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Administrative Support Professional

2 weeks ago

Durban, KwaZulu-Natal, South Africa Outside Capital Full time
Job Details

We are seeking an experienced and organized Administrative Support Professional to join our team at Outside Capital. The successful candidate will be responsible for providing administrative support in various departments, ensuring seamless day-to-day operations.

Key Responsibilities:

  • Office Administration:
    • Assist with procurement of office supplies and equipment.
    • Maintain up-to-date filing systems and ensure easy access to information.
    • Utilize Microsoft Office 365 Suite for effective communication and documentation.
    • Support effective communication among stakeholders through sharing and receiving information.
    • Translate and circulate notices on notice boards to facilitate upward and downward communication.
  • Payroll Data Administration:
    • Process weekly payroll for approximately 180 employees.
    • Assist with monthly payroll processing, including attendance management system updates.
    • Reconcile third-party payments, including union memberships, provident fund, garnishee, and loans.
  • HR Administration:
    • Manage employee/operational files, utilizing internal HR software programs competently.
    • Provide a range of clerical and general HR administration duties, including filing, scanning, photocopying, and maintenance of paper and electronic filing systems.
    • Maintain manual and electronic staff files, ensuring all relevant supporting documentation is up-to-date.
    • Comply with HR calendar deadlines and ensure SMP files are updated accordingly.
  • Discipline and Performance:
    • Assist with administration related to discipline, probation, and performance meetings.
    • Attend meetings for interpretation purposes.
    • Ensure administration and preparations for discipline processes are collated and submitted to the HR Officer for review.
  • Training and Development:
    • Arrange training as required, ensuring service providers meet approved BBBEE levels.
    • Update/capture training (internal/external) on the training schedule.
    • Update the training matrix related to compliance training – quarterly.
    • Provide support regarding learnership/apprenticeship information until contract expiry and before submission purposes.
  • Health and Safety:
    • Provide support with IOD administration where necessary.
    • Assist with loading IOD on DEL system with oversight from the HR/Payroll officer.
    • Ensure medical assessment registers are received from divisions and uploaded on SMP where necessary.
  • Statutory and Legislative items:
    • Assist with administration/filing of mandated items, including SETA correspondence and UI19's.
  • Recruitment and Selection:
    • Provide support in terms of recruitment, including job advertisements, application receipt and collation, updating recruitment schedules, and scheduling interviews.
    • Ensure background checks (credit, crims, references) are conducted and filed accordingly.
  • On/Off Boarding:
    • Assist with admin-related tasks, such as checklists and booking boardrooms, to ensure onboarding/offboarding of employees is attended to professionally.
    • Prepare employee documents and save on server/sharedrive for HR Officer review.
  • HR Calendar/Reports:
    • Provide support and assist with administration, including demographic information, learnerships/apprenticeships, leave, discipline, training data, and other relevant HR reports.
  • HR/Payroll Projects:
    • Assist with projects as required and/or related to tasks based on operational requirements.