  • To give verbal warnings to employees when it is required.
  • Inform manager of hearings that is to take place. Also do prep packs for complainant and chairperson.
  • Attending to all disciplinary related queries and following the relevant procedure to ensure that the matter gets resolved.
  • Ensure effective compliance with policies and procedures as well as legitimate instructions.
  • Familiarize yourself with the content of policies and procedures as they come about.
  • Follow up with branches to ensure that all HR related paperwork is sent to HR for approval or filing.
  • Scanning and capturing of all HR related documentation into HR system.
  • Liaising with Talenger (payroll company).
  • Drafting letters of warning.
  • Preparing documentation for disciplinary hearings.
  • Coordinating hearings.
  • Preparation for CCMA cases.
  • Capturing the outcome of hearings.
  • Liaising with the CCMA on dates for appearances.
  • Filling.
  • New user forms.
  • End user forms.
  • Tag forms.
  • Asset control forms to hand assets to companies.
  • Checklist for asset returns.
  • Exit interviews.
  • All queries.
  • Interventions.
  • Drug and alcohol testing.
  • All employee questions.
  • WSP ART.
  • Skills development.
  • Employment equity.
  • Secretary of the EE committee, taking minutes, setting up meetings, prepping the committee for training.
  • Sending out meeting requests and agendas.
Training and Development:
  • Training analysis with each staff member.
  • Meetings with GMs on staff training.
  • Training interventions.
  • Liaising with training providers.
  • Obtaining quotations for training.
  • Setting up training sessions.
  • Receiving feedback from employees.
  • Obtaining all training from staff and external trainers.
  • Ensure that all training is noted in the training register.
  • Training committee - new appointments noted on the files.
Occupational Health and Safety:
  • Inspection of all areas for compliance.
  • Drafting policies - Covid.
  • Organizing training.
  • Letters of appointment.
  • Meetings and minutes.
  • Preparing documentation for audits.
  • Liaising with suppliers for contracts.
  • Generator - inspection dates - certification.
  • Fire extinguisher inspection dates - certification.
  • Aircon inspection dates - gaining certificates.
ISO:
  • Filling all policies on the database.
  • Drafting organograms.
  • Drafting policies.
  • Preparing reports.
  • Digitizing of the complete ISO filing system.
  • Preparation of documentation for signature.
  • Compiling data for the ISO auditing process.
  • Digitizing the auditing process.
  • Redesigning of policies in conjunction with executives.
  • Meetings and minutes.

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