South Africa: HR Assistant posted by Greys Recruitment

• Matric
• Relevant HR qualification (HR diploma/degree or equivalent) preferred.
• 2–3 years’ experience in an HR administrative or HR assistant role.
• Working knowledge of HR processes across the employee lifecycle.
• Computer literate – strong MS Office (Word, Excel, Outlook), HRIS/HR systems exposure an advantage.
• Familiarity with South African labour legislation (BCEA, LRA, etc.) is advantageous.

Key Performance Areas:
Recruitment & Selection Administration

• Draft and post job adverts on approved platforms.
• Screen CVs according to agreed criteria and prepare shortlists for  line managers.
• Schedule interviews, confirm times with candidates and interviewers, and send interview packs.
• Conduct reference checks and qualification verifications where required.
• Prepare regret letters/emails and maintain a pipeline of suitable candidates for future roles.

Onboarding & Induction

• Prepare offer packs and employment contracts using approved templates.
• Collect and check all new starter documentation (ID, banking details, tax forms, next-of-kin, qualifications, etc.).
• Capture new employees on HR systems and maintain digital and physical personnel files.
• Co-ordinate first-day logistics (IT access, workstations, name tags, welcome packs, induction schedules).
• Ensure completion of induction checklists and probation review forms in line with company timelines.

 HR Administration & Employee Records

• Maintain up-to-date, accurate employee records (personal details, job titles, contracts, performance reviews, warnings, training, etc.).
• Ensure all HR documents are properly filed (electronic and hard copy) and easily retrievable.
• Draft HR letters using templates (confirmation of employment, change in details, warnings as instructed, etc.).
• Support the preparation of HR reports for HR Manager (headcount, movements, leave usage, etc.).

Leave & Time-and-Attendance

• Capture and update leave on the HR/leave system.
• Track and reconcile leave balances and flag anomalies or excessive leave usage.
• Assist with time-and-attendance reporting, liaising with line managers to correct missing punches/queries.
• Provide manager with consolidated monthly leave and attendance summaries for payroll input.

 Employee Relations & HR Support

• Be a first point of contact for routine HR queries (leave, policies, basic benefits questions) and escalate where necessary.
• Assist HR manger with preparation of documentation for disciplinary hearings, incapacity processes and counselling sessions (notices, minutes templates, packs, etc.).
• Take and type up minutes of HR meetings, hearings and consultations when required.
• Help communicate HR notices, policies and announcements in a clear and professional way.

Training & Development Administration

• Maintain training records and training matrix for all employees.
• Assist with booking training venues, invites, attendance registers and feedback forms.
• Capture training completed and certificates received onto the HR system / personnel files.

Compliance & HR Policies

• Ensure all HR filing and processes comply with company policies and relevant labour legislation.
• Support HR Manger in keeping HR policies and forms up to date and correctly distributed.
• Assist with preparation for audits (internal, external, B-BBEE, etc.) by providing HR documents and reports.

 Payroll Support

• Collect and verify monthly payroll input documents (new hires, terminations, changes in hours, overtime, allowances, unpaid leave, etc.) from line managers.
• Check that input is authorised and correctly documented before submitting to manager
• Maintain a secure log of payroll input changes (effective dates, approvals.
• Respond to employees’ basic payroll-related queries by checking status with manager, without disclosing or accessing salary information.