Employee Experience Administrator
1 day ago
To deliver a seamless, consistent, and human-centred employee experience from onboarding to exit by coordinating all administrative, systems, and communication processes that support the colleague lifecycle. This role ensures that every employee receives timely, accurate and meaningful touchpoints; while maintaining the operational heartbeat of EX through structured processes, systems accuracy, and exceptional service.KEY RESPONSIBILITIES1. Onboarding & Induction Coordination
- Prepare and send welcome communication and templates via Canva and the communications mailbox.
- Update welcome boards and digital screens in partnership with Zapop.
- Prepare orientation schedules, calendar invites, and manager engagement touchpoints.
- Issue welcome packs (shirts, notebook, pen) and ensure IT setup (laptop handovers).
- Generate new starter SMS notifications and update relevant trackers.
- Arrange travel, allowances, accommodation and transport where required.
- Draft, format and distribute internal communications using approved templates.
- Manage daily use of the communications inbox and ensure correct distribution groups.
- Load relevant updates to Lion Learning and ensure visibility of EX communications.
- Maintain confidentiality and accuracy when sharing company-wide announcements.
- Process weekly recognition uploads from Rewards Factory.
- Manage Wicode allocations for new starters and training days.
- Update peer recognition sheets and maintain accurate records.
- Process uniform orders, replenishment cycles, and winter jacket orders.
- Liaise with suppliers (Worksgroup, Tegwen, etc.) and obtain quotations.
- Generate and track POs on SAGE for uniform orders.
- Book couriers via Aramex and ensure timely delivery.
- Process name badge requests and supplier coordination.
- Prepare Long Service certificates via Canva and liaise with Source & Supply.
- Confirm long service eligibility using headcount reports.
- Order gift vouchers for all regions and create POs for each.
- Prepare and courier final award packs to Regional Managers for distribution.
- Assist employees with provident fund, pension, and death claim documentation.
- Validate data on SAGE (contributions, terminations, tax numbers, salaries).
- Complete withdrawal documentation for SACCAWU, Robson Savage, and Alexander Forbes.
- Process NHC new membership and termination reports monthly.
- Provide NMC and Discovery Health forms and support employee queries.
- Complete labour forms: UI19, Certificate of Service, UI2.7, Salary Schedules.
- Ensure employee records are terminated before processing claims.
- Create and receipt Purchase Orders for all EX invoices using SAGE.
- Ensure suppliers are correctly registered and documentation is compliant.
- Maintain accurate records of all transactions and benefit documents.
- Track and update EX shared drives, templates and process documents.
- Book couriers and manage all Aramex logistics.
- Generate exit interview SMS communication.
- Prepare and send exit documentation for RSA, Namibia, and Zambia (where applicable).
- Support employees with benefits queries and confirmation of employment (with consent).
- Maintain updated termination lists and ensure completion of all tasks per employee.
- Strong administrative and organisational skills.
- Proficiency in Canva (basic design), Excel, and internal HR systems.
- Ability to navigate and extract data from SAGE.
- PO creation, financial processing understanding.
- Familiarity with HRIS, LMS and communications tools.
- Understanding of HR processes, labour forms and benefits structures.
- Warm, professional and people-centred.
- High attention to detail and accuracy.
- Strong follow-through and task ownership.
- Resilient, adaptable and solution-driven.
- Excellent communication skills (written & verbal).
- Ability to manage deadlines across multiple processes.
- A calm presence in a busy, high-volume environment.
- Grade 12 (required); HR/People-related qualification preferred.
- 1–3 years HR, EX, Admin or Operations experience.
- Experience with SAGE, HR systems or payroll platforms is advantageous.
- Exposure to multi-country HR administration is beneficial.
- Experience working with suppliers and procurement is a plus.
- New starters experience a smooth, warm and consistent welcome.
- All EX tasks and processes run on time, with minimal follow-ups.
- Admin cycles (uniforms, long service, benefits) run predictably and cleanly.
- Records are accurate, tidy and compliant.
- Communication flows smoothly across the organisation.
- The Head of EX can focus on strategy because the operational EX engine is humming.
- Employees feel supported, informed and valued throughout their lifecycle.
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