Job Purpose
To provide a back-office support service for the efficient and effective management of the administration functions. Provide support to HC in terms of compiling, handling, filing and storage of documents. Conduct staff exit interviews and facilitating the Company’s absent without leave process. To effectively manage the Joiners and Leavers process and ensure that the necessary documents are completed and captured timeously.
Responsibilities
Ensure new employees are issued with a contract of employment within the first week of employment and conduct weekly inductions with new trainees
Ensure the Contract, Application, Training documents and PCI checks are received, scanned and batch uploaded to the employee profile
Process all Resignation terminations and conduct exit interviews with employees. Alert management of any concerns resulting from exit interviews. Ensure that Resignation letters are uploaded.
Complete external ASKHR requests within 24 hours, e.g. proof of employment
Accurately complete Maternity leave for employees (going and returns)
Ensure relevant maternity documents are completed with correct information
Receive Disciplinary documents from management using the handover sheet and upload within 48 hours
Collect sick notes and RTW’s from management, sign handover template, scan and upload within 48 hours
Conduct Credit Checks every 2 years. Adverse credit consultations conducted using the RAG status as a guideline. Ensure Stakeholder (ME) acceptance letter received when required and uploaded to Employee profile. Upload the checks onto the employee file. Report monthly on number of credit checks and consults conducted. Ensure proof of payment is received monthly and uploaded and Consultation tracker is updated
Conduct Criminal Checks every 2 years for all current employees. Ensure that all business and legal requirements are adhered to. Record a conversation to action a plan for any Inconclusive criminal offences to rectify their status. Red & Amber cases are consulted with, thereafter Stakeholder (ME) is informed and recommendations provided. Escalate to ER if requires further investigation/suspension. Upload the checks and consult documents onto the employee file. Report monthly on number of criminal checks and consults conducted. Ensure follow up consult is done, documents are uploaded and Consultation tracker is updated
Ensure collected Bank Mandate forms are submitted via email to Payroll
Follow up with updated Foreign national working permits. Track for renewal dates and send reminders
Ensure Disability consultations are flagged with ER and the relevant documents are uploaded to the employee file
Facilitate and manage monthly and quarterly audits DTI/PWC/SARS/etc.
Facilitate and accurate update estate/client audit information.
Adhere to business POPI standards for all personal and employee documents.
Ensure that the basic administration function as listed above is complete and accurate
Ensure that records management is of exceptional standards to enable correct reporting
Manage time effectively
Pay attention to detail with regards to accuracy
Be self-managed
Level of Authority
The Administrator works according to processes provided by the Manager and ensures that the correct administration procedures are followed.
The standard operating rhythm needs to be adhered to.
Needs to prioritize according to demand.
Must work well under pressure.
Skills and Competencies
High level of written and verbal communication skills are required.
Strong reporting skills with advanced computer literacy.
Extremely high attention to detail is required to ensure continuous focus on the accuracy of data and information.
Sound administrative abilities.
Comfortable adhering to strict procedures and processes in a methodical organised manner.
Analytical ability.
Experience,Qualifications& Knowledge
University Degree and minimum 1-year administrative experience in an administrative environment utilising electronic systems and handling high data volumes.
Advanced Microsoft skills and highly proficient in Excel.
Customer product and system training is essential.
Job Requirements
Required education
: Bachelor's degree
Required relevant work experience
: 2 years
Required languages:
English (Spoken: fluent | Written: fluent)
Mandatory attachments
Please have a scan or photo of these documents ready when you start the application:
Self-prepared CV file
- the employer wants to see a CV that you have prepared yourself
Education certificate
- the official certificate for your highest education
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