HR Officer

**Direct Reporting Line**:
Campus Head

**Varsity College** is an educational brand of The Independent Institute of Education (The IIE). The IIE enjoys the reputation of being at the forefront of private higher education in South Africa and is registered with the Department of Higher Education and Training (DHET) to provide higher education qualifications accredited by the Council on Higher Education (CHE).

**The IIE's Varsity College, Pietermaritzburg Campus has a vacancy for a HR Officer.**

**Duties and Responsibilities**:
**New Employee Onboarding & Payroll/HR Administration**
- Oversees the foreign national approval and tracking (i.e. permit expiry dates, etc.) process on campus for fixed term staff and ensures that no offers are made prior to receiving pre-approval from National HR in line with the provisions of the Foreign National Guidelines.
- Ensures that all new employees, where possible, are loaded on the Onboarding /HR Engagement APP prior to their start date and that they complete their details timeously via the APP in line with the company payroll deadlines.
- Hands new employees the required payroll documentation as per the documentation that is required outside of the Onboarding /HR Engagement APP to complete so that they can be uploaded in the HR & Payroll Information System before the monthly deadline.
- Follows the manual payroll process for all new employees that cannot utilise the Onboarding/HR Engagement APP and ensures that all documents are received in line with the payroll and audit checklist requirements and ensures that these documents are quality checked according to company standards prior to processing the forms and information.
- Checks the completed payroll information and supporting documentation for all new permanent employees in the Onboarding/HR Engagement APP or via the manual process to ensure that all required documents and information have been received and that the packs meet the company audit and payroll requirements.
- Follows up on any queries or outstanding information or documentation from the new employee's onboarding profile, or manual forms where appropriate.
- Captures the qualification details for all new employees in the HR & Payroll Information System and uploads the qualification copies in File Manager in the month that the new employee starts.
- Ensures that all relevant documents for each new employee are uploaded, within the starting month, into the HR & Payroll Information System in the correct File Manager location and that the files are all named correctly.
- Sends all payroll forms that require sign off (e.g. P15 and Benefit Forms), before upload, by the National Payroll team to the National HR department in line with the monthly payroll deadlines and in accordance with the provisions of the Protection of Personal Information Act (PoPIA).
- Arranges to meet the employee at Reception on their first day to welcome them and show them to their desk.
- Prepares the induction file for each new employee for their first day, including a welcome letter with pertinent campus and company information, organisation structures, campus administration processes, birthday lists, expense claims, link to the Online employee handbook and company Intranet, policy acknowledgement form, induction schedule, Protection of Personal Information Act Training information, branded gifts and calendar etc. as per the Induction pack checklist.
- Customises the induction pack and process in line with the campus requirements to make the onboarding process more impactful.
- Conducts the campus HR induction process with all new employees.Co-ordinates with the relevant parties on campus to arrange any stationery/office equipment for new employees as well as any access codes / cards, keys or remotes that they might need when they start.
- Communicates and co-ordinates with the relevant parties to ensure that a work station is cleaned and set up for the new employee before their date of engagement.
- Gains sign off of induction file from the relevant line manager and the new employee.
- Schedules and co-ordinates the campus induction with the campus Senior Management team and the Campus Head to take place during the first week of the employees start date.
- Sets reminders to follow up on the probation review documents for new staff after each 30 day milestone has passed and checks that the forms have been completed to standard and flags any concerns or action items with the Performance and ER Manager.
- Provides first line support for any concerns or issued raised in campus probation reviews where applicable, and escalates these matters to the Performance and ER Manager for assistance and guidance.
- Issues new employees with their HR & Payroll Information System login credentials and how to guides.
- Conducts the HR & Payroll Information System User Self Service Training with every new employee.
- Conducts Manager Self Service Training with every newly appointed Manager.
- Supports t